View
416
Download
2
Category
Preview:
DESCRIPTION
Final portfolio presentation, "Business Writing and Communication Best Practices"
Citation preview
Business Writing and Communication Best Practices
Heidi BrayColorado State University
Contemporary Business Writing and Communication Dr. Olszewski
Definitions Topics
◦ Effective and ethical business communication◦ Professionalism in the workplace◦ Intercultural business communication◦ Writing tips for the business professional◦ The use of electronic messages and digital media for
business communication◦ Positive and negative messages◦ Business presentations◦ Business reports, plans and proposals
Whenever there is the above pause symbol – we will stop for a short interactive discussion
Agenda
Business Writing◦ According to Troy University, business writing is
technical communication or technical writing (Troy, 2013)
Communication ◦ According to Merriam-Webster Dictionary,
communication is the act or process of using words, sounds, signs, or behaviors to express or exchange information or to express your ideas, thoughts, feelings, etc., to someone else
Defined
Think of an example or time when you may have used business writing◦ This could be at work or extracurricular activities
You will have 1 minute to think of an example
2 volunteers to share their examples
Your Turn
Where would you like to work?◦ Several thousand employees in many different
organizations were asked if they would recommend their company to prospective employees.
◦ Overall, 66% said that they would. Among those employees who believed that their top management strives to live by the company’s stated ethical standards, the number of recommenders jumped to 81%.
◦ But among those who believed top management did not follow the company’s stated ethical standards, the number was just 21%.
The importance of ethical business communication starts from the top down
Effective and Ethical Business Communication
We must first ask the question why – why is effective, ethical business communication ◦ Many organizations are implementing policies and
procedures to encourage an ethical culture Ethical dilemmas can happen anywhere
◦ Inflated sales numbers◦ Experience someone doesn’t have listed on a
resume◦ Plagiarism for a report
When in doubt – check back to ensure you are following your company’s ethical standards
Effective and Ethical Business Communication
Importance of Professionalism in the Workplace◦ The face of the workplace is constantly evolving
as one generation begins to retire and another moves up to take its place.
Professionalism is when a person conforms to the technical and/or ethical standards of his/her profession.
A professional is courteous, conscientious, and generally businesslike in his/her workplace.
Professionalism in the Workplace
What can you do to increase professionalism in the workplace◦ Attitude◦ Dress◦ Appearance◦ Character◦ Written & Verbal Communication
Professionalism in the Workplace
Video◦ Do's and Don'ts in a Professional Workplace
Professionalism in the Workplace
Your Turn ◦ What is one thing you learned from the video?◦ Discuss with your group a take-a-way that can be
implemented into your organization.
Professionalism in the Workplace
Culture - complex systems of values, traits, morals, and customs shared by a society
Why?◦ Many Fortune 500 organizations have operations
overseas. ◦ According to McKinsey & Company US
multinationals accounted for 23 percent of US private sector GDP (or value added) in 2007, although they only make up less than 1% of companies in the US.
Intercultural Business Communication
Intercultural Business Communication
3 Elements◦ Tone (30%)◦ Verbal (10%)◦ Non-verbal (60%)
Intercultural communication is easier than we may think◦ 90% of communication is non-verbal◦ Importance of choosing the correct
communication channel◦ Avoiding ethnocentrism; believing own race is
superior when communicating interculturally◦ Understanding how cultures communicate
In Western cultures, silence is perceived as negative
Intercultural Business Communication
Learn foreign phrases◦ Example: Hello (English), Guten Tag (German),
Konnichiwa (Japanese), God dag (Norwegian) Use simple English Speak slowly and enunciate clearly Observe eye message Encourage accurate feedback
10 Suggestions for Successful Intercultural Communication
Check frequently for comprehension Accept blame Listen without interrupting Smile when appropriate
◦ Roger Axtell, international behavior expert, calls the smile the single most understood and useful form of communication in personal and business transactions
Follow up in writing
10 Suggestions for Successful Intercultural Communication
Writing Tips for the Business Professional According to Forbes
◦ Put metaphors on the back burner
◦ Use simple concrete language
◦ Omit needless words◦ Stay active◦ Use English◦ Curb your enthusiasm◦ Match your subject to your
pronoun and verb◦ Limit your use of adverbs◦ Know when to use “that”
and “which”◦ Don’t confuse “affect” and
“effect”
Twitter, Facebook, Wikipedia, Instagram etc.◦ We live in a society of real time communication.
Communication ChannelsElectronic Messages & Social Media
Communication ChannelsElectronic Messages & Social Media
79% of companies use or planning to use social media, although only 12% feel they are using it effectively
What is your company doing right now?
Communication ChannelsElectronic Messages & Social Media Electronic Messages
◦ E-mail◦ Instant messaging◦ Text messaging◦ Podcast◦ Blogs◦ Wiki’s◦ Social Networking
Benefits◦ Quick response◦ Can be short◦ Ability to be organized
Did you know?◦ 21% of companies
have been ordered by courts to surrender employee email.
Positive Messages Positive messages are
straightforward requests, replies and goodwill. ◦ Can be direct because
they carry nonsensitive, routine information
Writing positive messages is broken into 3 phases
Phase 1◦ Analysis, anticipation
and adaptation Phase 2
◦ Research, organization and composition
Phase 3◦ Revision, proofreading
and evaluation
Phase 1◦ Answer the who, what, where, when, why and
how? Phase 2
◦ Gather your information, research and compose your drafts.
Phase 3◦ Revise, review, repeat
Note – ensure that you are using the correct communication channel for your positive messages
Positive Messages
Negative messages are difficult to write because the audience is being told exactly what they don't want to hear.◦ Buffer the opening◦ Cushion the bad news◦ Be empathetic◦ Provide reasons◦ Avoid negative words◦ Close pleasantly
Have you ever to write a negative message? ◦ 1 person share an example of a negative message
they are to write.
Negative Messages
Best practices for a business presentation◦ Nick Morgan; CEO, Public Words Inc.◦ 5 Steps to create an audience centered
presentation Find a story to tell Draw them in quickly Explain the threat Outline the solution Give them an action step
Business Presentations
Video ◦ Create an Effective Presentation - Harvard Busines
s Review
Business Presentations
Take away – now what?◦ Think about a time that you had to present a topic
you were not that familiar with? How did you prepare? How did the presentation go?
Business Presentations
Proposals are written offers to solve problems, provide services or sell equipment. ◦ Most proposals are external
Informal proposals – 6 components◦ Introduction◦ Background, problem and purpose◦ Proposal, plan and schedule◦ Staffing◦ Budget◦ Authorization request
Business Reports, Plans and Proposals
Formal proposal – special components◦ Copy of the RFP◦ Letter of transmittal◦ Abstract or executive summary◦ Title page◦ Table of contents◦ List of illustrations◦ Appendix
Business Reports, Plans and Proposals
First Data Corporation states ◦ For too long, the RFP process has inhibited state
agencies in two critical ways: it discourages successful and potentially valuable vendors who don’t want to compete on price, and it stifles creativity by requiring conformity to preconceived “solutions.”
◦ Adapting RFP processes to include considerations such as innovativeness, strategic value propositions and cultural fit can greatly improve outcomes—both in the RFP process itself and in the eventual project results for state agencies.
Business Reports, Plans and Proposals
Andrew Burke, Professor at Cranfield School of Management in the UK states ◦ “the essence of business planning is how you
approach the task. It is not either to plan or not. The best business plans take both the information gathering and the formal plan approaches together. Ultimately a plan is not so much about trying to predict the future with pinpoint accuracy, it is a plan about how to be adaptable, how to sustain the business and how to develop it towards exploiting the target market opportunity.”
Business Reports, Plans and Proposals
ConclusionThank you
Recommended