effective business communication

effective business communication - Axia College Material...

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Axia College Material Keys to Effective Business Communication The Cost of Ineffective Business Communication Ineffective business communication carries a tangible cost. A recent report concluded that small businesses in the United Kingdom were losing more than $5.4 billion per year because of ineffective communication (Hooper, 2004). Think about the amount of time you spend each day sifting through unnecessary e-mails. Then, consider the loss in time and money when employees must spend time reading and responding to e-mails instead of completing projects. The cost of ineffective communication is not limited to e-mails. Any ineffective communication results in more meetings or project delays. What could happen if a development manager for a new product did not understand a business proposal? The company could manufacture a completely different product that fails to meet customer expectations or needs. How to Build Rapport with Your Audience The problem of ineffective business communication decreases when employees learn to be effective communicators. The main way to become a more effective communicator is to build rapport —an established relationship that includes harmony and a positive connection—with your audience. To build rapport, you must do the following: Analyze your audience. Determine how much information to include. Emphasize positive aspects and overcome obstacles. Create reader-friendly writing. Develop goodwill. Use inclusive language. Analyze Your Audience Before you begin any business communication, analyze your audience. To do so, start by asking yourself the following questions: Who is my audience? In a business environment, you write to team members, managers, and board members. As an employee, for example, your manager requires you to write a project summary for an upcoming meeting with the board. Although this request is from your manager, your specific audience are board members. Each audience you write for requires different information, tone, and structure. What are my audience’s expectations? When someone reads a document, he or she usually has expectations. When you read a mystery novel, for example, you may expect a fast-paced plot that holds your attention. Think about reader expectations in light of the business world. How would a manager react if you submit a simple outline of project
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milestones instead of a comprehensive project evaluation? It is important to know the readers’ expectations. What do I want my audience to know, think differently about, or do after reading my document? The answer to this question is your purpose. Perhaps you want an employee to complete a task or you are persuading your boss to have a Christmas party at work. You must know what you want your audience to do or believe after they read your writing.
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effective business communication - Axia College Material...

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