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.
When communicating to the public or issuing press statements, the company should appoint a specific person to do so. Many firms prefer setting up a corporate affairs department to handle such tasks. This is very important in maintaining the image of the firm. Not every staff should be allowed to speak for the company as this will create confusion as well as convey inaccurate information especially from miss-informed employees.
Another important tool in the office is the telephone. This could also be misused if employees are not trained properly. Some do not practise telephone etiquette, while others leave their unattended to. This is wrong. With the current growth in technology, one can always set their work telephones to leave appropriate instructions for those calling when the recipient is not near the phone. Such will also record details of callers and the owner can call back for follow-up. This is better than acting like you just ignored the call.
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.
When communicating to the public or issuing press statements, the company should appoint a specific person to do so. Many firms prefer setting up a corporate affairs department to handle such tasks. This is very important in maintaining the image of the firm. Not every staff should be allowed to speak for the company as this will create confusion as well as convey inaccurate information especially from miss-informed employees.
Another important tool in the office is the telephone. This could also be misused if employees are not trained properly. Some do not practise telephone etiquette, while others leave their unattended to. This is wrong. With the current growth in technology, one can always set their work telephones to leave appropriate instructions for those calling when the recipient is not near the phone. Such will also record details of callers and the owner can call back for follow-up. This is better than acting like you just ignored the call.
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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