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Best Practices
in
Business Writing
and
Communication
Crystal Bianco
Effective Business Communication
 Use the most effective communication channel
 Clear top-down communication
 Informati...
Effective Business Communication
 Listen closely to understand communication
 Conciseness is important
 Simplicity > La...
Which Communication Channel Should
You Use?
Source: http://www.aegonmarketing.jp/Global/ADMS_JP/Other%20images_JP/Intergra...
Ethical Business Communication
Do :
 Be Honest, Candid,
Timely
 Promptly correct errors
in communication
 Ensure free S...
Professionalism in the Workplace
 Live up to commitments
 Treat employees at all levels with respect
 Value others’ tim...
Professionalism in the Workplace
 Competence
 Personal issues do not belong in the workplace
 Dress Professionally and ...
Why is Professionalism Important?
 Ensures good performance
 Motivates Employees
 Team Spirit
 Maintains Communication...
Intercultural Business Communication
 Promote an environment where diversity is
welcomed and encouraged (Griffin, n.d.)
...
Why is intercultural business
communication important?
 Intercultural business is
expanding rapidly
 Avoid misunderstand...
How Cultures Differ in Communication
Source: http://bestcareermatch.com/cross-cultural-communication
Writing Tips for the Business
Professional
Clarity is important
 Main Point should appear in first
sentence
 Use headers...
Writing Tips for the Business
Professional
Writing should be ‘reader- friendly’
 Be concise
 Avoid jargon/ abbreviations...
Writing Tips for the Business
Professional
Writing Should be Carefully Constructed
 Decide what you want to write before ...
The Use of Electronic
Messages and Digital Media
for Business Communication
Do:
 Re-read messages before hitting ‘send’
...
The Use of Electronic Messages
and Digital Media for Business
Communication
Do Not:
 Send messages you would not be
comfo...
Projected Expansion in
Business E-Mail Usage
Source: http://www.versaiglobal.biz/wordpress/wp-content/uploads/versai-email...
Delivery of Positive Messages
 Use letters to deliver positive news outside of an
organization
 Be Direct
 Use titles a...
Delivery of Negative Messages
 Do not delay delivery of bad news
 Give concrete justification for bad news
 Consider co...
Business Presentations
 Know your audience
 Plan your presentation
 Less is more
 Define goals at the beginning of the...
Business Presentations
 Involve the audience; keep them
interested
 Establish credibility of presenter and
sources
 Pra...
Business Reports
• Consider
Audience
• Plan Carefully
• Identifiable
sections
• Information
organized in
logical
sequence
...
Business Plans
 Clearly Defined Target Market
 State why a business does or should exist
 Product/Service Description
...
Proposals
 Split into sections
 Use images/ photos/ graphics
 Size is important
 First section should grab attention
...
QUESTIONS?
ReferencesCengage (2012). Essentials of business communication. Retrieved from
https://college.cengage.com/business/course...
References
JWilliamsStaffing (n.d.). Professionalism in the workplace. Retrieved
from http://www.jwilliamsstaffing.com/job...
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Best Practices in Business Writing and Communication

  1. 1. Best Practices in Business Writing and Communication Crystal Bianco
  2. 2. Effective Business Communication  Use the most effective communication channel  Clear top-down communication  Information from the right source/ level  Bad news should be shared by leaders  Consider recipient of the news (Wiertz,2011) Source:https://www.google.com/search?q=business+meeting+conference+table&source=lnms&tbm=isch&sa=X&ei=yrJfU5_bLMmQyAS7uIC4Cg &ved=0CAYQ_AUoAQ&biw=1707&bih=929#q=business+meeting+&tbm=isch&facrc=_&imgdii=_&imgrc=IXLg1jlArnVXkM%253A%3B2FM0j5M6p03Z qM%3Bhttp%253A%252F%252Fassets4.bigthink.com%252Fsystem%252Fidea_thumbnails%252F44697%252Fheadline%252Fbusiness%252520meeting %252520SS.jpg%253F1339158107%3Bhttp%253A%252F%252Fbigthink.com%252Fideafeed%252Fhow-to-master-the-business-meeting%3B568%3B306
  3. 3. Effective Business Communication  Listen closely to understand communication  Conciseness is important  Simplicity > Large, complicated words  Be wary of jargon/ abbreviations  Leave communication lines open for feedback (Wiertz, 2011) Source:https://www.google.com/search?q=business+meeting+conference+table&source=lnms&tbm=isch&sa=X&ei=yrJfU5_bLMmQyAS7uIC4Cg&ved=0 CAYQ_AUoAQ&biw=1707&bih=929#q=business+meeting+&tbm=isch&facrc=_&imgdii=_&imgrc=IXLg1jlArnVXkM%253A%3B2FM0j5M6p03ZqM%3Bhttp%253 A%252F%252Fassets4.bigthink.com%252Fsystem%252Fidea_thumbnails%252F44697%252Fheadline%252Fbusiness%252520meeting%252520SS.jpg%253F1339 158107%3Bhttp%253A%252F%252Fbigthink.com%252Fideafeed%252Fhow-to-master-the-business-meeting%3B568%3B306
  4. 4. Which Communication Channel Should You Use? Source: http://www.aegonmarketing.jp/Global/ADMS_JP/Other%20images_JP/Intergrated-channels-asia.png
  5. 5. Ethical Business Communication Do :  Be Honest, Candid, Timely  Promptly correct errors in communication  Ensure free Speech, freedom of assembly, access to open marketplace  Respect cultural beliefs/ values  Balanced communication fosters mutual understanding  Give credit to sources Do not:  Use confidential communication for personal gain  Guarantee results than cannot be obtained  Disobey laws/ public policy (IABC, n.d.)
  6. 6. Professionalism in the Workplace  Live up to commitments  Treat employees at all levels with respect  Value others’ time  Ethical conduct  Friendliness/ Positive attitude  Admit mistakes (JWilliamsStaffing, n.d.)
  7. 7. Professionalism in the Workplace  Competence  Personal issues do not belong in the workplace  Dress Professionally and appropriately  Etiquette, punctuality, organization, and dedication to your job  Silenced mobile devices (JWilliamsStaffing, n.d.)
  8. 8. Why is Professionalism Important?  Ensures good performance  Motivates Employees  Team Spirit  Maintains Communication  Fosters positive workplace (JWilliamsStaffing, n.d.)
  9. 9. Intercultural Business Communication  Promote an environment where diversity is welcomed and encouraged (Griffin, n.d.)  Keep it slow, but not too slow(HCareers, n.d.)  Active Listening  Do not Make cultural assumptions(HCareers, n.d.)  Limit information conveyed at one time  Group information into smaller segments (Hcareers, n.d.)  Convey an appropriate respect level
  10. 10. Why is intercultural business communication important?  Intercultural business is expanding rapidly  Avoid misunderstandings  Poor intercultural communication can =low retention of business partners/ suppliers/ customers (HCareers, n.d.)
  11. 11. How Cultures Differ in Communication Source: http://bestcareermatch.com/cross-cultural-communication
  12. 12. Writing Tips for the Business Professional Clarity is important  Main Point should appear in first sentence  Use headers/ bullet points to make writing ‘scannable’  Limit thoughts/ ideas/ suggestions to one per paragraph (Harvard Business Review, n.d.)
  13. 13. Writing Tips for the Business Professional Writing should be ‘reader- friendly’  Be concise  Avoid jargon/ abbreviations  Do not use complex phrasing  The message should be clear (Harvard Business Review, n.d.)
  14. 14. Writing Tips for the Business Professional Writing Should be Carefully Constructed  Decide what you want to write before you write it  Carefully construct writing that best conveys message  Look over documents multiple times  Cut writing that does not serve a purpose (Harvard Business Review, n.d.)
  15. 15. The Use of Electronic Messages and Digital Media for Business Communication Do:  Re-read messages before hitting ‘send’  Closely monitor and manage electronic messaging  Use corporate policies that are detailed and thorough  Monitor and archive Social media content  Know risks associated with digital media  Take steps to prevent risks (Cengage, 2012)
  16. 16. The Use of Electronic Messages and Digital Media for Business Communication Do Not:  Send messages you would not be comfortable with everyone seeing  Fail to encrypt outgoing communications  Fail to archive content that must be retained for your particular organization (Cengage, 2012)
  17. 17. Projected Expansion in Business E-Mail Usage Source: http://www.versaiglobal.biz/wordpress/wp-content/uploads/versai-email-stat-img.jpg
  18. 18. Delivery of Positive Messages  Use letters to deliver positive news outside of an organization  Be Direct  Use titles and headers: messages are scanned  Core of message should appear in first paragraph  Use specific formats and templates provided by company  Be timely in delivery of news  Consider communication channels (Scaff, 2014)
  19. 19. Delivery of Negative Messages  Do not delay delivery of bad news  Give concrete justification for bad news  Consider communication mediums  Bad news should almost always be delivered in person  Present solutions if bad news is a problem to be solved  Treat receiver of news with respect  Follow through  Disclose all facts (Forbes, 2012)
  20. 20. Business Presentations  Know your audience  Plan your presentation  Less is more  Define goals at the beginning of the presentation (Gallo, 2009).
  21. 21. Business Presentations  Involve the audience; keep them interested  Establish credibility of presenter and sources  Practice  Allow time for questions at the close of the presentation (Theriault, 2013)
  22. 22. Business Reports • Consider Audience • Plan Carefully • Identifiable sections • Information organized in logical sequence • Should be thorough and detailed • Should address a specific audience • Should be structured in appearance • Must include references • Should include recommendations • Easy to Scan • Be brief and concise • Use white space and informative lists • Should address multiple audiences • Should allow for information to be quickly conveyed Informal ReportsFormal Reports (Student Learning Commons, n.d.)
  23. 23. Business Plans  Clearly Defined Target Market  State why a business does or should exist  Product/Service Description  Plan should consider and detail all competition  State goals and objectives  Complete marketing plan  Financial Plan:  Revenue  Data & Evidence  Financial Feasibility Source: http://bestbusinessplanconsultant.blogspot.com/ (Strategic Communications, n.d.)
  24. 24. Proposals  Split into sections  Use images/ photos/ graphics  Size is important  First section should grab attention  Introduce team members  Again, pictures help  Include a table of contents (Riggins, 2014)
  25. 25. QUESTIONS?
  26. 26. ReferencesCengage (2012). Essentials of business communication. Retrieved from https://college.cengage.com/business/course360/business_communic ation_1111101140/2nd_edition/ebook/guffey_1111821224_ch05.pdf Forbes ( May 30, 2012). The ten commandments for delivering bad news. Retrieved from http://www.forbes.com/sites/forbesleadershipforum/2012/05/30/10- commandments-for-delivering-bad- news/#./?&_suid=139878305756507263732957356807 Gallo, C. (2009, October 8). In pictures: 10 presentation tips from steve jobs. Retrieved from http://www.forbes.com/2009/10/08/steve-jobs- presentations-technology-meetings-09-tips_slide_6.html Griffin, S. (n.d.). Why is intercultural business so important? Retrieved from http://sarahgriffith.hubpages.com/hub/What-is-Intercultural-Business- Communication Harvard Business Review (n.d.). Tips on writing. Retrieved from http://hbr.org/web/management-tip/tips-on-writing HCareers (n.d.). Cross cultural communication tips for effective diversity management. Retrieved from http://www.hcareers.com/us/resourcecenter/tabid/306/articleid/507/ default.aspx IABC (n.d.). IABC code of ethics for professional communicators. Retrieved from http://www.iabc.com/about/code.htm
  27. 27. References JWilliamsStaffing (n.d.). Professionalism in the workplace. Retrieved from http://www.jwilliamsstaffing.com/job-tips/professionalism-in- the-workplace/ Riggins, J. (March 26, 2014). 17 Business proposal best practices. Retrieved from http://blog.quoteroller.com/2014/03/26/business- proposal-best-practices/ Scaff, K. (2014). 10 Best practices for business communication. Retrieved from http://www.businessexaminer.com/March- 2014/10-best-practices-for-business-communication/ Strategic Communications (n.d.). Business plans best practices. Retrieved from http://blog.stratcommunications.com/business- plan-best-practices/ Student Learning Commons (n.d.). Best practices for business writing. Retrieved from http://learningcommons.sfu.ca/sites/default/files/219/multi- best.pdf Theriault, M. (2014, November 4). 9 tips for more powerful business presentations. Retrieved from http://www.forbes.com/sites/allbusiness/2013/11/04/9-tips-for- more-powerful-business-presentations/ Wiertz, S. (Otober 2, 2011). 10 Best practices for better business communication. Retrieved from http://bexinfu.com/2011/10/02/10-best-practices-for-better- business-communication/

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