Dayna

A Guide To Professional Communication

By Dayna Spear, November 21

Hey guys! I hope you’re all well and keeping warm in this sudden drop in temperature!

Whether you’ve smashed your interview and you’re already in the working world or you’re looking to kick-start your professional career, having great communication skills are important to pretty much every role out there. So, today, I bring you… a fun guide to professional communications! Yes, fun.

If you’re unsure what I mean, I’m talking phone calls, events, meetings… even text messages. It can be awkward discovering what is the ‘right’ way to communicate at work in these situations, so if you want to help yourself out and #FindYourPath, keep reading.

Face-To-Face Communications

Meetings

Your first ever meeting can be nerve wracking - and that’s totally okay. No matter how big or small, sitting around a table with a load of people you’ve never met before seems daunting. You just need to think to yourself; everyone is here to discuss one thing. Nobody is looking at the ‘new person’ wondering what their voice sounds like or how their hair looks today, so relax and focus your attention on the important stuff.

#FutureTips - Make sure you understand what the meeting is actually about. It sounds silly, but you don’t want to be asked a question and not know how to answer it! If you’re confused beforehand, ask your manager for a quick brief of what the meeting is about.

#FutureTips - Listen properly to everyone and, when/if you need to speak, talk clearly and slowly so people can understand you. You’ve got this.

#FutureTips - Remember to bring a notebook and pen. You don’t want to forget what was said in the meeting!

Networking Events

It’s your first networking event - exciting stuff! You have the opportunity here to meet some very interesting people, so look smart. I’m not saying you need to go all out, but first impressions are important, so look presentable and all that jazz.

#FutureTips - make the effort to be as confident as possible. Push yourself to chat to new people, even if you’re not feeling it. It’ll benefit you in the long run!

#FutureTips - be chatty towards others! Make sure you’ve got a smile on your face so you seem approachable and friendly! Say cheese.



Team Socials

For some, going out with your colleagues for a meal or the Christmas do can be an anxious occasion, especially if you’ve not experienced something like it before.

#FutureTips - just be yourself. I know it’s easier said than done, but remember that everyone is there to enjoy the time together, so try not to overthink things.

#FutureTips - this is a chance to get to know your colleagues better, so crack a smile and make the effort to gauge conversations with others - you’ll soon chill out!



Digital Communications



Texts & Online Messaging

Texting or ‘instant messaging’ in a professional way may sound really alien, and it’s perhaps more unusual than the typical phone call. However, texts or online messaging services such as Skype or Slack are fast becoming popular and quick ways to communicate in business, so it’s worth taking note of our #FutureTips in case you find yourself with a message from the big boss!

#FutureTips - Use clear language that’s easy to understand and avoid using slang, emojis or other abbreviations… I think a ‘Hi there’ is better than a ‘Hi m8’, kapeesh?

#FutureTips - Check out for those pesky autocorrects - they can be rather awkward!

Emails

Writing emails in a professional way is simple but it’s just one of those things we don’t get taught in school. Once you’re set up in the workplace, chances are you’ll use emails pretty regularly, so if you’re unsure of the best way to go about them, check out our #FutureTips below!

#FutureTips - Remember to greet and sign off properly. Never jump straight into the topic without saying ‘hi’ first. If you don’t know them, be sure to introduce yourself, and don’t forget to sign off politely using the classic ‘Kind regards’ or ‘Yours sincerely’. This will make your email sound professional and clear.

#FutureTips - Avoid slang or language that is too informal. I’m not saying you have to use a load of fancy words and show off your punctuation knowledge, but try to use clear language that everyone will be able to understand, so your email is easy to follow!

#FutureTips - Include a subject line so the recipient knows what you’re talking about before they open your email. This helps prevent confusion or your email getting missed.




Phone Calls

Professional phone calls (such as a telephone interview) can seem really scary, especially if you’ve never experienced one before! I assure you, there’s nothing to be worried about - chances are, the person on the other end would have experienced hundreds before and won’t even be thinking about it!

#FutureTips - Arrange the phone call for a time where you know you’ll be in a calm environment, such as at home.

#FutureTips - Speak clearly and slowly if you need to - there’s no need to rush yourself and get flustered… after all, they can’t see you go red!

#FutureTips - If you aren’t able to speak professionally and clearly (for example, if you’re on the bus) deal with the moment - offer to call back ASAP and explain your situation.




So, there we have it guys! I hope this blog post has helped you out in some way - I sure could have used it when I first started my apprenticeship. If you need some help to #FindYourPath into an amazing apprenticeship and utilise all the skills we’ve spoken about, sign up to our free service below - we can help you get from A to #BeSomething 💪

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