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Business Tips on Improving the Communication Quality With Clients

In today’s digital era, technology has widened what it’s possible for a single business to achieve. Companies can now have clients and customers from all over the world; they can have an impact on the other side of the globe. As wonderful as this is, it does require an internal shift when it comes to communication.

Humans are pretty good at talking to each other face to face—we tend to pick up on subtle cues that someone is not feeling great, and we offer so much additional context and meaning to our words with our posture, expression, hand gestures, and body language. Most methods of digital communication rely heavily on word choice and grammar to express our ideas.

The following will explore a few things that you can do to help improve your communication with clients, no matter how far away they are.

When Appropriate, Include Voice

Whenever it’s appropriate, you want to include your voice in your communication methods. Hearing another human’s voice and tone can radically alter how connected a client feels to the business that is working with them as it helps create a bond, a sense of connection, and a deeper understanding of the emotion behind the words being shared. If you have clients that are far away, maybe consider sip-trunking to help facilitate international phone calls. You don’t need to speak on the phone for every discussion, but putting in the effort to have your actual voice heard on occasion can help build a lasting relationship with a client. This is particularly important if you’re about to deliver positive news to your client.

Find A Hybrid System

No matter what software and services you employ to keep things running smoothly with your clients and other members of your virtual team, you want to be sure that you’re offering hybrid communication options; this means both face-to-face/voice call options and hyper efficient group chat/project management software options. This will allow people to be able to get the type of communication they need regardless of what stage the project is in.

For example, if someone has completed a task that allows other people to carry on with the project, a simple message to those people or the marking of a task completed on a project management software should be enough to convey that message. However, if there is a problem that requires some brainstorming and talking through of an issue, many people find a video call or a phone call to be more effective.

It’s also vital for everyone involved in a project to feel like they’re working with humans, not just machines. Having the occasional voice or video call can help people feel that connection.

Keep Your Meetings Short

Just like traditional meetings in the office, virtual meetings need to be kept short. There’s nothing more frustrating to a client or staff member than a forty-five-minute meeting that could have been a two-line email. Consistently, some of the top managers in the world cite keeping their meetings short and under control as a big factor in their success. You don’t want anyone involved in a project feeling bored, as this is going to negatively influence the energy and passion people put into the work at hand. You also don’t want to be wasting anyone’s time. It’s all too easy to feel like people have more time if they’re working from home, but this is often an unfair assumption.

Build In Time Zone Awareness

One feature that you absolutely need if you’re communicating with people all over the world is a constant reminder of what time it is locally for whomever you’re communicating with. Many applications offer this feature and include a local time beside each person’s name within the app. If one of your platforms or communication enhancing technologies doesn’t have this, find a way to incorporate it. It’s all too easy to miscalculate and send someone a message at 4 am their time. This can also help people have realistic expectations of when they should expect a response. If it’s 9 pm for someone else, they’re likely not going to be checking their messages until the following morning, meaning you could have a twelve-hour wait.

The above information should help you better manage your communication with clients around the world. Of course, every client is different, and this means you might want to speak to new clients about their preferred methods of communication. Some people aren’t able to answer calls during certain hours; others are on their email at every moment. Be willing to pivot to meet your client’s communication needs and preferences.

How Can Businesses Improve Correspondence With Their Clients

Do you need to improve correspondence with your clients? Establishing a good relationship with your customers is essential in establishing a successful business. It can save you both time and money if you know how to get through your clients and get to know them on that level. It used to be extremely hard to do so, with limited resources and transportation but nowadays there are so many options to choose from ,depending on what kind of company you are running. So here are some tips and tricks on how to improve the correspondence and overall communication between the clients and your company all while using the most efficient ways.

See What Works For Other Companies

It’s all about finding something that suits your needs – but that doesn’t mean that you shouldn’t take a look at what other companies are doing. This can lead you to learn a few useful things, like what works for them and what doesn’t – this can be applicable on your own business as well. Also being up to date with today’s trends is a must in order to grasp the attention of your clients. Many successful companies are doing just that, always improving and being up to date with the technology and relevant ways of connecting with people – but also being open to alternative ways in order to establish communication with your clients.

Don’t Rely Only On Technology

Even though it’s much easier to communicate with clients by using technology and E-mails, it’s also a good idea to stand out from the crowd and try something else. Going the traditional route of writing letters is a great way to get the word out – also who wouldn’t want to receive a handwritten letter from a business they support? Having the right equipment is key, as you can see from francotyp, and the additional time and effort are definitely worth it! This is a great way to make the client feel special – and if the scale of the business goes past the possibility to send everyone a physical letter, create a loyalty program and reward your trusted clients! It’s all about finding the right equipment, and that’s already half the work done – pair this with a bit of imagination and you’ll get a satisfying letter your clients will look forward to getting!

Get Straight To The Point

One of the main things you should worry about when contracting your clients is to get straight to the point. Less is always more, especially when something is written down – people can lose concentration, get bored while reading, and similar so it’s important to write what’s important in a few sentences. Even if it’s just a thank you letter, it’s supposed to be short and sweet. On the other hand, if there are any legalities involved, it’s also extremely important to highlight the most important things and be as straightforward as you can.

Be Inspired

Clients and customers, in general, are always searching for something new and fresh – so being able to give them just that can boost your business and also draw in more people. Being inspired is essential for something like this, creating written content – even if it’s only for information purposes, it’s still a good idea to create something compelling and interesting. Trying out different things, possibly creating special packages or personalised notes is also something to think about, especially for loyal, long-term clients!

Use Social Media

Nothing beats good old social media – especially when it comes to algorithms and effective ways to find your niche customer base. On the other hand, social media platforms are a great way to connect with clients and have an interactive relationship. Engage in conversation, ask away and let them ask questions back – this can create a healthy environment and lead people to be more connected with brands and companies. Platforms such as Facebook and Twitter are great places to create quizzes, contests, and other ways to make things more interesting. Also, if you are going to the traditional route of sending out letters, finding inspiration on Pinterest or Instagram is the preferred way, but the sky’s the limit when it comes to this, being creative is a must!

At the end of the day, it all depends on the type of business you are running and the customer base – especially if it’s something niche. But that doesn’t mean your options are limited, trying out different methods is always a good idea and it’s bound to bring success! Regardless of what kind of business you are running, nowadays it’s important to stand out and give something refreshing to people, especially since the market is overflowing with businesses!