Org 536 portfolio project andrew bales 1

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Best Practices in Business Writing and Communication
Andrew Bales
ORG 536 - Contemporary Business Writing and Communication
Colorado State University - Global Campus

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Org 536 portfolio project andrew bales 1

  1. 1. Andrew Bales ORG 536 – Contemporary Business Writing and Communication Colorado State University – Global Campus Dr. Robert Olszewski November 24, 2013
  2. 2.    Communication is the transmission of information and meaning (CSU-Global, 2013) Professional promotions, hiring, or firing often depend on communication skills Communication skills crucial to organizational and employee success
  3. 3. Sender has idea Sender provides feedback to receiver Message developed Effective Communication Feedback provided to sender Message sent to receiver Message evaluated by receiver
  4. 4.   Ensuring the same understanding of words Recognizing the viewpoint of the receiver ◦ Identifying how they may react     Using proper language skills Avoiding interruptions Creating feedback from the receiver through questions (Guffey & Loewy, 2011)
  5. 5.      Ethics are the moral standards upheld by an organization (Guffey & Loewy, 2011) Abide by the law and tell the truth Communicate objectively and clearly Use inclusive language Establish credit for another’s work and provide reference to their work
  6. 6. Soft Skills Oral and Written Listening Communications Ability Non-verbal communication Teamwork Understanding of etiquette
  7. 7.   Crucial to organizational professionalism and success Teams forming more in today’s workplace ◦ Increases employee production and effectiveness (Guffey & Loewy, 2011)    Conflict – generates productive discussion Conformity – should be avoided Consensus – reflects thinking of all team members (CSU-Global, 2013)
  8. 8.   Organizations are increasing cultural diversity International expansion necessary for major organizations ◦ World marketplace expanding rapidly  Culturally diverse employees critical to organizational success ◦ Understand cultural differences ◦ Communicate effectively between cultures  (Guffey & Loewy, 2011)
  9. 9.   Communication between people of different cultures Successful organizations adapt to local language to conduct business ◦ Ensures respect and better understanding (CSUGlobal, 2013)  Understanding communication within different cultures allows organizations to be more effective and efficient (Guffey & Loewy, 2011)
  10. 10. Patience Verbal Communication Nonverbal Communication • Practicing empathy • Creates respectful environment • Learning phrases of local culture • Speak clearly and slowly • Maintain eye contact and appropriate facial expression • Listen without interrupting
  11. 11.  Writing strategy is essential ◦ Increases effectiveness ◦ Saves time ◦ Creates a clearer message  3x3 Writing process ◦ ◦ ◦ ◦ Prewriting Writing Revising (Guffey & Loewy, 2013)
  12. 12.   Most important step is understanding the audience Questions to ask about the audience ◦ ◦ ◦ ◦ ◦ Who? What is the relationship with audience? Reaction to message? Existing knowledge of the audience? (CSU-Global, 2013)
  13. 13.   Placing ideas down on paper – rough draft Need proper writing environment ◦ Limit distractions ◦ Establish appropriate time    Form the purpose Write with no reservation (CSU-Global, 2013) For more information on the writing process visit: https://owl.english.purdue.edu/owl/section/1/1/
  14. 14. Content - Only needed information - Ensure best message created Style - Rhythm and flow - Style compatible with audience Correctness - Edit for spelling, grammar, punctuation
  15. 15. •Why is the message being sent? Purpose Best •What do you want to achieve? •Importance of message and interactivity required •Amount of formality required and sensitivity of message Channel Faster Channels •Technology driving change •Cell phones, email, instant messaging
  16. 16.  Plays major role in customer relationships ◦ Easier to establish ◦ More ways to contact customer base (Guffey & Loewy, 2011)  Improves operation within organizations ◦ Offers competitive advantage  The way of communication inside organizations For more information on technology in the workplace, visit: http://www.insidebusiness360.com/index.php/what-is-theimpact-of-new-technology-in-the-workplace-6-30701/
  17. 17.   Create immediate and efficient communication channels Email ◦ Productive and instant communication  Instant Messaging ◦ Real time communication from any location  Blogs ◦ Used to present information and receive feedback
  18. 18.    Major use of the internet Provides advertising opportunity Generates customer interaction ◦ Receive feedback – good and bad  Place to respond instantly  (CSU-Global, 2013)   Helps brand recognition Promotes growth
  19. 19.  Most common messages in workplace Request and Reply Change or Adjustment Goodwill •Usually written in email, letter, or memo •Organized and detailed •Positives explained immediately •Maintain confidence throughout •Expressions of thanks, recognition, or sympathy •Selfless, precise, sincere, and short
  20. 20.  Difficult to deliver and craft ◦ Necessary in all organizations  Goals of communicating negative messages ◦ ◦ ◦ ◦ ◦ ◦ Clear and complete Professional Empathetic and sensitive to audience Be fair Maintain desire to have friendly relationship (Guffey & Loewy, 2011)
  21. 21. Direct Strategy  Negative message communicated initially ◦ Minor negative message ◦ Audience may overlook negative message ◦ When strength and firmness is necessary Indirect Strategy   Introducing negative message gradually Buffering with good news or message everybody agrees upon ◦ Negative message is personal ◦ Could create aggressive negative reaction ◦ Affects customer relationship ◦ Unexpected negative message
  22. 22.  Presentations major part of organizational growth and operation ◦ Quality speaking skills provide advantage ◦ A well developed presentation does the same  Three areas to focus on when developing a business presentation ◦ ◦ ◦ ◦ Preparation/Organization Audience Content (Guffey & Loewy, 2011)
  23. 23. Preparation Organization Understand your purpose Introduction gets the attention of the audience What do you want to achieve Body explains your main points Conclusion summarizes presentation
  24. 24.   Audience is a key component to presentation Know your audience ◦ Why are they interested ◦ How will they react ◦ What is the best way to establish the main points  Build rapport with the audience ◦ Analogies ◦ Personal stories that relate to audience ◦ Statistics relating to audience  Nonverbal messages make a difference ◦ Look and sound professional ◦ Be enthusiastic and maintain eye contact
  25. 25.  Visual aids spark interest ◦ Help get the point across ◦ Use of color and pictures ◦ Handouts after presentation    Adapt content to audience Use templates to add design Revise and evaluate content ◦ Ensures most effective presentation ◦ Proper organization
  26. 26. Informal   Typically email, memo, or letter Everyday business communication ◦ Progress reports ◦ Activity reports   Contain less amounts of detail Employee or customer surveys (Howard, n.d.) Formal  Well organized with significant detail ◦ Information obtained through extensive research and analysis   Developed to address problems and recommend solutions Presented to major decision makers (Guffey & Loewy, 2011)
  27. 27.    Plan a course of actions that will make a business successful Critical in obtaining financial support for a new business Should include: Description of business Product and/or services offered Analysis of desired market How business will operate and who will manage Financial analysis of cost, revenue, existing and needed capital ◦ (Guffey & Loewy, 2011) ◦ ◦ ◦ ◦ ◦
  28. 28.  Developed to provide products, services, or solutions ◦ Goal – generate growth   Detailed and exact documents Well organized ◦ Contain purpose, plan and schedule ◦ How proposal is executed ◦ Authorization of proposal
  29. 29.       Colorado State University-Global Campus. (2013). Module 1 – Effective, ethical and professional business communication [Blackboard ecourse]. In ORG 536 – Today’s changing workplace and communication in today’s organizations (p. 1-2). Greenwood Village, CO: Author. Colorado State University-Global Campus. (2013). Module 2 -Intercultural communications. [Blackboard ecourse]. In ORG 536 – The international workplace (p. 1). Greenwood Village, CO: Author. Colorado State University-Global Campus. (2013). Module 3 – The writing process. [Blackboard ecourse]. In ORG 536 – Writing (p. 3). Greenwood Village, CO: Author. Colorado State University-Global Campus. (2013). Module 4 – Workplace communication: Digital media and persuasive messages. [Blackboard ecourse]. In ORG 536 – Technologies enhance business communications (p. 1). Greenwood Village, CO: Author. Guffey, M., & Loewy, D. (2011). Business communication: Process and product. (7th ed.). Independence, KY: Cengage Learning. Howard, R. M. (n.d.). Reports. Retrieved from http://wrthoward.syr.edu/Handouts/reports.htm

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