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Best Practices in Business Writing and Communication by Jolynne Dziengel
- 1. Jolynne Dziengel ORG 536– Contemporary Business Writing and Communication Colorado State University – Global Campus Dr. Brian Neff March 2, 2014
- 2. Communication is thebackbone to a successful business. Businesses must be able to communicate globally with customers, employees, and suppliers. Lets take a look at the top business writing and communication practices!
- 3. Effective Communication • Understand howinformation flows within organization • Understand best uses of oral and written communication • Understand communication barriers Different reference points Lack of language skills Distractions
- 4. Ethical Communication • Are youbeing ethical? Ask yourself these questions: Is the action legal? How would the other side see the issue? What are the alternate solutions? Can the issue be discussed with a trusted source? How would you feel if your friends or family learned of your actions?
- 5. Goals of ethical communication •Abide by the law • Tell the truth • Be objective • Communicate clearly • Use inclusive language • Give credit where credit is due
- 6. Create effective teams: Keep groupssmall Team must agree on a purpose Team must agree on procedures Members must be respectful of others Members should demonstrate effective communication techniques • Encourage collaboration not competition • • • • •
- 7. Tips for conducting successful meetings: •Start on time • Only schedule necessary meetings • Invite only necessary participants • Participants should arrive early, be prepared, contribute respectively and don’t interrupt others
- 8. Basics of good listeningskills: • Control external & internal distractions • Be an active communicator/participant • Separate facts from opinions • Don’t interrupt others • Ask clarifying questions • Paraphrase information received • Take notes to improve retention
- 9. Individual qualities that show professionalism •Speak clearly and concisely • Written correspondence must have proper grammar and sentence structure • Be mindful of personal email names and social networking site content
- 10. Understand cultures and customs: •High context or low context culture • Clear policies regarding different cultural business customs Actions to avoid: • Stereotypes • Prejudices • Generalizations
- 11. Diversity • Creates improvedwork teams • Brings new ideas to the group • Enhances problem solving • Reduces group think Embrace Diversity!!!
- 12. Oral Communication • Learn foreignphrases • Use simple English and speak slowly • Encourage and listen to feedback • Check for comprehension • Accept blame • Document discussions
- 13. Written Communication • Consider localstyles • Observe titles and rank • Short sentences and paragraphs • Correct grammar • Check number styles • Match tone and style of receiving party
- 14. Use 3x3 writing process •Pre-write • Write • Revise Communication • Email • Formal letter • Fax channel selection
- 15. Anticipate audience reaction • Striveto be positive • Always be courteous • Never use biased language Maintain high ethical and legal standards • Protect personal information • Know copyright laws
- 16. Conduct research • Formal researchmethods Investigate sources Conduct experiments • Informal research methods Surveys Interview target audience • Brainstorming
- 17. Teams and group collaboration •Best used for: Large projects Short deadlines Expertise is needed • Creates a better end product Broader scope of ideas Improved solutions/problem solving
- 18. Tools for group communication •Email • Blogs and Wiki’s • Discussion boards Finalize document • Revise for clarity • Design readable document • Proofread
- 19. Email • Always usethe subject line • Use proper greeting • Short, concise and usually 1 topic • Closing to recap message • Include signature block Name with contact information Organization
- 20. Instant messages/Text messages • Confirmallowable • Use proper grammar • Keep message very short – limit to a specific question or statement Podcast, Wiki and Blogs • Disseminate information • Access point for market research
- 21. Social Networking • Bonuses Easyway to make announcements Improve employee communication Promote new products or services • Draw-backs Must be mindful of what is posted as it reflects directly back to organization
- 22. Positive Messages • Use directorganizational style • Focus on the news being conveyed Negative Messages • Deliver with sympathetic tone • Choose wording carefully • State rationale • Best received in person
- 23. Choosing a communication style •Direct communication style Use for positive or negative messages Use if negative message is: Not personally damaging Message may be overlooked Receiver prefers direct communication
- 24. Choosing a communication style •Indirect communication style More challenging than direct style Best used if Negative message is upsetting Potential for hostile reaction Customer relationship is threatened New is unexpected
- 25. Ensure clear communication • Understandmaterial, purpose and goals Visually appealing • Text stands out • Not overly colorful • Font between 24 and 36 • Use templates
- 26. Use visual aids • Maps •Photographs • Diagrams or charts Information availability • Hot links to websites, charts and videos Distribution • Publish to internet or intranet site
- 27. Informal reports • Short reportsor memos • Describe periodic, recurring or non- recurring events • Used to track organizational progress • Used in decision making
- 28. • Two typesof informal reports Analytical Create through reasoning, present conclusions and recommendations Informational Summaries Activities report on regular intervals Special needs or problems
- 29. Formal Reports • More detailthan informal report • Presented to senior leadership • Used to respond to outside agencies
- 30. Proposals are: • Written offersfor work • Written offers for good or services • Suggestions to solve a problem Two types of proposals • Solicited proposal • Unsolicited proposal
- 31. Plans • Used togain financial backing for a new business venture • Very detailed • Indicate aspects of business operations • Usually include: Executive summary & mission statement Company and product descriptions Market analysis and financial reports
- 32. Slide presentation canbe found at: www.Slideshare.net Questions or comments?