What is one typical effect of growth for a business? Effective business communication is my answer. This might surprise you, but business growth depends on the ability of the team at all levels to communicate effectively. Internally and externally. Communication is a system. Those who understand this can make measured improvements and teach others how to do the same. The business will experience growth at all levels if implemented effectively, with intentional work. If left to circumstance and interpretation, communication variables will rule the day and fall short of desired outcomes.
To me, it boils down to identifying critical inputs and outputs. Communication at the personal, professional, and organizational levels is a system. If done correctly, the team, customer, and company will have their needs met. Done incorrectly…you know the drill. Wasted resources, frustration, loss of customers and valuable team members, and profitability suffers.
As I think about technology and computing, a skill I do not possess. I do grasp the concept of garbage in and garbage out. You do, too. The very same applies to communications in any form. Fundamental principles of the purpose of communication, clarity in the execution of communication, defined expectations and deliverables, and the last intended results are to be mastered for primary outcomes.
We must aspire to another tier to achieve the next level of effective business communication. To me, this tier is understanding and mastering the influence of inputs and persuading the outputs. This mastery is combining the science and the art of communication. One without the other is elementary. Yes, you can functionally get by, I guess. But to master both art and science is life-altering. This requires significant effort and dedication, and this is not easy. This is an ongoing and never-ending process. This is not for the weak. This is for you.
Effective business communication mastery requires combining the science and the art of communication. One without the other is elementary.
-Jeff Rogers, CMPBC
Inputs are simply the signals or data received during the communication process. Visual and auditory, tactile skills: Listening, sight, hearing, touch, reading, and even smell and taste. Deliberate communication also relies on the sense of emotion. Do not miss this point: emotion drives behavior.
Outputs are the origination or response to input stimulation expectation or desire. Output signals include visual, auditory, and tactile skills. Think of reading, writing, and speaking as output skills. But add to this tone, body language, facial expressions, visual appearance, volume, and eye contact.
In a review of the above, a lot is going on there and to manage in real-time communication. Awareness of the visual, auditory, tactile, emotional, and non-verbal output communications you are out bounding can be overwhelming. In the real-time process of the same inbound information and data, prioritizing it for relevancy, determining if it needs to be addressed, and responding appropriately are essential.
A process to manage all of this seems prudent and practical to me. I believe systems drive businesses and leaders to engage people with sound communication. Leaders must commit to the process and hold individuals accountable. Trust is required for this to work, and it must be developed, and intended results must be realized for success to be discovered.
If there were no system to collect all of this inbound information and data, process and prioritize the input, and outbound appropriate response or origination, chaos would infect the system. Review the JRCI Effective Business Communication Process below.
This simple system outlines these basics to inform those around you for your most effective business communication. Business communication is complicated. Understanding this allows for situational adjustments. Often, leaders choose the wrong medium to begin a communication process; they go with what they know or what is most convenient. Typically, this is based on their unique comfort zones. So, yes, you must get uncomfortable for growth and effective business communication success.
We can then adjust and realign the current situational requirements with better communications. Sometimes, eyeball-to-eyeball and knee-to-knee are required for optimal communication success. Sometimes, a simple text will do. But when the text reader goes sideways, and we need eyeballs, make the shift, choose another medium.
Below I have assembled a simple JRCI Effective Business Communication Process reminder and worksheet for you. This may seem elementary, but not true. Instead, this worksheet will support your tweaks and pivoting for your very best effective business communications. Feedback has been strong with those using this tool. They continually note that they naturally use many assumptions in their daily business communications. I am pretty confident we all do, so I built this tool. Fundamentals are required for business growth. What better fundamental reminder than that of communication?
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JRCI Effective Business Communication WORKSHEET |
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SENDER: I have a message that I wish to send. How will I encode this message effectively? |
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Mode of Communication: How will I send this message outbound? Shall I use visual, auditory, tactile, taste, smell, or other means. As the sender, I have carefully selected the message I want to convey. Now, I need to determine how I will encode it to ensure effective communication. Will you send an email, host a meeting, call on the phone, give a presentation or otherwise? By utilizing these different forms of communication, I can enhance the clarity and impact of my message. It's important to consider the strengths and limitations of each mode of communication and select the one that will best convey your message and achieve your desired results. By being mindful of the different communication options available, you can enhance the effectiveness of your business communication and ensure that your message is received and understood by your intended audience. |
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Method of Communication: How will I communicate this message utilizing my mode of communication? Shall I use visual, auditory, tactile, taste, smell, or other means. When it comes to determining the mode of communication for sending a message outbound, there are various options to consider.
Choosing the appropriate mode of communication depends on various factors such as the nature of the message, the audience, and the desired outcome. For instance, if you're presenting a new product to potential customers, a visual approach showcasing the product's features and benefits might be more effective than relying solely on auditory or tactile methods. On the other hand, if you're discussing a complex project with your team, a combination of visual aids and verbal explanations may be the most efficient way to ensure everyone understands the information. |
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RECEIVER: I received a message. How will I decode this message effectively & respond? |
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Decoding of information and data inbound. How do I receive and interpret this information and data? What priority is the response required, emotion to attach, etc.? To effectively understand and interpret the information and data I receive, I need to filter out any unnecessary noise or distractions. This requires focusing on the main points and key takeaways, while disregarding any irrelevant or misleading information. By doing so, I can ensure that I fully comprehend the message and can provide an appropriate and informed response. The level of urgency in my response will depend on the nature of the communication and the desired outcome. If the situation requires a prompt response, I will prioritize addressing the issue or request in a timely manner. Conversely, if the matter is less time-sensitive, I can take the necessary time to gather additional information or consider different perspectives before formulating my response. In terms of conveying the appropriate emotions, I must be mindful of how my tone, body language, and facial expressions may influence the message I convey. It is essential to strike a balance between expressing my thoughts and emotions authentically while maintaining professionalism and respect. |
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Receiver Feedback: How will I respond to this stimulation, and in what method will I use to respond? Just as when you are sending a message, you must decide the best method of response. Be sure to consider the mode and method of communication as well as urgency. Should you use the same mode of communication that the sender used or switch to enable more effective or swift communication. Receiver feedback is an integral part of effective business communication. It allows for a two-way exchange of information and ensures that messages are understood and acted upon. By carefully considering the method and medium of response, as well as the tone and emotion conveyed, we can contribute to a positive and productive communication process. |
One typical effect of growth for a business is to ensure effective communication, and we must ensure all needs are met in our communications. Customers, teams, and the company all have varied and shared communication requirements and needs. You have this power. If not you, then who do I ask? Make the intentional shift and lead your communications appropriately. Leverage the communication system.
Remember:
Standard Operational Procedures do not count in business unless written and trained regularly. That is non-negotiable.