1.Jolynne Dziengel ORG 536 Contemporary Business Writing and Communication Colorado State University Global Campus Dr. Brian Neff March 2, 2014

2. Communication is the backbone to a successful business. Businesses must be able to communicate globally with customers, employees, and suppliers. Lets take a look at the top business writing and communication practices! 3. EffectiveCommunication Understand how information flowswithin organization Understand best uses of oral and written communication Understand communication barriers Different reference points Lack of language skills Distractions 4. EthicalCommunication Are you being ethical? Ask yourselfthese questions: Is the action legal? How would the other side see the issue? What are the alternate solutions? Can the issue be discussed with a trusted source? How would you feel if your friends or family learned of your actions? 5. Goalsof ethical communication Abide by the law Tell the truth Be objective Communicate clearly Use inclusive language Give credit where credit is due 6. Createeffective teams:Keep groups small Team must agree on a purpose Team must agree on procedures Members must be respectful of others Members should demonstrate effective communication techniques Encourage collaboration not competition 7. Tipsfor conducting successful meetings: Start on time Only schedule necessary meetings Invite only necessary participants Participants should arrive early, beprepared, contribute respectively and dont interrupt others 8. Basicsof good listening skills: Control external & internal distractions Be an active communicator/participant Separate facts from opinions Dont interrupt others Ask clarifying questions Paraphrase information received Take notes to improve retention 9. Individualqualities that show professionalism Speak clearly and concisely Written correspondence must haveproper grammar and sentence structure Be mindful of personal email names and social networking site content 10. Understandcultures and customs: High context or low context culture Clear policies regarding differentcultural business customs Actionsto avoid: Stereotypes Prejudices Generalizations 11. Diversity Creates improved work teams Brings new ideas to the group Enhances problem solving Reduces group thinkEmbrace Diversity!!! 12. OralCommunication Learn foreign phrases Use simple English and speak slowly Encourage and listen to feedback Check for comprehension Accept blame Document discussions 13. WrittenCommunication Consider local styles Observe titles and rank Short sentences and paragraphs Correct grammar Check number styles Match tone and style of receiving party 14. Use3x3 writing process Pre-write Write Revise Communication Email Formal letter Faxchannel selection 15. Anticipateaudience reaction Strive to be positive Always be courteous Never use biased language Maintainhigh ethical and legal standards Protect personal information Know copyright laws 16. Conductresearch Formal research methods Investigate sources Conduct experiments Informal research methods Surveys Interview target audience Brainstorming 17. Teamsand group collaboration Best used for: Large projects Short deadlines Expertise is needed Creates a better end product Broader scope of ideas Improved solutions/problem solving 18. Toolsfor group communication Email Blogs and Wikis Discussion boards Finalizedocument Revise for clarity Design readable document Proofread 19. Email Always use the subject line Use proper greeting Short, concise and usually 1 topic Closing to recap message Include signature block Name with contact information Organization 20. Instantmessages/Text messages Confirm allowable Use proper grammar Keep message very short limit to aspecific question or statement Podcast, Wikiand Blogs Disseminate information Access point for market research 21. SocialNetworking Bonuses Easy way to make announcements Improve employee communication Promote new products or services Draw-backs Must be mindful of what is posted as it reflects directly back to organization 22. PositiveMessages Use direct organizational style Focus on the news being conveyed NegativeMessages Deliver with sympathetic tone Choose wording carefully State rationale Best received in person 23. Choosinga communication style Direct communication style Use for positive or negative messages Use if negative message is: Not personally damaging Message may be overlooked Receiver prefers direct communication 24. Choosinga communication style Indirect communication style More challenging than direct style Best used if Negative message is upsetting Potential for hostile reaction Customer relationship is threatened New is unexpected 25. Ensureclear communication Understand material, purpose andgoals Visuallyappealing Text stands out Not overly colorful Font between 24 and 36 Use templates 26. Usevisual aids Maps Photographs Diagrams or charts Informationavailability Hot links to websites, charts and videos Distribution Publish to internet or intranet site 27. Informalreports Short reports or memos Describe periodic, recurring or non-recurring events Used to track organizational progress Used in decision making 28. Two types of informal reports Analytical Create through reasoning, present conclusions and recommendations Informational Summaries Activities report on regular intervals Special needs or problems 29. FormalReports More detail than informal report Presented to senior leadership Used to respond to outside agencies 30. Proposalsare: Written offers for work Written offers for good or services Suggestions to solve a problem Twotypes of proposals Solicited proposal Unsolicited proposal 31. Plans Used to gain financial backing for anew business venture Very detailed Indicate aspects of business operations Usually include: Executive summary & mission statement Company and product descriptions Market analysis and financial reports 32. Slidepresentation can be found at: www.Slideshare.net Questionsor comments?