Types of business conversation

You need to know how to properly conduct a business conversation. It should be short and informative. During a business conversation, issues such as further cooperation, employment, and a wide variety of transactions are mainly considered.

First of all, a business conversation is an oral contact between a pair of people who intend to conclude, strengthen or end a business relationship. Secondly, it implies 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 verbal communication, and unlike other methods of communication, such as a meeting, business correspondence, telephone conversations, it has a number of advantages:

• A business conversation allows you to focus on the interlocutor or the group of people participating in it, which means that it is personally oriented.
• Direct communication takes place in a comfortable environment for both parties, this leads to a faster search for solutions to problems.
• Also, a relaxed atmosphere creates more favorable conditions for establishing strong personal relationships, which in the process of work leads to easier communication between the parties.
• A good opportunity for a more flexible approach to the subject of consideration.
• Reducing the time spent, because the interlocutor reacts to the statements immediately, this contributes to the speedy achievement of the set goals.
• It is much easier to personally convince the interlocutor of your correctness and the validity of the demanded position, which will lead to the acceptance of a more advantageous offer for you.
• The level of competence of the manager is constantly growing due to the consideration of the comments and assessments from the other side.

The tasks that are accomplished by conducting a conversation are very diverse.

A business conversation contains a number of functions that are essential for negotiations. These include:

• workers in one area can instantly discuss pressing issues and find a solution to them;
• being in the same room, partners are jointly searching for solutions, and various ideas are also being considered to move towards the goal;
• a high probability of concluding deals profitable for business;
• current business activities are coordinated, which leads to quality control of the tasks performed;
• business contacts are easy to maintain at an appropriate level during the conversation, rather than during correspondence;
• there is a stimulation of employees through motivational ideas for active participation in business.

Business interviews can be conducted in three different situations: hiring a new employee, firing, or having an instructive conversation about disciplinary violations.

A job interview is held in a Q&A format, which is more like conducting an interview. The main thing is to get reliable information about the new employee in order to identify his professional qualities.

The main tasks of the interview when applying for a job:

• find out the reason why a person is looking for a job;
• determine his competence in the required work area;
• to identify his weaknesses and strengths, the main character traits, possibly, the peculiarities of temperament;
• find out about the achievements that the employee has achieved in the past;
• ask what salary he expects;
• determine what instructions he expects from the authorities;
• determine which bosses are good and effective for him.

Conversation upon dismissal of an employee from work is subdivided into two types: dismissal of their own accord and coercion (due to staff reductions, etc.).

When conducting the first type of conversation, it is necessary:

1. Identify the true reason for the employee's dismissal.
2. Determine how he was motivated, what caused such a decision (perhaps, dissatisfaction with the production process or inattention on the part of the manager, resentment against 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 bosses - to take care of correcting mistakes in management activities, and to monitor this at every level of production.

Conversation with an employee who has to be fired is called "farewell conversation" in special foreign literature. It proceeds differently:

1. The conversation is never scheduled before weekends or holidays, because this can ruin the mood and affect not only the employee himself, but also his family and loved ones.
2. The conversation is not carried out at the employee's workplace, as well as in a room where a large number of people work, this carries a great emotional load on the subordinate, which can entail certain consequences.
3. The conversation proceeds for 20 minutes, because the employee, who has heard the unfavorable news, is not emotionally tuned in to listen to what he is being told and to ponder the various facts that the manager is trying to convey, enter the situation.
4. The bosses must be accurate in presentation and correct, otherwise the employee may be overtaken by doubts about the fairness of the words expressed, which will lead to disputes and appeals against decisions. Especially emotional people can burst into tears right on the spot.

In foreign practice, there is a special "rehabilitation program" for those laid off. In practice, the bosses are looking for free places at another enterprise so that the employee, desperate in his own strength, does not give up. It is also believed that this program is useful for maintaining the level of authority of the dismissed in the eyes of colleagues and households.

In turn, disciplinary conversations take place in case of violation of any rules. They require a critical assessment of the employee's work from the side of the boss. Therefore, such a conversation requires:

1. The manager is obliged to obtain all the necessary information about the employee and his position in order to avoid erroneous situations. The characterization of the employee should be as accurate and extensive as possible.
2. Information should be given in turn, because a well-structured conversation leads to a better understanding of the problem on the part of the subordinate.
3. There is a single rule: you cannot criticize the personality of the offender, attention is paid only to the incorrectly completed task. This definition should always apply.

A key tool is the ability to ask questions. It is always worth adhering to 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 does, determine his official powers, ask the question of the boundaries of the working area, in order to know what exactly the employee is responsible for.
• Life experience and work experience, as well as his interests outside the work sphere, his thinking process must always be taken into account. Each person is individual, which means that everyone needs their own approach. The method of clichéd phrases will not work here, you always need to think.
• The worker should be treated with respect, not paying attention to his possible speech defects or external defects.
• The main goal of a business conversation is the process of delivering 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 argumentation, accurately formulate your statements, and not pour water. Remember, a decision always follows a discussion.

• If you strive to better understand the nature of the problem that has arisen, then you can avoid lengthy and unnecessary conversations "around and around", this will help you to influence the person or group of people involved in the business conversation more strongly.
• Correct presentation and formulation of the problem will lead you to assessments that can stimulate the interlocutor to express his attitude to the problem, or motivate him to search for solutions, liberate him, and force him to put forward an idea. The classification must be clear.
• The correct organization of the dialogue will help you to better understand your opponent, help you avoid deadlocks or situations that can anger, irritate, irritate. 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 a conversation may vary, and none of them can be called infallible. It all depends on the developing situation. However, it will be helpful to point out the following preparation options:

• to begin with, this includes drawing up an interview plan;
• then collecting and processing the received material in order to increase competence in the leading question;
• you always have the right to edit the existing information, for this business conversations are invented.

Choosing the right place for the interview can definitely affect the outcome of the interview. There are several approaches that differ depending on the situation. A person who is not an employee of your firm may be invited for an interview outside the office building.

Another example: meeting in the office of the interviewer, this is usually called a special room. It must be equipped with everything you need. The environment around you and your interlocutor should be as comfortable as possible, the main factor is calmness.

Disconnect all phones. Warn your colleagues, the secretary about an intending meeting, because strangers, unnecessary phone calls are simply annoying, this can interfere with the achievement of the tasks set, simply interfering with the process.

There are several “default” rules that subtly, but can significantly affect the outcome of a business conversation. The techniques used often lead to positive results. It is necessary to apply the basic models of behavior of partners during the conversation. Structural Business Principles will also help you move up the corporate ladder.

It is not necessary to meet with employees in the workplace. The meeting place can be a restaurant, a cafe, a club and even a house. The goal that must be pursued is comfort. It is comfort that helps to achieve the best result. But you shouldn't get too carried away, if the situation looks more like "intimate", this can lead to the opposite result.

The time at which you decide to have a business conversation is a very important point. Just after thinking about this point, you should make an appointment. It will help you and play into your hands, if you want to switch the initiative to your side, of course, and the situation itself will thus be easier to control.

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

Facts that contribute 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 to forgive and quickly cope with tasks and achieve the necessary goal.

• A constant focus on the result will be your advantage, only a direct pursuit of the goal leads to its achievement, nothing will change if you continue to lie on the couch.
• Rhythm, it is necessary to clearly outline the tasks and goals in order to follow the plan clearly.
• The saturation of the reasoning will create the impression that you are the most interested person, and you will get the "pies".
• But one should not forget about the framework for conveying information, although a little humor will still be appropriate.
• Do not be afraid if the conversation does not go smoothly right away, often the reason for the failure lies not only in you, but also in the mood of your interlocutor.
• How you present information is very important. You always need to choose the right words. The arguments must be strong. The mood is kind. There is confidence in the voice.

• Arguments and unnecessary tension in conversation should be avoided. To begin with, calmly assess the situation, try to direct the conversation in the right direction with the help of clarifying questions. You should not show self-doubt or defenselessness in the name of the goal - to convince or overpersuade the interlocutor.
• Unrestrained categorical judgments will ruin the essence of the conversation, this should not be forgotten. People often cannot agree, because "how many people - so many opinions." Find a compromise, this has always been the best way to deal with extraordinary questions and problems.
• If you have to answer the raised objections, first try to gain time and allow the interlocutor to independently answer their own questions, and, possibly, refute them.
• for this, an indirect rejection of the problem is suitable, listening to several objections, in order to grasp the main thing, it is necessary to continue talking in a calm tone, and the wording should be softened if the answer does not wait;
• personal biases and judgments will not help you;

• one should not rush to a conclusion, because there is a difference between fact and opinion;
• in cases where the interlocutor is trying to "provoke" you with vivid conceit and tries to argue, you should take the position of "waiting" 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.

A properly structured conversation is your faithful assistant. To do this, you need to prepare for the conversation in advance, set the place and time of the meeting, prepare the correct entry into contact with the interlocutor, correctly formulate the problem statement, select the correct argumentation or refutation of the interlocutor's arguments, analyze alternative exit options, choose the optimal solution, fix the agreement, correctly say goodbye.

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

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