Final Portfolio Presentation


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Final portfolio presentation, "Business Writing and Communication Best Practices"

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Final Portfolio Presentation

  1. 1. Heidi Bray Colorado State University Contemporary Business Writing and Communication Dr. Olszewski
  2. 2.   Definitions Topics ◦ ◦ ◦ ◦ ◦ Effective and ethical business 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, plans and proposals  Whenever there is the above pause symbol – we will stop for a short interactive discussion
  3. 3.  Business Writing ◦ According to Troy University, business writing is technical communication or technical writing (Troy, 2013)  Communication ◦ According to Merriam-Webster Dictionary, communication is the act or process of using words, sounds, signs, or behaviors to express or exchange information or to express your ideas, thoughts, feelings, etc., to someone else
  4. 4.  Think of an example or time when you may have used business writing ◦ This could be at work or extracurricular activities   You will have 1 minute to think of an example 2 volunteers to share their examples
  5. 5.  Where would you like to work? ◦ Several thousand employees in many different organizations were asked if they would recommend their company to prospective employees. ◦ Overall, 66% said that they would. Among those employees who believed that their top management strives to live by the company’s stated ethical standards, the number of recommenders jumped to 81%. ◦ But among those who believed top management did not follow the company’s stated ethical standards, the number was just 21%.  The importance of ethical business communication starts from the top down
  6. 6.  We must first ask the question why – why is effective, ethical business communication ◦ Many organizations are implementing policies and procedures to encourage an ethical culture  Ethical dilemmas can happen anywhere ◦ Inflated sales numbers ◦ Experience someone doesn’t have listed on a resume ◦ Plagiarism for a report  When in doubt – check back to ensure you are following your company’s ethical standards
  7. 7.  Importance of Professionalism in the Workplace ◦ The face of the workplace is constantly evolving as one generation begins to retire and another moves up to take its place.   Professionalism is when a person conforms to the technical and/or ethical standards of his/her profession. A professional is courteous, conscientious, and generally businesslike in his/her workplace.
  8. 8.  What can you do to increase professionalism in the workplace ◦ ◦ ◦ ◦ ◦ Attitude Dress Appearance Character Written & Verbal Communication
  9. 9.  Video ◦ Do's and Don'ts in a Professional Workplace
  10. 10.  Your Turn ◦ What is one thing you learned from the video? ◦ Discuss with your group a take-a-way that can be implemented into your organization.
  11. 11.   Culture - complex systems of values, traits, morals, and customs shared by a society Why? ◦ Many Fortune 500 organizations have operations overseas. ◦ According to McKinsey & Company US multinationals accounted for 23 percent of US private sector GDP (or value added) in 2007, although they only make up less than 1% of companies in the US.
  12. 12.  3 Elements ◦ Tone (30%) ◦ Verbal (10%) ◦ Non-verbal (60%)
  13. 13.  Intercultural communication is easier than we may think ◦ 90% of communication is non-verbal ◦ Importance of choosing the correct communication channel ◦ Avoiding ethnocentrism; believing own race is superior when communicating interculturally ◦ Understanding how cultures communicate  In Western cultures, silence is perceived as negative
  14. 14.  Learn foreign phrases ◦ Example: Hello (English), Guten Tag (German), Konnichiwa (Japanese), God dag (Norwegian)     Use simple English Speak slowly and enunciate clearly Observe eye message Encourage accurate feedback
  15. 15.     Check frequently for comprehension Accept blame Listen without interrupting Smile when appropriate ◦ Roger Axtell, international behavior expert, calls the smile the single most understood and useful form of communication in personal and business transactions  Follow up in writing
  16. 16.  According to Forbes ◦ Put metaphors on the back burner ◦ Use simple concrete language ◦ Omit needless words ◦ Stay active ◦ Use English ◦ Curb your enthusiasm ◦ Match your subject to your pronoun and verb ◦ Limit your use of adverbs ◦ Know when to use ―that‖ and ―which‖ ◦ Don’t confuse ―affect‖ and ―effect‖
  17. 17.  Twitter, Facebook, Wikipedia, Instagram etc. ◦ We live in a society of real time communication.
  18. 18.  79% of companies use or planning to use social media, although only 12% feel they are using it effectively  What is your company doing right now?
  19. 19.  Electronic Messages ◦ ◦ ◦ ◦ ◦ ◦ ◦  Benefits ◦ Quick response ◦ Can be short ◦ Ability to be organized E-mail Instant messaging Text messaging Podcast Blogs Wiki’s Social Networking  Did you know? ◦ 21% of companies have been ordered by courts to surrender employee email.
  20. 20.  Positive messages are straightforward requests, replies and goodwill. ◦ Can be direct because they carry nonsensitive, routine information  Writing positive messages is broken into 3 phases  Phase 1 ◦ Analysis, anticipation and adaptation  Phase 2 ◦ Research, organization and composition  Phase 3 ◦ Revision, proofreading and evaluation
  21. 21.  Phase 1 ◦ Answer the who, what, where, when, why and how?  Phase 2 ◦ Gather your information, research and compose your drafts.  Phase 3 ◦ Revise, review, repeat  Note – ensure that you are using the correct communication channel for your positive messages
  22. 22.  Negative messages are difficult to write because the audience is being told exactly what they don't want to hear. ◦ ◦ ◦ ◦ ◦ ◦  Buffer the opening Cushion the bad news Be empathetic Provide reasons Avoid negative words Close pleasantly Have you ever to write a negative message? ◦ 1 person share an example of a negative message they are to write.
  23. 23.  Best practices for a business presentation ◦ Nick Morgan; CEO, Public Words Inc. ◦ 5 Steps to create an audience centered presentation      Find a story to tell Draw them in quickly Explain the threat Outline the solution Give them an action step
  24. 24.  Video ◦ Create an Effective Presentation - Harvard Business Review
  25. 25.  Take away – now what? ◦ Think about a time that you had to present a topic you were not that familiar with? How did you prepare? How did the presentation go?
  26. 26.  Proposals are written offers to solve problems, provide services or sell equipment. ◦ Most proposals are external  Informal proposals – 6 components ◦ ◦ ◦ ◦ ◦ ◦ Introduction Background, problem and purpose Proposal, plan and schedule Staffing Budget Authorization request
  27. 27.  Formal proposal – special components ◦ ◦ ◦ ◦ ◦ ◦ ◦ Copy of the RFP Letter of transmittal Abstract or executive summary Title page Table of contents List of illustrations Appendix
  28. 28.  First Data Corporation states ◦ For too long, the RFP process has inhibited state agencies in two critical ways: it discourages successful and potentially valuable vendors who don’t want to compete on price, and it stifles creativity by requiring conformity to preconceived ―solutions.‖ ◦ Adapting RFP processes to include considerations such as innovativeness, strategic value propositions and cultural fit can greatly improve outcomes—both in the RFP process itself and in the eventual project results for state agencies.
  29. 29.  Andrew Burke, Professor at Cranfield School of Management in the UK states ◦ ―the essence of business planning is how you approach the task. It is not either to plan or not. The best business plans take both the information gathering and the formal plan approaches together. Ultimately a plan is not so much about trying to predict the future with pinpoint accuracy, it is a plan about how to be adaptable, how to sustain the business and how to develop it towards exploiting the target market opportunity.‖
  30. 30. Thank you