Effective Communication in Relation to Business Management

Effective leadership is where one efficiently relates to the people he/she is leading. Dealing with people calls for good communication skills. Relaying of information is therefore vital in ensuring sound management especially in a business setting.

An organization can be more efficient depending on the systems it uses to inform its members of what is expected of them. Communication will assist reinforce cohesiveness and create a momentum towards business goal attainment.

From the managerial perspective, communication is important because it's a means by which managers in an organization collect and disseminates information. It is also a way of achieving co-ordination and co-operation.

Relaying of information is the foundation of ensuring a successful business organization. It is vital for the working of an organization just as the way blood is in the human body. The success of any managerial function depends on effective modes of relaying or transmitting information. Communication aids in unifying and managing activities. This way behavior is modified, change is effected and goals are accomplished. Therefore, proper transmission of information, ideas and decisions is a basic necessity for management.

It is advisable to have cost effectiveness when it comes to communication. Any management seeking to succeed should also have different approaches to relaying information. Installing of systems like the intranet will greatly assist in relaying information within an organization.

In order for a manager to perform the functions of planning, organizing, staffing, directing and controlling, he will require perfect communication systems to be put in place. Even when it comes to handling suppliers and customers an excellent manager must find ways to guarantee effective communication.

Belsheba is a business management expert. She researches and studies on big and small business strategies. Website: Business Management Solutions for efficient business operation.

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Effective Communication Skills in the Business World

Communication is the key that unlocks the potential of all people undertaking businesses. Two can never walk together unless they agree. Communication is the sure way of keeping in touch in the business world.

At the work place, bosses can give instruction to their juniors even when they are out of the office. But it is important to know how to clearly communicate to your juniors to ensure duties are performed effectively.

Lack of clear protocol at times leads to mismanagement. Sometime junior staffs fail to understand their tasks due to lack of clear guidelines of how to perform their duties. Big companies have a way of assembling their workers to brief them over daily or weekly duties to be undertaken. Failures to offer good leadership through communication, businesses tend to bend on either side of making profits or losing. All this can be blamed to lack of clear communication skills.

Some juniors especially, lack motivation to perform their duties because of being mishandled by their equal colleagues as they take up their respective responsibilities.

Business people should make every effort to embrace sound communication skills in their business. For example, advertise your products or services through affordable means like using small brochures, radios and banners. Talk constantly about the products you are offering, keep advertising over and over again until when people think of any product close to what you are offering, they will run to you. Efficient marketing strategy calls for an entrepreneur to relay relevant information clearly to the target audience.

All in all, communicating to your staffs, suppliers and customers will ensure a smooth flow of business operations. Successful businesses worldwide have embraced effective communication skills that have ensured that they stay afloat in the current competitive market.

Stephen is a Business expert. He researches and studies on small business strategies . Website: Business Management Tips for sound business operations.

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Business Communication - 3 Ways to Do It

What if you discovered how easy it is to communicate with your clients and boost your trust, relationship and expertise in their eyes?

Here are 3 simple steps to get you started...

Step 1 - Communicate via email using autoresponder.

Step 2 - Use the massive power of telephone through teleseminars.

Step 3 - Setup a highly powerful webinar and provide them an audio visual presentation.

Here are step by step details that you can apply quickly and easily...

Step 1 - Communicate via email using autoresponder.

Auto responder is the most powerful marketing tool to help you to setup your e-mail marketing campaign. It is also a very powerful tool that will help you to communicate with your subscribers on a regular basis and helps them provide quality information through e-mail. This will help you to build solid relationship with them.

You can also use the power of telephone to communicate with your clients and boost your relationship with them...

Step 2 - Use the massive power of telephone through teleseminars.

There are many services that will help you to conduct a simple seminar where you can present powerful content and information to your clients using telephone and interact with all of them using a simple centralized conference system.

This will easily help you to boost your trust factor with your clients and boost your relationship with them as well as provide them quality content and help them out to solve their problems.

You can also conduct an audiovisual presentation to explain your clients some complicated concepts...

Step 3 - Setup a highly powerful webinar and provide them an audio visual presentation.

Webinar is a powerful online presentation where your clients can watch your computer screen as well as hear your voice. They can actually see live as to what you are doing on your computer and this can help you to easily explain them some technical topics very easily.

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Sean Mize teaches coaches, consultants, and small business owners how to package their knowledge and sell it in high priced coaching, consulting, and online class packages. Sean says "If you have an existing marketable service or skill that you can teach others, I can teach you to package it into a high-priced class or coaching program, guaranteed"

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Top 5 Trends in Business Computing

Technology moves fast, but it changes faster. You use technology to keep up with your co-workers, and ultimately to keep up with your competitors. All this speed can make a person dizzy if you are not out ahead of the curve. Understanding trends in technology can mean the difference between increasing revenue on the one hand and a failed business model on the other. In this article, I will help put you out in front of the curve by showing you what is on the horizon in business computing. Some of the trends I discuss are already here, but they are in the beginning stages of implementation. Either way, in understanding these trends, you will be light years ahead of your competitors who don't.

Trend #1: Cloud Computing is the wave of the future

Centralizing your data and applications on the internet, or cloud computing, is probably the single most important paradigm shift going on today. Instead of operating a LAN (local area network), with all of its connected workstations and security concerns, you do everything on a hosted internet solution. Gone are the old security problems of connecting a network to the internet, since your whole operation is already on the internet. Users interface with the data using what is called thin-client technology, or what are essentially dummy machines. These new age workstations don't store anything on the hard drive, they just interact with the data and applications which are already online.

Trend #2: Mobile Computing is here to stay

If you can't answer emails on your smartphone, you need to catch up with today's technology. The trend of computing using portable smart devices like BlackBerry and iPhone is here. In the future, there will be greater and greater functionality offered in these mobile devices as the number of available applications explodes. Your business will be done on the go, in real time, without the need for later synchronization. Business communication has gone portable and it's time you join the trend!

Trend #3: Social Networking is the new paradigm of business communication

Does your business have marketing tools which utilize sites like Facebook and Twitter? Open sharing and transparency of data are the new trend in communication. A number of companies including Best Buy have ad campaigns which utilize Twitter. At the heart of this trend is the inherent power of a set of socially networked individuals, whatever the platform. Businesses will be creating environments like this on their intranets for their employees, to share ideas and solve problems like never before.

Trend #4: Trendy new products include the Netbook

You may have seen them around. A small (10 inches!) laptop computer designed for wireless communication and internet access. A number of manufacturers are hot on this trend trying to produce the perfect mobile internet device. This product has synergy with the cloud, as it is well suited for remotely accessing web based applications. This type of product will be developed further as the future in the cloud looms.

Trend #5: It's a virtual new world

Virtualization of servers, sort of like one server impersonating 5 servers, and pulling it off, is the new world of network computing. It's virtual reality for business. Which would you rather do, spend $100,000 on 4 new servers, or install software that creates 5 servers in 1? This cost effective way of handling the deluge of data in business today is just another trend with which you must contend.

Do you need someone to help you manage these trends in your business? Contact us at, http://www.multipointnetwork.com. We can help you understand and profit at the speed of technology.

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Assertive Communication - 6 Tips For Effective Use

What IS assertive communication?

Assertive communication is the ability to express positive and negative ideas and feelings in an open, honest and direct way. It recognises our rights whilst still respecting the rights of others. It allows us to take responsibility for ourselves and our actions without judging or blaming other people. And it allows us to constructively confront and find a mutually satisfying solution where conflict exists.

So why use assertive communication?

All of us use assertive behaviour at times... quite often when we feel vulnerable or unsure of ourselves we may resort to submissive, manipulative or aggressive behaviour.

Yet being trained in assertive communication actually increases the appropriate use of this sort of behaviour. It enables us to swap old behaviour patterns for a more positive approach to life. I've found that changing my response to others (be they work colleagues, clients or even my own family) can be exciting and stimulating.

The advantages of assertive communication

There are many advantages of assertive communication, most notably these:

• It helps us feel good about ourselves and others
• It leads to the development of mutual respect with others
• It increases our self-esteem
• It helps us achieve our goals
• It minimises hurting and alienating other people
• It reduces anxiety
• It protects us from being taken advantage of by others
• It enables us to make decisions and free choices in life
• It enables us to express, both verbally and non-verbally, a wide range of feelings and thoughts, both positive and negative

There are, of course, disadvantages...

Disadvantages of assertive communication

Others may not approve of this style of communication, or may not approve of the views you express. Also, having a healthy regard for another person's rights means that you won't always get what YOU want. You may also find out that you were wrong about a viewpoint that you held. But most importantly, as mentioned earlier, it involves the risk that others may not understand and therefore not accept this style of communication.

What assertive communication is not...

Assertive communication is definately NOT a lifestyle! It's NOT a guarantee that you will get what you want. It's definately NOT an acceptable style of communication with everyone, but at least it's NOT being aggressive.

But it IS about choice

Four behavioural choices

There are, as I see it, four choices you can make about which style of communication you can employ. These types are:

direct aggression: bossy, arrogant, bulldozing, intolerant, opinionated, and overbearing

indirect aggression: sarcastic, deceiving, ambiguous, insinuating, manipulative, and guilt-inducing

submissive: wailing, moaning, helpless, passive, indecisive, and apologetic

assertive: direct, honest, accepting, responsible, and spontaneous

Characteristics of assertive communication

There are six main characteristics of assertive communication. These are:

• eye contact: demonstrates interest, shows sincerity
• body posture: congruent body language will improve the significance of the message
• gestures: appropriate gestures help to add emphasis
• voice: a level, well modulated tone is more convincing and acceptable, and is not intimidating
• timing: use your judgement to maximise receptivity and impact
• content: how, where and when you choose to comment is probably more important than WHAT you say

The importance of "I" statements

Part of being assertive involves the ability to appropriately express your needs and feelings. You can accomplish this by using "I" statements. These indicate ownership, do not attribute blame, focuses on behaviour, identifies the effect of behaviour, is direcdt and honest, and contributes to the growth of your relationship with each other.

Strong "I" statements have three specific elements:

• Behaviour
• Feeling
• Tangible effect (consequence to you)

Example: "I feel frustrated when you are late for meetings. I don't like having to repeat information."

Six techniques for assertive communication

There are six assertive techniques - let's look at each of them in turn.

1. Behaviour Rehearsal: which is literally practising how you want to look and sound. It is a very useful technique when you first want to use "I" statements, as it helps dissipate any emotion associated with an experience and allows you to accurately identify the behaviour you wish to confront.

2. Repeated Assertion (the 'broken record'): this technique allows you to feel comfortable by ignoring manipulative verbal side traps, argumentative baiting and irrelevant logic while sticking to your point. To most effectively use this technique use calm repetition, and say what you want and stay focused on the issue. You'll find that there is no need to rehearse this technique, and no need to 'hype yourself up' to deal with others.

Example:

"I would like to show you some of our products"
"No thank you, I'm not interested"
"I really have a great range to offer you"
"That may be true, but I'm not interested at the moment"
"Is there someone else here who would be interested?"
"I don't want any of these products"
"Okay, would you take this brochure and think about it?"
"Yes, I will take a brochure"
"Thank you"
"You're welcome"

3. Fogging: this technique allows you to receive criticism comfortably, without getting anxious or defensive, and without rewarding manipulative criticism. To do this you need to acknowledge the criticism, agree that there may be some truth to what they say, but remain the judge of your choice of action. An example of this could be, "I agree that there are probably times when I don't give you answers to your questions.

4. Negative enquiry: this technique seeks out criticism about yourself in close relationships by prompting the expression of honest, negative feelings to improve communication. To use if effectively you need to listen for critical comments, clarify your understanding of those criticisms, use the information if it will be helpful or ignore the information if it is manipulative. An example of this technique would be, "So you think/believe that I am not interested?"

5. Negative assertion: this technique lets you look more comfortably at negatives in your own behaviour or personality without feeling defensive or anxious, this also reduces your critics' hostility. You should accept your errors or faults, but not apologise. Instead, tentatively and sympathetically agree with hostile criticism of your negative qualities. An example would be, "Yes, you're right. I don't always listen closely to what you have to say."

6. Workable compromise: when you feel that your self-respect is not in question, consider a workable compromise with the other person. You can always bargain for your material goals unless the compromise affects your personal feelings of self-respect. However, if the end goal involves a matter of your self-worth and self-respect, THERE CAN BE NO COMPROMISE. An example of this technique would be, "I understand that you have a need to talk and I need to finish what I'm doing. So what about meeting in half an hour?"

Conclusion

Assertiveness is a useful communication tool. It's application is contextual and it's not appropriate to be assertive in all situations. Remember, your sudden use of assertiveness may be perceived as an act of aggression by others.

There's also no guarantee of success, even when you use assertive communication styles appropriately.

"Nothing on earth can stop the individual with the right mental attitude from achieving their goal; nothing on earth can help the individual with the wrong mental attitude" W.W. Ziege

When you match consumer psychology with effective communication styles you get a powerful combination. Lee Hopkins can show you how to communicate better for better business results. At Hopkins-Business-Communication-Training.com you can find the secrets to communication success.

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6 Tips on Dealing With Conflict at Work

Every organization has a staff with a diverse set of personalities, backgrounds and experiences. Conflict is inevitable in organizational settings when people who are extremely different work together on a daily basis. Whether it is a clash of personalities, a misunderstanding, or disagreement in the work itself, there are constructive ways to approach these situations. Conflict is often seen as a negative occurrence, which is not necessarily true. It can be an opportunity to open the door for communication, to learn something new about another individual, or find a more effective way of working. Here are some tips that may help you in the next confrontation.

#1 Do not use verbal aggression
If someone were to physically assault you, your first instinct is to defend yourself. It is no different when being verbally assaulted. If a co-worker accuses or blames you, you instinctively guard yourself from the attack. Retaliation or responding with a verbal attack is common. If you believe you are not at fault, be sure to communicate that without the use of personal attacks or defensiveness. This may be difficult in the moment, especially if you are being accused of something you know is not true, or if you are blatantly insulted. However you are more likely to get the point across if the other person does not feel threatened. Maintain your maturity and professionalism, no matter the outcome, instigation will not help the situation.

#2 Be open
Misunderstandings are often the cause of these conflicts. If a message involves a line of communication involving many people, information can be lost, or messages can be misinterpreted. Be open to the fact that there may be something you do not know, or that the other person may have a point although you may be right. Be open to creating a discussion about fixing the problem, instead of pointing the finger. This is when conflict can be useful. By listening, understanding, and if possible, sympathizing with the other person, the argument can become a discussion. This is an opportunity to create a flow of new ideas, which can not only solve the problem at hand, but prevent future disagreements, and strengthen your work relationship.

#3 Focus on the problem
It is very easy to point the finger or play the blame game when trouble arises. As easy as it is, it is not useful or productive. The main concern is to find a solution to the problem, not to determine who was wrong. If it pertains to the issue it hand, stating who did what may clarify the problem as a whole. If the problem is related to the work itself, keep the conversation focused on exactly what is wrong, and what can be done to fix it. If conversation leans towards accusations, lead it back to a safe space where both parties are focused on ideas. If the problem is regarding the work relationship, do not focus on the person's faults. Talk about what can be done to effectively work together. If you must tell someone you think they are at fault, do not use insults, and explain how it is affecting the work.

#4 Stay cool
In heated situations, we have a tendency to speak first and think after. This results in aggression which aggravate the conflict. Instead, pause before you speak, think about what the person has said to you, and respond appropriately. By giving yourself this time to think, you cool down, and you are less likely to speak with anger. A lot of the time, the other person wants to argue for the sake of arguing. When you stay calm, they will see their tactics are not useful, and will either give up or choose to talk as calmly as you are. You will also be able to come up with a more insightful reply that can lead the argument into a discussion.

#5 Find a common ground
If people have a common ground, working together to reach it can be less troublesome. Determine what you really want, and try to determine what the other person is looking for. Use this information to align your desired outcome with theirs. It is easier to open up to someone and share your true thoughts and ideas, if you know that they want what you want.

#6 Tell a supervisor
If all else fails, telling a manager or supervisor may be the best option. If this is the course you choose, be sure to explain how you tried to fix the problem before approaching them. They want to know you can work independently and at least made an effort. Be sure to show them how the resolution of this conflict will ultimately help them. They do not need to know who was at fault in the situation, but if the work is being affected, and you can prove this, they are going to step in and help change it. Explain the problem clearly, and the benefits for the manager or the company as a whole if the problem is worked out.

Most of the time, when conflict arises, there is no way to avoid it. The result is based on how we approach it. Once you accept that conflict is unavoidable, it no longer is a problem. Instead, it becomes chance to change an inefficiency or strengthen a relationship. By keeping communication open, being aware of the present situation, and not concentrating on winning, coming to a resolution that benefits both parties can be achieved.

Adam is a human resources professional who provides communication coaching and consulting services to individuals and organizations to help them achieve success by improving their interpersonal skills, increasing their confidence in social situations, and becoming highly effective communicators. With his experience and education in training, recruiting, and communication, he has acquired a great understanding of social interaction, and uses this knowledge to help others build their skills. Visit his weblog at http://www.coachadamyoung.com

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5 Reasons Why Your Boss Hates You

I was with a group of recently appointed IT managers and we struck the conversation thread of our relationships with our boss. I just love it when people begin to talk about the subjects that matter to them.

The group shared their thoughts on how they have suffered from a bad relationships with their boss, and more to the point, how their relationships turned sour in the first place. It was such an interesting (and enlightening) conversation that I am sharing with you what I learned.

I distilled the conversations down to 5 reasons why your boss might hate you (although there maybe more, these are the biggies)

You are a Threat
If your boss believes you pose a threat to their job then they could turn nasty. If you walk around with a halo on your head (put there by your peers, or even your manager's peers or superiors) then this could be perceived as dangerous to your boss.

This goes beyond the belief of your boss that you are after their job. By building up a strong profile inside your organization, which I fully recommend, it is likely that you a pedestal is also being built underneath you. If your profile creates support and sponsorship by senior members of your organization, then the likelihood of being knocked off is reduced, but there always remains the potential of being sniped off by a jealous boss.

If you suspect that this is the case, then you have a choice - continue as you are and live with the glory and the threat, or share your halo with your boss by ensuring that they always get 10% of the credit. (Number is arbitrary!). You do this by always mentioning their support and guidance as you achieve greatness.

You are Too Political
Politics is a banner of many behaviors, but roughly I am suggesting that your manager may get pissed off with you if you don't consistently align with the truth and behave like 'all things to all people'. Politics has its place, but over-emphasis on truth-economies can create distrust between you and your manager. Think about it: if they see you as a skilful player with your peers, then what do they read into your relationship?

If you're in a politically charged environment (despite best will, this does happen) then it's always best to disclose your political game plan with your boss. Even if they don't play too, at least they know what you're trying to achieve. Create a version of the truth that you both align to and will work together to achieve. Personally, I prefer work without politics, but if you must engage in politics then it's important to have the support of your manager.

You are Not Political Enough
The flipside to the above, and probably a more likely situation. The higher you climb the pole, the greasier it gets.

Your manager may be playing many angles and operating in grey-areas to achieve an outcome... only for you to come along with an honest and transparent communication to destroy their game-plan.

My feelings towards this are clear - this is your manager's fault and if they don't involve you in the game (or at least tell you where the goal-posts are) then that is their problem. Nevertheless, your lack of awareness, or refusal to play, can build up bad feelings which are likely not to be expressed. Your boss's hatred of you will seem irrational and may be sensed but not directly manifested.

There isn't much you can do in these situations. Sometimes, a direct challenge might work but the same political behaviour will be applied in your manager's response.

Lack of Rapport
Rapport is the X-factor in a relationship. When two people have rapport, they get along very well and the relationship flourishes. This happens when you and your manager perceive situations, and people, in similar ways and you make similar decisions and judgments based on that perception. Communication is effective. There is cohesion. It's a foundation of trust.

What about the lack of rapport? The opposite of the above is true. Relationships die at the point of inception when two people can't communicate effectively or agree on anything. When two people have two parametrically opposite personality traits, then building rapport is almost impossible. If you are a positive person, but your boss is negative, then it will be tough. If you are introvert, but your manager is extrovert, then it will be tough. Get the picture?

I don't recommend trying to be a person you are not, in order to overcome this. You will come unstuck at some point, and to be frank, you will be miserable and stressed. The best way forward, when faced with this problem, is to just keep working at it. A lack of rapport will diminish over time providing that you and your manager are trying to achieve the same thing. It will be a bumpy road - so expect that - but eventually it will smooth out.

You Don't Do What Your Manager Expects You To Do
Have you become upset when a mechanic didn't fix the problem with your car? How about when your credit card company didn't switch off payment protection, even when you ticked the option? It's the same when you don't do what you said you would do. Your manager gets pissed.

In modern organizations, strategic goals are cascaded from the most senior executives to junior employees. Your manager's objectives are dependent on you achieving your objectives... and so on. If you don't achieve your goals, your manager doesn't too.

Worse still, your manager's reputation can be drawn through the mud. Your failure could be a direct hit on your boss's credibility. If this failure is caused by forgetfulness, or bad judgment, or incompetence then you can expect your manager to be upset with you. Persistent failure like this can lead to total hatred!

A more dangerous ground to tread on is when you're going hell for leather for a goal that is different to the one your manager expects. It's dangerous because the point of realization that your expectations are different is towards the end of the project or assignment. You might get into this situation if you and your boss haven't built rapport.

This situation may be a deliberate coup by your manager if they're playing political games or if they perceive you as a threat. Unless your objectives are clearly understood in the same way between you, your manager has a ticket to call foul at any point.

Truth is, managers rarely resort to these shenanigans, but much more common is a surprise moment a long way into an assignment when both of you realize your mistake of a difference in expectation. This is why it's vital that you and your manager agree specifics, with little (or no) room for different interpretation. Especially so if your performance management, and your bonus, depends upon it.

I believe that total alignment of expectations is the only way to avoid pissing off your boss, and indeed achieving what they expect from you. I recommend you take a look at your current assignments now and check with your manager that your intended output is what he or she expects.

The author of this article Simon Stapleton is a coach helping Information Technology professionals with their Career Development, Commercial Development and Personal Development. He has 15 years in the IT Industry and shares his knowledge and tips through his website http://www.simonstapleton.com You can sign up for his free newsletter to enjoy Development too.

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