Good communication is key to running any business. But what makes communication good? Clarity is important, but so is the ability to message and respond quickly without making errors. Here, we’re going to look at some of the pillars of efficiency in communication, both internally and externally, and some tips you can take to make your business better at communicating.
Know what can be sent in an email
Unnecessary meetings are a plague across all sectors and all industries. The next time you are considering having a face-to-face, especially with multiple people, ask yourself if it can be sent in an email. If it’s mostly a one-sided instruction or request for them to provide feedback in the longer term, the chances are that it could be.
Follow up in writing each time
With some simple note-taking software, you should make sure that any time you have an IM discussion, meeting, video conference, or other communication, you are taking notes. It’s easy to forget actionable points and other key details, which can lead to misunderstandings and other work inefficiencies. Make it a habit across the team to follow up meetings in writing, including sending an email summarizing the points of discussion. That way everyone can stay on the same page even when later distractions come along.
How much time is wasted on constructing the message?
When it comes to written communication, be they physical letters or emails, your team is naturally going to be concerned about how professionally they represent the business. As such, they can spend a lot of time formatting and styling a message before sending it. While important, this can be time-consuming if they have to do it again and again for all business documents. Template software can help you create a company-wide house style once, which your team can then apply to messages quickly and easily.
How easy is it to reach the right person?
When it comes to reaching someone directly, especially through the phone, you should look at just how easy it is to reach them and whether there are unnecessary steps between callers and the person they want to talk to. A good VoIP system can shorten unnecessary wait times by quickly rerouting calls to the individuals that they are supposed to go to.
Do your employees know how to communicate?
As much as it is prized as one of the most in-demand skills, verbal and written communication are not taught nearly as widely as they should be. If your team needs to sharpen its communication skills, then you should look at training courses that can help them learn them. The ability to distill any message down to the most vital information can help your team collaborate much more effectively, but you shouldn’t assume your team can just do it without training.
As vital as communication is, you need to ensure that your team is equipped with not only the tools they need but the skills they need to do it effectively. Hopefully, these tips see your team managing a much better back-and-forth in the future.