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Best Practies in Business Communication

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Effective communication with writing and communication tips. Presentation also includes presenting and formal and informal business reports.

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Best Practies in Business Communication

  1. 1. By: Anthony Gatto Best Practices in Business Communication
  2. 2. Agenda Effective business communication Ethics in business communication Business communication between cultures Writing and communication tips Electronic messaging and digital media Communicating positive and negative messages Business presentations Business reports Summary
  3. 3. Communication is a Process Successful communication depends on the message being received by the receiver intact and interpreted by the receiver to have the same meaning as when transmitted. Effective Business Communication
  4. 4. Effective Business Communication  Gather additional information  Wait before making your point  Devote your full attention to listening  Clearly state your reason for talk or meeting  Apologize, reduce tension
  5. 5. Effective Business Communication Methods Video, phone, and web conferencing Mobile devices Printers and copiers Presentations Company intranets One on ones Blogs, podcasts, and Wikis
  6. 6. Ethics in Business Communication Goals for Ethical Business Communication (Guffey, 2008) Abiding by the law Telling the truth Labeling opinions Being objective Communicating clearly Using inclusive language Giving credit
  7. 7. Seven steps to integrate ethics in the workplace (Mack, 2013) Publish general behavioral guidelines Train staff Listen to other viewpoints Defend the weak Confront questionable behavior Report unethical behavior Treat all with respect and honesty Ethics in Business Communication
  8. 8. Ethics in Business Communication Ethics on a Global Stage Corruption Index To learn more about global corruption and what countries are doing to increase transparency and ethics, go to: http://government.defenceindex.org/results/overall
  9. 9. Writing and Communication Tips Ethical Writing: Tips to follow  Avoid plagiarism!  Don’t promise what you can’t deliver.  Check your facts.  Gather statistics using sound methods or from reliable sources.  Be careful not to cross the line between dressing up the facts for promotional purposes and misleading. For additional information on copyright laws and public domain visit: http://copyright.cornell.edu/resources/publicdomain.cfm
  10. 10. Business Communication Between Cultures
  11. 11. Oral and writing tips  Learn foreign phases  Use simple English  Speak slowly and enunciate clearly  Encourage accurate feedback  Accept blame  Listen without interrupting  Consider local styles  Observe titles and rank  Use short sentences and paragraphs  Avoid ambiguous expressions  Use correct grammar  Strive for clarity Writing and Communication Tips Between Cultures
  12. 12. Writing Tips
  13. 13. Writing Tips for Digital Media Bad vs. Good & Tips Bad Good Tip Subject Need help! Need help in writing ad Expand subject with more information. Response Yes, I agree totally! Yes, I agree with our first choice should be an online listing. Provide context to orient reader. Instructions Instructions to different people however not specific for each. Haley, please analyze choices. Tony, provide ROI for each. Terri, provide cost/benefit analysis for each. Send general message however include individual instruction. Use Bcc Unless person being sent or CC aware do not use Bcc. Send separate messages or copy everyone. Using Bcc may not explain properly to all included on message.
  14. 14. Electronic Messaging in Business Subject line Opening Indirect Direct Body Closing Action Summary Closing thought For additional examples of business letters, memos, and emails visit: http://highered.mcgraw- hill.com/sites/0070880581/student_view0/sample_letters.html
  15. 15. Communication Bad News
  16. 16. Communicating Negative Messages Primary and Secondary Goals in Communicating Bad News For additional information on delivering bad news and examples of negative business letters visit: http://grammar.about.com/od/ab/g/Bad- News-Message.htm  Primary Make receiver understand the bad news Have the receiver accept the bad news Maintain a positive image of you and your organization  Secondary Reduce bad feelings Convey fairness Eliminate future correspondence Avoid creating legal liability or responsibility for you or your organization
  17. 17. Business Letters: Accentuating the Positives Even when bad news must be presented, you can do so with a tilt towards the positive. To gain additional information on writing, visit the Purdue University online writing lab at: https://owl.english.purdue.edu/owl/resource/654/01/  When you need to present negative information, soften its effects by superimposing a positive picture on a negative one. Stress what something is rather than what it is not. Emphasize what the firm or product can and will do rather than what it cannot. Open with action rather than apology or explanation. Avoid words which convey unpleasant facts. Communicating Positive Messages
  18. 18. Business Presentations Tips for communicating with a diverse audience (Lieberman, 2013):  Use words that include rather that exclude.  Learn the demographics of the audience.  Do not assume everyone shares your religious beliefs.  Look at everyone and smile.  Do not use humor that puts down any particular group.  Do not be afraid to ask for correct pronunciation of someone’s name.  If someone has an accent you can’t understand, ask them to repeat themselves slowly, because what they are saying is important to you.  Use different methodologies in your presentations to accommodate different learning styles.  Be comfortable with silence.
  19. 19. Know Your Audience
  20. 20. Business Presentations - Creating the Presentation Start with text Select background and fonts Choose images that help communicate your message Create graphics Add special effects Create hyperlinks to approximate the Web browsing experience Engage your audience by asking for interaction
  21. 21. Business Presentation- Giving the Presentation • Get the attention of your audience – Use an interesting 'hook' or opening point, like a shocking statistic. Be provocative and stimulating, not boring or calm. • Create a need – Convince the audience there's a problem, explain how it affects them – and persuade them that things need to change. • Define your solution – Explain what you think needs to be done. • Describe a detailed picture of success (or failure) – Give the audience a vision; something they can see, hear, taste, and touch. • Ask the audience to do something right away – Get the audience involved right from the start. Then it's usually much easier to keep them engaged and active in your cause.
  22. 22. Business Presentations- Using Graphics Pictures leave a more lasting impact than oral communication
  23. 23. Business Reports Types of Business Reports  Informational  Analytical  Research  Statutory  Non Statutory  Routine  Special To learn more about business proposals and reports and to view examples from experts, visit: http://www.bplans.com/
  24. 24. Mary Ellen Guffey, Business Communication: Process and Product, 8e Components of Formal andComponents of Formal and Informal ProposalsInformal Proposals Budget Authorization Appendix Generally appear in both formal and informal proposals: Staffing Optional in informal proposals: Schedule Background, problem, purpose Introduction List of figures Table of contents Title Page Abstract or summary Letter of transmittal Copy of RFP (optional)
  25. 25. Summary  Communication is a process and there are obstacles however there are ways to overcome them.  Communication is key, listen more, talk less.  Effective communication occurs when recipient receives and understands message sent by sender.  Know your audience, people learn more effectively in different ways.  Ethics in business is paramount.  Writing is also a process, more you write, the better writer you will become.  Communication, oral and written, no matter the medium is important.  You can find a positive in a negative situation.  Preparation is key to effective presenting.

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