Professional and Civilized Business CommunicationPPT
Importance of Professional and Civilized CommunicationProfessional and civili...
Importance of Professional and Civilized CommunicationProfessional and civilized communication is essential in business settings. It creates trust between businesses, establishes a positive work environment, and ensures efficient and successful business transactions. When communication is professional and civilized, it can lead to better understanding, mutual respect, and fruitful outcomes.Elements of Professional and Civilized Communication1. Clear and Concise MessagingProfessional and civilized communication should be clear and concise. It should avoid using complex language or jargon that might confuse the receiver. Instead, it should use simple language that is easy to understand and get straight to the point.2. Polite and Respectful LanguageUsing polite and respectful language is crucial in professional and civilized communication. It should address the other person with respect and avoid using offensive or abusive language. A polite tone can foster goodwill and create a positive communication environment.3. Avoiding Jargon and Technical LanguageUsing technical language or jargon can often confuse the other person and make it difficult to understand the message. A professional and civilized communicator knows when to use simple language and avoid technical language that might confuse the receiver.4. Focusing on the Other PersonProfessional and civilized communication should focus on the other person and show concern for their needs and interests. It should avoid being self-centered and show a genuine interest in the other person's perspective.5. Timely ResponseProfessional and civilized communication requires a timely response. It should not wait for a response for days or weeks. Instead, it should be quick to respond and show that the sender values the other person's time.Tips for Professional and Civilized Business Communication1. Understand the Other Person's PerspectiveBefore communicating, it is essential to understand the other person's perspective and their interests. This helps in framing the message in a way that is more likely to be received positively.2. Use "I" Statements to Express Opinions or FeelingsUsing "I" statements helps in expressing opinions or feelings without sounding accusatory or blameful. It places the focus on oneself and avoids sounding aggressive or confrontational. For example, instead of saying "You always make mistakes," one could say "I feel frustrated when I notice mistakes in our work."3. Avoid Email/Texting TantrumsWhen communicating via email or texting, it is easy to fall into a pattern of emotional outbursts that can quickly spiral out of control. It is essential to take a step back, cool down, and avoid responding in a tantrum while cooling down before responding. This helps in maintaining professionalism and civility in communication.4. Be Mindful of Tone in Emails/TextsThe tone in emails or texts can often be misunderstood due to the lack of facial expressions or voice inflections that are present in face-to-face communication. Therefore, it is essential to be mindful of the tone when writing emails or texts to ensure that it comes across as polite, respectful, and understanding as possible.5. Use Active Listening SkillsActive listening skills are essential in professional and civilized communication. It involves paying attention to the other person's words, tone, facial expressions, and body language to ensure complete understanding of their message. It also involves paraphrasing what the other person has said to ensure accuracy and demonstrate that one is listening carefully.
