How can an entry level professional improve their communication skills in Import/Export Operations?

2 Use clear and simple language

One of the biggest challenges in import/export operations is dealing with language barriers. Even if you speak the same language as your counterpart, you may encounter different accents, idioms, jargon, or technical terms. To avoid confusion and miscommunication, you should use clear and simple language that is easy to understand and follow. Avoid slang, abbreviations, acronyms, or complex sentences that may confuse or offend your audience. Use plain English and common words that convey your meaning accurately. If you use any technical terms or industry-specific jargon, make sure to explain them or provide examples. If you are communicating in a foreign language, use a reliable translation tool or service, and double-check your message for accuracy and clarity.

3 Listen actively and empathetically

Communication is not only about sending messages, but also about receiving and responding to them. To communicate effectively in import/export operations, you need to listen actively and empathetically to your audience. Listening actively means paying attention to what they are saying, asking relevant questions, summarizing key points, and providing feedback. Listening empathetically means showing respect, interest, and understanding of their perspective, feelings, and needs. By listening actively and empathetically, you can build rapport, trust, and collaboration with your audience, and avoid conflicts or errors.

4 Use appropriate communication channels and tools

Another challenge in import/export operations is choosing the right communication channels and tools for different situations and purposes. Depending on the urgency, complexity, and sensitivity of your message, you may need to use different modes of communication, such as email, phone, video call, chat, or face-to-face meeting. You also need to consider the availability, accessibility, and preference of your audience, as well as the cost, reliability, and security of the communication channels and tools. For example, email may be suitable for sending formal and detailed messages that require documentation and confirmation, but phone or video call may be better for resolving urgent or complex issues that require immediate feedback and interaction. Chat or face-to-face meeting may be ideal for building relationships and rapport with your audience, but they may not be feasible or convenient for everyone. Choose the communication channels and tools that best suit your message, audience, and situation, and use them effectively and appropriately.

5 Follow up and follow through

The last tip on how to improve your communication skills in import/export operations is to follow up and follow through on your communication. Follow up means checking in with your audience to ensure that they have received, understood, and acted on your message, and to address any questions, concerns, or feedback they may have. Follow through means delivering on your promises, commitments, and expectations, and informing your audience of the progress and results of your actions. By following up and following through, you can demonstrate your professionalism, reliability, and accountability, and ensure that your communication is complete and successful.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?