Types of business conversation

Need to know how to conduct a business conversation. It should be brief and informative. During a business conversation, such issues as further cooperation, employment, as well as a wide variety of transactions are dealt with.

First of all, a business conversation is an oral contact between a couple of people who intend to conclude, strengthen or complete a business relationship. Secondly, it implies a verbal communication between interlocutors who have the authority to resolve work issues, business problems. Thirdly, with the help of conversation, the result is achieved most quickly.

Business conversation is a type of voice communication, and unlike other ways of communication, such as meeting, business correspondence, telephone calls, it has several advantages:

• A business conversation allows you to focus on the interlocutor or a group of people participating in it, which means that she is personally focused.
• Direct communication takes place in a comfortable environment for both parties, this leads to a more rapid search for solutions to problems.
• Also, a non-stressing atmosphere creates more favorable conditions for establishing strong personal relationships, which in the course of work leads to easier communication between the parties.
• Good opportunity for a more flexible approach to the subject matter.
• Reducing the time spent, because the interlocutor responds to statements immediately, it contributes to the early achievement of goals.
• It is much easier to convince the interlocutor personally that he is right and justified in the position in demand, which will lead to a better offer for you.
• The level of competence of a manager is constantly growing due to the consideration of comments and assessments made on the other hand

Tasks that are performed by conducting a conversation are very diverse.

A business conversation encompasses a number of key negotiating functions. These include:

• employees of one sphere can instantly discuss pressing issues and find solutions to them;
• being in the same room, the partners are conducting a joint search for solutions; consideration is also being given to various ideas for moving towards a goal;
• high probability of making profitable business deals;
• there is a coordination of current business events, which leads to the quality control of the tasks performed;
• business contacts are easy to maintain at the appropriate level during the conversation, rather than during correspondence;
• employees are stimulated through motivational ideas to actively participate in the business.

Business interviews can be conducted in three different situations: hiring a new employee, dismissing or talking, which is instructive in connection with disciplinary violations.

The job interview takes place in the "Question - Answer" format, which is more like an interview.The main thing is to get reliable information about the incoming employee in order to identify his professional qualities.

The main objectives of the conversation when applying for a job:

• find out the reason why a person is looking for work;
• to determine his competence in the necessary working area;
• to reveal his strengths and weaknesses, the main character traits, perhaps the peculiarities of temperament;
• learn about the achievements that the employee has achieved in the past;
• ask what salary he expects;
• determine what instructions he expects from his superiors;
• determine which boss is good and effective for him.

Conversation at the time of dismissal of an employee from work is divided into two types: dismissal at his own will and under duress (due to staff cuts, etc.).

When conducting the first type of conversation should:

1. Identify the true cause of the employee’s dismissal.
2. To determine what motivated him, what caused such a decision (perhaps, dissatisfaction with the production process or lack of attention from the head, resentment towards colleagues).
3. Find out what did not suit him at work and vice versa. The third phase is the most informative.

The need for such a conversation lies in the main task of the authorities - to take care of correcting mistakes in management, and to monitor this at every level of production.

A conversation with an employee who has to be dismissed, in special foreign literature, was called “a farewell conversation.” It proceeds differently:

1. Conversation is never scheduled before weekends or holidays, because it can spoil the mood and affect not only the employee himself, but also his family and loved ones.
2. The conversation is not conducted at the workplace of the employee, as well as in the room where a large number of people work, this carries a large emotional burden on the subordinate, which may entail certain consequences.
3. The conversation takes place for 20 minutes, because the employee, who heard the adverse news, is not in a mood to listen to what he is told and think over various facts that the leader is trying to convey, enter the situation.
4. The authorities must be accurate in the presentation and correct, otherwise the employee may have doubts about the fairness of the words expressed, which will entail disputes and appeals against decisions. Especially emotional people can cry right on the spot.

In foreign practice, there is a special "rehabilitation program" for the dismissed. In practice, the authorities are looking for empty seats at another enterprise so that the worker, desperate in his own abilities, does not give up. There is also an opinion that this program is useful for maintaining the level of prestige dismissed in the eyes of colleagues and members of the household.

In turn, disciplinary conversations occur in case of violation of any rules. They require a critical assessment of the work of the employee by the authorities. Therefore, such a conversation requires:

1. The manager must obtain all the necessary information about the employee and his position in order to avoid erroneous situations. Characteristics of the employee should be as accurate and extensive as possible.
2. Information must be received alternately, because a properly constructed conversation leads to a better understanding of the problem on the part of the subordinate.
3. There is a single rule: you can not criticize the identity of the offending, attention is paid only to an incorrectly executed task. This definition should always apply.

The key tool is the ability to ask questions. You should always follow the basic set of rules for effective speech communication:

• It is necessary to correctly and clearly establish contact with the interlocutor provided to you in order to achieve a good result, and to reduce the time for unnecessary communication.
• It is necessary to take into account what kind of work he performs, to determine his official authority, to question the boundaries of the working sphere in order to know what the employee is responsible for.
• Life experience and work experience, as well as his interests outside the working sphere, his thinking process must always be taken into account. Each person is individual, which means everyone needs their own approach. Here the method of cliché phrases will not work, you should always think.
• One should respect the worker, not pay attention to his possible speech defects or external defects.
• The main purpose of a business conversation is the process of communicating information, it must be organized clearly according to plan, not be afraid to put forward your ideas, refute the arguments of the interlocutor, select the correct argument, accurately formulate your statements, and not pour water. It should be remembered: the decision always follows the discussion.

• If you strive to better understand the nature of the problem, you can avoid long and unnecessary conversations “around and around”, this will help you to influence the person or group of people participating in the business conversation process more strongly.
• Correct statement and formulation of the problem will lead you to assessments that can stimulate the interlocutor to express their attitude to the problem, or to motivate him to search for solutions, liberate him, and force him to put forward an idea. The classification should be clear.
• Proper organization of the dialogue, hello to you for a better understanding of your opponent, will help to avoid dead ends or situations that can anger, irritate, annoy. It will help to preserve the best atmosphere of the conversation and leave a pleasant impression after.

It is clear that the rules for preparing for the conversation may differ, and none of them can be called infallible. It all depends on the situation. However, it will be helpful to point out the following preparation options:

• for starters, this includes a job interview plan;
• then collecting and processing the received material in order to increase competence in the leading issue;
• you always have the right to edit the available information, for this business talks are invented.

Choosing the right place to hold a conversation can definitely affect the outcome of the interview. There are several approaches, depending on the situation. A person who is not an employee of your company may be invited for an interview outside the office building.

Another example: a meeting in the office of the manager conducting an interview, it is usually called a special room. It should be equipped with everything necessary. The environment surrounding you and your interlocutor should be as comfortable as possible, the main factor being calm.

Disconnect all phones. Warn colleagues, a secretary about a meeting that is about to be set up, because outsiders can simply annoy the extra phone calls, this can interfere with the achievement of the assigned tasks, simply by hindering the process.

There are several "default" rules that are unnoticeable, but can significantly affect the outcome of a business conversation. Applied techniques often lead to a positive result. It is necessary to apply the basic behavior of partners during the conversation. Structural principles of business communication will also help you move up the career ladder.

It is not necessary to meet with employees in the workplace. The venue can be identified and a restaurant, and cafes, and the club and even the house. The goal to pursue is comfort. It is comfort that helps to achieve the best result. But you can not get too carried away if the situation is more like "intimate", it can lead to the opposite result.

The time in which you decide to hold a business conversation is a very important moment. Just thinking about this point, you should make an appointment. It will help you and play "at hand" if you want to switch the initiative to your side, of course, it will be easier to control the situation in this way.

After you have decided on the place and time, you need to set yourself certain goals, to achieve which you are going or want to, then develop a strategy that you follow for this, and then formulate the structure of the conversation. It is also important to consider the location of the participants. Home technology - you must look at the interlocutor directly and on the same level.

Facts contributing to the success of a business conversation. First of all, this should include professionalism, After all, it is the competence in the chosen field and a clear vision of the problem that will help you forgive and quickly cope with the tasks and achieve the necessary goal.

• Constant focus on the result will be your advantage, only a direct striving for the goal leads to its achievement, nothing will change if you continue to lie on the couch.
• Rhythm, you must clearly define the tasks and goals in order to follow the plan clearly.
• The saturation of reasoning will give the impression that you are the most interested person, and you will get the “pies”.
• But we should not forget about the scope of information transfer, although a bit of humor will still be appropriate.
• Do not be frightened if the conversation does not immediately go smoothly, often the cause of failure lies not only in you, but also in the mood of your interlocutor.
• The way you submit information is very important. It is required to always pick the right words. The arguments must be valid. Good mood. In the voice feel confidence.

• Arguments and unnecessary tensions should be avoided. To begin, calmly assess the situation, try to direct the conversation in the right direction using clarifying questions. You should not show self-doubt or defenselessness in the name of the goal - to persuade or convince the interlocutor.
• Unrestrained categorical judgments will destroy the essence of the conversation, this should not be forgotten. People often can not agree, because "how many people - so many opinions." Look for a compromise, it has always been the best way to solve outstanding issues and problems.
• If you have to respond to the objections, first try to gain time and allow the other person to answer their own questions, and, possibly, to refute them.
• for this purpose, indirect rejection of the problem will be appropriate, listening to several objections in order to grasp the main point, talk should be continued in a calm tone, and the wording should be softened if the answer does not wait;
• personal prejudices and assessments will not help you;

• one should not rush into a conclusion, because there is a difference between fact and opinion;
• in cases where the interlocutor is trying to “provoke” you with vivid self-conceit and trying to argue, you should take a “waiting” position and wait until he himself reaches a dead end;
• Do not forget: the decision must always follow the discussion, otherwise, the interlocutor may criticize you, or agree with everything that will not lead to a good result.

Correctly structured conversation - your faithful assistant. To do this, you need to prepare for the conversation in advance, establish the place and time of the meeting, prepare the correct entry into contact with the interlocutor, correctly formulate the problem, find the right arguments or refute the arguments of the interlocutor, analyze the alternative exit options, choose the optimal solution, fix the agreement, correctly say goodbye

At the end of the conversation should analyze their communication tactics, as well as the result of the conversation.

Receiving employees requires a certain amount of effort, knowledge and experience from a manager. On the intricacies of conducting a business conversation at the interview, see below.