People communicate with each other all the time. Without communication, we can do nothing. It's hard to imagine a situation where you don't need any communication at all. Without this useful skill, many of the things we have achieved so far are just dreams.

Business communication requires a variety of communications that take place in a specific business context. Business communication helps develop the ability to influence others, change people's attitudes and perspectives, drive motivation, and build and maintain professional relationships.

What are the types of business communications?

In this context, there are majorly 2 types of communication:

• Email communication:

This is the use of emails for communication with your clients or customers. Sometimes your customers may prefer to receive any updates through email rather than on phone. This might be because they are usually so occupied with some engagements that reaching them on phone can distract them.

• Phone communication:

This is the most common way of passing across any information. In an informal setting, information is best relayed over the phone. In a more formal environment, information should be relayed through email.

What types of information can I relay over the phone?

1. Exclusive news:

It's a good time to pick up the phone if you have something you don't want to be forwarded to others. Some customers may say they don't want to be called, but if you send them an email to remind them that you have an offer for them, they'll take the time to listen to you.

2. Persuasion:

Persuasion requires communication and personality. If you want people to do something, or you want to get something done, you should have your phone in your hand.

3. Customer support issues:

Critical customer support issues are often best resolved over the phone, even though a postal phone. These are very time-consuming issues that need to be clearly explained and resolved quickly.

4. Quality research and feedback:

Qualitative research and feedback are best obtained through phone calls and conversations. A single phone call allows you to dig deeper and learn more about people's preferences, motivations, and barriers than a survey can quickly gather a lot of information.

RELATED: How to Run a Customer Feedback Survey 

5. Relationship fostering:

Relationship fostering is best done over the phone. Whether it's with customers or business owners, talking on the phone shows that you're interested in getting to know them and their work better.

6. Story pitching:

Some quarantine measures have eliminated regular face-to-face interactions at events. Instead of relying solely on emails, it's easier to build a story and negotiate if you can talk over the phone.

7. Communications-in-crisis:

When dealing with crisis communications, there’s a high potential for negative press coverage. Calling a reporter can often help distract from the situation, balance the story, and provide insight on how to protect your business from the negative PR (public relations) that lies ahead.

8. Collaborative creativity:

Creative collaboration and visionary discussions are best done in person or over the phone. You need that non-verbal back-and-forth (if in person), and the ability to read the tone of voice and general feel (either in person or over the phone), which you can't get through email.

9. Brainstorming:

There are many situations where phone interaction is preferable, especially when brainstorming or solving complex problems. Especially now that teams work remotely, calls should be answered quickly. If there's no direct response or it's clear that sent emails aren't doing what it's supposed to, a targeted and productive phone call often helps.

10. Contract negotiation:

When negotiating contracts or solving problems, it is best done over telephone conversations or even by face-to-face meetings. Both situations are better handled when all parties involved can read each other's emotions, tone, and body language. In such cases, communicating using text-only methods can leave room for assumptions or misunderstandings.

11. Meeting arrangements:

Most times it is best to relay any meeting arrangements or meeting appointments you schedule with your colleagues over the phone. This is because such information is timebound, and you wouldn’t want them to accidentally miss it in an email, or show up late to the meeting.

12. Urgent issues:

In a business environment, when there is a need to get to someone as soon as possible, reach out and call. The issue definitely can't wait.

13. Confirmations and verifications:

This is for when you want to confirm your attendance for a meeting or an event. This is mainly why phone numbers are penned down in the invitation cards for a wedding ceremony. Your attendance should be confirmed over the phone.

14. Business reservations:

If you want to book seats at a fancy restaurant for a business meeting, you should best do this over the phone. The restaurant will only entertain phone calls because reservations are normally made on short notice.

15. Order placements:

Online stores include phone numbers on their websites. They do this because they understand the fact that some customers may not be able to find what they want on the website and choose to make a quick call instead to know if the product is still in stock.

This same thing also applies to eateries that offer home delivery services.

RELATED: When to Use Email or Phone for Communication

There are many areas where business communications are best handled over the phone, however, there are some other areas where phone communication may not be appropriate, especially since such communication is of a very high official and formal undertone.

An alternative to phone communication is SMS communication. Using SMS communications, you can overcome some of the limitations of phone communications and maintain a healthy conversation with people. SmartSMSSolutions helps you with affordable costs and the best rates for this SMS communications. Register with us now to enjoy these best rates.