One of the biggest sources of inefficiency in your company is going to be communication. It underlies almost every productive action within your business, whether it’s conveying instructions to a subordinate or disclosing your results to a client or investor; accordingly, even a small inefficiency in your lines of communication can result in a major loss of time/money.
Fortunately, knowing the key hurdles to effective communication—and learning to overcome them—can help you smooth out these problem areas and build a more efficient business.
How Communication Affects Your Efficiency
Ultimately, your business’s efficiency is impacted in three key ways:
- Message accuracy. If you convey the wrong information, or the right information in a confusing way, it can lead to errors and misunderstandings.
- Time consumption. Every message you send and receive is going to cost time from both the sender and recipient. If that time is excessive, it could result in waste.
- Cost. You also need to consider what you’re paying for your communication solutions, and whether each solution is worth it.
The Biggest Hurdles
These effects tend to manifest in response to these seven major hurdles:
1. Obsolete or unreliable tech. If you’re trying to save money by relying on old devices, or platforms that haven’t been upgraded in years, it could have a substantial negative impact on how you communicate. You might experience delays when making phone calls, missed messages in your chat logs, or a serious lack of mobility. Thankfully, making upgrades can make most of these problems go away. For example, investing in newer devices can dramatically improve your connection speeds and mobility, and switching VOIP providers can be a relatively easy transition to prevent delays and hiccups from interfering with your phone calls.
2. A lack of clear communication standards. How are your managers expected to relay instructions to subordinates? How are your subordinates expected to communicate progress to managers? How are your meeting recap emails supposed to be structured? If you aren’t sure of these answers, it’s a sign that you don’t have clear communication standards within your business. Formally documenting these expectations can keep communication clear and consistent for all your employees, in virtually all areas.
3. Inefficient modes of communication. If your employees aren’t using communication mediums correctly, it can also lead to problems. For example, if they frequently call meetings that could have been communicated in the span of a single email, it could waste hours of company time. If they use email instead of having a conversation over the phone, it could lead to confusion and unanswered questions. Each type of communication requires a different approach.
4. Departmental silos. Another major problem is departmental silos, which can make communication more difficult or nonexistent between two groups of people within the company. These silos tend to develop when different departments have different standards and expectations for communication, and when those departments rarely intermingle. You can correct this by integrating your departments more frequently, and getting everyone on the same standards for communication.
5. Unstructured meetings. Meetings are a major source of time waste in companies, since they involve many people at the same time, and often recur on a consistent basis. All your meetings should have a designated leader to keep the meeting on track, a specific intention or goal, and a time restriction to keep things tight and concise.
6. Poor listening. Listening is a vital skill for effective communication — and we aren’t doing enough of it. Too often in business environments, participants in a meeting or conversation are more focused on talking than listening, but listening is more effective for understanding and collaboration. To develop better listening skills, avoid distractions (like checking your smartphone during a conversation), allow time for the other person to speak, and use active listening tactics, like rephrasing what you’re hearing.
7. Overload. Too much communication can be a bad thing. If your employees are sending emails back and forth constantly, or if you’re paying for so many communication apps that you can’t keep track of them, it’s only going to result in confusion. In many ways, fewer, more concise messages are superior modes of communication than message bombardment—and you’ll pay less if you have fewer apps to worry about.
If you can overcome these seven significant communication hurdles, you can make your business far more efficient. While some of these changes may take a few weeks to settle in, others may grant you a positive change immediately — so inspect your company’s internal and external communication, and work hard to make things as streamlined as possible.
Why a well-crafted rejection email can save your brand, and your time
(BUSINESS NEWS) Job hunting is exhausting on both sides, and rejection sucks, but crafting a genuine, helpful rejection email can help ease the process for everyone.
Nobody likes to hear “no” for an answer when applying for jobs. But even fewer people like to be left in the dark, wondering what happened.
On the employer side, taking on a new hire is a time-consuming process. And like a box of chocolates, you never know what you’re going to get when you put out ads for a position. So once you find the right person for the role, it’s tempting to move along without further ado.
Benn Rosales, the CEO and co-founder of American Genius, offers an example of why that is a very bad call.
Imagine a hypothetical candidate for a job opening at Coca Cola – someone who’s particularly interested in the job, because they grew up as a big Coke fan. If they get no response to their application at all, despite being qualified and sending follow-up emails, their personal opinion of the brand is sure to sour.
“Do you know how much effort and dollars advertising and marketing spent to make [them] a fan over all of those years, and this is how it ends?” Rosales explains. This person has come away from their experience thinking “Bleep you, I’ll have tea.”
To avoid this issue, crafting a warm and helpful rejection email is the perfect place to start. If you need inspiration, the hiring consultants at Dover recently compiled a list of 36 top-quality rejection emails, taken from companies that know how to say “no” gracefully: Apple, Facebook, Google, NPR, and more.
Here’s a few takeaways from that list to keep in mind when constructing a rejection email of your own…
Include details about their resume to show they were duly considered. This shows candidates that their time, interests, and experience are all valued, particularly with candidates who came close to making the cut or have a lot of future promise.
Keep their information on file, and let them know this rejection only means “not right now.” That way, next time you need to make a hire, you will have a handy list of people to call who you know have an interest in working for you and relevant skills.
Provide some feedback, such as common reasons why applicants may not succeed in your particular application process.
And be nice! A lack of courtesy can ruin a person’s impression of your brand, whether they are a customer or not. Keep in mind, that impression can be blasted on social media as well. If your rejections are alienating, you’re sabotaging your business.
Any good business owner knows how much the details matter.
Incorporating an empathetic rejection process is an often-overlooked opportunity to humanize your business and build a positive relationship with your community, particularly when impersonal online applications have become the norm.
And if nothing else, this simple courtesy will prevent your inbox from filling up with circle-backs and follow-up emails once you’ve made your decision.
Are Gen Z more fickle in their shopping, or do brands just need to keep up?
(BUSINESS NEWS) As the world keep changing, brands and businesses have to change along with it. Some say Gen Z is fickle, but others say it is the nature of change.
We all know that if you stop adapting to the world around you, you’re going to be left behind. A recently published article decided to point out that the “fickle” Gen Z generation are liable to leave a poor digitally run site and never return. Now of course we’ve got some statistics here… They did do some kind of due diligence.
This generation, whose life has been online from almost day one, puts high stakes on their experiences online. It is how they interact with the world. It’s keyed into their self-worth and their livelihoods, for some. You want to sell online, get your shit together.
They have little to no tolerance for anything untoward. 80% of Gen Zers reported that they are willing to try new brands since the pandemic. Brand loyalty, based on in-person interaction, is almost a thing of the past. When brands are moved from around the world at the touch of your fingertips there’s nothing to stop you. If a company screws up an order, or doesn’t get back to you? Why should you stick with them? When it comes to these issues, 38% of Gen Zers say they only give a brand 1 second chance to fix things. Three-quarters of the surveyed responded saying that they’ll gladly find another retailer if the store is just out of stock.
This study goes even further though and discusses not just those interactions but also the platforms themselves. If a website isn’t easy to navigate, why should I use it? Why should I spend my time when I can flit to another and get exactly what I need instead of getting frustrated? There isn’t a single company in the world that shouldn’t take their webpage development seriously. It’s the new face of their company and brand. How they show that face is what will determine if they are a Rembrandt or a toddlers noodle art.
The new age of online shopping has been blasted into the atmosphere by the pandemic. Online shopping has boosted far and above expected numbers for obvious reasons. When the majority of your populace is told to stay home. What else are they going to do? Brands that have been around for decades have gone out of business because they didn’t change to an online format either. Keep moving forward.
Now as a side note here, as someone who falls only just outside the Gen Z zone the articles description of fickle is pompous. The stories I’ve heard of baby boomers getting waiters fired, or boycotting stores because of a certain shopkeeper are just as fickle and pointed. Nothing has changed in the people, just how they interact with the world. Trying to single out a single generation based on how the world has changed is a shallow view of the world.
Chasing Clubhouse success? How the audio chat room trend affects products
(BUSINESS NEWS) It is inevitable that when a new successful trend comes along, other companies will try to make lightning strike twice. Will the audio chat room catch on?
Businesses are always about the hot new thing. People are the always looking for the easiest dollar with the least amount of effort these days. It tends to lead to products that are shoddy and horribly maintained with the least amount of flexibility in pleasing their customers. However, you also have to look at the customer base for this as well. You follow where the money is because that’s where its being spent. It’s like a merry-go-round, constantly chasing the next thing. And the latest of these is the audio chat room.
During the pandemic the entire world saw an eruption of social audio investments. Silicon Valley has gone crazy with this new endeavor. On the 18th of April this year, Clubhouse said it closed on some new funding, which was valued at $4 billion for a live audio app. This thing is still in beta without a single penny of revenue!
The list of other companies who have pursued new audio suites (either through purchase or creation) include:
This whole new audio fad is still in its infancy. These social media and tech giants are all jumping headlong into it with who knows how much forethought. A number of them have their own issues to deal with, but they’ve put things aside to try and grab these audio chat room coattails that are running by. It’s a mix of feelings about the situation honestly. They are trying to survive and keep their customers.
If a competitor creates this new capability and they stay stagnant then they lose customers. If they do this however without dealing with their current issues then they could also lose people. It’s an interesting catch 22 for people out there. Which group do you fall in? Are you antsy for a new toy or are you waiting for one of these lovely sites to fix a problem? It’s another day in capitalism.
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