This document provides an overview of effective business communication. It discusses the importance of selecting the appropriate communication channel based on the intended audience. It also outlines best practices for written communication, presentations, and delivering difficult messages. Throughout, it emphasizes the importance of professionalism, ethics, and cultural sensitivity in business interactions.

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
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