In many ways, the level of communication in an organization portrays its culture to the public and so affects popularity of its brand. Therefore, it would be unfortunate for a company to utterly neglect workplace communication training for its staff. On the same breadth, a firm should have clear policies on communicating critical issues and should limit access to information on a need-to-know basis.
Probably the basic but not less important is email etiquette. On employment, every staff is given a work e-mail address. This address is given to allow the employee do their duties effectively. However, not many companies train their staff on how to use this tool as they should. This has resulted to misuse of work email addresses. To avoid this, it is important for employers to outline clearly the purpose of using this mode of communication.
For instance, there is need to keep professional every form of message send via emails. This involves the subject and language too. At the same time, the content should be directed to the right person who can handle such information depending on their rank. Others, any emails with unclear information or send to unintended people will only serve as distraction and hindrance to work productivity.
Any professional email should at least have proper contact details and company logo as a signature. This makes it easier for the recipient to contact the sender if need be. It is also one way of reinforcing company brand especially if these emails are going to external recipients.
For companies that issue press statements or any other form of external messages, there should be a specific person doing it. Companies could come up with a corporate affairs department to take care of such tasks. This helps in maintaining the company image. It is not appropriate to have just anyone speaking on behalf of the company. This actually could create confusion and there may end up with misguiding information even among staff members.
Another important aspect of workplace communication is use of the telephone. All employees should practice telephone etiquette when calling the other staff members and especially customers. Poor etiquette can send the wrong picture about a company. Again, it is also useful to make sure all telephone calls are attended to so that clients do not have their concerns unattended.
This kind of attitude is irresponsible and not befitting modern time professionalism. It is important for every company to create a responsive culture at the workplace. Telephones should be attended to after the second ring. With advancement in digital technology, it is possible to track missed calls on a telephone handset. This way, staff members can return missed calls and assist the callers appropriately. If a call is misdirected, it is also polite to transfer it to the right person first time. This helps resolve queries with minimum handshakes as possible.
Face to face communication among staff members must be maintained at professional standards. Rude and inappropriate language must never be allowed at the workplace. The best way to do this is to have a detailed employee code of conduct which all employees must adhere to without compromise.
Probably the basic but not less important is email etiquette. On employment, every staff is given a work e-mail address. This address is given to allow the employee do their duties effectively. However, not many companies train their staff on how to use this tool as they should. This has resulted to misuse of work email addresses. To avoid this, it is important for employers to outline clearly the purpose of using this mode of communication.
For instance, there is need to keep professional every form of message send via emails. This involves the subject and language too. At the same time, the content should be directed to the right person who can handle such information depending on their rank. Others, any emails with unclear information or send to unintended people will only serve as distraction and hindrance to work productivity.
Any professional email should at least have proper contact details and company logo as a signature. This makes it easier for the recipient to contact the sender if need be. It is also one way of reinforcing company brand especially if these emails are going to external recipients.
For companies that issue press statements or any other form of external messages, there should be a specific person doing it. Companies could come up with a corporate affairs department to take care of such tasks. This helps in maintaining the company image. It is not appropriate to have just anyone speaking on behalf of the company. This actually could create confusion and there may end up with misguiding information even among staff members.
Another important aspect of workplace communication is use of the telephone. All employees should practice telephone etiquette when calling the other staff members and especially customers. Poor etiquette can send the wrong picture about a company. Again, it is also useful to make sure all telephone calls are attended to so that clients do not have their concerns unattended.
This kind of attitude is irresponsible and not befitting modern time professionalism. It is important for every company to create a responsive culture at the workplace. Telephones should be attended to after the second ring. With advancement in digital technology, it is possible to track missed calls on a telephone handset. This way, staff members can return missed calls and assist the callers appropriately. If a call is misdirected, it is also polite to transfer it to the right person first time. This helps resolve queries with minimum handshakes as possible.
Face to face communication among staff members must be maintained at professional standards. Rude and inappropriate language must never be allowed at the workplace. The best way to do this is to have a detailed employee code of conduct which all employees must adhere to without compromise.
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