Communication is of paramount importance in business. Businesspeople communicate in relation to sales, consulting, training, etc. Having a stellar product, a coveted service, or working for a premier company will only account for so much. Communication skills are necessary to procure and perfect in the world of business.

A businessperson needs to know how to effectively communicate through written and oral expression. The following article was written to help augment your communicative abilities.

Listening skills

It sounds absurd, but many people do not listen in business. Rather than closely listening to others, they are thinking about what they will say next. It is highly important in the business world to be a good listener in order to best respond to each person in a conversation.

Maintain eye contact. It is easier to get distracted or let your mind wander when you do not keep eye contact. Many people assume they know what direction others’ thought patterns are taking, and will interrupt or stop paying close attention. Listen closely to others until they are finished speaking; only then can you properly formulate an efficient response. Providing others with advice is a noble gesture, but first be a good listener. Sometimes people are speaking to be heard and not to warrant a response. Gather all information by listening first, before making a decision to offer suggestions.

‘Multitasking’ is often looked upon as being a positive in the business world, yet this is not always true. It is very difficult to be a good listener if you are performing other tasks while someone is speaking with you. Business matters need undivided attention; make sure the conversation has your full attention.

Telephone skills

Do not expect to have as much success making an impromptu phone call in contrast to planning out what you are going to say beforehand. Time is a precious commodity in business, so it will not be well appreciated if you spend the time of others stumbling over your words or making long pauses. Organize your thoughts and plan the call before dialing.

Do not place a caller on hold for longer than a minute. If you have other pressing engagements then make the person on the line aware of your availability. If you mention that you will give someone a call on a certain day and time then make sure that you keep to your word. Broken promises most often will ruin a business relationship.

Always keep a notepad at hand during a conversation. Write down names, dates, numbers, etc. Do not rely on memory because you never know how much information you will need to recall or what other issues will immediately arise. Return all calls. Each phone conversation can equal a sale or a gateway to making your company more successful either directly or indirectly. Having a ‘busy schedule’ is no excuse for not returning a phone call.

Business Emails

Utilize the subject line; it tells the receiver what the message entails and saves them time in weaving through spam. The subject line needs to be brief and succinct. Unless you know the recipient very well, keep the tone of the writing formal. You want to make a good impression with every type of contact. Some people feel more at ease sending emails because you are not immediately seeing or speaking to the recipient, but it is still a form of business communication, and needs to be employed in a proper manner.

Use a signature line. This should be a given, but some do not have their name, title, company, and contact information in their signature line. Keep to the facts and do not make your email very long. If a situation warrants more than two paragraphs, then a phone call would be more appropriate for the occasion.

Proofread your email before sending it. The recipient may not be an English teacher, but having errors makes it look as if you are not being attentive to the impressions that you make. Think before you press send. Emails cannot be taken back once you send them to the recipient. Sending an emotionally-charged email may be regretted at a later time. Whatever the situation, be sure to think about what you have written before sending your message.