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Business Communication that Facilitates Engagement Conclusion

June 10, 2021 by Nicky

Technology has had a massive impact on the workplace. It has altered the way typical businesses used to function. It is the discretion of company leaders to keep up with the changing environment in the most effective way possible.

Business owners cannot afford to put their company’s growth, stability, or welfare at risk and can enhance overall performance and profitability in their working environment by introducing innovative technical solutions and software.

Effective communication produces a more positive atmosphere for team members and management. As formerly stated, nothing can be achieved without efficient, transparent and informative communication. Leadership qualities combined with the skill to effectively communicate may be a valuable resource to any company. It increases enthusiasm, confidence, personality and also collaboration.

It really is undeniable that communication in the workplace has always been and will continue to be a problematic issue. The sharing of knowledge and mutual understanding from one person to another is referred to as communication. The recipient, expressing the message, delivering the message through a platform, receiving the message, interpreting the message, feedback, and misunderstandings are the fundamental components of the communication process. Information sharing is the single most important aspect in assisting a business or company’s development and prosperity.

Successful communication is a process that demands commitment and competence from both the communicator and the recipient. Either in a personal or professional environment, the capacity to communicate in a transparent and comprehensible way enhances the recipient’s understanding of the message. Communicating successfully with people will go a long way. When team members communicate properly, they seem to be more productive and are far more motivated to perform better.

When team members work in a very incredible, pleasant, positive, and congenial work environment, they are inspired and enthused to be more efficient. Their passion for their job allows them to meet their goals more easily, and therefore their productivity improves. As a manager, you should look for opportunities available to develop your communication abilities.

Different challenges arise as a result of communication. Some are beneficial, while others are negative. Obstacles can be the primary reason behind a company’s success or failure. In order to overcome these challenges, it really is important to acknowledge their existence.

Almost all managers lack the experience to communicate effectively. As a result, team members are dissatisfied, unmotivated, and have low self-esteem. To be effective, managers must establish constructive relationships that inspire the team to overcome their objectives. Acknowledging accountability requires adjusting to situations and making correct decisions. As a manager, you also want your business to be successful. It begins with team members, yet managers and executives must also be able to communicate professionally and respectfully. The same would be applicable for the team members.

So, how would you describe your communication style? To begin with, one style is not preferable to another. The goal is to first establish your own distinctive communication style so that you can adapt to that of the audience you are addressing. Adjusting your communication methods to the audience is a vital step towards effective communication, whether you’re talking to a team member, a manager, in a team meeting, or a crowd of many.

Finally, communication is critical to the success of any relationship or business. You may enhance your effectiveness in all aspects of business by developing your verbal, nonverbal, and written communication abilities. While you are responsible for team members or working in a team, being able to communicate effectively may enhance your relationships with your team members and enable you all to work more efficiently collectively. Communication is key to any successful organisation.

The Advantages and Disadvantages of Non-Verbal Communication

June 9, 2021 by Nicky

Advantages of non-verbal communication:

  1. Complementary: Nonverbal clues enhance the significance of a verbal communication. You may apologize to others by patting them on the back.
  2. Simplistic demonstration: Information may be simply communicated in nonverbal communication by employing visual, audio-visual, and silent nonverbal communication methods.
  3. Accentuation: This is a technique for emphasizing a spoken statement. The linguistic tone reveals the true meaning of the sentences.
  4. Supplementing: When verbal communications are impeded by sound, interruption, or distance, nonverbal communications can be used to supplement them, such as a hand motion to the lips to signal the need for silence, or facial expression being a nod rather than a yes.
  5. Reiteration: The act of repeating a verbal message, such as pointing in the direction of a destination while expressing instructions.
  6. Assist intellectually challenged people: This kind of communication relies on gestures, facial expressions, eye contact, contact, touching, and other nonverbal signs rather than spoken or written words. As a result, it is extremely beneficial to intellectually challenged individuals.
  7. Support disabled people: Nonverbal signs of communication are extremely beneficial for disabled people, particularly hearing impaired people who communicate by moving their hands, fingers, eyes, and so forth.
  8. Captivating demonstration: Nonverbal communication is based on visuals, pictures, diagrams, symbols, etc, which will indeed be extraordinarily appealing.
  9. Decreasing time wasting: The message of nonverbal communication needs to reach the listener promptly. As a result, it decreases the communicator’s waste of essential time.
  10. Fast message interpretation: Nonverbal communication signals such as signs and symbols can also deliver some messages much quicker than written or verbal messages.

Disadvantages of non-verbal communication:

  1. Inadequate and inconsistent: Nonverbal communication is ambiguous and vague. Since there is no utilisation of words or language in this communication, that conveys a clear message to the receiver. No dictionary can categorise them correctly. Their meaning changes not just according to context and environment, but also according to the level of intention.
  2. Measurable: It is possible to prevent conversing in verbal communication, but nonverbal indications are often not feasible to cease. Furthermore, the spoken word has a composition that makes it possible to determine when a topic has transitioned, or to evaluate its sentence structure. This type of information is not viable with nonverbal information.
  3. Multi-channel: Multiple connection: if you are only looking at someone’s eyes, you may overlook something important in a hand movement When everything is happening simultaneously, it could be tough to keep track. Many people just do not do it, at least not intentionally.
  4. Culture-bound: Nonverbal communication is taught in childhood and expected to transfer on to you by your parents and those with whom you interact. Research reveals that people of all cultures smile when they are pleased and frown when they are sad. Gestures that are considered favourable in one culture may be considered inappropriate in another.
  5. Lengthy discussions really aren’t feasible: Lengthy discussions and relevant clarifications are not achievable with nonverbal communication. No stakeholder is permitted to debate the specific concerns raised by the communications.
  6. Impossible to fathom: Nonverbal communication is difficult to comprehend and takes a lot of repetition. For instance, it communicates with people by gestures, facial expressions, eye contact, touch, and other ways that simple and ignorant people don’t always truly start to understand.
  7. Not everyone favours: Not everyone chooses to interact with others through nonverbal communication. It is not always possible to have an effect on people or listeners. It has less influence and cannot be applied everywhere. It should not be used as a public communication tool.
  8. Absence of etiquette: Unlike other forms of communication, nonverbal communication does not adhere to any standards, formalities, or structures. In most circumstances, people participate in nonverbal communication by moving different parts of their bodies subconsciously and repeatedly.
  9. Expensive: Nonverbal communication may be quite expensive in some instances. Neon signs, PowerPoint presentations, movies, and other kinds of communication, for instance, are quite expensive when compared to the conventional types of information sharing.
  10. Content misinterpretation: Although nonverbal communication relies on gestures, facial expressions, eye contact, touch, sign, sound, paralanguage, etc to communicate with one another, there is a high probability of information misinterpretation.

Communication Process Solution

June 8, 2021 by Nicky

The Strategy for the Communication Process is as described in the following:

STAGES

DESCRIPTION

 1. The Discussion Compile all of the information collected, the “what” rather than the “why.”
2. Your Viewpoint
  • be truthful while remaining courteous
  • communicate cautiously
  • make information more accessible
  • welcome opposing viewpoints
  • keep your expectations realistic.
  • be attentive
3.  Their Opinion Encourage them to participate and be inquisitive:

  • “Could you perhaps explain what you’re attempting to accomplish?”
  • “I’d love to hear your thoughts on this.”
  • “Kindly let us know if you have a different opinion.”
  • “I’d appreciate to hear your ideas on this.”
4. Collaborate
  • Inform them of your objectives and preferences.
  • Find out what their interests and needs are.
  • Create solutions to satisfy both of your expectations.
5.  Agreement
  • Who are the main stakeholders?
  • What do you both agree on?
  • When will it actually occur?
  • Keep track of the details.
6. Follow-Up
  • Who should you share an update with?
  • What are the issues on the agenda?
  • When and where would the conversation transpire?

The Five Listening Measures

June 8, 2021 by Nicky

The following table illustrates the five listening steps:

Step 1

ACQUIRE

Objective You’re looking for facts. You want to conduct research or have a more in-depth discussion.
Process Use a ‘what, how, and when’ question. You are attempting to obtain information in a transparent and appropriate manner.
Examples
  1. How did you obtain this information?
  2.  Where did you get your information?
  3. When would you like to talk about the material you’ve gathered?

Step 2

CLARIFY

Objective To assess your listening skills. To demonstrate to the other person that you understand the facts.
Process Whatever you’ve observed is accurate. Summarize the person’s key points.
Examples
  1. As I interpret it, you stated……………., is that accurate?
  2. What I believe you meant was…
  3. To be more specific, you suggested…

Step 3

ACKNOWLEDGE

Objective You want to demonstrate to the other person that you are paying close attention and are engaged in what they are expressing. This acknowledgement is non-mandatory.
Process You don’t have to agree or disagree. Use passive aggressive language in a pleasant tone. It is worth noting that acknowledgement may be seen as acceptance by others, so be mindful about how you perceive your involvement and attentiveness.
Examples
  1. I fully comprehend.
  2.  Could you perhaps clarify on that remark or subject matter?
  3. I value your opinion.

Step 4

EMPATHISE

Objective To demonstrate that you are paying attention and engaging in conversation. Your awareness and appreciation of another’s sentiments will benefit in the alleviation of stress, hostility, and other unpleasant emotions.
Process Recognise the emotions of the other person. Explain it in your own words, whatever the other person has expressed. Because emotional responses are typically ignored, this talent may appear odd at first. It will become more acceptable with exposure. This element must be identified and defined, particularly in confrontational discussions.
Examples
  1. You believe you did not receive accurate information.
  2. As you see it, that was unfair.
  3. It appears to me that you do not consider these circumstance to be realistic.
  4.  I get the impression that you enjoy conducting research but are concerned with making errors.

Step 5

SUMMARISE

Objective To concentrate on the subject and go to a greater level of analysis. To group together essential thoughts or information. To check on development.
Process Reiterate, reflect on, and analyse key concepts and emotions.
Examples
  1. These are the key components of the idea/topic…
  2. These seemed to be the main points you made…
  3. To recap; the key components are…

Technology Etiquette

June 8, 2021 by Nicky

Because of significant developments in digital technology and the rapidly expanding influence of e-commerce, very few businesses have key business meetings only inside the constraints of their office buildings. However, because of the advantages of a remote workforce, several businesses are choosing to perform daily operations activities and work in a virtual environment. Nonetheless, despite the increasing importance of technology and the internet in business, genuine interpersonal communication continues to be a major element of any company’s development and success.

Video Conferencing Etiquette

  • Mute yourself when not speaking.
  • Be punctual.
  • Ensure your technology works correctly.
  • Use technology to fully connect with remote team members.
  • Choose suitable software and hardware.
  • Wear work-appropriate clothing.
  • Set Up the camera appropriately.
  • Have the right light.
  • Look into the camera.
  • Pay attention.
  • Customise your virtual background.

The do’s and don’ts of video conferencing etiquette

It is important to follow appropriate video conferencing etiquette.

If you’re a competent remote worker and you’ve been expected to work from home for the first time, you’ll almost inevitably need to hold meetings with your team members via video conference call at some time. Although you may know how to set up video conferencing for a session, you should also be better acquainted with fundamental video conferencing etiquette.

Here is a quick guide to the do’s and don’ts of video conferencing etiquette, to help you attend or conduct your meetings as effortlessly as possible.

THE DOS

Test your hardware and internet connection in advance One of the most important things you should do before joining or hosting a video call is to ensure that your hardware (microphone, speakers, headphones) and internet connections are fast enough to facilitate an acceptable level of quality for a video conference.
Change or obscure your background Hide the look of your preferred place using background capabilities provided by various video conferencing software.
Use noise cancellation equipment or find a quiet, isolated location. It is critical to choose a quiet location for your video calls so that you can hear your meeting and are not disturbing people when your microphone is turned on.
Ascertain when to conduct a video call or when to send emails. Check to see if the topic of conversation is acceptable for a video conference. If it is possible to handle it by email, do so.

THE DON’TS

Don’t speak over each other. To ask questions, use the chat option. It might be difficult to gain everyone’s concentration during a meeting in order to ask your question. The best and least obtrusive option is to use the chat component of your video conferencing software, if it offers one. This allows you and your team to ask as many questions as you desire throughout the meeting without disturbing anybody who is talking.
When you’re not talking, turn off your microphone. Keep your microphone muted if it is not your turn to talk during the meeting. People that use video calling will frequently have a microphone icon that you can press on to mute or unmute during the call.
Do not get disturbed throughout the meeting. Because video conferencing enhances your video presence, it will be clearer to your team members that you’re not paying proper attention whether you are continually fidgeting, moving around, or glancing elsewhere when someone else is speaking.
Don’t look unprofessional: dress appropriately for your audience. Your attire should correlate to the expectations of your audience; it is usually advisable to follow your company’s clothing policy.

Email Etiquette

June 8, 2021 by Nicky

When sending an email to a group, whether it’s a team member, a manager, or even a customer, email etiquette guidelines outline what’s acceptable and what’s not. It may require some effort to make your emails professional and to the point, but you will look more professional and structured in the long-term. Email is a type of written communication that is differentiated from other forms of written communication.

Before you press the ‘Send’ button, consider the following guidelines:

  • Treat email as you would for any other written communication.
  • Grammar, spelling, and punctuation are important, ensure you read over before you send.
  • Be careful in handling confidential information.
  • “Email Evidence” – Do not put anything in an email that is embarrassing or inappropriate. Email takes on its own life and it will come back to haunt you. Email is a public record for state team members and can be used if there is a legal case ever involved.
  • Use “out-of-office rules” for email. You may be able to prevent the angry, “I emailed you three days ago” phone call if you let people know you will not be around for an extended period of time. It is good manners, and no one will feel like you are deliberately ignoring them. Also, if it is urgent, it lets the sender know you did not receive the information and to opt for a phone call instead.
  • If possible, give an alternate person to contact and make sure that person knows he or she is your back-up.
  • Keep the email brief. Your recipient may get hundreds of emails every day. Do not add to your recipient’s workload by burying the important information under fluff. Get to the point, and the other person will thank you for it.

These guidelines will enable you to avoid potential misunderstandings and errors.

The Advantages and Disadvantages of Email Etiquette

While we try to work faster and more efficiently, we must not forget the social rules that accompany any form of communication. Here are some of the advantages and disadvantages of email etiquette.

ADVANTAGES

Do Have a Clear Subject Line Many of us have dozens of emails cluttering our inboxes every day, therefore the more specific your subject line, the more likely your message will be read. Anticipate any email with a charming, confusing, or perplex topic to be deleted. Furthermore, proofread your subject line as thoroughly as you would the remainder of the email.
Do Use A Professional Salutation Utilising “Hey,” “Yo,” or “Hiya” is unprofessional, regardless of how well you know the person. Instead, say “Hi” or “Hello.” Use “Dear …..” to be more professional. In the salutation, use the person’s name, “Hello Jack” and don’t abbreviate anyone’s name unless they give you permission.
Do Briefly Introduce Yourself Do not presume the person who receives your email recognises who you are or that they recall meeting you. If you’re not confident that the receiver remembers you, send a brief introduction of who you and your connection.
Do Keep It Short and Get the Point Long emails are a thing of the past. To avoid overwhelming the receiver, write in 2 to 3 phrases that are brief and to the point. When reviewing what you’re delivering, make sure it doesn’t appear to be a tedious task to read; utilise bullet points if feasible.
Do Proof-read Your Message Don’t be startled if you’re assessed based on how you write an email. For instance, if your email has misspelt words and grammar mistakes, you may appear as unprofessional and irresponsible. Before you press the “send” button, double-check your spelling, grammar, and content.
Do Reply to All Emails Respond to each valid and genuine email addressed in a timely and pleasant manner. Reply as soon as possible, responding within 24 to 48 hours is acceptable, based on the subject of the exchange of information and the sender. “Thank you,” and “Yeah, OK” would not extend the discussion.
Do Think About Who You Send Emails To Only send or copy others if they have a need to know. Before you hit the ‘Reply All’ button or type names into the ‘Cc’ or ‘Bcc’ fields, consider if all of the recipients require the information in your message. Take the time to send your messages to the appropriate recipients, confirming that the recipient list is valid and that the information you are delivering is required.
Do Keep Private Material Confidential It is way too quick and easy to distribute emails, even if accidentally. If you must communicate extremely sensitive or private information, do so in person or on the phone. Avoid discussing confidential information in emails, such as someone’s personal details or a very sensitive business deal. If the email ends up in the hands of the wrong person, you might face significant, even legal, consequences.
Do Remember That Your Email Is A Reflection of You Every email you send either benefits or undermines your reputation. If your email is confusing, poorly organised, and full of errors, the receiver will think of you as an unfocused, reckless, and unprofessional person, and their impression of you will be essential to your dealings with them.

DISADVANTAGES

Don’t Use Humour Humour does not translate well via email. Without the matching verbal tone and facial expressions, what you believe is hilarious may be misconstrued or construed as sarcasm by the other person. When in doubt, avoid using comedy in professional discussions.
Don’t Use Abbreviations Abbreviations to legitimate words, emoticons, jargon, or slang really aren’t appropriate in company emails. If you don’t use a smiley face or emoticon in a business letter, you shouldn’t use it in an email response because it can make you appear unprofessional.
Don’t Assume the Recipient Knows What You Are Talking About Even if you’re responding to a series of emails, write each reply as a separate message. Include the subject as well as any references to earlier emails, research, or discussions to refresh their memory. Your receiver may receive dozens of emails every day and will most probably forget the sequence of circumstances leading up to your email.
Don’t Use Insensitive language Never write an angry email or respond in a hasty manner. Prior to actually emailing your message, give it some careful thinking. If you are furious, put aside your message and return to it later when you are composed. Emailing unwelcome information, expressing disgust, reprimanding somebody, and insulting others are all significant no-nos. Always keep in mind that email conversation will last indefinitely.
Don’t Overuse Exclamation Points Exclamation points and other punctuation marks, along with emoticons, acronyms like LOL, and full CAPITALS, do not convey well in professional discussions. It’s also impolite to overuse a series of exclamation marks!!!!! In a business email, the maximum number of exclamation marks is one. Otherwise, you run the danger of coming across as immature and unprofessional.
Don’t Forget Your Signature Every email should include a signature that tells the recipient who you are and how to contact you. Set it up to automatically appear at the end of each email. Include all of your contact details so the recipient doesn’t have to look up your address, email or phone number.
Know your audience Your email greeting and sign-off should be consistent with the level of respect and formality of the person you’re communicating with. Also, write for the person who will be reading it – if they tend to be very polite and formal, write in that language. The same goes for a receiver who tends to be more informal and relaxed.

Email Concerns

Security Issues:

  • Confidential information can easily be accidentally or intentionally compromised.
  • Administrators and hackers can access incoming and outgoing emails.
  • Viruses are most commonly spread through email attachments.
  • Never send passwords, or credit card numbers via email.
  • Do not open unexpected attachments, even if from team members or other trusted sources.

Reliability Issues:

  • If an email doesn’t return, do not assume it got delivered.
  • Do not presume that a ‘delivery receipt’ will come back or be valid.
  • If you want an acknowledgement, use the ‘delivery and read receipt’ feature .
  • Do not respond badly because you assume you have been ignored; the recipient may have not set their “out-of-office” status.
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