New Year, New Me – 5 Tips for Improved Business Communication
We are officially in the new year and while you may have set a personal New Years resolution, have you set one for your company? Communication is one of the most important business assets that you can have to be successful. Check out our top 5 tips to ensure that your business communication is top notch in the year to come!
1. Find the preferred and/or optimal method of communication for the specific contact. For the people that you are constantly in contact with, such as an affiliate manager or advertising account rep, find out what their preferred method of communication is. Some people love to jump on the phone, while others prefer texting or an email. Take note if the communication methods you’re using are the most time effective, as well. Are you spending all day writing and responding to emails when a few brief phone calls would have accomplished the same task? Research by Atos Origin, a multinational IT services company, found that the average employee spends 40% of the working week “dealing with internal emails which add no value to the business.”
2. Prioritize your time. If you have a large number of contacts to make in a short period of time, make sure that you are taking care of the most important or time sensitive ones first. Some days there’s not enough time to do everything you need to. Don’t let that stop you from accomplishing your primary goals.
3. Set realistic expectations with your contacts. You can let your contacts know if there are circumstances that might delay your response to them, or if you will be unavailable. If you’re on vacation, traveling for business, or otherwise indisposed, you can setup an auto-responder to inform those who contact you of your expected response time. Also, if you are involved in a process that takes a couple weeks to finalize, let the client know that early on in your communication.
4. Cut out unnecessary contacts. When you find yourself too busy to keep up with your day-to-day tasks, make sure that you aren’t spending your time on unnecessary issues. If you’re receiving emails and phone calls from someone who you don’t want to do business with, a simple and polite message explaining that is the best solution. There is no need to waste their time (or your own) leading them on.
5. Be considerate of others’ schedules, and don’t over-communicate. If you have emailed someone about a non-urgent issue, allow a reasonable amount of response time. Perhaps the person you are writing is out of the office that day, or stuck in the middle of a pressing issue. Sending several emails back to back can seem unprofessional.
If you are interested in seeing how Mobex can better improve your business communications with a virtual PBX, please contact us!