Effective communication in the workplace requires the right combination of technical solutions and communication skills. Workers often communicate through electronic means, which are available through email tools such as Microsoft Exchange. The ability to communicate with workers of varying levels is also a modern workplace requirement.
Microsoft Exchange
Microsoft Exchange is an email server that includes a contact manager and appointment calendar. It allows employees to communicate through local networks and the web. There are many Exchange hosting options that allow businesses to meet the communication needs of their employees. The current version of Exchange is Exchange Server 2013, which was released in October 2012. New features of this version include the integration of SharePoint documents with Exchange emails and the automatic synchronization of actions with emails.
People above your Level
People who reach a high level within an organization are typically confident, so this is an important characteristic to have when communicating with them. Demonstrate the attitude that problems will eventually be solved, no matter how difficult they may appear. It’s also important to strike the right balance between providing accurate information and being politically correct.
People at your Level
The biggest risk in talking to people at your level is getting too personal, which can damage a professional relationship. This practice often begins with casual conversations not related to work, but it can progress to making remarks of questionable taste that can offend the other worker. This employee may report this matter to a supervisor, which can result in severe consequences for the offending worker. Treat coworkers with appropriate respect and avoid becoming too familiar with them.
People below your Level
Speak to people below your level with respect and try to serve as a mentor to some extent. Good communications skills also require the higher-ranking worker to exercise the correct business behavior according to corporate policy. Additional tips for communicating with lower-ranking workers include keeping the conversation focused on work, and remaining friendly but professional.
Contractors
The most common mistake in communicating with workers who aren’t employees of the business is failing to show respect. Many employees consider contractors to have a low rank, when they aren’t actually part of the business hierarchy at all. A failure to use common courtesies when speaking to these workers can cause demoralization and offense. Treat contractors as peers, regardless of their specific duties.
Customers
Customers represent a particular challenge in workplace communications, since they determine the economic future of the business. The customer may not always be right, but workers should always treat them as if they were. A customer who is upset about the outcome of a business transaction deserves respect for their feelings and needs. Be apologetic and accommodate them as much as possible, while using care not to promise more than you can deliver.
Summary
Business communication involves technical solutions as well as best communication practices. Software solutions for businesses include applications that perform functions such as email, instant messaging and chat. Exchange is a comprehensive communications solution that offers additional functions useful to many workers. Effective communication always requires business professionals to demonstrate basic respect and common courtesy. Speakers must also consider the relative rank between themselves and the person with whom they’re communicating.