Recommended
Recommended
More Related Content
What's hot
What's hot (10)
Similar to Best practices in business communication
Similar to Best practices in business communication (20)
Recently uploaded
Recently uploaded (20)
Best practices in business communication
- 1. Best Practices in Business Communication Jakob Hutter ORG 536: Option 1 Dr. Keith Pressey Source: https://www.ey.com/en_us/consulting/how-can-the-internal-audit-function-most-effectively-communicate-the-results-of-its-work
- 2. Introduction Importance of business communication to organizations and why discuss effective components of busines communication 01 Effective & Ethical Business Communication Components of business communication across given situations and generational divides. 02 Professionalism in the Workplace Indicators of business professional behaviors that are positive for the workplace culture and environment 03 Writing tips for the Business Professional Communicate concisely and effectively through informal and formal channels to enhance team effectiveness 04 Business Presentations Using the modality principle to enhance visual presentations and enhance speaker’s oral skills 05 Agenda Source: https://blog.bird-office.com/en/2017/07/26/optimize-note- taking-meetings/
- 3. Introduction • Communication – lifeblood of organizations • Effectively enables organizations to distribute information smoothly • Ineffective inhibits the organization to reach growth • 97% employees believe communication has an impact on tasks performed every day (Blue Source, 2020) • Digital age increases methods of communication • Assess best practices in business communication
- 4. Effective & Ethical Business Communication Effective Communication • Eliminate assumptions • Listen first, then speak • Ask questions • Be respectful • Nonverbal messages Ethical Communication • Relationship-building and responsibility • Top-down and across • Be respectful • Honesty • Transparency
- 5. Effective & Ethical Business Communication Generational Divides • Traditionalists • Face-to-face • Baby Boomers • Telephone • Generation X • Email • Millennials • Text/Instant Messaging Unethical Communication • Wells Fargo Scandal 2016 • Unethical communication • 2 million accounts established without customers’ consent • $185 million fine • Negative impact organizational image • Threatens all communication Source: https://fileman.csuglobal.edu/course_support/syllabi/ORG536_CV_Syllabus.pdfSource: https://fortune.com/2016/10/18/wells-fargo-sec-john-stumpf/
- 6. Professionalism in the workplace • Professionalism involves • Relationship-focused • Two or more people • Involves, trust, risks, and mistakes • People behaving appropriately for organizational success • Effective work habits • Professional image • Honesty and Integrity paramount
- 7. Professionalism in the workplace • Video Conferencing • Mute when not speaking • Ensure technology works • Be on time • Social Media • Personal and professional blur • Avoid reactive behavior • Limit over shareSource: https://www.computerworld.com/article/3535924/do-s-and-don-ts- of-videoconferencing-security.html
- 8. Writing tips for the business professional INFORMAL • Typically internal purpose • Short product • Personal tone • Types of informal reports • Memos • Letter FORMAL • External purpose • Long product • Research based • Neutral tone • Type of formal report • Analytical Report
- 9. Writing tips for the business professional PREWRITIN G ANALYZE ANTICIPATE ADAPT DRAFTING REVISING RESEARCH ORGANIZE COMPOSE REVISE PROOFREAD EVALUATE
- 10. Effective Business Presentation • 7-38-55 Rule • 7% face-to-face • 38% tone of voice • 55% facial expression • Material is relevant, well organized, and jargon free • Body language is relaxed • Voice is energetic, loud, clear – good pronunciation – not too fast or slow • Eyes address the audience • Dress/grooming is appropriate
- 11. Practice and Rehearse • Make mistakes and learn in a safe environment • If under time constraints, record and time yourself • Speak in conversational style • Talk with your audience, not at your audience • Make brief notes on the important, can’t miss information • Practice, practice, practice
- 12. References • Blue Source. (2020, May 14). 20 astonishing stats about business communications. https://www.bluesource.co.uk/20-astonishing-stats-business-communications/ • Morgan, L., Paucar-Caceres, A., & Wright, G. (2014). Leading effective global virtual teams: The consequences of methods of communication. Systemic Practice and Action Research, 27, 607-624. doi:10.1007/s11213-014- 9315-2 • Gallo. (2019, September 30). How to Rehearse for an Important Presentation. Harvard Business Review. https://hbr.org/2019/09/how-to-rehearse-for-an-important-presentation • Guffey, M. E., & Loewy, D. (2014). Business Communication: Process and Product (with Student Premium Website Printed Access Card) (8th ed.). Cengage Learning. • Hargreaves, A., & O'Connor, M. T. (2018). Collaborative professionalism: When teaching together means learning for all. Corwin Press. • Rosenthal, B. (2012, July 11). Making An Effective Presentation. Retrieved November 10, 2020, https://www.forbes.com/2010/02/24/effective-presentation-skills-leadership-careers- rosenthal.html?sh=17e58ae130cf • Zoltners, A. A., Sinha, P. K., & Lorimer, S. E. (2016). Wells Fargo and the Slippery Slope of Sales Incentives. Harvard Business School Press.
Editor's Notes
- Hello everyone! My name is Jakob Hutter and today I am going to be discussing a few best practices in communication.
- Today’s agenda will cover the following topics for us to discuss further: First, I will discuss briefly the importance of business communication and how this presentation will assess a few aspects of effective business communication. Next, I will go over the effective and ethical components of business communication across any given situation and across generational divides. Then, how business professional should conduct themselves in the workplace through teamwork, accountability, and ethical indicators. Following this, I will discuss a few writing tips, depending on the formal or informal writing requirements, to communicate concisely. Finally, I will explore some presentations skills and discuss how the modality principle will impact your performance
- If we think of organizations like the human body, communication could signify the veins that transfers blood throughout. Just as the heart pumps blood throughout our body in each vein, so to do effective business communicate from the top-down and across teams as a constant flow of data and information. Same true if blood clots form limiting blood flow, ineffective communication can cripple an organization to effectively grow and develop. According to Blue Source (2020) 97% of employees believe communication has an impact on tasks performed every day. However, with the advances of technology, communicating as developed to more means of communicating then ever before. The following I will discuss how you, as leaders in your organization, can improve your communication method and enhance your organizational success.
- [Click] The first item that we are going to discuss is effective and ethical communication. I want to present these to effective business communication components as they can be a determining factor into your communication skills. To have effective communication, you should look at maximize a few of these key components, which include the following: Effectively communication includes mitigating assumptions and focus on positive outcomes. Next, that when you communicate, practice active listening skills to ensure that you fully understand the message and ask clarifying messages to ensure you understand what is said. Of course, while we communicate, we are respectful, being mindful of our tone and ensuring we follow the golden rule. Last, but not least on effective communication is nonverbal communication. As studied by Morgan et al. (2014) makes a point that nonverbal communication is crucial for the development of trust and group cohesion, leading to overall higher performing and effective teams. Be aware of how you are communicating, even when you are not speaking. [Click] Now let’s transition and discuss ethical communication. It’s important to understand that without ethics in business communication, organizations can be crippled by internal and external stakeholders. Therefore, it is imperative to be aware that ethical communication is essential for relationship-building and responsibility of the organization to have ingrained into their corporate culture. As leaders, ethical communication starts with you and how you communicate to your subordinates. If you are ethical, your people will follow, and they will safeguard their peers as well in the process. I will reiterate also that being respectful is important to ensure you communicate thoughtfully and without prejudice towards someone’s perspectives and opinions, or in ways that are demeaning or hateful simply for who they are as a person. The last two points, honesty and transparency, are important as you communicate you want to ensure you are clear and truthful on what you are communicating. This happens only when we provide the complete picture, and not giving only the truth that we want others to hear or believe.
- Exploring generational differences can demonstrate how organizations can practice effective business communication. This balancing act, where the leader must assess the strengths and weaknesses across four generations in today’s diverse workforce must be managed effectively to keep the organization moving forward. Guffey and Loewy (2014) discuss today’s workplace communication channels, with face-to-face conversations being the richest medium to communicate with other people. As shown here, each generation as a preference to their communication style, but it is important to acknowledge that this is their only communication channel that they will communicate. [Click] Keep this in mind as organizations should be mindful of the Wells Fargo scandal in 2016 that people became aware of the unethical communication practices taking place. Zoltners et al. (2016) report that organizational goals were set to near impossible levels, and with jobs on the line, people began creating over 2 million accounts without the customers’ consent. This left the organization paying a $185 million fine to rectify the situation. Organizations that practices unethical communication will ultimately negatively impact the organizational image and drive internal and external stakeholders away, leaving behind an empty shell for others to pick up the pieces. And while it may seem to be that significant in the short term, the long-term effects can threaten any positive communication to continue.
- For business professionals looking to make a positive impact in their organization, it is important to first understand what professionalism is. Hargreaves and O’Connor (2018) define professionalism as the strong relationship between two or more people who have trust in each other with freedom to take risks and make mistakes. This prescriptive approach allows people to work together for a common goal. A couple ways to enhance your professionalism is to have effective work habits. This includes being organized and meeting suspense's accordingly. Another habit is to maintain a professional image, both in how we dress and how we portray ourselves online. Last, but not least, is to have personal accountability in our ethical behavior and being honest with others at all times.
- In the midst of COVID-19, many professionals are adapting to teleworking from home to ensure the safety of others. However, with this brings some channels of communication that may not have been heavily used in their organization. Two prominent ones to look closer at is video conferencing and social media. Professionals looking at utilizing video conferencing should be mindful of key factors that will make your next video conference more pleasurable. First, is to ensure people, including yourself, are muted when not speaking. This mitigates potential distractions on the person speaking and allows everyone else to pay attention. Another factor to consider is to ensure your technology is working effectively before a meeting is to take place. This avoids potential delays and allow the call to run more smoothly throughout. Lastly, be on time is crucial just as it is as when meetings are conducted in person. Being late to a video conference can be more noticeable to attendees based on the notifications that alert others of your presence. Another medium to discuss is social media. Maintaining a professional image online as you not only represent yourself, but the organization you work for as well. This can create a blur between the two dynamics if out of sync. A key component to avoid is to avoid reacting to issues, which could lead to online arguments that could potentially alienate others and create a negative perception of being a hothead. Lastly, avoid over sharing is key to maintain a professional image online. It may be awesome to share an awesome night at the bars with friends or a bachelorette party, but those images could detract from the professional image that could spill into your professional life. While social media can be a powerful tool to connect and engage with others online, being mindful of our behavior is important to consider.
- When it comes to writing as a business professional, it is important to understand the differences between informal and formal reports. Guffey and Loewy (2014) state informal reports are typically shared between team members that are short, concise and routine. On the other hand, formal reports will have more research based that will include data to support their position and allow other leaders to make informed decisions. It is important when writing, regardless of the report, that it is short and concise in order to have the most impact to the targeted audience. Professionals that can write effectively will create more opportunities for the individual and make an impression with their team.
- Another great tip for business professionals as it applies to written communication is to implement the 3-x-3 writing process adapted from Guffey and Loewry (2014). As shown here, this a 3-phase process that allows professionals to prepare any document effectively. The first phase is prewriting. This process involves analyzing your topic to find out what the purpose of your writing entails. You will then need to anticipate what your targeted audience already knows about the given subject so that you can adapt your communication style to best fit the needs of the situation. The next phase involves drafting your document. This phase begins with collecting data and information to help inform or persuade your audience. This phase is complete when you finish organizing your facts into a coherent argument and writing them down. The last, and most important phase involves revising. This phase is essential as it gives you the opportunity to edit and evaluate your work, correcting any mistakes as necessary before submitting the final product. By using the 3x3 writing process may be performed in quick succession, but business professionals will consider them all throughout the writing process.
- Effective business presentations will keep your audience engaged and enhance your overall presentation. Listed here are some key components to consider that culminate into an effective visual presentation. A concept to keep in mind is the 7-38-55 rule that originated from UCLA Psychology Professor Albert Mehrabian. His research on ow people communicate conclude that over half of our communication is done non-verbally (Rosenthal, 2012). Presenters should keep this in mind as they communicate while also ensure that the material is relevant to the audience. Combine these with an effective visual presentation will enhance your overall performance and create a positive impact with your audience.
- While much can be said on visual presentations, the most important thing to remember is to start and finish strong, as these are the moments in which your audience will most remember out of your presentation. Therefore practicing your delivery allows you the opportunity to make mistakes in a safe environment. According to Gallo (2019) that business leaders should look at implementing the 10 times improvement rule. Using these tips to consider when practicing and constantly practicing will ensure the actual presentation comes off smoothly, demonstrating your confidence in the subject material and able to anticipate questions that may arise.
- In conclusion, following these points that are best practices in communication that can enhance your effectiveness in your organization. Thank you for your time today, and if you would like more information on the topics of discussion today, here are references used.