5 Steps to Build Communication Skills in Business

If you are a small business owner or a reputed CEO, you probably spend half of your time communicating with your stakeholders. Communication is a key skill that can help you elevate and rise to the top. In this dynamic digital age, we have started embracing informal communication, instant messaging, and slang terms as part and parcel of all communications. However, it can often create a gap between the message being shared and the actual message that gets across. We are often not taught the communication models in our school curriculum, which further impacts our ability to communicate effectively. Here, we have listed five critical steps that are vital to developing communication skills in the professional world.

Observe and Listen Carefully

The first and most critical step in the communication process is observing the surroundings and carefully listening to others’ perspectives. Avoid giving statements that can be judgmental or may harm another person’s feelings. Do not interrupt the other person; allow them to complete their voices. Build a space where everyone in the room can communicate effectively without the fear of being judged. Use non-verbal gestures and body language to show the communicators that you are engaged with them. If you missed something, ask them to repeat it. Moreover, you should also repeat what you heard to have complete assurance.

Encode the Message

The process of converting your thoughts and creating the message you wish to communicate with the speaker is termed encoding. Do not try to rush the process of communication. Take your time to understand what the speaker said. You must also consider making notes while listening to ensure that you are getting the right message across. You will create a wrong impact with your communication if you use the wrong statement or names. Try to build your memory to increase your attention span. Remember, it is always better to ask what you have missed rather than communicate the wrong piece of information.

Collaborate, Do Not Dictate

Be it business communication or informal communication; you should avoid portraying yourself as a superior. Never try to lead the communication by proving the other person wrong. Neutrally present your perspective. Effective communication is always about giving and taking. Do not try to dictate or change the message of communication to how you want it to be.

 Choose Suitable Medium for Message

The medium can directly impact the message. It is suggested to choose a suitable medium that can boost the level of communication. There are various organizations that operate digital and rely on emails or text messages. You should not rely entirely on text messages as there are high chances of essential messages being missed. Conduct face-to-face meetings every once in a while, or catch up with the team every morning to discuss the goals. It will not only enhance communication but will also help build employee engagement.

Recipients Decode the Message

Decoding is the process of translating the message and interpreting its meaning. Every individual may have different ideologies and perspectives. Therefore, decoding and understanding the message will be different. The increasing diversity also leads to challenges in getting the right message sent across. Face-to-face communication and meetings may help you understand every individual’s challenges. In contrast, it may be difficult to find the answers over emails and messages.

Tip 1. Ask for Feedback

You should note that communication is incomplete without feedback. Every employee or individual may interpret a different meaning. There are also chances that some individuals may find it challenging to understand the real meaning; therefore, requesting written communication or feedback after every meeting or communication would help a lot.

Tip 2. Follow KISS (Keep It Simple, Short) principle

Communication is dynamic, but you should avoid stretching the topic. It needs to be relatable and to the point. Holding one or two-hour meetings does not make sense if no output is delivered. Try to utilize the time properly and follow the KISS principle (Keep it Simple, Short). If you have to give a presentation, prepare it beforehand to avoid delays. Be prepared for questions and feedback from other participants. If you are not sure of any topic, avoid speaking about it.

Final Thoughts 

Every individual must follow these five essential steps to build strong communication skills in business. Remember, no one is a good communicator by birth. Practice makes everyone perfect. Therefore, you should adopt these five steps and focus on improving your communication skills.