1. Best Practices
in
Business Writing
and
Communication
Crystal Bianco

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
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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
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158107%3Bhttp%253A%252F%252Fbigthink.com%252Fideafeed%252Fhow-to-master-the-business-meeting%3B568%3B306

4. Which Communication Channel Should
You Use?
Source: http://www.aegonmarketing.jp/Global/ADMS_JP/Other%20images_JP/Intergrated-channels-asia.png

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. 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. 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. Why is Professionalism Important?
 Ensures good performance
 Motivates Employees
 Team Spirit
 Maintains Communication
 Fosters positive workplace
(JWilliamsStaffing, n.d.)

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. 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. How Cultures Differ in Communication
Source: http://bestcareermatch.com/cross-cultural-communication

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. 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. 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. 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. 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. Projected Expansion in
Business E-Mail Usage
Source: http://www.versaiglobal.biz/wordpress/wp-content/uploads/versai-email-stat-img.jpg

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. 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. Business Presentations
 Know your audience
 Plan your presentation
 Less is more
 Define goals at the beginning of the
presentation
(Gallo, 2009).

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. 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. 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. 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. QUESTIONS?

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. 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/