Improve Your Business Communication Skills

By Stacey Hanke (Read about her here.)

(Listen to it here.)

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Early in my career I had a boss who was the king of the word but. His coaching sounded something like this: “You’re a strong team player, determined and driven, BUT what we need to work on is …” and “I appreciate your willingness to stay late last night, BUT …”

Every time he complimented me, the compliment would be followed by but. As a result, I stopped listening to what he said before the but and only paid attention to what came after.

Have you ever stopped to consider how many times you use the word but? I’m not saying you can never speak this word again. However, be careful of the context in which you use it. But and however can have negative connotations. For example, suppose you are in the boardroom with your team discussing how to improve sales. A team member says, “I’m really struggling in my territory because most of my clients have cut back on their budgets.” You respond, “I understand it hasn’t been easy, BUT we have a business to run and you need to increase sales.”

To maximize your influence, replace but with the word and or simply add a period. For example: “I understand it hasn’t been easy. We have a business to run and you need to increase sales.” Do you hear the difference in the tone and meaning of this sentence?

If we took the time to think before we spoke, there would be less conflict between teams and individuals.

Here’s another observation: Many of us tend to over-qualify our words when making a point. My client asked me to help him improve the way he communicated with his team. As I observed his interaction with the team, I noticed that before he made a point he’d say something like, “I’m probably way off base here …” He was minimizing his credibility and influence with those words. When a team member asked him a question, he’d begin his response with, “To be honest with you …” Did that mean that he was lying to his team prior to the question?

Women frequently tell me that they don’t want to come across as aggressive. Therefore they begin their statements with qualifiers, which makes them sound less intelligent, credible and confident. If you use lots of qualifying statements, eliminate them, get to the point and avoid wasting your listener’s time.

During a recent communication skills workshop, an executive opened his presentation with the following statement: “I want to ask you a question. What is the number one challenge in your role as a leader?” The question would have had more impact if he had simply asked it, rather than first announcing that he was going to ask it.

Many of us use qualifiers to fill gaps. Qualifiers delay our getting to the

point, frustrate our listeners and minimize our ability to influence action. Here are several common qualifiers:

“I was wondering if we might consider …”

“I think …”

“I’m probably way off base here …”

“This might be a stupid idea, but …”

“To be honest with you …”

“I want to ask you a question.”

“I’m going to tell you a story.”

How can you avoid using qualifiers? You may be using qualifiers to buy time, so instead, give yourself permission to think on your feet. Pause and take the time you need to collect your thoughts so that you sound confident, credible and knowledgeable.

Pre-plan. Consider every business conversation important. Prior to each meeting, conference call, sales call or presentation, take time to think through your ideas and choose words that will tap into areas that your listeners consider important.

Begin today by asking for feedback on the words you choose. You may be surprised to learn how words are working for or against you.

Be sure to visit our site, WomensMedia to get Expert Advice for Business Women.

For quick updates for Business Women you should follow NancyFClark on twitter here, or StaceyHanke here.

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On our website, WomensMedia you should read this: Business Communication: 5 Tips for Building Your Authority, or this: Business Networking: 8 Great Strategies for Working Any Room.

It may help to listen to Should You Brag Or Act Humble? —How To Promote Yourself Without Bragging
or read it here.

Business Networking is Important

by Sharon Michaels (Read about her here.)

(Listen to it here.)

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Over the past 20-plus years, I’ve had the pleasure of starting several business networking groups. Some of these groups have proven to be more successful than others. Through trial and error, I’ve come up with a checklist of what I believe it takes to create a successful and productive networking group.

1. Determine the purpose and primary focus of your group. Will your group be social, business building, leads-generating, educational or fund-raising? Make time to write a purpose statement that will set the tone and foundation for your new group. It’s important too that when you choose a name, it reflects your purpose and vision.

2. Determine when, where and how often your group will meet. Personally, I’ve found that consistency is the key to developing a successful networking group. It’s a good idea to meet no less than once a month for social, educational and fund-raising groups. For business-building and lead-generating groups, a good rule of thumb is at least every other week for the feeling of continuity.

The location is very important and often depends upon whether the group will be buying a meal. Covering meal expenses can make a huge difference in location and cost. It’s also best to find a central location, especially if your meeting is directly before or after work.

Decide what time of day and for how long you’ll be meeting. An hour is minimum, especially if everyone will be introducing themselves. I’ve found that most business owners are agreeable to meeting first thing in the morning or at lunchtime. Potential members who work a job during the day will generally want to attend evening meetings.

3. Determine membership fees and meeting costs. If you are renting a meeting room, then there will need to be a meeting fee. Generally, the more “niche” or specialized the networking group, the higher the fee for membership and meetings.

4. Determine how you will be conducting your meetings. Will the networking be casual or formal? During your meeting will you be spotlighting a member, or will everyone have a turn to speak? Is there a board or committee of members setting the agenda and meeting criteria? Will there be guest speakers?

Structured meetings seem to work best for business or lead-generating groups. Social groups tend to want a more casual atmosphere. At my meetings I have an agenda outlining what we will be covering, highlighting upcoming events and clearly defining our vision and purpose.

5. Determine how you are going to invite and screen your members. This may be the most important step of all. Once you’ve fine-tuned the purpose and vision for your networking group, the type of potential members you will attract should become clear.

What are the criteria for membership? A key to a successful networking group is assembling a cohesive and like-minded group of individuals who share the same values and interests. This is where leadership is so important. The values and beliefs of the leader will be reflected back by the membership. Strong, supportive and caring leadership will produce a cohesive and successful networking group.

Publicity is another important factor. How do you intend to let others know about the formation of your group?

I’m not going to say that it is easy to start and grow a successful networking group. I will say that it is well worth the time and effort. I’ve made new friends, grown my own business and watched participants blossom into successful self-confident business owners.

What do you think … is there a business networking group in your future?

Listen to today’s podcast here.

Be sure to visit our site, WomensMedia to get Expert Advice for Business Women.

On our website, WomensMedia you should read this: Table-Talking Your Way to Networking or Be Visible — Connect!

For quick updates for Business Women you should follow NancyFClark on twitter here, or SharonMichaels here.

Sign up for the WomensMedia Newsletter. We make it easy!