How to Communicate in Business: 10 lessons I’ve learnt so far
#17 - It is more important to know about communication than IT or management.
Hello and welcome to issue #17 of Odoo Trailblazer, our journey to become the #1 Odoo partner! In this issue, we will discuss Business Communication.
When I was young, I was bad at communicating with my friends and at school.
As a child, I was socially insecure, and I struggled to make friends sometimes because I was uncomfortable communicating and often afraid.
When it was time to go to college, I wanted to enroll in Computer Science, but I was afraid of becoming a nerd and felt even more lonely. So I decided to become cool and joined a business school. I also did it to follow my best friend.
The business school professors didn't teach me to communicate, or not very well, but being in that environment changed my life, my ambition, and my career.
The college helped me to gain some confidence, but I was still bad at communicating. It started to improve a bit when I launched my business.
Suddenly I had to lead, inspire, motivate, criticise, praise, or dismiss employees. I also had to learn to speak publicly, pitch prospects, or negotiate with clients.
To be a successful CEO of an IT firm, it is more important to know about communication than IT or management.
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Communication was not my strength, and I still learn a lot daily, but here are the top 10 business communication lessons I have learnt so far.
1. Keep it simple.
2. Be specific.
3. We are less open-minded than we think
4. Tell memorable stories.
5. Listen and understand others' needs and emotions
6. Be nice more often.
7. Rarely give "brutal" feedback.
8. Be a good person and wish the best for others.
9. Remember what you're selling
10. Smiling is the cheapest way to make your employee or client happy.
1. Keep it simple
To communicate effectively, use plain words and keep sentences short. Focus on conveying one idea at a time, as simplicity is often more powerful than precision. Finally, remember to read your text aloud after writing it.
2. Be specific
This is the biggest mistake of most junior staff. They are too academic, try to make up generalities, and don't give enough details.
Don't say, "Complete the project as soon as possible." But instead, "Please complete the project by 5 p.m. on July 15th. The project should include a detailed analysis of our competitors' marketing strategies, focusing on their use of social media."
The second statement takes a few more seconds to express but will avoid back-and-forth communication, misunderstandings, or critical mistakes.
3. We are less open-minded than we think
Always remember that every story has multiple sides. Being truly open-minded means acknowledging that you may not be as open-minded as you think. Assume that you could be mistaken and be willing to learn. Instead of arguing, strive to comprehend different viewpoints.
Understanding that we are not open-minded by nature and less than we think helps us to listen better, especially when we disagree with them.
4. Tell memorable stories
People often say a manager's job is to repeat the same thing ten times. But in practice, you can repeat ten times the same lesson and still see your employees or customers not doing it. Instead, tell them a memorable story. People don't learn your lessons but will remember your stories.
5. Listen and understand others' needs and emotions
Take time to truly listen, understand their perspective, look at how they behave, feel how they are, and guess what they want.
In business, we often want people to do things. But it is important to understand their feelings and needs and understand them. If we do it, we'll get what we want from people.
6. Be nice more often
Most people are usually nice, but we can all be nicer and more often. It is important to cultivate kindness because it has the power to create meaningful connections and foster a positive environment.
Being nice brightens someone's day and promotes empathy, understanding, and harmony in our interactions.
Small acts of kindness can have a ripple effect, inspiring others to pay it forward and creating a chain of positivity that can impact individuals and businesses.
7. Rarely give brutal feedback
When giving feedback, it's best to be mindful of people's aversion to criticism. Only offer criticism if it will genuinely benefit your relationship. If you believe it will help, provide feedback promptly or shortly after the relevant event.
When giving feedback, prioritise effectiveness over niceness. While it may feel harsh, impactful feedback ensures lasting lessons and prevents future mistakes.
Regardless of its delivery, feedback is rarely pleasant for both parties involved. Thus, reserve it for important matters and avoid frequent criticism.
8. Be a good person and wish the best for others
I did business with many dishonest, unfair, or selfish people. Most of them paid the price.
Tell the truth, or at least don't lie. Try to be fair to ensure everyone is okay and be a good person. Just wish the best for others, and the karma will pay you back.
9. Remember what you're selling
People often forget why they communicate, what is the most important reason why they send this email, or what output or response they expect.
You're usually selling something, a product, an idea, a project, a task. You want your client to buy, your manager to approve, or your employee to follow.
Remember your goal, be results-driven, give enough to convince, and don't forget to ask what you want others to do.
10. Smiling is the cheapest way to make your employee or client happy
Smiling holds significant value as it can have a profound impact on both personal and professional interactions. It is a cost-effective alternative to boosting employee morale or providing client discounts.
A simple smile can create a positive atmosphere, enhance customer satisfaction, and foster a welcoming environment.
So, don't underestimate the power of a genuine smile—it's a small gesture that can make a big difference in building strong relationships and promoting positivity.
Conclusion
I wish I learnt these communication lessons in business school. But I’ve learnt now, and I continue to get better.
I cannot overemphasise the importance of communication skills, and every business person must learn. Effective communication fosters understanding, collaboration, and productivity within teams and across departments. It enables clear and concise conveyance of ideas, goals, and expectations, minimising misunderstandings and conflicts. Strong communication skills build trust, enhance relationships, and facilitate effective decision-making.
Did I miss anything important? Let me know in the comments.
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