Final Project - ORG 536

1. Megan Peterson
Colorado State University – Global
ORG 536 – Contemporary Business Writing and
Communication
Dr. Robert Olszewski
January 31, 2014

2. * Employees must be able
to effectively
communicate internally
and externally to ensure
organizational success
* Utilizing written and oral
forms of communication
can help streamline
business processes
*

3. * Selecting the correct avenue of communication can
greatly increase time efficiency
* Communication is only effective if the intended
audience understands the message
* For example, if you send an email to a prospective
client and they do not utilize email or read the email
within the intended timeframe, the communication is
ineffective.
* Understanding what type of communication fits best
for the individual is part of the challenge
* As leaders, we must position ourselves to proactively
communicate with customers in an efficient manner to
drive business.

4. Telephone
Fax
Email
Avenues of
Communication
Text and
Instant
Messaging
Written
Face-to-Face
(Guffey & Loewy, 2011)

5. * Informal
* Simple format
* Utilized for internal communications
* Still follows business writing rules
* Formal
* Include research or analysis
* Detailed, well-organized
* Presented to key leaders or externally
Which fits your message?

6. Clarity
Concise
Connection

7. * Email
* Allows individuals quick, easy access to company
information and documents while they are not at their
primary workspace
* Instant/Text Messaging
* Effective communication tool for quick messages or
questions.
* Digital Media
* Social Networks – Facebook, LinkedIn, Twitter, Blogs
* Digital Media is a great tool to build excitement
around brand launches or recruiting
(Oleksak, 2013)

8. * Re-read and edit your email
* Make sure your message is clear and the intended reader
can easily understand the purpose and action plan
* Check your format to ensure the email flows and is
concise
* Check spelling, grammar, and punctuation
Your email needs to be a positive representation of the organization!

9. * Employers and hiring
managers can look at social
media to gain insight into
the character of an
employee.
* However, be careful not to
use the following
discriminatory information
to influence decisions
* Age
* Race
* Gender
* Sexual orientation
* Employee/Candidates
should be weary of what
information they post on
their personal
networking sites
* For example, a post
about partying or
extreme political views
might sway a potential
employer to feel you
would not positively
represent the
organization
(U.S. News, 2013)

10. Formal
* Depending on audience, a formal proposal includes a title
page, table of contents or index, research, illustrations,
graphs, and an appendix.
Informal
* An informal proposal is geared more towards internal
presentations. This type of proposal includes a brief
background, cost analysis, time analysis, and a plan of
action.
(Guffey & Loewy, 2011)

11. Introduction
Body
Conclusion
Executive
Summary
Recommendations
Go-forward
Strategy
References
(if needed)

12. Three Elements of Effective Presentations
Content
Delivery
Design
(Guffey & Loewy, 2011)

13. * Content
* Create an outline before putting your presentation
together to ensure clear understanding of your
message
* Design
* Keep it simple
* One concept per slide
* Eliminate unnecessary slides and information
* Use graphics, pictures, and graphs to assist in your
presentation, but don’t let them detract from the
purpose
(Guffey & Loewy, 2011)

14. * Aspects of Visually Engaging Slides
* Consistency is key
- maintain one design, font, and
background throughout the presentation
* Add special effects to enhance viewer’s experience
* Insert hyperlinks where appropriate to support
information in presentation
* Valuable when all viewers are not at the initial
presentation
(Guffey & Loewy, 2011)

15. Four Elements of Effective Delivery
Voice
Body
Language
Movement
Verbal

16. * Prepare for audience
questions
* Make sure you provide
accurate answers
* If you do not have the
answer, follow up with
the individual once you
find the answer.
* Do not read off the
slides
* Project your voice and
make eye contact
(Guffey & Loewy, 2011)

17. * Give explanations and details
* Written to encourage readers to
align towards common goal
* Uplifting, motivational
* When delivering a tough
message, talks about obstacles
and action plans instead of
negatives or doom
* Can be viewed as attacking or
personal
* Placing blame
* Provide minimal details or
information
* No future progress, instruction,
or goals
* Lacks constructive feedback
(Dijkstra et al., 2009)

20. * Remain calm and collected
* Stay fact based
* If you are emotional about the subject, draft the
email without sending it
* After giving yourself time to calm down, edit your
email to remove any emotion and ensure you are
conveying the right message.
* Leaving negative emotions in an email can cause
additional problems and fuel a situation, as
opposed to focusing on organizational goals.

21. * Right versus wrong
* Moral principles that influence
the decision making process
* Ensuring individuals and
organizations treat others
with respect and equally when
completing business
transactions

22. * Pooling ideas from a variety of
backgrounds and experiences is
beneficial to the organization’s
innovative culture.
* Leaders must remain open minded
to change and different ideas
* Embracing all cultures and focusing
our products on meeting all
consumer needs will help us grow.
* Be mindful in your communications
* What is acceptable in one culture
might be disrespectful for another
* Ignorance is not an excuse
(Glenn, 2003)

23. * Employers often look for
employees that have a high moral
compass, high work ethic, and
can be a positive representation
on the company long term.
* Good manners and a professional
demeanor are key indicators of a
good hire
(Robles, 2012)

24. * Top talent individuals should maintain their professionalism in
tough situations
* Responsible, respectful, and accountable are considered top
character traits for candidates at XYZ, Inc.
* Being a leader requires a positive attitude and a willingness to
help others
* What helps one of us, helps all of us
* Our organization encourages creativity and wants employees to
think outside of the status quo
* Learn from mistakes and catch errors early in the innovation
process
(Robles, 2012)

25. * Communication is an effective
business tool and can be used to
alleviate problems or time wasted
and increase business efficiencies.
* Employees must utilize the correct
avenue of communication to fit both
organizational and customer needs.
* Professionalism is a key driver for
success; therefore, individuals
should hold themselves to high
standards and showcase the
character traits most desirable by
employers.

26. Dijkstra, A., Schakenraad, R., Menninga, K., Buunk, A. P., & Siero, F. (2009). Selfdiscrepancies and involvement moderate the effects of positive and negative message
framing in persuasive communication. Basic & Applied Social Psychology, 31(3), 234-243.
doi:10.1080/01973530903058441
Employers may misjudge job applicants based on Facebook pages. (2013, 07). U.S. News &
World Report, 1. Retrieved from
http://search.proquest.com/docview/1428290991?accountid=38569
Glenn, D. J. (2003). Eliminating stereotypes in the workplace. Westchester County Business
Journal, 42(34), 4.
Guffey, M., & Loewy, D. (2011). Business communication: Process and product (7th ed.).
Independence, KY: Cengage Learning.
Oleksak, J. (2013). Social networking 2.0: How organizations are using social networking as a
competitive differentiator. Illinois Banker, 98(4), 26-27.
Robles, M. (2012). Executive perceptions of the top 10 soft Skills needed in today’s
workplace. Business Communication Quarterly, 75(4), 453-465.
doi:10.1177/1080569912460400