How To Improve Business Conversation Skills (With Tips)

By Indeed Editorial Team

Published 27 September 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Business communication is the process of information exchange between employees within the workplace and outside the organisation. It helps professionals understand clients' requirements and organisation objectives, allowing them to do their work effectively. Learning these skills can help you easily communicate your ideas with business stakeholders and develop the workplace environment. In this article, we define business conversation skills, discuss their importance, enlist steps to improve them, explain ways to highlight these skills in your job application process and provide a few useful tips.

What Are Business Conversation Skills?

Business conversation skills enable an effective flow of information within a workplace. These abilities include fundamental communication techniques like active listening and relationship-building strategies like negotiation and networking. These skills are essential for facilitating teamwork, providing and receiving clear feedback and fostering creativity. Business communication skills can improve your ability to engage with others, start tasks and produce and demonstrate outcomes to your employer.

Related: 4 Types Of Communication (With Tips)

How To Improve Business Conversation Skills?

Conversation abilities are crucial for workplace communication and can help professionals advance their careers easily. Following are some ways to enhance these abilities:

1. Rehearse active listening

Improve your active listening skills by trying to concentrate on what the speaker is saying. To show that you comprehend, occasionally repeat or summarise what you heard. You may also indicate to a speaker that you are paying attention by utilising nonverbal cues like positive body language, facial expressions and hand gestures.

2. Remember an individual's face and name

Recalling and using someone's name can help improve relationships with coworkers, managers and customers. Spend some time relating names and faces together to improve your memory. Finding additional details about each person, such as where they are from or their favourite dish, can make it easy for you to remember them.

3. Enhance your writing skills

Consider using tools while writing to check for grammar and readability. Organising project materials, taking notes during team collaborations and creating instructional tools are good ways to improve your writing abilities. Learn when it is important to keep your writing professional and when it is important to use more formal language to demonstrate your points.

Related: Written Communication Skills: Definitions And Examples

4. Precise your speech

While speaking, ensure your speech is concise and direct to increase the effectiveness of your communication. Speak slowly and clearly pronounce each syllable. Find out the other person's understanding of what you are saying and explain to them any part they do not understand.

Related: How To Start A Speech (With Practical Tips And Examples)

5. Maintain a cheerful and cooperative attitude

People are more receptive to your ideas or listen to you when you have a positive attitude. You can make others feel more at ease around you by maintaining a cheerful, cooperative and polite attitude. It can encourage others' willingness to engage in a meaningful conversation with you.

6. Speak without distractions

Consider keeping your phone on aeroplane mode or switched off while engaging in important business communication. Putting your phone aside can help you concentrate on the person you are speaking with and be courteous to them. Keep your conversation with them focused by avoiding any preventable interruptions.

7. Take courses

Consider enrolling yourself in communication courses at a college or university. Online courses may offer several lessons in different communication styles and allow you to choose your learning timetable. Bring a colleague along so you can both practice your skills together.

You may also suggest to your manager to consider holding a workshop on communication or organising a team-building activity that emphasises these abilities. This action can also demonstrate your commitment to developing your skills and those of your coworkers to enhance workplace collaboration.

8. Use collaboration tools

Use online tools to communicate with coworkers, team leaders and other staff members. For instance, internet communication tools allow you to work productively and interruption-free with your team. With such tools, you can speed up discussions at work by communicating precisely in relevant contexts, such as highlighting and commenting on specific parts of a shared document.

Importance Of Business Communication

An organisation's reputation and growth may both depend considerably on effective communication. Successful businesses have well-spoken employees who understand the stakeholders' objectives. A company and its employees can benefit from using excellent communication skills in the following ways:

Building stronger teams

Effective communication help fosters an environment where teams can flourish. With constructive and uplifting communication, team members feel stronger and collaborate more effectively. Effective communication can help address workplace conflicts or friction by actively seeking solutions.

Related: A Guide On How To Build A Team That Is Strong And Successful

Preventing misinterpretations and conflicts

Listening in communication helps gain a complete understanding of a situation. Good communicators listen attentively, contemplate before speaking and respond properly. They are more likely to identify potential solutions without becoming defensive. Excellent communication skill allows professionals to listen to opposing viewpoints and address the issue when disputes emerge.

Related: How The Communication Process Works (Example Included)

Enhancing customer service

Employees require an understanding of their consumers' requirements to serve them well. Consumer loyalty and brand trust help an organisation's products and services grow. Effective client interaction, like answering queries and offering solutions, can help improve the company's reputation. It increases the customer's loyalty and trust when businesses communicate clearly on the phone, through social media and via email. Written communication can also help in community building among customers loyal to the brand's values.

Related: What Is Customer Service? Definition And Career Advice

Completing goals and achieving success

Clear, short- and long-term goals are essential for a company's success. Employees can easily concentrate on accomplishing company goals and visions when they are aware of them. To keep staff members inspired and motivated, communicate plans clearly and often remind them of their team and individual goals. It can increase employee loyalty and reduce recruiting turnover by assisting them in realising how crucial their contributions are to the company's success.

Related: 10 Key Factors To Success (And Tips For Measuring Success)

Encouraging creativity

Excellent communicators are frequently willing to listen to and accept the opinions of others. Their communication skills enable them to work together to develop novel solutions. Companies can change their strategies and develop new methods to serve customers and clients when staff are enthusiastic about exchanging ideas.

Ways To Highlight Communication Skills

Here are a few ways to highlight these skills during the job application process:

  • Resume: Employers may better understand your work performance if you mention how your skills contributed to your previous position. You may highlight your communication skills in multiple parts of your resume, such as professional summary, work experience and skills.

  • Cover letter: In your cover letter, you can describe these skills and elaborate on them with your past responsibilities. Explaining how you have applied business communication skills to do well in your role can help show the employer that you have the skills for which they are looking.

  • Job interview: You can show how good you are at business communication by discussing how you previously worked with clients. Demonstrate to the interviewer your skills, such as writing, time management, negotiating and public speaking, to show how you can use the same skills in the new role.

Tips For Business Communication

Here are a few tips to improve your business communication skills:

Understand your audience

Talk to people differently, depending on who they are and the situation. For example, you may use casual language when you help a colleague solve a problem. When discussing a project with the team in a meeting or around seniors, managers and clients, you may use more formal language.

Use instances or stories to make your point

Using examples or stories to make your point clear can help create more interest among your audience. You may use fictional examples or stories. People may understand you better, as your message becomes easy for them to relate to something they already know.

Repeat essential points

When preparing for a meeting or a speech, list the major points you want to cover. You may reiterate the main ideas at your speech's beginning and end. This can help ensure your audience understands the key elements and their significance.

Follow up on a conversation

It is a good practice to follow up after a discussion with an email, message, note or phone call if you expect a response. To help ensure that the other person remembers what you said, you may reiterate some of your key points. If their response is optional, such as taking customer feedback on a service you provided, ask them if they are willing to respond first.

Remain on topic

Be considerate of your own and others' time during business communication. To receive useful answers, be well-prepared for meetings and ask the right questions. Taking notes with you may help ensure you do not forget any required information.

Use various conversation approaches

Improve discussion in the workplace by using appropriate communication strategies. You can speak with your team in person or virtually, one-on-one or in a group, via email, phone or video message. You can also conduct a poll to find out which method they prefer, then utilise that more often when speaking with them.

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