This document discusses best practices for professional communication. It begins by introducing common costs of poor communication like misunderstandings and wasted time and resources. Effective communication can provide benefits like clear expectations and stronger relationships. The document then examines functions of organizational communication like informing and persuading others. It also outlines different types of business communication such as face-to-face, telephone, and written correspondence. Best practices are presented for each communication channel, including preparing for meetings, taking notes on calls, and using proper formatting in written documents. The document concludes by emphasizing choosing the best channel for the message and using clear, concise language.

1. Professional Communication Best practices and tips for enhancing business communication

2. Introductions Turn to someone next to you Share info at right In a moment, you’ll be asked to introduce the person to the group, giving the information they gave you Name, department, something I like about my job

3. Agenda Costs & Benefits Functions Types Oral vs. Written Best Practices Summary

5. Costs & Benefits

6. Costs of Poor Communication *barriers to communication: lack of communication skills, differing frames of reference, fear of reprisals, unclear/lengthy paths of communication, lack of trust, ambiguity Unclear expectations Misunderstandings Not communicating ideas & knowledge Wasted time & resources Bad relationships Slow skills development & longer to solve problems

7. Benefits of Effective Communication

8. Functions of Organizational Communication

9. Functions To inform To persuade To promote goodwill

10. Types of Business Communication

11. Types: Face to Face

12. Types: Telephone & Voicemail

13. Types: Written (personal)

14. Types: Written (formal)

15. Oral vs. Written

16. Advantages of Verbal More personal and motivating Minimizes misunderstandings Allows immediate response Easy, comes more naturally

17. Disadvantages of Verbal No written record May be inconvenient Can be forgotten

18. Advantages of Written Permanent record Convenient Easily distributed Can be revised/proofread

19. Disadvantages of Written Takes more time Provides no immediate response to either party Misunderstandings can arise from lack of body language/verbal clues

20. Activity Get up out of your seat Find someone you weren’t sitting next to Stand back to back Take turns commenting or recalling something we just discussed

21. Best Practices

22. Best Practices: Face to Face Prepare Ask for/be receptive to honest feedback Practice active listening

23. Best Practices: Telephone Be professional Take notes during call Before putting someone on hold, ask

24. Best Practices: Voicemail Check your messages regularly and respond in timely manner When leaving voicemail: State name and number Short message restate name and number

25. Best Practices: Written (personal) Subject line Greeting Spell check Bullets Avoid “texting” language

26. Best Practices: Written (formal) Appearance and format Clear language: simple & logical Concise and well organized Keep objectives in mind Make clear action you want taken

27. 10 Golden Rules of Social Media

28. Best Practices that Apply to All Choose best type for use – see table Use plain language Avoid jargon Reduce ambiguity Consider purpose/appropriateness of graphics

29. Summary & Review

31. Resources MGMT 254 Business Communications, Mary Ellen Guffey, (Columbia College Edition, 2008) Effective Communication: The essential guide to thinking and working smarter by Chris Roebuck (Amacom, 1998) 10 Golden Rules of Social Media by Aliza Sherman