3 Simple Steps of Professional Communication

If you feel a lack of professional communication skills is holding you back from that new job opportunity, promotion or getting desired results in business negotiations, read this blog and subscribe to our newsletter for more tips on developing professional communication skills.

In today's job market, the level of competition has reached new heights. It was already difficult to compete against others with more education, industry knowledge and technical experience. Now with the arrival of the information age than the new normal of social distancing, we are also competing against AI self learn technology. The good news is that nothing will replace human interaction, in person, virtual and on the phone, hearing tone, inflection and energy that only comes from organic interaction. At Johnsons Personnel, we believe hard working individuals looking for the next step in their growing career should have the support, education and confidence to become strong leaders in their community and ultimately have the career you have been working towards.

By using keywords with confidence and projecting authority, you will hold the attention of your audience and be in agreement on a consistent basis. Using these skills in business and corporate relationships, you will be able to build report with your audience in a short amount of time, establish a strong business alliance and continue followup dialog towards future business endeavours. 

Before moving forward, we must agree on one core value: that a strong work ethic still holds a significant amount of social and professional currency in today's job market. To effectively transition from one job position to a higher level position, requires more responsibility, new challenges, and more compensation and leadership communication. Professional communication skills are for business leaders to effectively solve problems, develop strong business relationships and build successful teams. 

When planning a meeting presentation or business conversation, use these 3 steps for quality results.

Step 1: Do your research

The best way to connect with your audience is by relating to them. Know your audience by taking the time and doing the necessary research to understand their current needs for their company and what news is trending in the industry. For a one on one meeting, you should do some research on their professional background, what region they grew up in and where they went to school. Find this information from the news, social media like LinkedIn or ask directly before or during your meeting. 1 hr or more of online research or a 15 min convo with someone in the company.Keep track of what's important.Changes in market demands, updates in technology, company buyout, downsizing or mergers are important to know about. How long has the company been in business and what are their long term plans. 

The objective is to identify one thing: What can we agree on? This is the foundation as to why you are having a business meeting. Are you interviewing for a spot within the company? Are you offering products or services to benefit the company? Are you networking with another industry professional to build a connection for future business? The relationship must start with a shared idean, need or agreement.

-Example: For a job interview, “I see your company just transitioned from 3G internet speed to

5G wireless technology.The faster connection and up to date technology provides for a much more productive workday and better response times for clients.”

Remember to use information relevant to your industry experience, that you actually have interest in to further share the benefits of what is new and trending.

Step 2: Connect with the right people by using keywords and power phrases

Towards the beginning of the conversation you want to identify the purpose of the meeting. High level professionals are problem solvers and whether your meeting is for an interview, sales pitch or networking, you are there to solve a problem immediately, ongoing or for a problem that may arise in the near future. Identify the specific problem and confirm with verbal agreement.You can ask directly or do research ahead of time.Find out if the individual you’re speaking with is directly responsible for solving the specific problem.

-Example: Using the same job interview example: “So your company has transitioned in 5G technology but your team is not well versed on how to use the upgraded benefits like video streaming and and connecting wireless equipment to the network. So now that's slowing down team productivity. As the department Manager, are you responsible for solving this problem?

Step 3: Use key words to explain how your skills can solve the problem

Explain how you can help. Be overly descriptive and make sure you get to the bottom line that your help will save the company time and/or money. Use examples of how you’ve solved a similar problem in the past. Be specific with timelines, programs and resulting numbers.

-Example: “At my previous position, I took part in a system transition, upgrading our internet service into 5G from Comcast for Business. The process took about 3 months and included extensive training on equipment, troubleshooting and updates in business end uses. I had the opportunity to take part in the beta training and lead some of the training when the service went live. I found that when you take the time to train your team correctly, they can use this new 5G service to produce 50% more work per day resulting in a 20% increase in profit for Q4.

If your audience’s main objective for your meeting is to learn how to use their new tools to gain more profit, you have just shown your work ethic and technical aptitude as an industry professional. As a result, you will be seen as a resource for current and future needs. When completing your meeting reconfirm objectives for future collaboration and schedule follow up meeting

After applying these steps, you’ll quickly discover the multiple benefits of developing professional communication skills. Feel confident when you articulate a well thought out solution, establish a strong connection and develop an ongoing business relationship. 

Remeber, as a professional you are an experienced problem solver. The focus is not about your skills and knowledge, it's about solving the problem for your audience.