8 Characteristics of Business Communication

by Kimberlee Leonard; Updated May 22, 2018

Business owners are constantly communicating ideas and directives to staff, customers and strategic partners. The more effective you are in communicating ideas, the more successful you will be in inspiring and influencing others. Taking time to understand the characteristics of business communication can make you a stronger leader, whether you're presenting an idea to a big crowd or writing a letter to a potential client. Read on to learn the eight characteristics of business communication. An effective communicator in business:

Organizes His Ideas

No matter how well you know your subject matter, take the time to outline your ideas. This enables you to go from one idea to the next without jumping around. It helps the audience follow the story, rather than trying to figure out how one point relates to another.

Is Clear for Better Comprehension

Strive for clarity. Use simple words and avoid jargon or industry acronyms when speaking to groups outside your industry. Although you know that POS refers to "point of sale" in the retail industry, your audience might not be familiar with that acronym. Don't put them in a position where they might be distracted from your message.

Is Concise and Also Punctual in Meetings

Whether writing a letter, pitching to a client or speaking to a group be mindful of becoming too wordy or taking too long. Business correspondence should be succinct and to the point. Read through your draft and remove anything that is vague, pompous, outdated or flowery. Meetings should start and end on time. While you don't want to be looking at your watch every few minutes, set a clock you can easily see, so you can ensure that you're punctual.

Is Ethical

Great communication follows ethical standards. As a business leader, your reputation is based on what you do and say. First, your actions show who you are. Then, your words show who you are. Make sure that all claims or research you present are valid and accurate. If you find that you've made a mistake, own up to it. Don't let your ego get in the way of your ethics.

Speaks Directly to People

Great communicators speak to people - not at them. This means that you understand your audience and that you write or speak in a manner they'll understand. You don't want your audience to feel as if they're sitting in a graduate level physics class as a first-year undergrad where every concept is so complex that they feel lost almost immediately. Avoid being condescending; be the expert in a way that others feel that you're working to help them understand everything.

Respects Others

When someone is respectful, respect seems to be seems to be part of everything he does; this behavior is integrated into who he is. This means that you are mindful of the advantages of brevity, and that you truly want people to understand what you are saying. Don't let your passion and enthusiasm for your topic override your sense of what the audience is feeling. Sarcasm and insults can be quick ways to make a point, but the audience takes this behavior negatively.

Is Trustworthy

Every business owner should strive to be trusted by everyone he meets: Employees, customers, community members and partners. Being trustworthy starts with making sure that you are a master of the information you are presenting. You're also humble, and you're willing to take criticism without becoming defensive.

Is Eager for Feedback

Effective communication is as much listening as it is presenting your ideas. Take opportunities when writing or speaking to ask for input, feedback and questions from your audience. In a letter, this is often at the end before the closing. When presenting, it is wise to check with your audience throughout a presentation. You don't want to be talking about point nine, when the audience is still stuck on point two, and has missed everything from point three and after.

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