Methods of business communication

Communication is key—when done right. It improves morale, efficiency and working relationships.

Communication covers everything from instructing work or changing policies, to employees requesting annual leave and even how they talk to one another. It also covers how you talk to customers, but for this guide we’ll be covering internal methods of communication in business.

It’s important to have clear methods of communication within your business. They make sure everyone knows the correct process and nothing gets missed along the way.

In this guide we’ll describe the different methods of communication in a business environment and when you might use each one in your workplace.

Types of business communication methods

There’s a lot of different ways to communicate information at work. And the methods of communication that businesses use won’t be right in every scenario.

You need to define the best approach for all the common requests in your workplace.

Business methods of communication can be broken down into different categories. They are:

• Electronic communication

• Non-electronic communication

• Written communication

• Verbal communication

There is some crossover with these terms, as written communication will be either electronic or non-electronic.

Electronic methods of communication in a business organisation

Almost all businesses use electronic communication these days. It’s become vital to the everyday management of workforces all over the world. And enabled many businesses to work from home throughout the coronavirus pandemic.

There are many different types of electronic communication. They include:

• Email

• Text messaging

• Voice and video calls

• Employee intranet and HR software

These methods of communication can be used for a range of different purposes. But not all of them are suitable all the time.

For example, you wouldn’t text an employee about sensitive issues, such as redundancies or grievances. Many employment issues have a specific process you must follow which can include written agreements or face-to-face meetings.

A good rule to follow is to:

• Use emails and texts to discuss everyday work.

• Share important documents via email.

• Set voice or video calls where a face-to-face meeting isn’t possible.

• Add non-essential company-wide updates to your employee intranet.

You can also use software for people management. BrightHR lets you manage loads of HR essentials, such as, annual leave requests, sick leave and staff rotas.

Non-electronic methods of communication in business

Non-electronic business communication includes face-to-face meetings, and physical copies of documents. Such as reports, payslips, and invoices.

Many businesses have moved to a paperless system in recent years. Going paperless is better for the environment, space-saving and, with cloud-based systems, means you can access your documents from anywhere.

However, there are some documents that require a physical non-electronic copy. You may need to submit physical paperwork to the government as part of your tax and employment records.

Methods of written communication in business

As mentioned above, you can have written forms of communication in both electronic and non-electronic formats. Written communication is any message that uses the written word, such as emails, letters, and contracts.

Using methods of written communication can keep your business safe and compliant with employment law.Written communication can save time, money and create a record of what was said and done. Keeping these records can help to prevent unfair dismissal claims.

You should have written copies of all your workplace policies, and employment contracts for staff.

Methods of verbal communication in business

There are many forms of verbal methods of communication used in business. Including:

• Meetings and job interviews

• Presentations and some training

• Conversations between employees

Any form if spoken word counts as verbal communication. These business methods of communication are typically used for less formal matters.

This is because you should keep written correspondence for anything that could have a significant impact on the way your business operates.

Despite that, there are times where a face-to-face meeting is required. It’s a legal requirement to hold a consultation meeting with employees when deciding on redundancies.

There’s a strict redundancy process you must follow which involves both written and verbal communication.

Get help with keeping staff updated today with BrightHR

There are loads of different methods of communication used in businesses, and organisations will need to set clear guidelines on when to use the approaches.

Getting it right will keep your staff engaged and up-to-date. But the wrong approach can result in workers missing vital information or risk your legal compliance.

Get BrightHR’s HR software to create simple processes for managing your employees. Our HR tools make it easy for staff to clock in, request time-off, or check their shifts. And let’s you keep an eye on everything.

Plus, our unlimited HR document storage is ideal for keeping track of all of your written communications.

Book in a free demo today to see just how easy it is to manage HR.