Better Business Communications
January 2009
Happy Better Business Communications Day! Never heard of this obscure holiday? You’re likely not alone. But what better day than today to work on enhancing your business communications?
Today’s business communications range from traditional memos to formal presentations to informal Facebook messages. Regardless of the method of communication, some common principles remain.
Organize and Plan Your Message
Before launching into a communication, one should consider the goal of the message – what you want to convey and what you want the receiver to know, do, or understand. Have you defined the beginning, middle and end of your message?
Always Consider the Audience.
Are you communicating to peers, managers, experts or novices? Tailor your message to ensure the message is received. Use terminology that will resonate with your audience – not too technical or detailed to be over their heads and not too commonplace if they are the experts. Avoid the phrase “as you know” as you may alienate those who don’t know.
Consider the Method of Delivery.
Can you avoid confusion over an email by making a quick phone call? Is a PowerPoint really necessary or will the message be better received with a handout and discussion? Will a handwritten note make a bigger impact than an email?
Be Clear and Concise.
Be sure there is enough background in your communication that the recipient knows what you’re talking about, but get to the point quickly. Is your call for action included in the beginning of your message or is it buried in the middle or at the end? Is it clear that a response or action is needed? In communications, less is often more…as long as you clearly get your message across.
Take a few extra minutes today to…
■Reread and revise at least one email you send today. Make it more concise. Use bolding, underlining or color to emphasize an action required, deadline or other key piece of your message. Follow the rules detailed to the right.
■Plan your conversation for at least one phone call you make today. Be prepared to either get the person on the phone or leave a voicemail. An extra minute of preparation can save you from stumbling over your words.
Enjoy Better Business Communications Day and make better business communications part of your every day world.
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