Jolynne Dziengel
ORG 536 – Contemporary Business Writing and
Communication
Colorado State University – Global Campus
Dr. B...
Communication is the backbone to a
successful business. Businesses must
be able to communicate globally with
customers, em...
Effective

Communication

• Understand how information flows

within organization
• Understand best uses of oral and
writ...
Ethical

Communication

• Are you being ethical? Ask yourself

these questions:

 Is the action legal?
 How would the o...
Goals

of ethical communication

• Abide by the law
• Tell the truth
• Be objective
• Communicate clearly
• Use inclusive...
Create

effective teams:

Keep groups small
Team must agree on a purpose
Team must agree on procedures
Members must be re...
Tips

for conducting successful
meetings:
• Start on time
• Only schedule necessary meetings
• Invite only necessary part...
Basics

of good listening skills:

• Control external & internal distractions
• Be an active communicator/participant
• S...
Individual

qualities that show
professionalism
• Speak clearly and concisely
• Written correspondence must have

proper ...
Understand

cultures and customs:

• High context or low context culture
• Clear policies regarding different

cultural b...
Diversity

• Creates improved work teams
• Brings new ideas to the group
• Enhances problem solving
• Reduces group think...
Oral

Communication

• Learn foreign phrases
• Use simple English and speak slowly
• Encourage and listen to feedback
• C...
Written

Communication

• Consider local styles
• Observe titles and rank
• Short sentences and paragraphs
• Correct gram...
Use

3x3 writing process

• Pre-write
• Write
• Revise
Communication

• Email
• Formal letter
• Fax

channel selection
Anticipate

audience reaction

• Strive to be positive
• Always be courteous
• Never use biased language
Maintain

high ...
Conduct

research

• Formal research methods
 Investigate sources
 Conduct experiments
• Informal research methods
 Su...
Teams

and group collaboration

• Best used for:
 Large projects
 Short deadlines
 Expertise is needed
• Creates a bet...
Tools

for group communication

• Email
• Blogs and Wiki’s
• Discussion boards
Finalize

document

• Revise for clarity
...
Email

• Always use the subject line
• Use proper greeting
• Short, concise and usually 1 topic
• Closing to recap messag...
Instant

messages/Text messages

• Confirm allowable
• Use proper grammar
• Keep message very short – limit to a

specifi...
Social

Networking

• Bonuses
 Easy way to make announcements
 Improve employee communication
 Promote new products or...
Positive

Messages

• Use direct organizational style
• Focus on the news being conveyed
Negative

Messages

• Deliver w...
Choosing

a communication style

• Direct communication style
 Use for positive or negative messages
 Use if negative m...
Choosing

a communication style

• Indirect communication style
 More challenging than direct style
 Best used if
 Neg...
Ensure

clear communication

• Understand material, purpose and

goals
Visually

appealing

• Text stands out
• Not over...
Use

visual aids

• Maps
• Photographs
• Diagrams or charts
Information

availability

• Hot links to websites, charts a...
Informal

reports

• Short reports or memos
• Describe periodic, recurring or non-

recurring events
• Used to track orga...
• Two types of informal reports
 Analytical
 Create through reasoning, present
conclusions and recommendations
 Informa...
Formal

Reports

• More detail than informal report
• Presented to senior leadership
• Used to respond to outside agencie...
Proposals

are:

• Written offers for work
• Written offers for good or services
• Suggestions to solve a problem
Two

t...
Plans

• Used to gain financial backing for a

new business venture
• Very detailed
• Indicate aspects of business operat...
 Slide

presentation can be found at:
www.Slideshare.net

 Questions

or comments?
Upcoming SlideShare
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Best Practices in Business Writing and Communication by Jolynne Dziengel

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Best Practices in Business Writing and Communication by Jolynne Dziengel

  1. 1. Jolynne Dziengel ORG 536 – Contemporary Business Writing and Communication Colorado State University – Global Campus Dr. Brian Neff March 2, 2014
  2. 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. 3. Effective Communication • Understand how information flows within organization • Understand best uses of oral and written communication • Understand communication barriers  Different reference points  Lack of language skills  Distractions
  4. 4. Ethical Communication • Are you being ethical? Ask yourself these 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. 5. Goals of ethical communication • Abide by the law • Tell the truth • Be objective • Communicate clearly • Use inclusive language • Give credit where credit is due
  6. 6. Create effective 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. 7. Tips for conducting successful meetings: • Start on time • Only schedule necessary meetings • Invite only necessary participants • Participants should arrive early, be prepared, contribute respectively and don’t interrupt others
  8. 8. Basics of good listening skills: • Control external & internal distractions • Be an active communicator/participant • Separate facts from opinions • Don’t interrupt others • Ask clarifying questions • Paraphrase information received • Take notes to improve retention
  9. 9. Individual qualities that show professionalism • Speak clearly and concisely • Written correspondence must have proper grammar and sentence structure • Be mindful of personal email names and social networking site content
  10. 10. Understand cultures and customs: • High context or low context culture • Clear policies regarding different cultural business customs Actions to avoid: • Stereotypes • Prejudices • Generalizations
  11. 11. Diversity • Creates improved work teams • Brings new ideas to the group • Enhances problem solving • Reduces group think Embrace Diversity!!!
  12. 12. Oral Communication • Learn foreign phrases • Use simple English and speak slowly • Encourage and listen to feedback • Check for comprehension • Accept blame • Document discussions
  13. 13. Written Communication • Consider local styles • Observe titles and rank • Short sentences and paragraphs • Correct grammar • Check number styles • Match tone and style of receiving party
  14. 14. Use 3x3 writing process • Pre-write • Write • Revise Communication • Email • Formal letter • Fax channel selection
  15. 15. Anticipate audience reaction • Strive to be positive • Always be courteous • Never use biased language Maintain high ethical and legal standards • Protect personal information • Know copyright laws
  16. 16. Conduct research • Formal research methods  Investigate sources  Conduct experiments • Informal research methods  Surveys  Interview target audience • Brainstorming
  17. 17. Teams and 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. 18. Tools for group communication • Email • Blogs and Wiki’s • Discussion boards Finalize document • Revise for clarity • Design readable document • Proofread
  19. 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. 20. Instant messages/Text messages • Confirm allowable • Use proper grammar • Keep message very short – limit to a specific question or statement Podcast, Wiki and Blogs • Disseminate information • Access point for market research
  21. 21. Social Networking • 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. 22. Positive Messages • Use direct organizational style • Focus on the news being conveyed Negative Messages • Deliver with sympathetic tone • Choose wording carefully • State rationale • Best received in person
  23. 23. Choosing a 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. 24. Choosing a 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. 25. Ensure clear communication • Understand material, purpose and goals Visually appealing • Text stands out • Not overly colorful • Font between 24 and 36 • Use templates
  26. 26. Use visual aids • Maps • Photographs • Diagrams or charts Information availability • Hot links to websites, charts and videos Distribution • Publish to internet or intranet site
  27. 27. Informal reports • Short reports or memos • Describe periodic, recurring or non- recurring events • Used to track organizational progress • Used in decision making
  28. 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. 29. Formal Reports • More detail than informal report • Presented to senior leadership • Used to respond to outside agencies
  30. 30. Proposals are: • Written offers for work • Written offers for good or services • Suggestions to solve a problem Two types of proposals • Solicited proposal • Unsolicited proposal
  31. 31. Plans • Used to gain financial backing for a new 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. 32.  Slide presentation can be found at: www.Slideshare.net  Questions or comments?
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