7 Common Business Communication Mistakes: Tips on How to Avoid Them

The ability to communicate properly is a critical skill for entrepreneurs and business leaders. However, in reality, it is not always perfect. In my experience, CEOs and founders often fail to get their message across despite the hundreds of emails they exchange, periodic conference calls and meetings they engage in.

Here are the seven communication mistakes that I see most regularly, as well as some tips to get around them.

No introduction

We all know what “irrelevant” means. There are dozens of such messages in our inboxes.

Recently, I received a new friend request on LinkedIn with a note that read “I have a fund ready to invest in early-stage startups. Let’s discuss it.”

I was confused. I didn’t know who this person was, and he didn’t take the time to introduce himself or tell me why his request was worth my time. Not a good start for an effective dialogue.

Tip: Before sending a similar text to anybody, prepare a short intro. Honestly, we’re all busy, so it is highly unlikely that someone will take the time to learn your LinkedIn account or search in Google. A quality introduction correlates directly with your message efficiency, and increases the odds of a good response.

Lack of context

Someone that I talked to two years ago wrote to me. “Can I call you, Dina? I need your advice.” By then, I had forgotten what this person’s business was and I even didn’t understand whether he was talking about business or some personal things.

Since I communicate with dozens of people daily, I really appreciate every free minute I have. I almost never agree for a call or a meeting unless I’m aware of the agenda and the conversation's aim.

In another case, an entrepreneur sent me a message that read, “Dina, I have a lot of news, let’s set up a call–I’ll tell you about a new project.” I asked for more details about the project, reviewed the website, and took the call. As a result, it turned into a customer development call.

Tip: If you reach out to someone to discuss a business proposition, give them context from the get-go, as well as be transparent. By sharing relevant information from the start, you increase the chances of receiving a prompt and valuable response. It is crucial to avoid withholding your true intentions, as this can potentially harm your warm relationship with the person.

Excessive information

There are other situations in which exactly the opposite happens. People often send messages that are complex to read and have too much information in them.

In PR, there is a good rule for the first email we send to a journalist: The letter must fit on the smartphone screen. Otherwise, it tends to get postponed.

Tip: When first contacted, carefully evaluate what the recipient needs to know. What information is necessary for them to understand your request? How can you convey it in a way that is effective, clear, and simple? It takes time to craft a message like this, but believe me, it is worth it.

Inefficient exchange of information, usually through digital means

I have been in situations in which, after exchanging numerous messages with someone over the course of several weeks, a problem still remained unresolved, lingering in the backburner. Often there are cases that require detailed discussion or exchange of assumptions. This cannot be solved by email, as it is important to convey emotions.

So, what I found is that a phone call or an in-person meeting over coffee solved all my issues.

Doing research among my peers, I found that only two out of 20 PR professionals call journalists, clients, or managers when there is a pressing situation that needs to be addressed. This needs to change.

Tip: Despite the fact that we solve 80% of issues via messengers, a call or even a meeting is the most effective tool. If you have an important thing to discuss, just ask: “Do you have a couple of minutes to talk?” Then pick up the phone and call.

Part of this tip is deeply rooted in people’s psychology, which keeps being the same, even if our lifestyles have changed. People will always say more when meeting in person, because, in a face-to-face conversation, we can see how people are feeling by the way they talk and their corporal expressions. Also, a call signals to the other party that the task is urgent, so they’re most likely to get on top of it.

Poor responsiveness

We live in a culture of instant responsiveness, driven by the prevalence of tools like WhatsApp, Telegram, and LinkedIn. However, there is a flip side to this. Because communication happens through a screen, people can just as easily dismiss it, and not respond to someone for a long period of time.

Tip: Use features like scheduled messaging and reminders to respond to messages that you have neglected to do so. Another option is to allocate a specific amount of time in your calendar to respond to communications. For example, I check my feed at the end of the day to make sure I haven’t missed someone’s message. If you need more time to respond, just say so! It is better to send a note asking for more time to give a definite answer than to practically ghost somebody.

Delegating those tasks in which you need to be involved

As a leader, learning how to delegate is a critical skill. However, it is just as important to know what to delegate, and this is what many founders get wrong.

For example, I’ve had entrepreneurs request my assistance with their personal brand strategy. We book a call, and to my surprise, I find that it is the founder’s assistant who is present. Personal brand is strongly connected with a person, and it’s impossible to discuss fundamental details with someone except this particular individual.

Tip: Discern adequately between those activities that require your presence and those that do not. Here, if the task concerns the corporate brand, then, someone in the company can deal with it. But when it is something that is directly related to your image as a founder, why would you delegate that to someone else? By sending your assistant, your personal brand with the public will be based on the perception that your assistant has of you.

Unspoken expectations

When expectations go unmet, disappointment inevitably follows suit.

I’ve had situations in which people didn’t remember agreements and turned out demanding things that were not specified. Hence, I was forced to remind the terms of the contract and the prescribed KPIs. This shows poor professionalism and indicates that the person was insincere during our initial encounters while discussing expected results.

Tip: Be who you are, and remember that actions speak louder than words. Be clear about your intentions. If you start a collaboration with an outcome in mind, it is key that those who are involved with you know about your intended outcome. Otherwise, there will be conflicts of interest and mutual frustration because, secretly, everyone is pulling the team in different directions.

Final Thoughts and Conclusion

Effective business communication is an ongoing journey that is based on life-long learning.

By recognizing the most common pitfalls and those scenarios that apply the most to you, you can enhance your communication skills, develop meaningful relationships based on trust and transparency with all of your stakeholders, and guide your business to success. At the same time, an entrepreneur who neglects to communicate adequately is bound to fail. Which way do you choose to go?