Business Communication has always been an important segment for every working professional as well as aspirants seeking to build their career. We all have to accept the fact that business communication is the key skill for a successful business. Be it communicating to your superiors, your colleagues, your customers, etc., because what you communicate is how you describe yourself and your company or your product. But let us tell you the most important thing business communication is not only limited to verbal communication.
Remember that your communications can make or break important deals and relationships. At the place where we work, we tend to draw our own conclusions on what other people understand. Assuming this not only leads to a breakdown in the delivery of your message but also the interpretation on the receiving end.
An overview of Business Communication Skills
Somewhere it is rightly said that when intent and understanding don’t align, this can spiral into greater workplace problems. A breakdown can also begin to occur with customers as well. To better avoid this, it is essential that we understand what effective business communication is and practice ways to improve things.
While there is an infinite number of approaches one can take when it comes to improving communication at work, finding the one that works for you in a given situation can be a daunting task.No matter what your company hierarchy (authoritarian leadership or servant leadership, it is important to improve your communication skills. Whether you are at the top or bottom of the totem pole, how you practice communication will be adopted by others you are in contact with on a regular basis.
Additionally, honing communication skills in a uniform manner will allow all employees to be on the same page, and minimize the chance of misalignment and miscommunication. But before you get more confused on how do I improve this so-called ‘business communication’ skill you need to learn what actually this means. Therefore, let’s start:
What is Business Communication?
The next important question is how do I define the term business communication. If we break the complete word we get two individual words with two meanings. Business can be referred to as a person’s regular occupation, profession, or trade. Communication can be known as the exchanging of information by speaking, writing, or using some other medium.
However, if we combine them again we can understand that business communication means the process of sharing information between employees within and outside a company. Actually, Its main purpose is to improve organizational practices, eliminate silos, keep employees informed and reduce errors. Furthermore, effective business communication is essential for the success and growth of every organization. Unlike everyday communications, business communication is always goal-oriental.
Now that we are clear with the meaning, let’s look at the types of business communication
Types of Business Communication
There are in total four types of business communications.
Internal, Upward Communication
This type of business communication is anything that comes from a subordinate to a manager or a private up the organizational hierarchy. Leaders need the information to flow upwards to possess a real pulse on the operations of the corporate. Most communication that flows upward is predicated on systematic forms, reports, surveys, templates, and other resources to assist employees to provide necessary and complete information.
For example, a sales report might include the entire number of pitches, alongside the particular sales. it’s going to also invite feedback like a summary of problems or successes that management would really like to trace.
Internal, Downward Communication
This is any sort of communication that comes from a superior to at least one or more subordinates. Communication could be within the sort of a letter, a memo, or a verbal directive. Leaders should keep communication professional and clear with subordinates. for instance, a memo regarding a replacement operations procedure might involve safety requirements and new regulations. There should be no room for interpretation of the security requirements; the language should concisely explain exactly what must happen.
Internal, Lateral Communication
Lateral communication is that talking, messaging, and emailing among co-workers within the office. This could be cross-department communication or simply internal department dealings. An example of a scenario involving cross-department communication is where the fulfilment manager features a question a few special orders and is requesting clarification from the sales representative via an email or office messaging system. Those within the same department might communicate to supply updates on status reports and coordinate schedules.
External Communication
External communication is any communication that leaves the office and deals with customers, prospects, vendors or partners. It could also involve regulatory agencies or city offices. Sales presentations or marketing letters got to be exciting to get interest from the customer but they also got to be factually based. When like outside entities for partnerships or other business administration needs, state the aim and be concise in communication, whether oral or written. Respect people’s time by going to the purpose and stating your request.
How can I improve my business communication skills?
Since now you are very much aware of the meaning and type of business communication. It’s time to learn about how to improve your skills. Let’s discuss 10 reasons on how and why you sould improve your skills.
Enhance your listening skills
It looks like nowadays, many folks believe that listening is just ‘listening to a different person talk while expecting our chance to share our next point. However, this is often not listening and is extremely counterproductive. When listening, or reading someone else’s messages, put 100% specialize in what they’re saying and really absorb what’s being said. this will dramatically help to progress a conversation and ensure optimal communication.
Improve your writing skills
Many people are literally surprised once they consider what proportion they really write each day. Whether you’re writing emails, text messages, instant messages, reports, letters, or other sorts of content, taking the time to enhance your writing skills is an incredibly beneficial thing to try.
Know when to use what channel
As mentioned above, it’s easy to urge trapped in endless text messages, emails, or online messaging service threads. However, as an expert of Business Communication, it’s important that you simply know when to form the choice to modify over to a call, or maybe to satisfy face to face. this will save such a lot of time, is such a lot more productive, and minimize the space for error and mistakes.
One conversation per point
Of course, during a natural conversation that lasts hours with a lover or loved one, you would possibly cover tons of subjects. However, during a business setting, attempt to keep one conversation per material. So, if you’re having an email conversation with somebody, only mention one thing at a time. Otherwise, things are getting to get confusing quickly.
Asking questions to better your understanding
Regardless of the channel of communication you’re using, asking questions may be a vital part of understanding. It’s vital that you simply rid yourself of the misunderstanding that asking questions means you look stupid or insignificant to the people around you. At the top of the day, we’re all only human, and that we don’t know everything. Also, during a business setting, not asking questions can cause numerous problems; problems that will so easily be dismissed.
Be Direct & to the Point
Business communications should be direct and to the purpose. They ought to even be written in order that an individual on the opposite side of the country can instantly understand what you’re talking about. If you’ve got even the slightest suspicion that something you’ve written might be lost in translation, rewrite it. Just take care to be succinct, not verbose in trying to completely explain something.
Be as accurate as possible
This may appear to be such a clear point, but It’s one among the foremost important and most ordinarily overlooks. Whereas you would possibly speak in slang or poor English to your spouse, partner, or friends, when you’re writing or talking during a business setting, accuracy is important. For example, when you’re writing an email, write as accurately as possible, which is bound to include all the proper grammar and use proper spelling throughout.
Know your audience
To communicate effectively, it’s important to urge to understand your audience first. Each audience is different and can have different preferences and cultural norms that ought to be seen when communicating. an honest thanks to understand expectations is to ask members of the audience for samples of good communicators within the organization.
Use the PIP approach
Following this approach, the speaker first states the aim of the presentation, then shares why presentation is vital by reviewing implications and possible outcomes. Finally, the presenter gives a preview of the topics which will be discussed. This framework may be a useful thanks to get audiences excited about the presentation, helping them to specialise in your message and on key takeaways.
Practice makes perfect
Not even the best orators became master communicators overnight. It takes patience and practice to enhance your business communication skills. Identify the talents you’re lacking then gradually work to realize them.
If you would like to bolster your data communication skills, practice by typing business letters to yourself. Not confident in your verbal communications? Attend a seminar at your local business association to listen to how the pros communicate. Or, join a knowledgeable organization like Toastmasters to reinforce your public-speaking skills. Eventually, you’ll gain the arrogance and know-how to speak with individuals at every level of the business.
Vskills Certified Business Communication Specialist
Every organization is on the lookout for people with good communication skills but unfortunately, the business need for employees with good communication skills is often not complete. There is a high correlation between communication skills and job opportunities. It is very important to stand out from the competition and make a mark by demonstrating the requirements that are in demand such as leadership and communication skills. Vskills Certification provides a high learning curve and focuses on assessing the candidates on these parameters.
Why should one take this certification?
The communication shortcoming of employees and the importance of communication in any organization explain the need for working toward improving communication skills. Vskills Certification focuses on developing writing skills, proper business etiquette, effective speaking and listening habits. This will not only assist the candidate in career advancement but also develop the requisite business communication skills.
Vskills Certification in Business Communication is for all the candidates who wish to improve their business communication skills and want to perform better than their peers. The Certification focuses on directing the student towards the betterment of their verbal and non-verbal communication skills set. Candidates taking this certification will be rigorously judged and develop a better outlook.
Benefits of the Certification
- First of all, you will be getting a Government Certification
- The Certification is valid for life
- Candidates will get lifelong e-learning access.
- The best part is that you will get access to free Practice Tests.
- Last but not least, candidates will get tagged as ‘Vskills Certified’ On Monsterindia.com and ‘Vskills Certified’ On Shine Shine.com.
Concepts Covered
- Introduction to Communication
- Diversity and Organizational Communication
- Oral Communication
- Non-Verbal Communication
- Written Communication
- Business Communication Application
- Etiquette
- Career and Communication
- Communication Barriers
How to become a Business Communication Specialist?
To help you in your preparation, we have prepared a guide to which you can refer to. Furthermore, following this preparation guide will help you learn and understand every exam’s objectives. Here we are providing you with the best learning resources to qualify for the exam. Moreover, here we are going to illustrate a detailed description to help you prepare for the exam. Let’s start with expert learning resources and a study guide.
Books for Reference
Reference Books can provide an advantage to learn and understand things more accurately. For the Certified Business Communication Specialist exam, there are various books available which you can find online or in libraries. Some of the books are as follows:
- Business Communication for Success by Scott McLean
- Communication Skills for Business Professionals by Celeste Lawson, Robert Gill, Angela Feekery
Join a Study Group
It is very important to interact with people who have a common aim in life. Joining study groups is a good way to get yourself fully involved with the certification exam you applied for. Furthermore, these groups will help you get up to date with the latest changes or any update happening exam. Also, these groups contain both beginners as well as professionals. Furthermore, these groups will help you get up to date with the latest changes or any updates happening exam. Also, these groups contain both beginners as well as professionals. Moreover, This is a nice way for the students to discuss their issues.
E-Learning and Study Materials
Learning for the exam can be fun if you have the right set of resources matching your way of studying. Vskills offers you its E-Learning Study Material to supplement your learning experience and exam preparation. This online learning material is available for a lifetime and is updated regularly. You can also get the hardcopy for this material, so, you can prefer either way in which you are comfortable. Furthermore, you can refer, Vskills Certified Business Communication Specialist online tutorials as well. Start your preparations with free practice test papers!
Evaluate with Practice Test
When you are done with all your preparation it is always advisable to go for some mock test before you plan to sit for the actual examination. This will not only boost your confidence but will also make you aware of the weak portions in your preparation and which require some more focus and hard work. Taking real-time practice tests will also release you from exam fear and exam pressure. Start your learning with Free Practice Test now!
