Effective Business Communication

Communication is the way in which we connect with each other and create relationships.We all want to feel connected and related.The ability to communicate, and communicate well, is one of the biggest factors in todays business success.We could be an excellent advisor and service provider, but if we are unable to promote our services and communicate effectively with clients and colleagues,our potential is limited. The principal areas where communication is essential are:

• Pitching potential clients,
• Client meetings,
• Customer service,
• Face-to-face networking,
• Marketing your business

Pitching Potential Clients
When we advise, our livelihood depends on our ability to sell our advise.We need to be able to convince prospects that we are the best person for his requirement,and effective communication will help us to do that.

1. Ask effective Questions
   Part of selling our services is being able to understand the client’s unique needs.We can do this only by asking questions that get to the heart of the challenges they are facing. Once we have a clear understanding of the problem that the client needs to solve, we can pitch our services as the best possible option for the client and to do that effective we need to know the skill of questioning

   Effective questions help you

   1. Connect with your clients in a more meaningful way
   2. Better understand your client's problem
   3. Gather better information
   4. Improve your negotiating skills
   5. Get clients cooperation

   Effective questions are questions that are powerful and thought provoking. Effective questions are open-ended.They are not "why" questions, but rather "what" or "how" questions. "Why" questions are good for generating information, but can make people defensive so we need to use them more thoughtfully.

   e.g. Question using "Why"
   Why you are not starting your SIP?

   e.g.Question using "What"
   What is resisting you to start your SIP

   or

   Questing using "How"
   How are you going to fulfill you goal by beating inflation if you don't start SIP?

2. Communicate Professionally
   Many a times we generate wrong thought inside us by thinging that as the client is associtaed with us for years only maintaining good relationship is enough to generate further business.If we do not treat all our client professionally clients start taking us casually and taken for granted.With relationship, professional communication skills add to the complete package. Take time to recheck all emails prior to sending; use a business email address with a proper signature; answer the phone professionally; and speak articulately and competently at all times.

   Normal format of a signature
   Name
   Company | Website
   Email | Phone number

Client Meetings
Client meetings, even those that we do over the telephone, are an integral part of every successful business. We need to make our meetings as productive as possible.

1. Schedule and Prepare Thoroughly
   We’re all busy these days, so scheduling our meetings in advance ensures that we and our clients have an adequate amount of uninterrupted time to speak. Once our meeting is scheduled, take time to prepare an agenda that outlines focus points and sets a structure. Sharing the agenda for the meeting gives both us and the client an opportunity to fully prepare.

   Confirming the date and time of our meetings in an email and sending a reminder and the agenda the day before is good practice(Other avenues are also possible like WhatsApp etc) . If you are unsure how to format an agenda, plenty of templates are available for free online.Just search and download any of them.

2. Listen before you speak
   Communication is a two-way street. Establish a give-and-take that allows both parties to have their say.

   Hearing is the physical ability, while listening is a skill. Listening skills allow one to make sense of and understand what another person is saying.

   Not everyone intuitively knows how to listen well. The following points will help us:

   • Maintain eye contact with the speaker. This will demonstrate to the speaker that the listener is paying attention.
   • Do not interrupt the speaker. Wait until he or she is completely finished, then ask questions. Listening long enough may answer several of the questions without the need to ask. When the time is right to ask, repeat instructions first and then ask appropriate questions.
   • Control body language. As much as possible, sit still while listening. This implies that the listener is paying full attention to the speaker.
   • A good listener knows that being attentive to what the speaker doesn't say is as important as being attentive to what he does say. Look for nonverbal cues such as facial expressions and posture to get the full gist of what the speaker is saying.
3. Follow Up in Writing
   While we may be taking notes during phone or in-person meetings, the other party might not be, so follow up after the meeting with a written message, giving an overview of the discussion to make sure we are both on the same page. Summarize what was agreed, repeat questions that were raised and outline the next steps and responsibilities for both parties. In addition to sending our notes, invite the other party to give their feedback on what we have sent. This way, it becomes a collaborative document and not just one person’s view.

Customer Service
Our clients want to feel that they are our priority.We can make them feel so by providing exemplary customer service. We should try these communication-focused actions to improve our customer service.

1. Ask for Feedback
   One way to maintain long-term productive business relationships with our clients is by keeping open lines of communication. This means asking them for their input on how things are going and how they feel about the service you’re providing. This can be done by inquiring at the end of a project, during day-to-day conversations or through formal surveys. The format matters less than the actual act of it, so we need to work it into our business and fine tune as we go along.

   When conducting surveys, use an online service that tracks responses for you. There are several online fee website that should give you enough points to conduct client surveys.

2. Address Problems
   If a client is unhappy, don’t ignore their complaints. Ask them why they are unhappy and what you can do to fix the situation. The longer we wait to bring it up, the worse it will get. Addressing the issue and being accountable when appropriate puts us on the path to resolution. And our willingness to face the problem tells the client that you care about the project and their satisfaction.

   If a client complains about our turnaround time or responsiveness, We may need to create a more formal project plan to clarify expectations. A working document like this can also eliminate some of the uncertainty regarding client expectation and keep every client on track.

3. Try a New Format
   If a problem with our client starts from miscommunication, try a different method of communication. If you have been handling everything via email, schedule a phone call to see if that clears things up. After the call, you can summarize the conversation in an email to the client, which will give you another opportunity to get both of you on the same page again.

Face-to-Face Networking
Social events, conferences and other face-to-face opportunities can take our business to a new level. These points focus on helping us getting the most from in-person networking activities.

1. Communicate Confidently
   Be confident and use body language to support that confidence. Shake hands firmly, smile and make eye contact while communicating at live networking events. Don’t forget to bring business cards to hand out to everyone you meet. Before heading out to a networking opportunity, practice introducing yourself to new people to gain confidence. Working on your introduction with someone you trust and asking for their feedback also helps.
2. Prepare an Elevator Speech
   An elevator speech helps us make the most of a first impression, while making networking situations easier and more productive. Be prepared with your speech and ready to answer common questions about your business and what you do. Practice your elevator speech ahead of time so that you are relaxed and comfortable with introducing yourself.

   Your elevator speech should last no longer than 30 seconds and should convey how your product or service solves a problem for your target audience. An elevator speech could go something like:

   "I’m a financial Advisor passionate about serving individuals, families & business owners to help them overcome their money stressors, make better financial decisions, and save more towards their financial goals.My clients have regular review meetings with me to ensure they are on track to meet their goals.

Marketing Your Services
Whether you market your business online, in person or through traditional cold call, communication is key to brand awareness. Here are two points to magnify the impact of your marketing across board.

1. Be Responsive
   A big part of marketing is being available to your target audience and following up when necessary. If you market your business through social media outlets—including Twitter, Facebook and blogging—watch for and respond to comments, questions and especially complaints.And when you are contacted as a result of any marketing activities, respond quickly and professionally.

   Slow to respond to criticism, hoping it would die down, only to see it spin out of control. Also, when you do respond on social media websites, keep it professional, and avoid confrontation because that would only spread the fire.

2. Write Well
   You can’t successfully promote your business if your marketing copy is not clear, concise and action-provoking. If writing is not your liking consider hiring someone to help you craft copy that attracts potential clients, generates interest in your services and motivates potential clients to action.

   To strengthen your writing skills, start a swipe file of marketing copy that you like and have found inspirational.Copy of swipe file also available in net. Read through it and make notes of what you like in particular and what pulls you in. By making this a frequent exercise, you should be able to learn what makes good copy good and bad copy bad.

Your Turn to Weigh In
Being a tolerable communicator and an effective communicator is the difference between being good and great at what you do. If your design skills are up to par with your competition’s, then strong communication skills can put you ahead. Strengthening your communication skills is worth the time and effort, and you may be surprised by how much you benefit from more polished and professional interaction.

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