Stages of business communication

Communication is a process of interaction between people, which covers the exchange, evaluation and understanding of information. When it comes to business communication, certain rules and regulations are used that help make the interaction of partners more comfortable. Taking into account the correct sequence of compliance with the necessary stages of business communication, ensures the achievement of the desired result, preferred for both partners.

Business communication is a multi-step process, involving the creation and further improvement of interconnections between people associated with specific needs. This process involves the transfer of important information, the development of the concept of interaction, perception and understanding of the interlocutor.

Business communication has a number of features, knowledge of which will help to understand the essence of this type of interaction:

• Reputation value. In business, the face of the enterprise is reputation, which is the foundation on which the success of the company is built in the future. For this reason, business communication is aimed at maintaining and protecting it.
• Clarity and accuracy. A clear and clear definition of goals ensures effective professional development, facilitating rapid self-organization and the formation of responsibility.
• Joint venture, profitable for both parties. In business interaction, you cannot take care of the welfare of only one side. The unity of partners and mutually beneficial position ensures success and a great result for both parties.

The result of business communication depends on how carefully the process is organized. In the structure of business communication can distinguish certain stages. To achieve the cherished goal will help knowledge of the main points of such communication and norms of behavior that correspond to each stage.

This stage involves the direct organization of the meeting. At the first stage it is necessary to make a plan with specific questions and several solutions to the problem. It is necessary to analyze the points of view of the negotiating partner and choose the most beneficial relationship strategy; It is recommended to make a forecast of the result of the conversation The preparatory stage is completed by the organizational moments: designation of the place and time of the meeting.

The psychological portrait of the interlocutor, which develops in your eyes, depends on certain circumstances, the duration of the acquaintance, information about the person received from other employees. There are verbal and non-verbal acts of behavior, allowing to make a psychological portrait of the interlocutor:

• manner of speaking (content, consistency, duration, expressiveness and peculiarities of speech);
• gestures and facial expressions;
• specific actions (movements and postures of a person, distance between interlocutors, touches);
• bodily movements (touching, patting, stroking).

An important function when creating a psychological portrait performs the study of the appearance of the interlocutor. These are preferences in clothing, cleanliness, tidiness and impeccability of appearance, adherence to fashion trends or disregard for them, copying clothes that other people wear.

Defining the psychological portrait of the employee, it is necessary to focus on his personality:

• nature (interests, principles, plans, preferences);
• behavior (competence, life skills, professional experience);
• the spiritual side of the personality (unique features of the processes and properties of the intellectual, cognitive and emotional spheres);
• social and psychological aspects (status, social role, lifestyle and specifics of work);
• biopsychic properties (temperament, gender and age of the interlocutor, state of health);
• contact formation.

To establish business communication, it is necessary to create an atmosphere conducive to conducting a serious conversation, involving the demonstration of goodwill and interest to a partner. This will contribute to a soft smile, polite greeting and a pause, giving the other person the opportunity to join the conversation and take part in it directly.

A standard conversation begins with the implementation of the following actions: disclosure of goals, performance of partners from one side and the other, voice of the topic, presentation of the person conducting the conversation, announcement of the order of research of the issue.

This stage is required to determine a suitable negotiating plan and increase interest in the interaction from the partner. This procedure can help a joke, which would be suitable for the place and time.

It should also determine the roles that the parties will perform in the course of business communication. The process is accelerated by imitation of a partner, a mirror image of his posture, plastics, tone of voice, gestures. After some time (5-10 minutes), the transition to the announcement of conditions is possible. Equal positions are required. You can move to another position, which is manifested by non-verbal communication.

During this phase, emphasis should be placed on similarities, not differences. Thanks to this negotiations will help to get the desired result. In the event of intractable differences, it is recommended to move to a neutral position that does not imply your own assessment.

Remember that compelling reasons are necessary. In this case, you should follow certain rules:

• The presentation of thoughts should be carried out using simple, understandable, accurate and convincing phrases.
• It would be appropriate to adapt the arguments to the identity of the partner.
• It is advisable to present your evidence clearly and clearly.
• Speaking about the problem, you must be firm: you can not give in if you are confident in your opinion.
• There should always be one weighty evidence in the reserve confirming the theses (in case the interlocutor begins to doubt the decision).
• It is recommended to apply reliable facts that would help the interlocutor to make a decision without delay.
• Do not give up until a partner finally confirms his refusal.
• You should use the most convincing arguments in favor of your position, trying to express thoughts in such a way that they fully interested the interlocutor.

When interacting, it is always difficult to avoid various discussions. The main task that needs to be addressed in such a situation is to prove your partner’s rightness (by eliminating doubts, determining the motives of resistance, defensive reaction, thinking about tactics). At the same time, categorical judgments should be avoided, otherwise everything will turn out to be the opposite effect.

If you reach an understanding, further interaction will not cause serious difficulties. After that, you will need to find a common benefit. The partner should be given the opportunity to take the initiative.

His participation in achieving the desired goal should be monitored. If your own decision is much stronger than that of the interlocutor, then you should carefully consider his proposal and explain why the idea should be refined, on what basis it is more profitable to adopt a different position.

The formulated criteria should be translated into the final version. After that, you must proceed to an agreement. It is recommended to describe in more detail the obligations assumed by each of the parties. As soon as the decision is made, the thanks expressed by the interlocutor will be appropriate.

The final stage of business communication plays a very important role, so it should be given the same attention as all previous ones. The final opinion has an impact on the image of the interlocutor as a whole and on the partnerships that are currently supported and planned in the future. Should continue to show goodwill, respect and tact.

Business communication will benefit and guaranteed good results when used following rules and recommendations:

• Drinks (tea, coffee) are offered at the discretion of the owner or during protracted negotiations.
• You can not make phone calls during business negotiations. It is better to turn off the phone at this time. It is necessary to show respect for the partner and the general procedure of business interaction.
• Leave a room when negotiating is prohibited. An exceptional case is the need for medical care.
• Keeping working notes is welcome, as this emphasizes interest and attention to the partner.
• A sign of good taste - do not ask questions related to the partner’s trade secret. This helps to avoid embarrassment and uncomfortable position.

All about important business communication skills, see the following video.