Final Project for ORG 536 Contemporary Business Writing and Communication

1. C R E A T E D B Y D A W N S T U M B O
Best Practices in Business
Writing and Communication

2. Workshop Goals and Objectives
Understand the role ethics play in communication
Develop strategies to promote ethical
communication
Build effective team communication
Understand the role culture plays in communication
Analyze how businesses uses technology and social
media
Enhance written communication-including business
proposals, plans and reports
Learn how to create dynamic presentations

3. Ethical Communication
Ethics are principles that guide behaviors
(www.dictionary.com)
Communication is how people share ideas, express
needs/expectations and make plans (CSU-Global, 2014).

4. 3 Keys to Ethical Communication
Ethical communication requires individuals and
corporations to understand and be responsive to the
following:
What one hopes to achieve (the ends)
How one chooses to communicate (the means)
What are the real-world outcomes (the consequences)
(Makau, 2009)

5. How to Promote Ethical Communication
A code of ethics is not enough! (Trapp, 2011)
“There is no direct relation between the fact that an
organization has a code of conduct and the level of
responsible behavior within companies” (Trapp, 2011, p. 543).
Instead…

6. How to Promote Ethical Communication
Continuously embed the importance of ethics in all
communications
Create channels for employees to ask questions and
discuss ethical concerns
Reward exemplary conduct
Do not shy away from exposing unethical or
undesirable behavior
(Lew, 2012)

7. Ways to Promote Ethical Communication
Discuss in your teams how ethical communication
can be enhanced within your organization. Provide
specific examples. Use page 13 in your handout to
record your ideas. Be prepared to share.

8. Professional Team Collaboration and
Communication
Maintain respectful body language
Practice active listening skills
Participate- but don’t interrupt
Be aware of challenges and address issues
constructively
Robinson et. al, 2014

9. Barriers to Effective Team Communication
•Personal values and expectations
•Personality differences
•Hierarchy
•Disruptive behavior
•Culture and ethnicity
•Generational differences
•Gender
•Historical inter-professional and intra-professional rivalries
•Differences in language and jargon
•Differences in schedules and professional routines
•Varying levels of preparation, qualifications, and status
•Differences in requirements, regulations, and norms of professional education
•Fears of diluted professional identity
•Differences in accountability, payment, and rewards
•Concerns regarding clinical responsibility
•Complexity of care
•Emphasis on rapid decision making
O’Daniel & Rosenstein, 2008

10. Team Collaboration Gone Wrong
Refer to the team communication scenarios on page
14-15 of your handout
Read each scenario with your team and complete the
activity. Role playing is optional but encouraged!
Be prepared to share

11. Culture Matters
According to Kerby and Berns, diversity in the
workplace reduces turnover, fosters creativity and
innovation, drives competition and all helps
businesses keep a global edge (2012).
Individuals and companies should have a broad
view of cultures, customs, norms and values to avoid
miscommunication and frustrations (Guffey & Loewy, 2011).

12. What Went Wrong?
Refer to the activity on page 16 of your participant
packet. In your team, create a cultural
miscommunication scenario. Be prepared to share.

13. Technology and Communication
There are a variety of technological tools companies use
to communicate internally:
Email
Instant messaging
Wikis
Podcasts
Teleconferencing
Others?
Guffey & Loewy, 2011

14. Guidelines for Using Electronic Media
Professionally to Communicate
Understand workplace policies/rules
Separate work and personal usage
Be mindful of what communication is public
Keep sensitive information secure
Do not share/download unauthorized files
Be cautious of websites visited or information
downloaded
Guffey & Loewy, 2011

15. Choosing the Best Channel
Read through the scenarios on page 17-18 of your
participant handout. Work in your team to select the
best communication channel for each scenario.

16. Business and Social Media
More and more businesses are using social media
outlets. But are they using it effectively?
Watch this short video to learn more:
https://www.youtube.com/watch?v=syt49tmEXxc

17. Business and Social Media
According to the video, how are Facebook and
Twitter different?
What key demographic does Pinterest aim to target?
Which tools rely heavily on photographs? What is
the significance?

18. Your Business and Social Media
Complete the activity on page 19 of your participant
guide. Share your thoughts with your team.

19. Professional Written Communication
Use only professional channels
If using electronic channels, respect business hours
Limit expressive punctuations, CAPS, and smiley faces
Be concise- provide enough background but limit extraneous
information
Avoid being too “wordy”
Always use proper grammar, punctuation, spelling
Always proofread
Do not forget copyright laws
Co, 2013

20. Business Proposals
Purpose: offer solutions, provide services, or sell
Informal Formal
*2-4 pages
*Introduction
*Background, Problem and Purpose
*Suggested Plan
*Staffing Considerations
*Budget
*Authorization Request
*5-200 + pages
*In addition to the components of
the informal proposal, formal
proposals include:
*Copy of the request for proposal
*Letter of transmittal
*Abstract or Executive Summary
*Title Page
*Table of Contents
*List of Illustrations
*Appendix
Guffey & Loewy, 2011

21. Business Plans
Purpose: to communicate a roadmap to success
Contents of a business plan include:
*Executive Summary with Mission Statement
*Table of Contents
*Company Description
*Product or Service Description
*Market Analysis
*Operations and Management
*Financial Analysis
*Appendixes
Guffey & Loewy, 2011

22. Business Reports
Purpose: Provide findings from an inquiry or
investigation
Can be both formal or informal
Formal business reports are similar to formal
proposals in length, organization and tone
Contents of a formal business report include: cover,
title page, letter of transmittal, table of contents, list
of figures, executive summary, introduction, body,
conclusion, recommendations, appendix, references
These components are optional in an informal report
Guffey & Loewy, 2011

23. Sample Plans, Proposals and Reports
These websites provide various examples, as well as
tips and techniques.
http://articles.bplans.com/writing-a-business-
plan/a-standard-business-plan-outline/29
http://unilearning.uow.edu.au/report/4b.html
http://www.sba.gov/writing-business-plan

24. Presentations
Whether done solo in as part of a group,
presentations can be intimidating
However, they can be effective ways to communicate
your message
Guffey & Loewy, 2011

25. Creating a Presentation
Sometimes just getting started is the most difficult part.
Watch the following video. Then refer to page 20 of your
participant packet and complete the activity.
https://www.youtube.com/watch?v=dEDcc0aCjaA

26. Additional Presentation Considerations
Audience accountability
Audience participation
Supplemental materials
Use of visuals and media
Allow for Q&A
Thank the audience
Consider volume, posture, eye contact, tone and
dress
Practice!
Theriault, 2013

27. Questions?

28. Resources
CNN (2012, October 22). How business owners can use social media. Retrieved from
https://www.youtube.com/watch?v=syt49tmEXxc
Co, E. (2013). 7 rules for communicating with a business contract. Business Insider. Retrieved from
http://www.businessinsider.com/how-to-communicate-professionally-2013-7
Colorado State University (2014). Module 1- Effective, ethical and professional business
communication [Blackboard ecourse]. In ORG536-Contemporary business writing and
communication (p. 2). Greenwood Village, CO: Author.
Dictionary.com (2014). Ethics. Retrieved from http://dictionary.reference.com/browse/ethics
Guffey, M. & Loewy, D. (2011). Business communication: Process and product (7th ed.). Mason: OH:
South-Western Cengage Learning

29. Kerby, S. & Burns, C (2012, July 12). The top 10 economic facts of diversity in the workplace. A
diverse workplace is integral to a strong economy. Center for American Progress. Retrieved
from http://americanprogress.org/issues/labor/news/2012/07/12/11900/the-top-economic-facts-
of-diversity-in-the-workplace/
Lew, H. J. (2012 July 30). Communicate! Or how to inspire your employees to be ethical. National
Ethics Association: Ethics Center: Business Ethics. Retrieved from http://www.ethics.net/a/
communicate-or-how-to-build-an-ethical-company-culture
Makau, J. M. (2009). Ethical and unethical communication. 21st Century Communication: A Reference
Handbook. Thousand Oaks: CA: Sage Publishing.
O” Daniel, M & Rosenstein, A. H. (2008). Professional communication and team collaboration.
Rockville: MD: Agency for Healthcare Research and Quality.

30. Trapp, N. L. (2011). Staff attitudes to talking openly about ethical dilemmas.: The role of business ethics
conception and trust. Journal of Business Ethics, 103(4), 543-552.
Robinson, L., Segal, J. & Segal, R. (2014). Effective communication: Improving communication skills
in business relationships. Santa Monica: CA: Helpguide
Teteak, J. (2013). How to do a presentation-5 steps to a killer opener. Retrieved from https://www.
youtube.com/watch?v=dEDcc0aCjaA
Theriault, M. (2013, November 4). 9 tips for more powerful business presentations. Forbes. Retrieved
from http://www.forbes.com/sites/allbusiness/2013/11/04/9-tips-for-more-powerful-
business-presentations/

31. Contact Information
Dawn Stumbo
dawn.stumbo@csuglobal.edu
555-555-5555 ext. 5