Few things are more annoying as a small business owner than sending out an enquiry to someone or a quote for services and receiving…tumbleweed! No acknowledgement, nothing.
We’ve all missed emails, forgot to get back to people or found an important message in the spam folder days after it was sent – after all, we are humans/busy people and not machines. But whilst some of these are in the category of “these things happen”, as a general rule, there are communication mistakes that are well worth avoiding when running your own business.
So, what are the three most common mistakes people make when communicating with others?
Check out our list and how to avoid making these errors that could make a difference in the success of your business.
Mistake #1: Not being consistently professional across all channels
Your communication style is part of your brand identity when you are self-employed. Whether you are writing emails, answering phone calls, or meeting clients in person, maintaining the same level of professionalism and tone is super important. It builds trust and credibility with clients who need to feel confident they are working with a reliable professional, not just someone working from their kitchen table.
Mistake #2: Not setting clear boundaries and response expectations
Let clients know your typical response times, preferred communication methods, and business hours upfront. This prevents misunderstandings and helps manage client expectations. For example, you might specify that you respond to emails within 24 hours during weekdays, or that urgent matters should be communicated via phone rather than email. As retreat chefs we often work away on weekends but that doesn’t mean that those are automatically our work days when we are at home, so being clear on boundaries etc. will be really helpful for everyone. Using an automated response is a great way to outline the details of your availability, for example, for anyone who contacts you via email.
Mistake #3: Not documenting everything important in writing
Following up a verbal conversation with a short email summary, especially regarding deadlines, pricing, or any changes to agreements might seem unnecessary. But if you have work conversations with a lot of people, it can soon become confusing as to what was agreed with whom. A quick email outlining what was discussed protects both you and your clients by creating a clear record of what was discussed and agreed upon. It also demonstrates your attention to detail and professionalism, which can set you apart from other more casual people in the retreat space. Not to forget the peace of mind you have, knowing that there is a record of what was discussed should you need to refresh your memory on who wanted a menu change or what price was agreed for a job.
