Improve Communication in Your Agency with These Tips
One of the essential things in an independent insurance agency and any other business is communication. Communication is undoubtedly the foundation of any successful relationship in life, which is what you want to achieve with your staff, business partners, clients, and anyone else involved in your business.
Inefficient communication leads to frustration, low productivity, and broken relationships. Raise your hand if that's your goal. —You don't have to. We know it's not.— So, what do you do to prevent this? Here are some tips to help you increase effective communication in your small business.
Avoid Distractions and Focus
Distractions easily disconnect a conversation. When you know you're about to enter a serious discussion with someone, whether a staff member or a client, block all distractions and be willing to listen. Close the door to your office, put your phone in silent mode, and away from you so as not to be tempted to peek at your incoming notifications, and close your email app. The only way you can understand what is said is by focusing on the conversation and actively listen.
Listen Closely and Ask the Right Questions
Sometimes you can hear someone talk, but you're not listening. Keep your mind open, and be sure to listen carefully to what the other person has to say. That will allow you to ask the right questions at the right time, and reach a resolution with ease.
Choose One-on-One Meetings Over Group Meetings
Group meetings are not the best scenario for effective communication. There is usually an agenda to follow, and people join the sessions with their guard up because they are surrounded by many others, which makes it hard to dig into a troublesome situation to find a root cause.
When you're trying to dig deep and find answers, one-on-one meetings, or meetings with a limited audience —with those who are specifically involved— is the best approach.
Don't Delay Your Response
As a business owner and the head of your independent insurance agency, being responsive is incredibly essential. Allowing yourself to extend your response time when someone is reaching out to you with an important issue to resolve, will only generate frustration, regardless of whether it's a client or an employee. Prompt responses make people feel like you care, which is essential for relationships to work.
Embrace Feedback
When you maintain open communication with your staff, clients, and business partners, you are likely to receive feedback frequently. That is highly beneficial because you're getting valuable information that can help improve your business internally as well as the quality of the service you provide. Being mindful of that and being willing to listen actively to the feedback you're receiving is a game-changer.