5 Steps for Establishing Your Business Communication Process

A well-organized Business communication training in Nariman Point is crucial to ensure the happiness of your employees as well as your customers. In the end, it results in financial stability.

One study revealed the percentage of people who think that their internal communications tools aren't working.

Here are a few reasons that they cited:

Incorrect information, exclusion of dishonesty, inaccessibility, and a lack of access to important information are all things you and your own employees may have has experienced, too.

A study conducted by Salesforce discovered the following: 86% of executive teachers, employees, and students think that ineffective communication is the primary reason for workplace problems.

We cannot afford to ignore the significance of teamwork and team chemistry as well as their impact on the productivity of employees' engagement, advocacy, and engagement.

These are steps to follow to ensure the success of your business communication.

1.) Review your current state of business communications and establish objectives

Whatever the stage of your business, it is essential to have an effective business plan for communication in place.

But, you can get the most value when you concentrate on the areas that require the most improvement now, and then work towards the other areas later.

For instance, these could be just a few of the reasons the communication you sent out needs to be reviewed:

• Unsatisfying employees or high turnover
• Productions that were less than what was expected across the entire company
• The rapid growth that leads to the loss of track of information
• Transparency of information is not maintained caused of remote work

You may encounter several of these or a completely different situation. Determine the issue and establish goals for your communication strategy that are based on the situation. Examples of your goals might include:

• A certain employee turnover rate or the satisfaction rate
• Customer satisfaction rate
• The total number of projects completed
• The number of interactions between departments

...and more.

2.) Find the core groups within your organization and the relationships they have with one another

Check out how your company and the various groups that are who are integral to its performance.

Note down every entity that requires data to perform its job. This includes:

• Horizontal classification i.e. departments (operations design, marketing sales, human resources, customer service Finance, operations, and more)
• Vertical classification: individuals in teams department managers, team leaders, and executives
• External groups: suppliers, customers partners, customers, and more

From here, think about the work they carry out on a daily basis and the expected results from them. Plan out how they must communicate for their work to be completed.

Based on the size of your business it could be a huge undertaking and you should allow enough time. Some of the most important questions to be answered are:

• What teams and who need to communicate with who do they have to talk to on a regular basis? What happens with biweekly, weekly, and monthly?
• What kind of communication is only available in the event of an ongoing crisis?
• How do the team leaders and managers ensure their progress within their teams? What is the process for reporting?
• Do you have a library of knowledge that could eliminate unnecessary meetings and discussions?
• What projects or processes require approval from others within the company? What is the process for requesting approvals and how are they processed?

As a minimum, they should provide you with an insight into the number of messages, emails and calls, meetings, and other documents required for everything to occur within the timeframe.

3.) Define the communication techniques

Then, select the method of communication that match your goals for business communication in addition to the interaction between the key groups within your business.

Check out the methods of communication we talked about earlier and make sure you include any that are unique to your company:

• Web-based communications
• Telephone meetings
• Video conferencing
• Face-to-face meetings
• Official documents and reports
• Presentations
• Forum board and FAQs
• Surveys
• Customer management activities

Which are necessary for your company to meet its objectives? What's not essential and may cause resistance to adoption? Which are the ones that pose the risk of introducing too many tools and must be made simpler?

You must be realistic regarding your individual requirements.

For instance, an enterprise with five employees which has all employees working at the same place would likely concentrate on:

• Web-based communications
• Face-to-face meetings
• Customer management

A company of 50 employees that is completely remote will be able to invest more in:

• Video and phone conference
• Document organization is essential to enable users to keep track of their processes

An enterprise with a global footprint is likely to use each of these methods of communication and will have dedicated teams to many of them.

4.) Select the appropriate tools

There's no manual that explains the tools that are best for every purpose.

Gmail versus Outlook. Google Drive versus Dropbox. Slack is opposed to Aboveskill Chat.

The fights continue, but the choice you make is dependent on you and your crew.

Although we aren't able to provide you with a list of tools we recommend and then leave it at that informed, we can offer these guidelines for choosing the right tool:

• Utilize cloud storage to store essential documents, as well as files. Set up automatic backup and sync to avoid human error as well as failing to save important information manually to it.
• Make use of a single platform to manage calendars and emails.
• Utilize a single platform to chat. For instance, if users are using Slack and other Hangouts within their Gmail this will cause confusion and slow down communications.
• Use a simple and secure VoIP-based phone service when a large portion of your meetings are held online.
• Establish editorial guidelines and brand guidelines to define your tone of voice as well as the use of branding elements. So that all communications are uniform, both internal and external.

5.) Note the procedure

Take note of what you have done during this process and then turn it into a shared document accessible to all employees.

In this way, every employee is able to refer to an intentional communication plan and determine the most appropriate option for the situation that they're in.

It will also aid new employees to learn to use all the tools and best practices in communication.

It is possible to create a regular calendar reminder for you and your team members to go over the plan once every quarter. This way, you can make sure that the plan is fulfilling its purpose, and make any necessary changes.