3. Components
• Effective and Ethical communication
• Professionalism in the workplace
• Intercultural business communication
• Writing tips for the business professional
• The use of electronic messages and digital media for
business communication
• Positive and Negative messages
• Business Reports, Plans and Proposals
24. Multimedia Presentations
Steps to create an effective presentation
1. Text
2. Select background & fonts
3. Choose images related to presentation
4. Create graphics
5. Special effects
6. Create hyperlinks for web browsing
7. Engage audience
8. Move presentation to Internet
Guffey & Loewy, 2011)
Slide 2
Components-Effective and Ethical communication
Professionalism in the workplace
Intercultural business communication
Writing tips for the business professional
The use of electronic messages and digital media for business communication
Positive and negative messages
Business presentations
Business reports, proposals and plans
Slide 3
Although each component has its own set of unique characteristics, in the end they are tied together in some way.
Individuals that remember this and embrace this concept will be more successful in the long run.
Slide 4
Communication Process
Two way-meaning message is sent, received, interpreted, feedback returned
Sender
Develops the intended message
Chooses the communication channel
Options include letter, email, phone call, memo, blog
Receiver
Interprets message
Sends feedback to sender
Shows the receiver either understands or misunderstands the intended message
Sender reacts appropriately
Slide 5
Why important?
Technology increased use of technology allows for faster communication. Requires diligence when developing business communication
Workforce expansion
Allows for workforce to be in “remote” locations (other building, cities, states, home and even other countries)
Appropriate communication channel
How fast should the message be delivered
slow-letter, memo
fast-email, text, instant message (IM)
Formal/informal
Slide 6
Internal
idea generation
clarification
External
responding to customer inquiries, customer comments/concerns
submitting proposals, bids
Slide 7
Knowing and following what is right and wrong legally and morally
Businesses are starting to implement ethics codes
Responsibility
Respect
Fairness
Honesty
Compassion
Steps for ethical behavior
Tell the truth, don’t be deceptive
Remain objective
Separate opinion from fact. Make it known if a statement is opinion.
Communicate clearly-don’t confuse the receiver with unnecessary technical words/phrases.
Use inclusive language, non-discriminatory.
Give credit for others’ work.
Slide 8
Image
represent the organization as well as self
how one acts
Professional communication
how one communicates
taken seriously or not
Etiquette
Polite
Respectful
Just be nice in general
This chart shows examples of unprofessional and professional communication
Slide 10
Important
Businesses are expanding into worldwide markets
Interacting between different cultures is becoming common practice
Knowledge
Know: the culture
formality in the culture. I.E. how are people addressed
language and/or style. Not the actual language that is spoken but how the message is delivered.
Knowing the culture will help overcome differences and potential barriers
Keep an open mind
unwillingness to accept cultural differences will end in a failure in business communication.
Slide 11
Verbal
Speak slowly
If English is being used, use simple English. Keep technical verbiage to a minimum.
Ensure receiver is comprehending the message.
Listen to the receiver’s feedback.
Non Verbal
Gestures and actions. Although accepted in one culture, certain gestures and actions might be unacceptable in other cultures.
Eye contact or lack thereof.
Body language.
Written
Correct grammar
Ensure clarity
Use formal name, rank and/or title
Slide 13
Prewriting
Decide on the purpose of the communication
The intended audience
The message development can be dictated by the audience type i.e. coworkers, management, customers.
Slide 14
Writing
Research the topic
gather supportive data and information
What is the desired result or action from the message delivery
Organizing like ideas together
order. Unorganized equates to confusion and can leave a bad impression.
Decide on direct or indirect approach
Direct=main idea first followed by supportive data, facts and/or evidence
Indirect=data and facts first followed by the main idea
Composition
Correct grammar
Short Sentences
Correct sentence structure
Correct paragraph structure
Slide 15
Revising
KISS-Keep It Short and Sweet
Ensure clarity
Avoid slang
Proofread for:
spelling
grammar
punctuation
format
Slide 17
Options
Email, text messages, instant messaging, web sites, blogs and wikis
Social Networking such as FaceBook, Twitter and LinkedIN
Benefits
Easily reach large audiences around the world
Potentially more cost effective compared to “traditional” communication forms
Faster delivery and results
Can enhance productivity, more efficient
Risks
Can open organization up to more critique
Possibly hinder productivity. Employees easily distracted by social media, reducing productivity.
The tone of the message is hard to read in digital/electronic media.
Slide 18
Positive
Goodwill
Recognition
Offering Thanks
Replies to previous correspondence
Negative
Generally bad news
Loss of business
Personnel issue such as layoff, demotion
Downturn in sales
Slide 19
Approach
Appropriate communication channel
Emails are generally shorter
Memos are internal and longer
Business Letters are external. Necessary when a formal record of communication is required.
Face to face
Direct or Indirect
Certain situation will require one over the other.
Direct presents the main idea first, followed by supportive information
Indirect presents supportive information first, followed by the main idea or point.
Slide 20
Direct strategy or Indirect strategy are more appropriate for different “negative message” situations. Example reasons shown in chart.
Slide 21
Goal is to present information via speech, multimedia presentations (powerpoint)
Educate/inform
Gain support
Types
Speeches
Multimedia presentations
Slide 22
Verbal
Must obtain and keep the attention of the audience
Without it the audience won’t fully receive the intended message
Painting a picture helps keep the audience’s attention
use of analogies or comparisons helps
Slide 23
Chart shows pros and cons of various types of multimedia presentations.
Slide 24
Text-words that are clear, concise and easy to understand
Background-consistent style, font style and size throughout the presentation
Images-Add images that could be associated with the text
Graphics-Charts and illustrations will break up the bullet lists
Special effects-animations. How each slide presents itself. Keeps presentation interesting
Hyperlinks-connects presentation to other sources of information on the internet.
Engage-keep the audience involved by using interactive tools such as quizzes or voting
Move to internet-this enables others to view presentation when at other locations
Slide 25
Before
Prepare
Know material
Practice
Ensure any necessary equipment is compatible and functional
Set up room
During
Engage audience
Move around
Pace yourself-nerves can cause presenter to speed up
Ask questions-maintains two way communication. helps with message delivery
After
Summarize information delivered
Ask for questions. Repeat the question so everyone can hear it.
End with thanking the audience for attending
Slide 27
Formal presentation of data, facts, research results. Unlike a business proposal, reports answer questions. These can either be delivered to internal decision makers or external decision makes.
Slide 28
Goal of this proposal is to obtain support in the form of capital
Describes:
Business type
Product/services provided
Market environment
Details of how business will be ran. A template for a guide.
Operating budget
What will is cost to get started
Operating once up and running
Slide 29
Informal
used to sell products/services (i.e. bid)
typically shorter in length
also known as “letter” proposals
Formal
used for projects that are larger in scope
longer in length
more in depth
Six Components
Introduction-brief statement of reasons for proposal
Purpose-state in more detail the reason for the proposal
Proposal-statement of plan to provide goods/services or correct issues
Staffing-abilities of project leaders
Budget-projected costs associated with project
Authorization Request-asking for approval
Slide 30
Knowledge in all the areas of business communication will enhance individuals’ abilities to become or remain successful in communicating their thoughts, ideas and plans. This success will, in turn, make their organization more successful.
Tips and Tricks.
Along with acquiring the knowledge, there is the successful use of the information. Taking the time to review the message before it is sent out, putting forth the effort to develop a quality message, researching the necessary information and proper preparation are key elements to successful business communication.
