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How to Communicate in a Professional Workplace

Kevin Gardner Feb 4, 2020
Good communication is a top asset to have in every workplace just like safety and professionalism. Business owners must ensure that their employees know how to write emails to clients correctly and respond their supervisors in a professional, respectful manner. Review the following tips to remain professional when using different methods of communication.

Meetings

Holding meetings face to face is necessary to maintain and improve the business's agenda. However, bad meetings occur all too often in the average workplace. The biggest problem is the lack of attention that is paid to the time.
Many people do not show up for meetings on time, while others take too long to get their points across. Promoting good communication skills in business starts with practicing good communication in the meetings.

Phone Calls

Anyone who answers the phone in the workplace has to use formal language. First, it's important to answer the phone immediately and then state the names of the company and its department.
Some companies require that the person state his or her name and the end with "How may I help you?" Also, make sure that your tone of voice is alert and optimistic. No one wants to receive service from someone who sounds grumpy or annoyed.
Some companies require that the person state his or her name and the end with "How may I help you?" Also, make sure that your tone of voice is alert and optimistic. No one wants to receive service from someone who sounds grumpy or annoyed.

Emails

Write professional emails like you are reading them out loud at a business meeting. You would use formal language with correct grammar and spelling. More importantly, you'd make sure that the emails are concise and well organized.
Your recipients are busy and don't have time to read emails all day long. Being concise is extremely important. Do not go into a long back story about what the email is about - get straight to the point. They should read your email that is no more than half a page and then move onto the next one.
After you hit the send button, learn how to follow up on an email. You'll have to compose a follow-up email that is shorter than the one you sent before. Briefly summarize the message in the previous email and end with the request for an immediate response.

Text Messages

Text messaging is a form of fast, easy communication that more businesses are using to connect with their employees and clients. Most people nowadays are glued to their smartphones. Texting is ideal to include in an emergency alert system because texts can be sent and received in seconds.

Letters

Many companies use business letters to communicate with their clients. Like people who read emails, people who read letters are busy and do not want to read a lengthy story. Keep the length to half of a page. It's becoming less common to use letters to communicate with employees - most employers choose to use email or texts or meet with them face to face.

Memos

Memos are brief messages that are sent within the office. Memos have been replaced by emails in recent decades; however, some offices still use them to submit the terms of a contract, summarize reports, set meetings, etc. Write a memo in the same style and format as a letter. Also, follow formatting rules that vary based on the position of the recipient.
Good business communication goes beyond simple greetings and head nods. Meetings are recommended to improve public speaking skills and promote the importance of teamwork. When business communication skills improve, the sales increase along with the profits.
Ideally, your employees will talk to each other more often and develop strong bonds that last for years. All of these benefits work for the betterment of the company as a whole.