Do You Have Control of Your Business Communications?

Communications are a cornerstone of any business, but sometimes your business communications can start growing out of control.

From mixed messages to a growing pile of emails, unchecked business communications can slow your business down and cause confusion for your team.

Why is regaining control of your business communications important, and what can you do to help facilitate that?

Why Regaining Control Matters

Communication is one of the building blocks of your business.

Think about all the kinds of communication that happen in a business every day, from talking with clients to sending messages to coworkers to placing orders with vendors.

Unclear communications can lead to problems in your business.

Orders could go unfulfilled, customers could be left unsatisfied, and your team could end up frustrated and not working at their most efficient.

That's why you need to get your business communications under control as soon as you can.

Think Carefully Before Communicating

One pitfall of business communication is simply having too much of it. Encourage your team to think carefully before sending a message.

For example, how many people really need to be copied in on an email? If a request for information has been made once, is a reminder straight away really necessary?

By establishing a best practice of thinking before sending a message, you can cut down on unwanted messages.

Match the Medium to the Message

As the article "Reclaim Control of Your Business Communications" points out, email has its limitations.

Whatever you need to say, think carefully about whether the medium you're choosing is the best one. Email has its uses, but messages can quickly get buried, and memos can get piled on desks and forgotten.

All mediums have their strengths and weaknesses, so do try to choose the right medium for your message.

Be Clear and Straightforward

The best way to communicate effectively is to be very clear.

Each communication you send should have a defined purpose, and include information that makes it clear what the recipient should do next.

If an email is just for information purposes, state that in the message. If you are talking to a colleague about a project, state clearly what you would like them to do next.

Encourage your team to think carefully about their communications and ways to keep them straight to the point with a clear goal.

Learn to Listen as Well as Talk

Listening is as vital a part of communication as talking (or writing).

Learning to listen carefully cuts down on misunderstandings and helps communications achieve their aims.

Active listening skills are vital when talking with other people, but it's also important to learn to carefully read, consider and process written messages before responding.

Practicing better listening skills will benefit your business communications by cutting down on misunderstandings.

Keep Tabs on Communication

Keeping track is a vital part of making communications smoother and keeping control.

For example, you could make use of task management software to help your employees keep tabs on messages received and actions taken.

By setting out clearly what needs to be done, by whom, and to what time scale, software can help you keep track of communications and ensure the proper outcome is reached.

It's vital that you treat your business communications as you would any other aspect of your business - with care, planning, and attention to detail.

By taking steps to streamline and take back control of your business communications, you can ensure that they work for your business instead of causing confusion.