What is Business Communication and What Methods Can Companies Use?

What is Business Communication?

Communication is how humans interact, build relationships, learn, and grow. In the business environment, communication is the foundation that holds an organization together. Leaders need to maximize internal and external business communications to streamline operations and enhance the company culture. Team members communicate through a wide variety of means, including face-face interaction, instant messaging, non-verbal body language, and business writing.

So, exactly what is business communication and why is it so critical? Effective business communication is how individuals are sharing information across an organization. It impacts everything from processes to performance to customer satisfaction. Struggling companies should always analyze their internal communications strategies to make improvements. The problems are typically found within communication processes, or a lack thereof.

Business communications are utilized to present new ideas, make plans, execute decisions, and reach agreements. Employees communicate with various stakeholders to fulfill orders, sell products, and run successful meetings. Business leaders use communication to post content on social media or create an advertisement to run on television. In short, all organized processes rely on communication tools and skills.
Read ahead for the different methods of business communication in the workplace.

Methods of Business Communication

Business communications include both written communication and verbal communication. It can either be done face to face-to- face from a remote location. Either type of communication is acceptable, as long as it is used in the proper context.

Written communication is useful for audit trails, reference tools, and strategizing. Verbal communication is better for personal conversations, directives, and meetings. The methods of business communications apply to both remote-based employers and on-site organizations. Read ahead for some top examples.

1. Web-Based Business Communication

Web-based business communication encompasses emails and instant-messaging tools like Slack. Individuals use these methods to convey strategies, collaborate on projects, and deliver valuable information.

Digital communication tools are effective for group projects, particularly for remote teams. Emails are still the most common web-based communication method. While not as effective for team collaboration, emails generate an audit trail of information. Users can go back and reference old messages to find what they are looking for. This helps to streamline day-to-day processes and optimize decision-making.

2. Telephone Business Communication and Meetings

Telephone conversations are still applicable in today's digital age. Managers use them to eliminate any geographical barriers and enable employees to speak together. It streamlines the exchange of ideas since all business communication is verbal, rather than non-verbal. People can better understand nuance, humor, and emotions through a phone call than through an email or text.

Many organizations utilize cloud-based telephone systems to optimize the onboarding process. This improves team collaboration and minimizes any bottlenecks that occur through web-based communication tools.

What to Know About Proper Phone Call Etiquette: Introduce yourself, speak clearly, listen to requests, and make the kind of call you would like to receive. Leave succinct voicemails, and don't answer the phone too casually in business settings. Finally, don't leave people on hold for too long, use slang, or speak too loudly.

3. Video Conferencing and Business Communication

Good video conferencing systems allow remote-based team members to collaborate in meetings and still feel like they are in an in-person meeting. They are slightly better than a phone call-based meeting due to the capacity to view someone face-to-face.

4. Face-to-Face Meetings and Business Communication

In-person meetings enable an organization to exchange ideas and move forward very quickly. Case studies demonstrate that face-to-face interactions streamline idea-sharing more than Zoom-based meetings. However, a good agenda is the only way to make any type of meeting run smoothly. A strong open and close can ensure attendees remember what they learned and know what actions to take upon leaving the meeting.

What to Know About Face-to-Face Meetings:

• 95% of professionals consider face-to-face interactions vital for business success
  
• 72% of people say their impressions are impacted by how someone appears and their handshake
  
• 9 in 10 people say face-to-face meetings are their favorite form of interaction
  
• The close rate for in-person meetings is 40%
  

5. Reports and Documents in Business Communication

Business leaders cannot make decisions or solve problems without regular reports. Reporting tools and documentation are critical to optimizing business communications in the workplace. Business leaders use reports as reference materials when there is any confusion or questions that haven't been answered.

Reports and documents are also useful during meetings, or to reduce the chance of a disagreement. They also provide more clarity in any type of written or verbal communication.

6. Presentations and Business Communication

Business leaders use presentations to run meetings. This includes reports, PowerPoint slides, graphics, images, and anything else. Presentations are an effective way to capture the audience's attendance, particularly if visuals are used.

Nowadays, business owners can use digital tools to streamline presentations and minimize a lot of the workload needed to create them. The presenter must always use powerful content, along with anecdotes and stories to ensure the audience remembers the primary message.

What to Know About Good Presentations: 41% of presenters find it difficult to find and use excellent visuals in their presentations. When presenters feel confident in their visuals, graphics, and content, 91% are more confident. It takes a long time to create a good presentation, however. 50% of individuals take up to 8 hours creating their presentation.

Key Takeaways of What is Business Communication

In conclusion, here are the top methods of business communication -

• Web-based business communications include emails and instant messaging tools, such as Slack. Telephone meetings are any conversations that occur over the phone between two or more people.
• Video conferencing systems allow employees to collaborate on meetings in remote locations. Meetings through video conferencing systems feel like in-person meetings but without the geographical barriers of a regular face-to-face meeting.
• Face-to-face meetings can help employees optimize decision-making and resolve problems. Reports and official documents provide an audit trail of valuable information.
• Presentations are supported by documentation or reports and take place during meetings. They must be engaging with graphics and visuals to engage the audience.