The 5 Do’s and Don’ts of Business Communication

Do’s

1. Use voice messaging systems like One Call Now by Crisis24, which allow you to instantly send a recording of your voice to employees or customers. Unlike an email, voice messages will clearly depict tone, pitch, demeanor and other communication cues that aren’t present in emails. Voice messaging should also be considered an alternative for congratulatory emails, because even though an email saying “congratulations” is great, it is much more impactful when you actually hear someone say it.
2. Remain calm and collected at all times. No matter the situation, or how rude a customer or employee is being, it is important that you respond in a calm and professional manner. You only need to falter one time to develop a negative reputation among your employees and customers.
3. Consider virtual conference calls for remote customer and employee meetings. This enables you to schedule meetings with customers and employees no matter where they are in the world, as long as they have an internet connection. Virtual calls allow both parties to observe all of the communication cues of meeting in person, while providing the convenience of a phone call.
4. Speak in a simple yet clear and concise way to your customers. This minimizes the chance that your customers are confused and places the focus of the conversation on your intended message, rather than the specific terminology you used.
5. Actively respond and engage with customer and employee feedback. Actively listening to customer and employee feedback creates a sense of value, while responding to that feedback builds trust and loyalty.

Don’ts

1. Attempt to explain complicated business plans or decisions via email. A phone or video call – or even an in-person meeting – is sometimes necessary to ensure all parties are on the same page.
2. Respond emotionally. While this may be one of the most challenging things to do under stressful circumstances, it is nonetheless one of the most important. Your business’s reputation could be at stake.
3. Rely solely on in-person meetings. Today’s business world is interconnected, and it’s likely some or all of your key stakeholders are in different locations.
4. Be too technical. Refrain from using technical acronyms, jargon and terms when speaking to your customers. Take the time to answer any questions they may have.
5. Ignore feedback. It’s always a good idea to solicit and incorporate feedback when you can. If users have control over the messages they receive, they’ll be much more likely to listen to what you have to say.
    

Effective communication should be a core component of every business’s growth strategy and recognizing the do’s and don’ts in communication can help. Stay connected with your organization and your customers through simple, reliable communication technology that requires no software, no extended training and no hassle.

See for yourself how the One Call Now automated messaging system works!