For any business to succeed one needs communication. It is the key to making potential clients and customers aware of your business. If they do not have any information about you or your products, it will be tough contacted. Hence communication plays a vital role in business. There are two types of communication. One is external and the other is Internal.
External Communication: This helps in reaching to the customer so as to make him or her alert of the product and service that is offered. This will include various forms of advertising, distribution of brochures and pamphlets, telephone calls, text messages and emails or letters. It is seen that even websites can make people aware of the product and the services that are provided. One thing that is most important in external communication is an image One’s letterhead should be a promotional tool and the logo is one that will represent you. The telephone message that one sends will display professionalism.
Internal Communication: The idea behind this is to attract and retain a talented staff. The team needs motivated and directed continuously through different ways of communication. This can be done through messaging, phone calls, meetings, newsletters, and awards. Having periodic meetings with top management groups such as the advisory board or the board of directors help in planning at regular intervals.
For effective communication one needs tools and planning. These include basic communication tools, computer and the internet.
Basic communication tools : There are specific tools such as the landline telephones, cell phones, smart phones, I pods and the fax machines. However the cell phones, smart phones have all the data inside them including email, internet, text messaging, word processing and more. Mails are a powerful tool that is in ones’ hand. It adds a personal touch to start with and is used for delivering documents and contracts. One can also have a Stamp Com account which will help you to publish postage from your own pc to send mails. The landline telephone is also an important tool and cannot be ignored, though we are living in the twenty-first century. One should have at least one line to start business and for people to contact. The system should be such that it can even take messages when one is not present in the office. A remote answering system is also desirable than using an answering machine. One can also consider a headset and cordless for both landline phones as well as cell phones. It is always good to be polite on the phone as it send s powerful message to the client as to whom he or she is dealing with.
Video and Web Conferencing: In the use of the latest technology, video conferencing is the best way to communicate to receive messages and images in real-time. In fact, it adds another dimension to the existing one of web conferencing. All these solutions will help to communicate as if one is face- t- face with the customer anywhere in the world.