best practices in business writing & communication

CSU-Global Campus ORG-545Critical Thinking 1- Diversity Law/Regulation

Presentation

1Presented by: Kyle D. Von Jares

Best Practices in Business Writing & Communication

Sender Message Receiver

Business Writing &Communication Matrix

2

Business Writing and Communication Purpose & Goal

The purpose of business writing & business communication is to make business operations more efficient and systematic.

The goal is to develop an organization in which all of the planning and execution processes meet the desired end state.

3

Effective Communication

For business leaders to be effective communicators they must identify the purpose to communicate a written or oral message (Guffey & Loewy, 2011).

After selecting the appropriate medium leaders can:• Email• send letters• send memos• phone call• videoconference

• fax • blog• write a report

4

Ethical Business Communication

Business professionals understand the importance of conducting themselves in an ethical manner which follows laws and mirrors the stance of their organization (Anthony, 2013).Good organizations will:• Stress importance of ethics• Create ethics policies• Conduct ethics training• Discuss ethical or non-ethical behaviors once a month with employees• Management demonstrates ethical decision practices (Anthony, 2013)

5

Business & Workplace Professionalism

Employees often learn their qualifications are nearly the same as co-workers. To set their self apart from others they need display their

professionalism by:• Being prompt• Greetings• Dressing professional• Staying informed• Contributing in meetings• Honoring territory• Keeping true identity(Agulona, 2013)

6

Professionalism continued

An organization can not sustain itself for the long-term if employees do not understand the importance of professionalism and meeting organizational goals.Organizations accomplish this by:

• Establishing workplace boundaries• Encouraging improvement• Maintaining accountability• Promoting respect• Minimizing conflict(Scott, 2013)

7

Intercultural Business Communication

One of the hardest problems in international business is understanding other cultures and the differences in opinion. It is important not to stereotype. Good approaches to intercultural communication are:• Knowledge of their customs and culture• Understanding miscommunication occurs• Sharing knowledge pertaining to foreign business partners(Scollon, Wong-Scollon, & Jones, 2012, p. 279)

8

Intercultural Communication continued

When conducting international business, leaders need to realize that different cultures may have very different opinions regarding conducting business with individuals from:

• Different races• Social-classes• Gender (primarily women)• Disabled individuals• Different ethnicities (Gudykunst, 2002)

9

Business Writing & Communication Tips

How to engage a business audience:• Staying positive and focused• Addressing everyone• Receiving feedback• Set the tone or follow the tone of the meeting/communication• Utilize time wisely• Do not stray into the negative• Do not sidetrack• Remain self-aware(Wuorio, 2011)

10

Use of Electronic Messaging

Email is one of the most efficient and widely used resources in business. A list of its benefits include:• Speed• Geographic barrier reduction• Targeted marketing• Efficiency• Lower Cost

• Sharing info• Simple format• Less formal• Easy retrieval• Easy archiving(Lorette, 2013)

11

Use of Digital Media

The access of digital media has opened a whole new avenue for organizations to conduct business. Businesses are no longer restricted to traditional business methods.

12

Use of other Resources

Organizations must ensure they are well resourced in order to remain successful & sustaining. Here is a list of some things to do:

• Business plan• Financial plan• Cash flow projections• Marketing plan• Legal representation• Accountants

• Public/Private• Public relations• Better Business Bureau (BBB)• Insurance• Banker • State & Local zoning and licensing

(“Resource Guide”, 2012)

13

Positive Business Messages

According to Bovee, Thill, & Scribner (2012) positive business messages have three parts:

Easiest business messages to write. Usually used for three reasons:• Requesting info/action• Requesting correction• Reply communication(Essid, 2010)

14

Negative Business Messages

Negative business messages are difficult for the communicator or writer because they have to deliver bad news or information. Certain

techniques suggested to make it easier are:

• Compliment the audience or reader first• Cushion the bad news• Be empathetic• Provide reasons• Avoid negativity• Close communication pleasantly(Essid, 2010)

15

Business Presentations

(Ridgley, 2013)

StanceVOICEMovement

GestureExpression

APPEARANCEPASSION

To give an excellent business presentation prepare, be confident, content, set a time limit, frame the concept.

16

Business Presentations continued

Effective communicators will follow three simple rules every time they communicate a message: Tell the audience what you will tell them, what they want to know, and what you told them.

Format to giving a presentation:• Introduce yourself• Grab audiences attention• Preview presentation• Be organized• Summarize section• Conclusion(Mueller, 2013)

17

Formal Business Reports

Formal business reports are usually more standardized and are designed to provide information for a specific internal or external audience (University of Melbourne, 2010, p. 1)

The advantage to formal business reports is that they usually provide analytical data, results, facts, and recommendations (Moore Howard, 2013)

18

Informal Business Reports

Informal business reports may be communicated in many different ways, such as through verbal communication, Email, letters, memorandums, and reports (Moore Howard, 2013)

Informal business reports are functional for the purpose of quickly distributing information, reporting finalized data, and when a message or information does not need to be formalized (Tovey, 2013)

19

Business Proposals

Business proposals are written to solve problems, provide services, or sell a product. They can be formal or informal. Components listed below:

• Letter of transmittal• Abstract• Title page• Table of contents• List of figures• Introduction• Background & problem• Proposal, plan, schedule•Staffing/Budget• Authorization• Appendix(Guffey & Loewy, 2011)

20

Conclusion

• Effective communication & business writing assists with sustainability and better business operations• Great communicators use the appropriate medium to deliver their message to their audience• Businesses need to establish and follow ethical guidelines• Workplace professionalism is of the utmost importance• Understanding intercultural differences and how to work with them• Electronic messaging is quick, efficient, and a valuable in business

21

Conclusion continued

• Digital media has opened the doors to different kinds of marketing and business operations• Businesses must use all resources at their disposal to achieve success above their competitors• Positive and negative business messages are both necessary and used at different times• Presenting clear and focused business presentations is critical to being a great communicator• Formal and informal business reports are common practice; the communicator needs to determine the best one• Business proposals are used to suggest an idea or sell a product

22

In Closing

“Success in business requires training and discipline and hard work. But if you’re not frightened by these things, the opportunities are just as great today as they ever were.

- David Rockefeller

23

References

Anthony, L. (2013). About communication and ethical issues in business. Houston Chronicle. Retrieved from

http://smallbusiness.chron.com/communication-ethical-issues-business-4886.html

Agulona, K.O. (2013, April 24). 6 ways to distinguish yourself as a business professional. Bella Maija. Retrieved

from http://www.bellanaija.com/2013/04/24/6-ways-to-distinguish-yourself-as-a-business-

professional/

Bovee, C.L., Thill, J.V., & Scribner, J.A. (2012). Business communication essentials (3rd ed.). Upper Saddle River,

NJ: Pearson Hall.

Essid, J. (2010). Writing in the disciplines: Business. University of Richmond writing center. Retrieved from

http://writing2.richmond.edu/writing/wweb/business/message.html

Gudykunst, W.B. (2002). Handbook of international and intercultural communication (2nd ed.). W.B. Gudykunst &

B. Mody (eds.). Thousand Oaks, CA: Sage Publications, Inc.

Guffey, M., & Loewy, D. (2011). Business communication: Process and product (7th ed.). Independence, KY:

Cengage Learning.

24

References continued

Lorette, K. (2013). The use of Email in business communication. Houston Chronicle. Retrieved from

http://smallbusiness.chron.com/use-email-business-communication-118.html

Resource Guide. (2012). Retrieved July 19, 2013. from http://www.boulderdowntown.com/business/resource-

guide#Resource

Mueller, E. (2013). Tips for making business presentations. University of Colorado- Boulder. Retrieved from

http://leeds-faculty.colorado.edu/moyes/bplan/Present/presenting.htm

Moore Howard, R. (2013). Reports. Syracuse University. Retrieved from http://wrt-

howard.syr.edu/Handouts/reports.htm

Ridgley, S.K. (2013, July 21). Business presentation principles…the first P. Business School Presenting. Retrieved

from http://bx.businessweek.com/presentation-design-- delivery/view?url=http%3A%2F

%2Fwww.ihatepresentations.com%2Fbusiness- presentation-principles%2F

25

References continued

Wuorio, J. (2011). 8 ways to show speaking skills in a meeting. Microsoft Business. (Retrieved from

http://www.microsoft.com/business/en-us/resources/management/leadership-training/8-ways-to- show-

speaking-skills-in-a-meeting.aspx?fbid=r220LbNYK1Y

Scott, S. (2013). The importance of professionalism in business. Houston Chronicle. Retrieved from

http://smallbusiness.chron.com/importance-professionalism-business-2905.html

Scollon, R., Scollon-Wong, S., & Jones, R.H. (2012). Intercultural communication: A discourse approach (3rd ed.).

West Sussex, UK: Wiley-Blackwell.

University of Melbourne (2010). Business Reports. Parkville, AU: no author given.

Tovey, P. (2013, March 25). Business writing skills: Writing formal business reports. Suite 101. Retrieved from

http://suite101.com/article/writing-business-reports-a276592