Business Communication

A company interacts with a lot of outside agencies and individuals. There is a lot of communication coming into and going out from a company on a regular basis. Irresponsible communication by any of our employees may pose a big risk to the revenue or reputation of the company. The responsibility of each such communication done on behalf of the company by an employee rests with the company.

• The company must take steps to ensure that every communication coming into the company is attended and responded properly and responsibly. Sometimes, ignoring a communication or delaying a response to it may prove to be expensive, e.g. some notice, a legal document or some complaint.
• Every outgoing communication, particularly in written form, must be regulated. An irresponsible communication by any of our employee may cause a lot of problems for us.
• The company must draft standard communication formats for regular business communication. E.g. Quotation, request for quotation, sales letter, response to a customer query or complaint, interview intimation, offer letter, appointment letter, employee experience certificate etc. are some examples of regular business communication. Everybody who sends out regular communication must follow these draft formats.
• Ignorance or immaturity of our employees should not be allowed to affect our company’s business communication adversely. We must train our people for this purpose.
• The company must get the formats of all the outgoing documents checked by some expert before adopting them as the standard formats.
• Agreements, contracts, quotations, invoices, guarantee letters, certificates, offer letters, appointment letters, responses to customer complaints etc. need to be checked before they are allowed to be sent.
• There is a practice of adding a disclaimer at the bottom of the emails going out from a company. We must adopt a similar safeguard, as per our needs.
• In current times, any content published on social media on behalf of our company or on our web site must also be watched to avoid any controversy or avoidable disputes. We must get this content curated by somebody competent and responsible for the same.

(Expert advice to GROW your business wherever you are, whenever you want.

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