How Effective Business Email Communications Can Improve Your Bottom-line Results

Email plays a crucial role in the success or failure of a business, be it a large corporate enterprise or a small start-up organization. This is true for your internal group level communications, your B2B (business to business) correspondences and your B2C (business to customer) marketing campaigns and support services. In fact, a large percentage of new B2B and B2C prospects, suppliers, active subscribers and repeat buyers are generated through the efficient implementation of the right email communication strategies and techniques.

Regular email correspondences between employees, executive and other internal organization members can also significantly help optimize the day-to-day activities and operations of a business. A lot of things tend to be forgotten from impromptu verbal communications or even during teleconferences and the like. That’s especially when many of your employees and executives are not used to taking down notes.

With this, found below are a few helpful pointers on how to maximize the utility of email communications in your business. Feel free to add more things to this list by leaving comments below at the bottom of this post!

How to Benefit from Streamlined Business Email Communications – Things to Remember

  1. Sending emails before events such as seminars, report presentations and so on to all concerned parties can greatly help. This allows them to prepare for the main topics of discussions that will be tackled in these meetings. They’ll also be able to contribute more to the overall value of those events because they can update themselves and learn the newest and most relevant things in certain discussion topics where they have active duties and direct participation within the business.
  2. Providing summaries of meetings, presentations and the like through email to all participants after such events can work wonders. This will remind your employees, executives and the other internal members of your organization about the most important things that were tackled during these meet-ups. They’ll also be able to remember their specific contributions in the meeting. They can also add more points and concepts that they might be able to think of even after the event itself. All this can be documented in these email threads. This provides a streamlined way to store and retrieve useful business data that is timestamped and can be easily attributed.
  3. A well-crafted email proposal to prospect B2B clients and partners can take you several steps closer to mutually beneficial contracts. However, remember that it’s best to ask for the best time to go on a phone discussion, a web or teleconference or a face-to-face presentation with them to discuss your proposal in detail. This way, they’ll know your exact propositions and can think of the most effective ways to work together, even before they meet up with you. This also provides them with the convenience of preparing a certain set of questions and things that they would want to clarify regarding your proposals.
  4. A significant number of first time B2C and B2B buyers prefer to send email inquiries about the products and services they’re interested in. That’s mainly because a lot of them want to keep things organized in a thread that they can use as reference during future discussions with their own team members or with your support agents, managers, and executives. They also expect almost instantaneous responses, so prepare your support team for this.
  5. Many customers can be converted into repeat buyers through compelling emails. Some of them can also forward your email updates on your latest offers, promos and newest products to their colleagues and peers, making them efficient viral marketers for your business. This is quicker and easier for them to do with emails and other direct messaging tools than with other means.

Keep these things in mind, and you’ll be on your way towards improving your internal business communications as well as your B2B and B2C sales and marketing campaigns. However, remember that email is just one out of a few ways where you can significantly optimize your bottom-line results. This means you should also implement effective ways to use other communication tools today like SMS, video channels, content-rich blog posts, social media updates and so on for your internal communications and your marketing campaigns.

How to Be An Effective Communicator in the Workplace

Has your boss ever gotten mad at you because of miscommunication? Have you ever been in a fight with a co-worker, because he or she forgot some crucial pointers that were discussed from your last meeting? These things happen everywhere, and most of us just tend to let it go not really talking about it with the person concerned. In the long run, it can definitely hurt your effectivity as a team and the quality of work you produce. If you find yourself in this same situation, here are 3 tips on how to become an effective communicator to avoid petty work disputes in the future.

One way of being a good communicator is listening – and by listening I don’t mean by just using your ears. Listening, understanding and remembering what is being discussed go together, and the best way to do all these three is by taking down notes during the discussion. Note-taking during a meeting or discussion will keep you awake and alert, engage your mind, structure information, and create a record for later review.

Another way of being a good communicator is to keep an open mind of what everyone has to say. There’s a saying by the well-known philosopher Socrates, “The only true wisdom is in knowing you know nothing.” Keeping an open-mind when entering into a meeting will greatly increase the quality of the work that you and your team will be doing. It will keep ideas fresh and innovative, and you will find that solving problems with your team will be much faster and easier in the long run.

Another important tip is to mind your body language in the workplace. Remember that colleagues don’t just listen to what you say, they also respond to how you say it through your actions. For example, you can show that you are actively following a conversation by nodding your head.  You have to consider how you present yourself when making a pitch, engaging with clients, or simply listening to others in conversations or team huddles. After all, action does speak louder than words.

5 Reasons Why Conferencing is so Important in Business Communication

Conference calling is a commodity to businesses across a multitude of industries, since most conferencing tools or services can be accessed at any time of day. Rescheduling and reorganizing phone meetings can be done at the last minute without causing inconvenience to other participants too.

Let me give you my top 5 reasons why I think conferencing is so important to business communication today:

  1. Companies conducting business or trying to expand outside of their city or country rely on conferencing to save money and cut back on huge travel expenses. Using conferencing is both cost-efficient and eco-friendly, especially to those who thrive to live up to their corporate responsibility to the community.
  2. A lot of hours are saved when employees conduct important meetings through conferencing which increases their productivity. Platforms for conference calling nowadays offer features like stimuli and advanced presentation tools that it has become the go-to collaboration tool of companies worldwide.
  3. It keeps remote employees in the loop on vital business discussions and agreements. It also enhances relationships between employees affected by geographic disparity. Conferencing is a great business asset to enhance collaboration and communication between employees scattered across the globe.
  4. Regular or periodic large meeting calls help keep employees of large companies or corporations updated with sales activities and eventually motivate them to achieve the company goals and boost sales.  
  5. Conferencing solutions are so easy to use that you can now decide if you want to self-manage the session over using an operator-assisted service.

Basically, conferencing allows anyone to verbally communicate with whatever amount of colleagues or clients any time of day, whether it be large event calls, medium sized gatherings, or small, confidential meetings. It can be as urgent as meetings for contingency or simply for daily sales updates, among many others. C-suite employees mostly utilize this communication tool to connect with business partners, associates, big clients, or even newcomers in training. While the accumulated cost may become expensive, there are several free conference call platforms in the market that you can use to stay on top of your business.

The Evolution of Business Communication

Business communication has vastly improved since the earlier, slower days of simply selling door-to-door or sending snail mail to your business counterparts in another region. This continuous improvement of business processes and practices – from door-to-door sales to talking to foreign clients on a screen – can be largely attributed to developments in communication technologies, and aren’t we glad that there seems to be no way but up.

The evolution of communication in the workplace is of course closely linked to innovations in communication – over time, business practices developed as communication ways fostered and people found easier and quicker ways to conduct meetings, talk to vendors, sell to clients, and obtain feedback for improvement and corporate growth.

Thanks to the advent of the written mode, craftspeople, vendors, and consumers alike in the early days were provided opportunities to find, create, and use what they needed to conduct business better on print, through letters, postcards, or newspapers, among others. Business was considerably made quicker through communication in print instead of having to travel far away. The potentials of print was also maximized for business in terms of brand exposure through flyers, newspapers, or posters. Businesses could now travel miles even without people on wheels.

But there was still some delay. Those days, correspondence would still take time to arrive and deals would still take days to get finalized. Until came the radio and the telephone, and people could now communicate real-time with wherever the phone lines and air waves took them. Brands were broadcasted in counties, states, or country-wide, and businesses could reach more than just the local neighborhood. Businesses also found ways to advertise using telephones through telemarketing.

Not long after, the television took off, and families were glued to their couches at home. Streams of brand imagery and marketing flickered screen by screen as businesses sponsored their way into talk shows and sporting highlights.

The evolution of technology then brought us computers and the world wide web, that soon led to the development of mobile phones, eventually evolving into powerful pocket-sized computers called smart phones. Computers, smart phones, and the internet gave way to endless business communication opportunities. The computing power of mobile devices made everything more efficient, empowering businesses and increasing profit opportunities more than ever. The internet also introduced a free market where anyone could start a business and be able to succeed in a short period of time, or where the voice of the consumer has become emphasized in dictating where the money would or should go.

People can now see each other wherever they are in the world with the use of webcams and online conferencing technologies. Multinational corporations are able to hold meetings inclusive of various regions and involving thousands of employees at once in real time.

Technology has revolutionized business communications and continues to do so, but not without expense. While phones and the internet undoubtedly bridge gaps, they have also in some ways built some walls – walls of scripted, impersonal correspondence from corporations or businesses, distancing away and becoming more out of touch with what the consumers and end users really need. Consumers of today prefer flexible and personalized customer service where they know they can talk to real people who truly care. We are at this stage where business communications is evolving to bring down barriers in serving their true purpose. Internally and externally, businesses must learn that after all, real and effective communication is what brings the business together and drives it to success.

Business Communication 101: Getting People to Listen

Business communication is made tricky not by industries, but by its people. Throughout the years of working within various ranks and even right now being on top of my own business, I have witnessed many moments where communication wasn’t done or used in the right, empathetic way, leading to conflict and misunderstandings – gossips, dogmatism, and negativity being the major causes – which is just why I appreciate Julian Treasure’s discussion about solving communication issues in general. His talk tackles what it takes to speak powerfully to instigate change.

As Julian said, “human voice is the most powerful sound in the world.” It has the power to declare war or peace, conflict or harmony, and yet some people might feel powerless as if nobody cares to listen.

Take 10-minutes of your time and watch this TEDTalks video, entitled “How to speak so that people want to listen” by Julian Treasure, as he shares valuable information on bad communication habits you need to avoid, what you need to say, how you need to say it, and a couple of helpful exercises to follow prior making a presentation.

Learning Business Communications

Hello all!

My name is Kent. I’ve been a business owner for several years and have finally found the time to start a blog on business communications. I’ve always wanted to share everything I’ve learned through the years both in the corporate and entrepreneurial world – things I would have wanted to know when I was but an aspiring, inexperienced guy navigating my way one desk after the other and climbing the corporate ladder. I have had numerous tumbles and falls, but every experience has been a learning one in helping me really understand how dynamic business communications can be.

While I don’t consider myself an expert, I have extensive experience in terms of working with all kinds of roles and characters in business. I have gotten to know various kinds of colleagues, dealt with challenging managers, difficult vendors, demanding clients, and most importantly, I have also learned to manage how I see myself and how I can adjust to the needs of all kinds of situations so I can communicate and get things done efficiently and effectively in business.

In this blog, I will be sharing insights on how effective communication in an organization drives a business to success – with topics like navigating the organizational environment, learning the business culture, working with leadership, engaging with colleagues and clients, and last but not least, the amazing tools and services that can help make successful communication happen for organizations of all shapes and sizes.

I hope you enjoy my posts and gain some valuable insights as you read along. I would also love to hear your comments and suggestions so I can widen my scope of topics, improve my blog further, and learn with my readers as I go along!