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John Montoya
CSU-Global
Contemporary Business Writing and Communication
ORG 536
Dr. Robert “Bobby” Olszewski
November 23, ...
Effective communication and writing styles in
organizations is imperative to create
strong and effective employees.

How d...
The process of communication is successful only when the
receiver understands an idea as the sender intended it.
To be eff...
Communication can be done in many different ways.
“Clarity is the most important characteristic of good
business writing. Often business people will use big $10
words becau...
(Parker, 2011)
Two types of writing styles are used in companies.
Formal: Formal business reports are much more detailed, include a signi...
When writing business communications whether it be internal or external
in an organization, focusing on:
 Clarity – Using...
 When writing a communication:
 Start with an outline
 Write a draft
 Write a final draft
Ethics can be described as
moral principles that are
used to guide the way a
business behaves. Ethics
should be used in al...
Good manners and a businesslike, professional demeanor are
among the soft skills that employers seek in job candidates.
Em...
Character
Attitude
Action
 Trustworthy
 Taking responsibility

 Respectful
 Accountable
 Honest
Project positive energy
Appreciate efforts by others
Be a leader
Smile
 Live up to your obligations
 Show up
 Admit your mistakes
 Volunteer
Intercultural business can be best described as companies
using resources to be a part of a global market. By forming
alli...
 Straight forward

communication
 Explanation

 Give details
 Use motivational words

and encouragement
 Minimal information
 Bad news
 Rejection
 Careless language
 Instant Messaging

 Wikis

 Email

 Social Networking

 Text Messaging

 Podcasts

 Blogs

(Guffey & Loewy, 2011)
Step 1: Start with text
 Use information that is easily
understood.
 Make information clear and to

the point.
 After t...
Step 2: Backgrounds and Fonts
 Select a template that will use consistent fonts and

sizes.
 Create your own template.
...
Step 3 : Choosing Images
that Support Information

 Use eyes catching images.
 Make sure images you use

pertain to the
...
Step 4: Use Graphics
 Use graphics that the audience

can understand.
 Do not use unnecessary text.
 Make graphics easy...
Step 5: Special Effects

 Keep the audience focused
 Using animation to make

you presentation attractive.

(Guffey & Lo...
Step 6: Use Hyperlinks

 Using hyperlinks keep the

audience engaged.
 Link more information into the

presentation.

(G...
Step 7: Engage your Audience
 Allow a Q& A session.
 Handout a survey to get information on how to make

improvements.

...
Step 8: Move the Presentation to the
Internet
 Sharing the presentation on the

internet allows people to gain access
to ...
Informal Proposals

Formal Proposals

 Introduction

 Title Page

 Background , Problems,

 Table of contents

and Pur...
Formal and Informal Reports Include:
 Cover

 Executive summary

 Title Page

 Introduction

 Letter or Memo of

 Bo...
Business Plans include:
 Table of Contents

 Financial Analysis

 Company Description

 Appendixes

 Product or servi...
 Boggs, W. ((n.d.)) Quote of the day. Retrieved from











http://www.brainyquote.com/quotes/authors/w/wade_bo...
ORG536 Best Practices in Business Writing and Communication
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  • Transcript of "ORG536 Best Practices in Business Writing and Communication"

    1. 1. John Montoya CSU-Global Contemporary Business Writing and Communication ORG 536 Dr. Robert “Bobby” Olszewski November 23, 2013
    2. 2. Effective communication and writing styles in organizations is imperative to create strong and effective employees. How do you create effective communication and writing styles?
    3. 3. 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. (Guffey & Loewy, 2011)
    4. 4. Communication can be done in many different ways.
    5. 5. “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.” (Coster, 2010)
    6. 6. (Parker, 2011)
    7. 7. 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.
    8. 8. 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)
    9. 9.  When writing a communication:  Start with an outline  Write a draft  Write a final draft
    10. 10. 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.
    11. 11. 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. (Guffey & Loewy, 2011)
    12. 12. Character Attitude Action
    13. 13.  Trustworthy  Taking responsibility  Respectful  Accountable  Honest
    14. 14. Project positive energy Appreciate efforts by others Be a leader Smile
    15. 15.  Live up to your obligations  Show up  Admit your mistakes  Volunteer
    16. 16. 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.
    17. 17.  Straight forward communication  Explanation  Give details  Use motivational words and encouragement
    18. 18.  Minimal information  Bad news  Rejection  Careless language
    19. 19.  Instant Messaging  Wikis  Email  Social Networking  Text Messaging  Podcasts  Blogs (Guffey & Loewy, 2011)
    20. 20. 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. (Guffey & Loewy, 2011)
    21. 21. 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)
    22. 22. Step 3 : Choosing Images that Support Information  Use eyes catching images.  Make sure images you use pertain to the presentation. (Guffey & Loewy, 2011)
    23. 23. Step 4: Use Graphics  Use graphics that the audience can understand.  Do not use unnecessary text.  Make graphics easy to understand. (Guffey & Loewy, 2011)
    24. 24. Step 5: Special Effects  Keep the audience focused  Using animation to make you presentation attractive. (Guffey & Loewy, 2011)
    25. 25. Step 6: Use Hyperlinks  Using hyperlinks keep the audience engaged.  Link more information into the presentation. (Guffey & Loewy, 2011)
    26. 26. Step 7: Engage your Audience  Allow a Q& A session.  Handout a survey to get information on how to make improvements. (Guffey & Loewy, 2011)
    27. 27. 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)
    28. 28. Informal Proposals Formal Proposals  Introduction  Title Page  Background , Problems,  Table of contents and Purpose  Proposal, Plan, and Schedule  Staffing  Budget  Authorization Request  Illustrations  Appendix (Guffey & Loewy, 2011)
    29. 29. Formal and Informal Reports Include:  Cover  Executive summary  Title Page  Introduction  Letter or Memo of  Body Transmittal  Table of contents  List of Illustrations  Conclusion  Recommendations  Appendix  Work Cited or references (Guffey & Loewy, 2011)
    30. 30. Business Plans include:  Table of Contents  Financial Analysis  Company Description  Appendixes  Product or service Description  Market Analysis  Operations and Management (Guffey & Loewy, 2011)
    31. 31.  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-writingleadershipcareers-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/fundamentalelements-businesscommunication-21737.html Parker, R. (2011, December 07). [Web blog message]. Retrieved from http://www.personalbrandingblog.com/7-writing-tips-for-small-businessowners Zigler, Z. ((n.d.)). Quote of the day. Retrieved from http://www.brainyquote.com/quotes/quotes/z/zigziglar13250
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