The process of business communication should have a continuous improvement, looking for new methods or combining different types of communication in order to optimize it.
We need to take a look at methods from other companies, implement, test, write from our workplace and from our point of view, define our advantages and disadvantages.
Keep constant communication
It is very important to keep constant communication with team members, either formally or informally, because it can help us find our concerns, if we are motivated or unmotivated, the purpose of the company, its needs, knowing the tasks that are underway to foresee possible risks when delivering them, and sharing information.
Communication should be open, honest and as clear as possible.
If communication is constant, good results can be generated, productivity can be increased, potential risks can be mitigated, and a good working environment can be enhanced.
Common communication channels should be established for the whole company, but we should always have alternative channels in case of failure. As we know, it is very important to know when to use each one. For example, if you want to validate an answer or keep a record, you can state it in a shared repository, reinforcing the response with an e-mail or simply send the e-mail with the evidence attached. However, if we need a fast, informal answer, consider obtaining the response by chat or with a phone call. We often want to convey or obtain information and understanding becomes difficult when chatting or sending an e-mail, so it is advisable to make a video call.
The sense of communication should not be restricted; it should be as needed within the organization.
A properly functioning communication flow will keep all members of the team organized, at team and company level.
It is very important to share information for the communication, since this information can help resolve a lot of similar or repetitive situations inside the company.
When the information is shared, it should be analyzed and filtered if required. Whatever shared orally or through a file, it must be assured that the information is shared successfully. Also, it is very important to document ideas, decisions, mistakes, corrections, and improvements to share with others.
Never withhold information, even if you think it is not important: it may be necessary for any other member inside of the organization.
Before transmitting information, we should know what we are going to transmit, so we can address queries. It is also important to know how to transmit such information to make sure that the receiver understands what is being transmitted. It is also essential to be certain that the information is sent and received successfully.