Communicate Like A Pro: Make Lasting Impressions In Business

When it comes to business, it's so much easier to master your respective craft or skill than the other nuances that come along with doing business (ie. administrative tasks, networking, etc.). Though there is the possibility of being successful without mastering the nuances, being able to do so can only increase your ability to distinguish yourself or your business from any competition. Here are a few quick tips that can help you to be more effective in written communication inside and outside of your business:

• Using Appropriate Communication Channels

• Provide Timely Responses

• Be Mindful of Tone and Language

Using Appropriate Communication Channels

It is not uncommon to receive messages through a channel that is not ideal for the type of communication that was sent. In a digital world, texting and instant messaging is a very tempting go-to. However, it is not always the best way to communicate more formal or detailed information (think: instructions, processes, invitations). Those types of messages should be transmitted ideally through email. In some cases, using less formal methods as a way to follow-up on email messages can be more effective when the recipient is easier to reach with a quick message.

And though we live in a digital world, communication still works in-person (when available) and is sometimes best when delivered in real-time, face-to-face (excellent for clearing up prior miscommunication). This can also be done via video conference or by telephone (remember those?). Though it may not be considered the most convenient, much more human connection can be shared in these ways. This can be a huge differentiation between you and others in your industry or department. It's all about using the proper tool and effectively connecting with it.

Provide Timely Responses

You've just received an important email from someone that requires a response. Unfortunately, you are not prepared to respond fully in the moment but the last thing you should do is to put it off for later. It would be very responsive (and perhaps unexpected) if you took a moment to acknowledge that you received the message. Not only that, you can also quickly let the sender know that you will respond in detail at a later time, provide the time (if you know when) and even consider asking for a deadline (if not included in the original message). When you are able to respond at this level, you are not only answering the message but also sending the (unspoken) message that you take this matter seriously. And the added bonus is that it keeps you accountable.

Be Mindful of Tone and Language

Again, this sounds obvious but it does not always happen. One tactic that can be helpful is to craft your message without editing it in order to get the information out and then go back and edit for spelling and other errors. Then, take it a step further and read the message (try it aloud) to gauge the interpretation of tone. Stop and think about how you would receive the same message. Consider the topic, your relationship with the recipient, the language you choose and when you send the message (as in time of day). Though this is a lot to consider, it does not mean that the message has to be lengthy or complicated. That is where the editing comes in. As you are evaluating the tone and your language, you can also think about simpler ways to say the same thing. Keeping it simple leaves much less room for misinterpretation.

Now that you have some tips to help you better communicate with your colleagues and contemporaries, you may have other concerns. Because we at Intentional Professionals love to help make business better, whether it's yours or not, accountability coaching is always available. Book a Strategic Consultation to find out how we can help.

Sincerely,

-M