org536 best practices in business writing and communication
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John Montoya
CSU-Global
Contemporary Business Writing and Communication
ORG 536
Dr. Robert “Bobby” Olszewski
November 23, 2013
Best Practices in Business Writing and
Communication
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Effective communication and writing styles in organizations is imperative to create strong and effective employees.
Introduction
How do you create effective communication and writing styles?
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The process of communication is successful only when the receiver understands an idea as the sender intended it.
To be effective is to produce a strong impression on receivers.
Applying effective communication is not only to tell but to show.
Confirm that the message is being understood.
Effective Communication
(Guffey & Loewy, 2011)
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Effective CommunicationCommunication can be done in many different ways.
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“Clarity is the most important characteristic of good business writing. Often business people will use big $10 words because they want to
sound intelligent. Instead, they end up sounding like they’re trying too hard.”
Writing Tips for Business Professionals
(Coster, 2010)
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(Parker, 2011)
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Two types of writing styles are used in companies.
Formal: Formal business reports are much more detailed, include a significant amount of research and analysis, are very well organized, and are presented to the decision makers of the organization.
Informal: Writing in an informal writing style people tend to follow basic writing styles. The writing is done on a more personal level but still uses business rules.
Writing Styles
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Writing Communications
When writing business communications whether it be internal or external in an organization, focusing on:
Clarity – Using common words and staying away from acronyms. Making communication more available to the listeners to understand.
Structure – When communicating use a beginning, middle and an end.
Knowing your audience – When communicating with the audience use terminology that is within their knowledge. Address the topic to the audience, do not force it.
Reeves, L. (2013)
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When writing a communication:
Writing Communications
Start with an outlineWrite a draftWrite a final draft
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Ethics can be described as moral principles that are used to guide the way a business behaves. Ethics should be used in all forms of communication not only regarding business. Ethics can also be described as right and wrong.
Ethics
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Good manners and a businesslike, professional demeanor are among the soft skills that employers
seek in job candidates. Employers are far more likely to hire and promote someone who is
courteous and professional than one who lacks these skills and traits.
Professionalism in the Workplace
(Guffey & Loewy, 2011)
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Character
AttitudeAction
Being professional in the workplace includes:
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Trustworthy Taking responsibility Respectful Accountable Honest
Character—“It was character that got us out of bed, commitment that moved us into action, and discipline that enabled us to follow through.”~ Zig Ziglar
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Attitude— “A positive attitude causes a chain reaction of positive thoughts, events and outcomes. It is a catalyst and it sparks extraordinary results.” ~Wade Boggs
Project positive energyAppreciate efforts by othersBe a leaderSmile
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Live up to your obligations
Show upAdmit your mistakesVolunteer
Action— “I know that I have the ability to achieve the object of my Definite Purpose in life, therefore, I demand of myself persistent, continuous action toward its attainment, and I here and now promise to render such action.” ~ Napoleon Hill
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Intercultural Business & Communication
Intercultural business can be best described as companies using resources to be a part of a global
market. By forming alliances or partnerships outside of their normal area of business.
Intercultural businesses face different challenges. Close attention to different cultures is key. Even
though business use the same logo the products that are sold are not the same in other parts of the world.
Communication is the key to success when doing business around the globe.
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Straight forward communication
Explanation
Give details
Use motivational words and encouragement
Positive Messages
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Minimal information
Bad news
Rejection
Careless language
Negative Messages
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Using Electronic Messages and Digital Media for Business Communication
Instant Messaging
Text Messaging
Blogs
Wikis
Social Networking
Podcasts
(Guffey & Loewy, 2011)
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Step 1: Start with text Use information that is
easily understood.
Make information clear and to the point.
After the presentation is complete, start adding color and other element that will make the presentation stand out.
BUSINESS PRESENTATIONABCDEFG
(Guffey & Loewy, 2011)
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Step 2: Backgrounds and Fonts
Select a template that will use consistent fonts and sizes.
Create your own template.
Download a template from other sources.
(Guffey & Loewy, 2011)
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Step 3 : Choosing Images that Support Information
Use eyes catching images.
Make sure images you use pertain to the presentation.
(Guffey & Loewy, 2011)
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Step 4: Use Graphics
Use graphics that the audience can understand.
Do not use unnecessary text.
Make graphics easy to understand.
(Guffey & Loewy, 2011)
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Step 5: Special Effects
Keep the audience focused
Using animation to make you presentation attractive.
(Guffey & Loewy, 2011)
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Step 6: Use Hyperlinks
Using hyperlinks keep the audience engaged.
Link more information into the presentation.
.com
.edu
.org
(Guffey & Loewy, 2011)
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Step 7: Engage your Audience
Allow a Q& A session.
Handout a survey to get information on how to make improvements.
Q & A Time
(Guffey & Loewy, 2011)
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Step 8: Move the Presentation to the Internet
Sharing the presentation on the internet allows people to gain access to the information.
Allows people to access the presentations from any location.
(Guffey & Loewy, 2011)
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Informal Proposals
Introduction Background , Problems,
and Purpose Proposal, Plan, and
Schedule Staffing Budget Authorization Request
BUSINESS PROPOSALS
Formal Proposals
Title Page Table of contents Illustrations Appendix
(Guffey & Loewy, 2011)
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Cover Title Page Letter or Memo of
Transmittal Table of contents List of Illustrations
BUSINESS REPORTS
Formal and Informal Reports Include: Executive summary Introduction Body Conclusion Recommendations Appendix Work Cited or references
(Guffey & Loewy, 2011)
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Business Plans include:
BUSINESS REPORTS
Table of ContentsCompany
DescriptionProduct or service
DescriptionMarket AnalysisOperations and
Management
Financial Analysis
Appendixes
(Guffey & Loewy, 2011)
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Boggs, W. ((n.d.)) Quote of the day. Retrieved from http://www.brainyquote.com/quotes/authors/w/wade_boggs.html
Coster, H. (2010, May 03). Ten tips for better business writing. Retrieved from http://www.forbes.com/2010/05/03/better-business-writing-leadershipcareers-tips.html
Guffey, M., & Loewy, D. (2011). Business communication: Process and product (7th ed.). Independence, KY: Cengage Learning.
Kerravala, Z. (Producer). (2013). Visual Co Reeves, L. (2013). Fundamental elements of business communication.
Chron, Retrieved from http://smallbusiness.chron.com/fundamental-elements-businesscommunication-21737.html
Parker, R. (2011, December 07). [Web blog message]. Retrieved from http://www.personalbrandingblog.com/7-writing-tips-for-small-business-owners
Zigler, Z. ((n.d.)). Quote of the day. Retrieved from http://www.brainyquote.com/quotes/quotes/z/zigziglar13250
References