SodhanaLibrary

Recently I had one session on Business Communication
This session gave some nice tips to improve business skills

At first The mentor asked us to discuss below points.

1. Everything we do communication
2. The way we begin the message, often effects the outcome of communication
3. The way message is delivered, often effects the message is delivered
4. The actual communication is the message received , not the message intended
5. Communication is two way street, we need to give as well as gather
6. Communication is dance

Everything we do communication

Communication can be done by voice, text, email, phone call, body language...etc
Suppose you are talking with someone with no interest then your body language will tell that.
Your facial expression will tell the intention behind your words.

The way we begin the message, often effects the outcome of communication

For example...you have to talk with new person and you don't know his name.
How will you know his name ?
If you ask him directly "what is your name", It will be informal.
To know his name you have to introduce yourself with your name, Then He will introduce himself with his name.
This approach will be polite and formal.
There is a saying in English "first impression is best impression", so you have to create some good impression with introduction itself, Later communication will go smoothly.

The way message is delivered, often effects the message is delivered

We can deliver one message in so many ways (Email , SMS, voice message, Direct conversation)
If you want to tell something to your manager, how will tell ?

•    No Important message - Simply send one Email
•    Important message - Call and tell
•    Very Important - Approach directly

Here message delivery process describes its urgency

The actual communication is the message received , not the message intended

No need to explain. It is not important that what we want to tell, but What other person understood is really matters

The actual communication is the message received , not the message intended

Communication is two way street, we need to give as well as gather
No need to explain. The above sentence itself will tell the meaning

Communication is dance

Dancer dances to music. If the dancer don't dance according to the music, It will be very bad to seen and spectaculars will throw some stones on dancer soon.
In the same way, if you speak irrelevantly with others, then the communication will be failed.

Lets discuss some real life situations

Introducing :

Suppose you got a situation to introduce yourself, how will you do ?
I am Srinivas - Correct
This is Srinivas - in phone conversations
My name is Srinivas -  Childish
Myself srinivas - Wrong

Making request :

If you want to request some one to do some thing, How will you ask ?

I request you to
I would like you to ....please
Could you ask....to....for me
Do you think you could....

Disagreement

You have to disagree in such a way that others should not upset .
Your project manager asked you come early in the morning by 7:00 AM in the morning to finish the task, Now yo have to disagree because you have appointment with doctor at 9:00 AM. Now how will you disagree ?

Your disagree statement should contain Politeness, Reason, Offer other alternative.

I am sorry, I couldn't come by 8:00 AM because I have an appointment with doctor but i can finish the task by working extra hours in office.

Clarification

You need some clarification on requirements given by client. How will you ask ?
You need some clarification on requirements given by client. How will you ask ?

Can i clarify this ?
I am sorry I am not able to catch up with ?
Would you like to call back later ?
I am sorry , I am not sure about the meaning of the term
So you mean to say that
As I understand it
Lets sum up then, you propose
could we go through that again ?
Could you explain that point again ?
Could I ask few questions ?
to see whether I understood your position ?
Do you  mean that...?
I am sorry, whether you you want me to do ?

Asking Apology 

I am sorry
I apologize for the mistake
Please accent our apologies for....