The art of communicating effectively and efficiently is very important for a person to grow himself and develop himself according to the changing world. These skills help a person to convey his message in a correct way so that it is easily comprehensible by the person to whom we are talking. Communication skills display the character and personality of an individual and how gracefully he is able to talk to people. However, communication is a very important element in the corporate and business world. Whether submitting a job application or a request, a complaint or giving a feedback, the formal communication skills of a person should be perfect and excellent in order to survive in the business world. Every job role needs to have good formal communication skills which can involve writing a letter, attending phone calls, presenting an idea, talking to seniors etc. Therefore, one should keep in mind the following tips while communicating formally.
Tips to communicate effectively
Courtesy means consideration and respect for others. It is extremely essential that a person should be well acknowledged and have the required manners and abilities to address his colleagues and seniors in a respectful way. Every conversation should be courteously worded and therefore the tone of the letter or a sentence should be soft, decent and polite. A person who is humble in his conversation and behaviour eventually impresses the seniors with his skills and he won’t face any problems in the future.
The concept of ‘Small is Beautiful’ is applicable here. People in the organisation should talk to the point and their conversation should strictly be business-like unless you are asked for extra details. Your sentences should be compact and short clearly stating the motive of your conversation without giving unnecessary details and lengthy explanations. Your business letter or conversation should be clear and precise which would give the necessary details in fewer words.
Clarity and Conciseness and closely related with each other. While conciseness means delivering the required information in fewer words, clarity means that the sentences used should perfectly deliver the message which the sender intends to convey. The conversation should be clean and clear without bragging about unnecessary topics. The message should be such that the person conveys the required message in the first attempt itself. There is no need for further clarification in this regard.
The conversation should be complete in every sense. It should not have incomplete information. The purpose of conversing with someone over letters, emails, telephonic or face to face, is to give full information to the receiver. The receiver or the reader may get annoyed if they don’t get the required complete information regarding the subject and therefore they might get irritated soon while talking to the sender.
A conversation or a formal letter should be correct in all aspects. To ensure the accuracy and correctness of the message conveyed, one should not make grammatical errors and avoid wrong facts or figures. The conversation should be totally factual and one should not provide such information regarding which you are unsure of. The information or the message delivered should be accurate so as to prevent any inconvenience to be caused to the receiver.
The sender of the message should develop a keen interest in his part in delivering the information. He should not be lazy and take the conversation lightly as it represents his behaviour and attitude towards the person. As a result, the receiver would not be interested in talking to the person which will develop a bitter taste for that particular individual. A bitter impression for a person in the corporate world is dangerous as it risks his existence and survival. Therefore the sender should be alert and attentive when the conversation is going on.
With these tips, you are sure to excel in your formal communication skills. An individual who wishes to apply for a job should consider these tips for writing a perfect application letter so as to impress the recruiter from the start. This skill set will also enhance the ability of an individual to speak effectively. From now onwards, whenever you need to have a formal communication with someone, make sure you remember ‘The six C’s’ while conversing with the person.