Stages of business communication

Communication is the process of interaction between people, which includes the exchange, evaluation and understanding of information. When it comes to business communication, certain norms and rules are used to help make the interaction of partners the most comfortable. Taking into account the correct sequence, which consists in observing the necessary stages of business communication, guarantees the achievement of the desired result, which is preferable for both partners.

Business communication is a multi-stage process that involves the creation and further improvement of relationships between people related to 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, the knowledge of which will help to understand the essence of this type of interaction:

• Reputation value. In business, the face of an enterprise is its reputation, which is the foundation on which the company's future success is built.For this reason, business communication is aimed at maintaining and protecting it.
• Clarity and precision. A clear and precise definition of goals ensures effective professional development that promotes rapid self-organization and the formation of responsibility.
• Joint activity, beneficial for both parties. In business interaction, one cannot take care of the welfare of only one side. The unity of partners and mutually beneficial position ensures success and excellent results for both parties.

The result of business communication depends on how carefully the process itself is organized. In the structure of business communication, certain stages can be distinguished. Knowledge of the main points of such communication and the norms of behavior corresponding to each stage will help to achieve the cherished goal.

This stage involves the direct organization of the meeting. At the first stage, it is necessary to draw up a plan with specific questions and several options for solving 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 prediction of the outcome of the conversation. Organizational moments complete the preparatory stage: the 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. Verbal and non-verbal acts of behavior are distinguished, which make it possible to draw up a psychological portrait of the interlocutor:

• manner of speaking (content, consistency, duration, expressiveness and features 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 in creating a psychological portrait is performed by the study of the appearance of the interlocutor. These are clothing preferences, cleanliness, neatness and impeccability of appearance, adherence to fashion trends or neglect of them, copying clothes worn by other people.

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

• character (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 work specifics);
• 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 a serious conversation, which involves demonstrating to the partner your goodwill and interest. This will be facilitated by a soft smile, a polite greeting and a pause that provides the interlocutor with the opportunity to join the conversation and take direct part in it.

A standard conversation begins with the implementation of the following actions: disclosure of goals, performance of partners both on one side and on the other, voicing the topic, introducing the person conducting the conversation, announcing the procedure for researching the issue.

This stage is mandatory to determine a suitable negotiation plan and increase interest in the interaction on the part of the partner. This procedure can be facilitated by a joke that would be appropriate for the place and time.

You should also decide on the roles that the parties will play in the course of business communication. The acceleration of the process is facilitated by imitation of a partner, a mirror reflection of his posture, plasticity, tone of voice, gestures. After some time (5-10 minutes), it is possible to proceed to the announcement of the conditions. This requires equal positions. You can move to another position, which is manifested by non-verbal communication.

During this phase, emphasis should be placed on similarities rather than differences. Thanks to this, negotiations will help to get the desired result. In the event of unresolvable disagreements, it is recommended to move to a neutral position, which does not involve setting one's own assessment.

Remember that strong arguments are needed. In this case, certain rules must be observed:

• The presentation of thoughts should be carried out using simple, understandable, precise and convincing phrases.
• It will be appropriate to adapt the arguments to the personality of the partner.
• It is desirable to present your evidence clearly and concisely.
• When speaking about a problem, you need to be firm: you can’t give in if you are confident in your opinion.
• There should always be one weighty piece of evidence supporting the thesis in reserve (in case the interlocutor begins to doubt the decision).
• It is recommended to use reliable facts that would help the interlocutor make a decision without delay.
• Do not give up until the 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 are fully interested in the interlocutor.

When interacting, it is always difficult to avoid various discussions. The main task that needs to be dealt with in such a situation is to prove to the partner that you are right (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 into the opposite effect.

If you achieve understanding, further interaction will not cause serious difficulties. After that, you will need to find a common benefit. Give your partner the opportunity to take the initiative.

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

The formulated criteria should be translated into the final version. After that, you need to start 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, gratitude expressed to 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 the previous ones. The final opinion has an impact on the image of the interlocutor as a whole and on partnerships that are currently maintained and planned for the future. Benevolence, respect and tact should still be shown.

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

• Drinks (tea, coffee) are offered at the discretion of the owner or during protracted negotiations.
• Do not make phone calls during business negotiations. It is better to turn off the phone for this time. It is necessary to show respect for the partner and the general procedure for business interaction.
• Leaving the premises during negotiations is prohibited. An exceptional case is the need for medical assistance.
• Keeping working records is welcome, as it emphasizes interest and attentiveness to the partner.
• A sign of good taste is not to ask questions related to the trade secret of a partner.This helps to avoid awkwardness and awkward position.

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