In many ways, the level of communication in an organization portrays its culture to the public and so affects popularity of its brand. Therefore, it would be unfortunate for a company to utterly neglect workplace communication training for its staff. On the same breadth, a firm should have clear policies on communicating critical issues and should limit access to information on a need-to-know basis.
One of the most important aspects of any communication training in the workplace is email etiquette. Most companies have email addresses for their employees used to make their work easier within the organization. Staff members use such email account to pass important messages within or outside the organization that enable smooth running of business in the firm. However, if not properly used they could cause confusion and risk safety of information.
For instance, there is need to keep professional every form of message send via emails. This involves the subject and language too. At the same time, the content should be directed to the right person who can handle such information depending on their rank. Others, any emails with unclear information or send to unintended people will only serve as distraction and hindrance to work productivity.
Any professional email should at least have proper contact details and company logo as a signature. This makes it easier for the recipient to contact the sender if need be. It is also one way of reinforcing company brand especially if these emails are going to external recipients.
If there is a message for the public, businesses need to have specific people doing it. A good idea is to have a corporate affairs department handling messages to the outside world on behalf of the company. This will help maintain a good image for the company. Having just any staff talking to the outside about important information could raise credibility issues or cause confusion even among workers.
Another commonly misused tool of communication at workplace is the telephone. It is not surprising for employees to lack proper telephone etiquette. Unfortunately, this is very annoying especially to customers and can work against the popularity of the firm. Some people leaving their telephones unattended to with no one to pick the incoming calls. Others simply ignore calls and continue with their business as usual.
Any successful company today would embrace responsive culture. People are looking for effective and timely solutions to their needs. Only a business that can offer such to its clients will survive the competition in the market today. Make use of technology to meet your customer needs any time of the day. Always offer the right assistance with telephones even when the call was not directed to you.
Face to face communication among staff members must be maintained at professional standards. Rude and inappropriate language must never be allowed at the workplace. The best way to do this is to have a detailed employee code of conduct which all employees must adhere to without compromise.
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Author: Agnes DicksonThis author has published 21 articles so far.