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ORG 536 Week 8 final
- 1. Best Practices In Business Writing & Communication Kyle McKnight CSU Global Campus Robert Olszewski November 20th, 2013
- 2. In the business industry today, it is imperative to have strong communication skills. Having a full grasp of this concept is understanding that how you say and present information, is just as important as the information itself. This presentation will highlight eight key points in the business world and how to effectively communicate in each situation.
- 3. Effective and ethical business communication Listen Breathe Say “I” (Own the communication) Separate facts vs Opinions (Walsh, M. 2011)
- 4. Cont. Be aware of emotions Be aware of needs and values Ask for what you want Body language (Walsh, M. 2011)
- 5. Professionalism in the workplace Maintain Formality Show respect Empathy and patience (CSU Global, 2013)
- 6. What do you think?
- 8. Cross culture communication Cross culture communication is something that happens when two people from different cultures have communication, and the meaning behind the context is understood on both ends.
- 9. Multiculturalism “The study of appreciating diversity among people is known today as multiculturalism" (CSU Global, 2013, p2)
- 10. Writing business tips for the professional Writing can take many forms in the business industry. From formal presentations to informal emails. The key to success in the professional world is to follow three simple steps.
- 11. Prewriting Writing Revising (CSU Global, 2013, p1)
- 12. The use of electronic messages and digital media for business communication Communication Social networks Target audience Professionalism (Morozan, Enzache & Purice, 2012)
- 13. Positive and negative messages Positive Negative Neutral
- 14. Business presentations Preparation Organization Audience rapport Visual aids Delivery (CSU Global, 2013, p3)
- 15. Preparation Prepare, prepare, prepare Study the material Understand what it is you are reporting on Rehearse the final product
- 16. Organization Organization Research Collaborate Template
- 17. Audience rapport Know your audience Maintain eye contact Speak clearly Time management (Knapp, 1968)
- 18. Visual aids Be selective Add accordingly Don’t over do it Knapp, 1968)
- 19. Delivery Practice Hand gestures Physical appearance (Knapp, 1968)
- 20. Business reports, plans and proposals Having the necessary skills to research, plan, write and deliver will play a major role in your success in the business world.
- 21. Reports Informal Analytical Formal (CSU Global, 2013)
- 22. Plans Purpose Time Funding Desired result (Kruse, 2013)
- 23. Proposals Know your client Determine what the expectations are Focus on main goals (Quittel, 2002)
- 24. Conclusion With all of this having been said, there is no substitute to good old fashion hard work. As long as you put your best effort forward and give everything you have to the writing and presentations that you prepare the end result will show for itself
- 25. Reference Colorado State University-Global Campus. (2013). Module 2 – Contemporary business writing and communication [Blackboard ecourse]. In ORG 536 – Intercultural communications (p. 1-3). Greenwood Village, CO: Author Colorado State University-Global Campus. (2013). Module 3 – Contemporary business writing and communication [Blackboard ecourse]. In ORG 536 – The writing process (p. 1). Greenwood Village, CO: Author Colorado State University-Global Campus. (2013). Module 6 – Contemporary business writing and communication [Blackboard ecourse]. In ORG 536 – Research basics and business presentations (p. 3). Greenwood Village, CO: Author
- 26. Reference Colorado State University-Global Campus. (2013). Module 7 – Contemporary business writing and communication [Blackboard ecourse]. In ORG 536 – Informal and formal business reports, plans, and proposals (p. 1-3). Greenwood Village, CO: Author Knapp, M. L. (1968). PUBLIC SPEAKING IN BUSINESS AND INDUSTRY: POLICIES, PUBLICATIONS, AND PUBLICITY. Journal Of Business Communication, 5(3), 3-10. Kruse, J. (2013). Dialogue about business plans. Corridor Business Journal, 10(3), 13. Morozan, C., Enache, E., & Purice, S. (2012). COMMUNICATION BY MEANS OF THE NEW SOCIAL NETWORKS. Annals Of The University Of Oradea, Economic Science Series , 21(2), 855-860.
- 27. Reference Okoro, E. (2012). Cross-Cultural Etiquette and Communication in Global Business: Toward a Strategic Framework for Managing Corporate Expansion. International Journal Of Business & Management, 7(16), 130-138. doi:10.5539/ijbm.v7n16p130 Shackelford, R. L. (1996). Student portfolios. Technology Teacher, 55(8), 31. Walsh, M. (Director). (2011). Communication Skills Training [Slide program]. United Kingdom: You Tube.
- 28. Reference Quittel, F. (2002). BUSINESS CAREERS. Computerworld, 36(9), 42
Editor's Notes
- Being able to listen to what people have to say can sometimes be more important than what you have to say. If you are only thinking about what you will are going to say next you may miss key points that you need to address, and the entire conversation has shifted and your still in a different gear. Breathe, this is very important when communicating, especially for some that have a fear for public speaking. If you feel your self tensing up and becoming short of breath, slow down and take a deep breath. Not only will this help you relax but it will help with the delivery of what you have to say. Say “I” and own the communication. Make it easy for other to understand what it is your saying. Avoid using terms such as one and many, while this is good writhing practice for different styles, when physically communicating it is important that others can follow what you are saying and know that it is you that they need to focus on. Separate facts from opinion. When dealing with people in general and especially in the work place either as a fellow co-worker or a supervisor, it is important that you separate fact from opining. When the situation calls for it, obviously there is a time and place for opinion, but when presenting information it is important to present the facts first then follow up with opinion if needed.
- Being aware of others emotions is an important part of effective communication. Understanding what the person your speaking to is feeling can greatly change the way the conversation proceeds. This is something that can take years to master and some people can never be read in the end, it all has to do with the fact that you are aware and make changes accordingly. Become aware of others needs and values. This will prompt you in the way to speak and present information to others. Depending on who you are speaking to there can be a great deal of difference in culture, knowledge, and overall understanding of the topic at hand. This is where becoming aware of the needs and values of the audience can make or break a conversation. Asking for what you want can get you a lot further than hinting around the topic. Making it known what it is that you want will show that you are not afraid to go after your goals. Also the idea that being straight forward with someone makes it easier for them to understand you and will avoid confusion. Last and some what most important is body language. Get a feel for people and understand what the differences in body language are. Make a point to observe these subtle clues that someone is getting tired, or that they are loosing interest. This will help save a conversation or presentation.
- Maintaining formality will prove to be the one area to focus on. Some people may find that this takes more work than others, but the key factor is to try and keep it business related. There are times where work and play can co-exist but for the majority of the time formal conversations must remain in that context. Show respect for others. This is something that should not be new to most people. Not only in the business world but in everyday life. When dealing with coworkers, supervisors and anyone in between, respect will get you a very long way in any level of the corporation. Empathy and patience is something that can be another one of those hard to grasp concepts. Many people feel that they understand how to empathetic but most of the time they come off as sarcastic or cold. Having the ability to care and understand something that you may not agree with can be a challenge, but will prove to be a effective communication tool.
- Time to ask the group what they feel are other areas of professionalism in the workplace. Other areas if not brought up would be Professionalism, respect for self and respect for others, problem solving perseverance.
- This is something that is very important in the business industry. Especially in the world market that many organizations work in and around today, the chances that communications being exchanged between yourself and someone of another culture are very likely. Having a understanding of how to properly and effectively communicate to other cultures will further your professional resume.
- No matter the circumstance these three tips will help you remain professional in the business world. Pre write what you are planning to speak about. Once this step is out of the way you will have a better grasp at what it is you are trying to accomplish. You will be able to see what you are thinking and may go a different direction. Write, write out what you want to say in your best version possible. This will give you a good base to start your final polishing step. Revise, this is a step that many skip over and can cost them points in the agreeance department. Revise before you deliver this is something that should be done no matter how seasoned the writer, just for the mere fact that in today's world with technology there is always the chance for computer or even human error when typing.
- This is where we break down the different areas of using digital media and their effects in the business industry. Communication with the aid of digital and electronic media has changed the way we conduct ourselves on a day to day basis. From writing a report and sending it in the mail, to faxing and now instant messenger and text messaging. The use of digital media has shaped the way businesses communicate amongst themselves and their consumers. Using cites like facebook and twitter are ways that companies like Walmart utilize the industry and connect with their customers. They also communicate back and forth with other employees through these links. Social networks can range from again Facebook, Twitter to even YouTube, where people post videos on a main cite that are placed in a searchable database by category. This is something that is changing the business world all together. In today's high tech right now mindset, many people turn to the internet prior to making any decision. With the use of links and connections, with a simple search of one or two words a product or idea can be found out of any company. Make sure you know your audience when using these devices. Not saying that some are not up to date, but there are some people out there that may know about one cite and not another. If this is something that may be an issue make sure to take the time to explain and relate the information to something that they understand. This will help them understand your information and better view your presentation. Always be professional, no matter the situation. Make sure to know your company policy and always act in accordance with that. When posting on social media cites make sure to always assume that someone is reading or watching and that your always remain professional,
- Positive and negative messages are something that is going to become accustom in the business industry and learning how to effectively communicate them both will prove to be a valuable tool. Positive messages are something that we all do on a day to day basis and don’t even realize we are doing it. When it comes to the business industry we must understand that there are formalities to be followed. Understanding that remaining professional throughout all of this is what will make a successful business leader. Using negative messages deals with notice of dissatisfaction or even notification of employment termination. When dealing with message we tend to think writing, in some cases there is a need to have face to face contact to try and show empathy for the situation. Having mastered the use of some of the prior skills, understanding how to approach someone with a negative message will become more easy than previous encounters. Neutral messages can be some of the most common forms of messaging we do as business professionals. From texts messages to emails, either sending or responding the content of the message is most likely to be neutral. This way of writing can pose it own set of complications, when dealing with someone who wants a direct response on a matter that you do not want to respond to may pose the opportunity to use a neutral message and answer the question but in a vague manner as to remain neutral. These are all ways that you can use messages to your advantage in the business industry.
- Prepare the presentation to its fullest. Makes sure that every aspect has been covered. Research what ever you are planning on reporting. This is a key step in the process to creating a great presentation. A full understanding of the material will make you sound educated and well versed on the subject matter. Lastly rehearse the final product. Go over the presentation and strive to present in a conversational tone. Make the audience feel as though you are just in a room having a conversation with them over coffee. No one wants to feel as though they are being lectured and this conversational tone will help ease the tension on both ends.
- The organizational portion of the project is sometimes the most difficult part. This is where you will take all of your ideas about what you could be reporting on and gather them all together. Research comes back into play here again and your findings will help guide you in the right direction towards your goal. Collaborate with colleges about what they feel should go in to the presentation as well as what research they may possibly already have on that topic. Get a template down for possibilities and how you might want to see them laid out. Organize your ideas in charts graphs etc. and when all this comes to a head you will eventually be able to use some of this preliminary research in your final draft.
- When presenting information make sure to know the audience. This is important because if the topic is not understood by a majority your point will not be made. Tailor your speech to the audience, and make sure that the content and context is appropriate. For example the speech you give to a group of employees at a loading dock of an organization will have a totally different context than that of a presentation to the upper level management and stock holders. Maintain eye contact, a good rule of thumb is to try and look at every individual in the audience for a few seconds that way they feel as though you are speaking directly to them. Speak in a clear and consistent tone and speed. You don’t want to speak to slow to bore people, but you also don’t want to rush through the information leaving your audience left confused or bewildered. Make sure to manage your time efficiently, if there are time constraints make sure to touch on all key points briefly and then go back and dive deeper into each one time allowing. Even if there are no constraints, make sure not to get stuck on one section for an extended period of time as some will feel frustrated and wanting to move forward.
- When preparing a presentation, you want to make it appealing to the eye. What you don’t want to do is clutter it up with a lot of worthless images. Make sure to be selective in what and how you use visual aids in your presentation and be sure that they fit the information being presented. Add and subtract accordingly, this is where some of the other skills of prepare and rehears will come in handy, because when you rehearse the final product in slideshow format, you may see things differently and what to add or subtract images. Don’t clutter your information with pictures, videos and other media. The visual aids are only there to supplement your hard work and research not shadow it, so be sure to use it only when necessary.
- You want to make sure that you practice once you have a polished presentation. This will allow you to run through the presentation several times to see what flaws may exist. Also you will be able to time your self to determine if you need to add or subtract information from the presentation. Use appropriate hand gestures. It is not uncommon for people to feel as though they need to over exaggerate speaking with their hands. This can become a distraction and some what bothersome for the audience. Try to speak as though you were one on one with each individual person in the room. Maintain the dress of the day, if your typical attire is business attire then there is no reason to stray, if the norm is casual then dress casual if need be. One thing that you can never go wrong with is being over dressed for any occasion, it is better to appear over prepared than under prepared.
- There are many different types of reports that may be required of you to draft as a business person, but the three that are the main styles are the informal, analytical and formal. Informal reports may be as simple as researching the amount of time each employee takes for lunch everyday to determine productivity. The actual report may be in the form of email, letter or just a face to face conversation of your findings. Any way it is delivered, profesionalism must be maintained. Analytical reports usually have research outlined, findings and them recommendations. These style reports are what the majority of managers report writing consists of. Having the right research and know how is what will make the difference between a good report and a not so good one. Make sure that these reports are wrote with fact finding evidence and not speculation. Some major decisions could be made from your findings. Formal reports are those that are influenced by progress and change. This style of report writing may be used to prepare documents or presentations for upper level management or stake holders of the organization. These must uphold the values of the company be suitable for the utmost scrutiny.
- When writing business plans, the first step is to determine the purpose of the business. This will help guide you in the right direction with the rest of the plan. Time management will be another factor in the plan. How much time do you have to write up the plan versus when do you want to have the plan finished. Funding for the business will be a key role in the plan itself. Understanding where the funding is coming from for the organization will need to be laid out in the business plan. And the desired result will be the conclusion to the plan. Where you want to see the organization in six months, one year, five years and so on. This is something that stakeholders want to see when going over business plans and will aid them in decision making.
- When writing proposals the main factor to take in to consideration is the client. Make sure you know your client, and understand what it is they want from you. Determine what it is excatly they want from you and your business. What their expectations are will help guide you in preparing your proposal. When drafting the proposal focus on the main goals of the client. Try to avoid adding your own ideas into the proposal, as this may lead them astray or even worse offend them to where they feel you think their ideas are not good enough. Stick to the basics, this will help make the process easier.