Benefits And Channels Of Effective Business Communication Training Ppt

Slide 1

This slide illustrates the tips for effective workplace communication. The tips are face-to-to-face communication whenever possible, providing clear information, combining verbal and nonverbal communication, not just hearing, but listening, handling conflicts with diplomacy, avoiding being personal with your co-workers, avoiding discussing controversial topics, etc.

Instructor’s note:

The tips for effective workplace communication are as follows:

• Communicate face-to-face whenever possible: Electronic communication can be potentially harmful to a relationship, particularly with co-workers. Electronic communication is often misunderstood. Prefer phone call or pay a visit to a coworker when you have something important to say
• Provide clear information: When you fail to communicate clearly and accurately, it can lead to confusion rather than clarity. To avoid miscommunication, avoid sending emails written in haste and always plan what you want to say before speaking
• Combine verbal and nonverbal communication: Only 7% of the message is conveyed by the words we choose. One must make sure that verbal and nonverbal messages are in sync. For example, if you're trying to obtain approval for your business proposal, make your nonverbal gestures positive and confident
• Don’t just hear – listen: The majority of conflict arises as a result of poor listening skills. To improve listening skills, paraphrase what is said to confirm that you were paying attention and ensure accuracy. This will lessen the likelihood of a conflict and will assist you in becoming a more effective communicator
• Ask questions: In addition to demonstrating that you were listening, asking questions confirms that you have understood the other person. A person can also use questions to elicit additional information and better comprehend the conversation
• Handle conflict with diplomacy: If you believe someone misunderstood something that you said, speak with him/her as soon as possible to avoid unnecessary resentment and productivity loss. Handle minor misunderstandings as quickly as possible to prevent a conflict
• Avoid being personal with your co-workers: Too much personal information must not be disclosed to co-workers. Aim to be friendly while remaining professional. If an employee gets too personal with co-workers, the risk of being perceived as less credible while communicating something important increases
• Avoid discussing controversial topics: To avoid offending anyone, refrain from discussing politics or religion or other controversial topics in office. While it's a good idea to talk to and get to know your co-workers, it's best to avoid controversial topics
• Offer positive feedback: Appreciate your coworker if they do an excellent job on a task. Positive feedback is a perfect way to improve workplace communication

Slide 2

This slide depicts the benefits of effective communication in an organization. The benefits are less misunderstanding, healthy workspace culture, non-threatening environment, team spirit, clear direction, stronger teamwork, higher employee job satisfaction, and business success.

Slide 3

This slide categorizes communication channels based on formality and means of communication. It highlights that based on formality, the channels are divided into formal and informal and based on means of communication into digital, face-to-face, and written communication.

Instructor’s Notes:

Communication channels by formality

• Formal communication entails the exchange of information such as an organization's goals, policies, and procedures

Example: Business plans, strategy, goals, annual reports, agreements, workplace safety guidelines and procedures, board presentations, etc.

• Informal communication channels, on the other hand, are used to deliver official business messages in a more relaxed manner

Examples: Lunch time discussions and ongoing collaboration among team members

Communication channels by means of communication

• Digital communication channels: Electronic means of communication include a variety of online tools that employees use to stay in touch with one another and stay up to date on company news and updates

Examples: email, internal communication platforms, and intranets

• Face-to-face communication: Although electronic means of communication in the workplace are taking over, face-to-face communication is still essential. It is much more personal, as it has a more human touch to it
• Written communication: Written communication refers to any message that uses the written word. Written communication is the most critical and effective mode of business communication

The various types of written communications used internally for business communication are:

• Memos\Reports
• Bulletins
• Employee manuals
• Emails
• Instant Messages

Examples of written communications commonly used with clients or other businesses are:

• Emails
• Letters
• Proposals
• Telegrams\Faxes
• Postcards
• Contracts\Advertisements
• Brochures
• Publications