Top 10 Steps to a Successful Business Communication
In business, your work would involve communication at the very first step, as it is the most essential part of any work business. Communication is the most used skill in almost every job. Example – how you communicate your achievements and accomplishments to others will reflect the quality of your work. If you want others to get aware about your results, then communication skills are required. Nobody will ever know what’s inside the mind of a communicator unless he speaks or transfers it to some visible medium for others. So the process of a successful business communication and receiving and interpreting the communication is divided into 10 basic steps. These are as follows-
- Sensing the need for communication.
Imagine a problem has come to your attention or you have an idea that can help you and the business. Then the next thing you do is find a suitable solution for it. Following a clear thought and flow of ideas, you work on the form of communication that would help you to pass the same idea to others effectively.
- Defining the situation.
To create a successful event of communication, a clear idea about the situation is a must. You must be well-aware as well as well-informed of the situation you are working for. If you are talking of some problem, then you must also know ‘from where the problem came from’, ‘who is getting affected by it’, ‘how it would benefit all’, ‘to what extent can it affect’, ‘when did the problem start’ and many more. The more informed you are the better you can transfer your point to others.
- Considering a suitable strategy for communication.
This really needs some kind of creativity. You have to use words, phrases and lines that should create an impact on other’s mind. They should not only feel their importance but also sense the capability in you as well as be able to appreciate your research and homework done over the problem.
- Selecting a course of action.
You will have to kill some quality time deciding more about the solution as well. Because passing only the problem to others is of no use. You must also come up with solutions to let the person in front of you to pay more attention to your words. This will also add value and importance to your lines and you will create an impact on the listener (or the receiver).
- Composing the message.
This is again dependent on your creativity and presentation. The way you craft your message is what is going to add credibility to your work. Your verbal style, visual format, structure, contents and strategies are the deciding factors.
- Sending the message.
Once you are ready with your contents and the presentation now you must wait for an effective time to pass it on. Imagine you sending it to your intended receiver on Friday evening. It would definitely be ignored or ever read nor would hardly be paid any attention. Also try to use some auxiliary messages to your main messages so that it grabs the attention of the receiver. But do not try it always, under certain serious situations it may not be validated.
- Receiving the message.
After your message is delivered by any of your chosen channels (be it internet, physically or verbally), the receiver reads or listens to your message.
- Interpreting the message.
The way you have understood the situation, is not obvious that your receiver will also interpret it the same way. Interpretation by the receiver depends on how effectively you have prompted it to others.
- Deciding on a response.
Everytime you send a message, you expect certain response from your receiver. If you have passed on the message successfully then your chances of receiving the desired response also increases.
- Replying to the message.
Here the receiver acts as a communicator and will pass through all the above mentioned stages just like you did.