Posted by : Amanda Stein Friday, August 30, 2013

Business communication is something every office worker must deal with every day. It is a much different way of communicating whether a person is speaking on a voice over Internet protocol (VoIP) line or writing an email. Effective communication builds trust and fosters productivity. Ineffective messages can cause long-term confusion. There are several do’s and do not’s when it comes to business communication.

Do Not Use Jargon

One of the things to avoid in most business communications is jargon. Jargon tends to alienate the person on the receiving end of the conversation or message. Additionally, jargon does not always have the same meaning in different offices or environments. It is always better to use simple language when expressing ideas, formulating an analysis or stating an opinion. Communicating through jargon unnecessarily complicates the message.

Do Be Specific

It is important to be as specific as possible during business communications. Using vague or imprecise language could cause the other party to mentally insert assumptions, opinions or incorrect facts to substitute for the unclear wording. This can completely defeat the overall message and leave people with the wrong impression of what was said. Being specific involves staying on topic and knowing the facts about the subject.

Do Use Secure Channels

Business communications should only be held through secure channels. This means using VOIP vendors that offer enterprise or business services through secure technologies. It also means sending emails through secure channels potentially with encryption or authentication keys. This ensures the communication will not be heard or intercepted by others. Business communication should never occur through personal lines or from unsecured or partially public forums.

Do Not Use Negative Language

Both written and verbal business communications should avoid the use of negative language. Language that seems to shift blame to another party or accuse the other person of something will immediately create an adversarial relationship. The same is true of potentially offensive or condescending phrases. Language should be neutral or positive. This ensures the conversation does not shift to unwanted or irrelevant areas.

Do Be Honest

All business communications should be honest. Providing information that is not verified or that is a wild guess is never a good idea. Communications that include uncertain information should clearly state the tentative nature of the statements. This helps to build trust with the other parties. It also prevents awkward and potentially harmful situations later if another communication contradicts the first. Business communications should also make it clear when regulations or proprietary agreements prevent information from being relayed.

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