Business Communication is the sharing of information between the internal and the external stakeholders of a company. Proper communication in business is important for providing commercial benefits to the organisation.
In clear terms, business communication is the process of a relay of information while operating the business procedures by its employees. The forms of business communication can be internal or external. Internal business communication involves the transfer of information within the organisation between its hierarchical personnel and the staff members. This form of business communication is always significant from the perspective of a managerial standpoint. External business communication process refers to the form of a flow of information that takes place between a business organisation and another similar entity regarding the same or different market scenario. The terms and words used in each case are different since the importance of each type of communication varies considerably.
Here, few terms are mentioned regarding the way professional communication is performed in any business environment.
Starting a Conference call:
The starting of a conference call during the business communication process requires the caller to ascertain first that everyone present in the communication circle can hear each other. In the process of business communication, a person requires being polite while having a conversation with the involved members in such as communicative session belongs to a variety of statuses and company ranks. It is essential to get to the point after starting the conference call. For example, if you are in a business meeting for discussing the business strategy, you should directly state what the purpose of such as a business meeting is and what accomplishments will be made through having such business meetings. You should provide a brief summary of what you want.
The few common phrases that can be used in starting a conference call are:
• “Is everybody on the line?”
• “Can everyone hear me?”
• “Kindly, state your names and states.”
• “It is [name] in [place].”
These could be the opening sentences that could be utilised to initiate a business call. Option to leave a conversation momentarily
The option to leave a conference call momentarily is fine since they are long and stressful. Thus, to excuse yourself you need to be polite so that neither of the members gets offended. The process of excusing oneself can be started in the following way :
• “I am] asking to have the permission of the honoured members to have a break for 5 minutes. Is it okay for everyone if I leave?”
After you get back in the conference call you need to say:
• “ I am here. I have come back.”
• “Thanks everyone for excusing me, back here.”
It is essential to maintain politeness while you are asking for everyone’s permission for leave. It will create a good impression about you.
Clarifying information through a phone call
There may be lack of proper Internet connection while conducting the conference call. Thus, you need to make it clear that everyone can have you listened to in case you encounter face poor quality voices. This is necessary because in case the conversation is not correctly conveyed to the members to whom it is intended to, you may miss vital information. This becomes a special inconvenience when and if, any or many members of the conference meeting could be subjected to varied measures of auditory impairment or limitations. This could result from the technical malfunctioning of any involved equipment as well since many conferences are performed over long distances by utilisation of distant communication software nowadays. Thus, you may use the phrases listed below to alert the other members to relay the information.
• “Kindly, can you speak slowly?”
• “Pardon, please! Can you repeat what you said?”
• “I couldn’t get that, can be a little more appropriate? Please.”
Use of these phrases will be helpful for clarifying information. A person should not be hesitant in asking for clarification of the information in case they are unable to understand the messages.
Starting a presentation
In a conference involving presentation, the speaker needs to be precise along with providing appropriate and detailed information regarding the-the entire sequence of presenting the object on which the presentation is formulated closely. Moreover, you need to be creative because a dull presentation would result in getting the other members become disinterested in listening to you.
• “Good [morning, afternoon]! I welcome all. My name is [your name] and is the designer for [name of the presentation].”
• “Hello! I am [name] and is the designer for [presentation name].”
Introduction and way to end the presentation
After the formal introduction, you need to introduce the topic to others present in the conference room as well.
• “Today, I would like to present you about….”
• “I am here to provide a detailed outline of …”
• “I’m delighted to present you the information on…..”
After you have started to give the audience an idea about what you are going to present, you need to make the presentation more detailed by using the following phrases.”
• “Firstly, I would like to start providing some basic information….”
• “I am glad to answer any queries and would like to know your opinion at the end of the presentation.”
The ending note needs to be simple and smart.
• “Well, that’s all for me. Thank you for listing and providing your valuable time.”
Planning a meeting
The planning of a meeting is mostly done nowadays on the phone. Thus, you require being polite and confident while speaking as it is the virtual mode of conversation.
• “When and where can we meet?”
• “Are you free? Can we meet at 3:30 p.m?
Thus, by following the above-mentioned English words and communication phrases and by communicating politely and smartly one can utilise the key ways to perform a business communication. The key to business communication is to respect everyone as a valued member of the organisation with different status. This consideration is vital from the perspective of having a clear perception regarding the necessity and effectiveness of utilising the most straightforward mode of communication. As multiple personnel, often separated physically by geographical distance, are involved in the formal mode of communicating with each other through ethereal of digital means such as remote viewing software, it could be understood that much consideration has to be involved in the process of communication. Thus if you behave rudely this may be led to the tarnishing of your image completely and could lead to the failure of the business venture for the purpose of which the entire section of business communication procedures had been invested with time and money.