Understanding The Importance And Training of Communication Skills

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Whether we realise it or not, we are communicating ALL the time. And, given the number of platforms and devices that we use as we live out our daily lives, and the multi-tasking our routines call for, most of us are pretty good communicators.

Examples of Communications Skills

Does your typical day look like this?

All these are examples of communication skills.

• You share quality time, chit-chatting with your family before you leave for work;

• you use an app to call a cab as your car is in the garage;

• catch the news on your tablet in the cab while also sneaking a peek at your Facebook timeline;

• then you attend a slew of meetings at the office;

• reply to a flood of emails;

• video-conference with clients on another continent;

• let your smart phone order you lunch;

• spit some unprintable words at the moody coffee-maker in the pantry;

• and finally share some much-needed banter with your colleagues as you car-pool on the way back home.

What are we getting at? Well, since the definition of communication is the act of transmitting a message, opinion, information, instructions, feedback or even gossip, we are saying something to someone pretty much every waking moment.

And since most of us spend a large part of each day working, in a work environment, structures or otherwise, business communication forms a large part of what we are saying.

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What Is Business Communication? Why is it important?

Communication is the lifeblood of any organisation. Whether it’s issuing simple instructions at work, sorting out a tricky situation with a subordinate, lifting flagging morale, working out a better way to meet productivity targets, briefing your team on customer feedback after a product launch, or as CEO, getting your employees to buy into your company’s vision – communication is the pivot of any business venture, from start-up to global corporation.

Business Communication vs General / Social Communication Differences

Business communication differs greatly from regular communication. It refers to communication that takes place in a work environment, and is meant to achieve the common goal of getting the job done and doing it effectively.

Business communication could be internal, that is, within the organisation between colleagues or between departments; or it could be external, for instance, a brand-building campaign for a company to shore up its image.

It could also include communicating with vendors, partner organisations, prospective clients or just the public at large.

There are many career tracks that are based almost entirely on business communication skills, such as marketing, customer care, corporate communications, public relations, brand management, advertising and event management.

While the parties at the sending and receiving ends of the communication differ, each of these career domains revolves around getting a certain message across and getting it across to a very specific target audience.

The number of platforms that we use for business communication has exploded in recent times. Whereas telephone and email were once the most oft-used mediums, now online meetings, videoconferencing, teleconferencing, voice messages and even web chat and instant messaging are par for the course.

When it comes to a company targeting a large audience, videos, powerpoint presentations (PPT), blogs, apps, social media and television come to the rescue. And, with all these platforms available at the tap of the finger, let’s not forget where it all began – good, old-fashioned face-to-face communication!

Types of Business Communication Skills

1. Speaking

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Speaking or verbal communication is perhaps the most frequently used way to get a message across at the workplace, and it includes meetings, presentations, workshops, in-person interviews, and telephonic and video conferencing.

This communication skill is best used in situations where establishing a personal connection is important, such as conflict-resolution scenarios, team-building exercises and while selling a product.

Effective Public Speaking Skills

Let’s analyse this crucial skill in greater depth and explore ways to get people to listen up when you speak!

• First, Listen To Yourself Speak

In much the same way many as people don’t like being photographed, there are many who cringe at the thought of having their voice recorded and then listening to it.

• Vocal Range

There are some people who speak in an almost flat and lifeless tone while, at the other extreme, there are those who are super-animated. Most of us fall somewhere in between.

Still, there is a lot you can do to improve your vocal range so that you sound more engaging, confident and pleasing.

• Noise

‘Noise’ refers to anything that distorts the message you are trying to convey. Just like physical noise can interfere with what the listener hears, communication ‘noise’ can have the same effect.

2. Writing

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This is another powerful business communication skill, which embraces the gamut from email, internal business memos, formal letters, bulletin boards, posters, flyers, PPTs etc.

Effective writing requires careful choice of words that send out a message cogently and accurately.

This form of communication is reliable; it can be used to reach multiple individuals all at once; and is the best way to convey technical information.

Written communication also creates a paper trail for future reference and it also helps the legal teams of large companies do their job.

Most importantly – and most commonly – good writing skills help you to connect with people. So the type of job you have makes no difference to the quality of your writing skills.

3. Reading

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This is tough to master simply because more and more people, especially young people, are spending less and less time reading.

Reading is one of those understated skills that we use all the time at the workplace but is upstaged by more high-profile skills such as ‘quantitative ability’, ‘critical thinking’ and ‘soft skills’. Yet it is one of the building blocks of almost every type of career.

Reading is also part of the overall communications package, which includes reading comprehension, writing ability and good speaking skills. And there is no underestimating the power of communication.

In fact, good communication is one of those soft skills that can help leapfrog your career, for it means you can connect with people easily, you are empathetic and can influence opinions and decisions.

4. Listening

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Perhaps the most difficult business communication skill to practice, listening implies that you not only hear what someone is saying but also understand the content, decode all the non-verbal signals and filter the message without bias or prejudice.

Effective listening is a winning tool in every manager’s toolkit, for it implies the ability to put oneself in someone else’s shoes, something every employee craves – an empathetic ear.

A company that listens effectively is one that is open to ideas, feedback, innovations, has good organisational relationships, is willing to correct its mistakes and inevitable marches forward.

There is no underestimating the value of effective listening skills. From grievances and complaints, to suggestions, opinions and ideas, or just free-wheeling conversation at work, there is a wealth of information and insights you can gain by simply keeping your ears open.

Effective listening skills lead to better customer satisfaction, raises productivity, reduces errors and facilitates the sharing and exchange of information, which in turn enhances creativity and drives innovation.

I hope you find this post helpful.. Thank you :)

Kampai,

References:

http://www.careerizma.com/skills/communication-skills/
http://www.careerizma.com/skills/speaking-skills/
http://www.careerizma.com/skills/writing-skills/
http://www.careerizma.com/skills/reading-skills/
http://www.careerizma.com/skills/listening-skills/