Effective business communication notes PDF

Business communication in meetings becomes more effective with careful planning.

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Effective business communication is essential during meetings, since meetings offer the opportunity for employees from different facets of the company to gather together to reinforce strategies, brainstorm ideas, celebrate successes and dissect missteps. Whether meetings are face-to-face, teleconferenced, or by video conference, relevant parties have the chance to exchange information that leads to company stability and growth. When mismanaged, business meetings can waste valuable company time. Understanding the key elements of effective business communication maximizes the effectiveness of workplace meetings.

Breakdowns

Effective business communication breaks down in meetings when they’re too long, scheduled without enough time to properly prepare for them and end without establishing actionable steps, according to Meeting Wizard. “Conducting Effective Meetings at Work” recommends selecting a meeting format for the company and sticking with it so that participants become familiar with it.

Four Step Rule

Business meetings can maximize communication by taking four steps, according to Meeting Wizard. Prepare by choosing participants with care, providing advance notice and planning a clearly articulated agenda. Select one person or team of employees whose main responsibility is effective facilitation, including note-taking and timekeeping. Make room for inspired business communication by inviting participant feedback and permitting robust discussion. Recap the meeting’s accomplishments and provide or recap actionable steps before concluding.

Related Reading: The Essentials of Effective Business Communication

Audience Knowledge

When planning meetings, consider the audience. Determine whether the meeting will be large or small, and plan seating and speaking possibilities accordingly. Provide easy-to-read materials and make sure that everyone can see any projector, white board or other visual aid equipment before beginning. Be aware of whether the meeting is intended for senior officials, new hires, current clients or potential clients.