BEST PRACTICES IN BUSINESS WRITING AND

COMMUNICATIONTara N. Williams

ORG536-Contemporary Business Writing and CommunicationColorado State University-Global Campus

Dr. Robert Olszewski

Introduction

Communication impacts business results

Effective communication saves money

Effective communication builds relationships

(Fusion, 2014)

Effective and Ethical Business Communication

Flattened Management Hierarchies

Smaller gap between management and workers

Better response time to market changes

More workers need communication skills

Expanding Team-Based Management

More employee involvement in decision-making

Employee empowerment

Cross-functional teams have challenges

(Guffey & Loewy, 2011)

Innovative Communication

Provides faster communicationProvides additional communication channelsEnables team members from various locations

Benefits of Ethical Behavior

Enhanced trust

Increased awareness of personal behavior

Promotes accountability

(Guffey & Loewy, 2011)

Goals in Ethical Business Communications

Respect the law

Be Honest

State facts

Be Objective

Clarity

Language

Give credit

(Guffey & Loewy, 2011)

Overcoming Communication Barriers

Obstacles

Bypassing

Frame of Reference

Language and Distractions

Solutions

Anticipate problems

Arrange ideas strategically

Listening and paraphrasing

(Guffey & Loewy, 2011)

Professionalism in the Workplace

Conflict Resolution Listen

Ask Questions

Show concern

Common ground

Problem-solving options

Fair agreements

(Guffey & Loewy, 2011)

Professional Etiquette

Be polite

Sincerity

Be discreet

Do not criticize

Respect

Set an example

Consideration for others

Keep calm during conflict Agree to disagree

(Guffey & Lowey, 2011)

Intercultural Business Communication

StereotypesStereotypes hide true identities and capabilities

Stereotypes negatively affect managerial decision-making

Stereotypes negatively affect work performance

Stereotypical behavior leads to increased turnover

(Chinn, 2014)

Strategies to Reduce Stereotypes

Implement policies and procedures

Learn State and Federal laws

Provide diversity training

Get management involved

(Mayhew, 2014)

Steps to Achieving Successful Intercultural Communication

Learn the

culture

Watch Body

Language

Feedback

Be Simple and Clear

Show Respect

(Guffey & Loewy, 2011)

Writing Tips for the Business Professional

3-x-3 Writing Process

Prewriting- analyze, anticipate, adapt

Writing- research, organize, compose

Revising- revise, proofread, evaluate

(Guffey & Loewy, 2011)

Pre-writing

Identify purpose

Select channel

Anticipate the audience

(Guffey & Lowey, 2011)

Writing

Research information

Organize content

Compose the communication

(Guffey & Loewy, 2011)

Revising

Revise for clarity

Proofreading

Evaluate effectiveness of message

(Guffey & Loewy, 2011)

Electronic Messages and Digital Media

E-mail

Instant Messaging

Text Messaging

Podcasts

Blogs and Wikis

Social Networking

(Guffey & Loewy, 2011)

Positive and Negative Messages

PositiveRequest and response messages

Instruction messages

Direct claims

Goodwill messages

International messages

(Guffey & Loewy, 2011)

Positive and Negative Messages

NegativeRefusing requests

Delivering bad news to customers

Delivering bad news internally

Delivering bad news in other cultures

(Guffey & Loewy, 2011)

Business Presentations

Oral Presentations

Organize for Impact

Summarizing

Build Audience Rapport- Imagery, signposts, messages

(Guffey & Loewy, 2011)

Business Presentations

Multi-media Presentations

Use 3-x-3 writing process

Use Eight Steps Process

(Guffey & Loewy, 2011)

3-x-3 Writing Process in Multi-Media Presentations

Analyze the situation

Know the audience

Adapt text/color

Pre-writing Research

and organize

Template selection

Make things fun

Research

Revisit

Revise

Proofread and evaluate

(Guffey & Loewy, 2011)

Eight Steps to Making a Powerful Multi-Media Presentation

Start with the

text

Back-

ground

& fonts

Images Graphics Special Effects

Hyper-

links and engaging

(Guffey & Loewy, 2011)

Effective Delivery of Multi-Media Presentations

Test

Equipment

Re-

hearse

Prepare

Awareness

Body

Language

Check

Lights

(Guffey & Loewy, 2011)

Business Reports, Plans, and Proposals

Formal ProposalsLonger in length

Contains graphs and charts

Contains sensitive information

May cover legal issues

Contains pertinent business information

(Orr, 2013)

Business Reports, Plans, and Proposals

Informal Proposals

Short

No sensitive information

Before and after

meetings

(Orr, 2013)

Business Reports, Plans, and Proposals

Business Plans

Executive summary

Company description

Market analysis

Operations and Management

Financial Analysis

Appendixes

(Guffey & Loewy, 2011).

Business Reports, Plans, and Proposals

Formal Reports

Thorough analysis

Lengthy

Help decision makers

(Guffey & Loewy, 2011)

Conclusion

Ethical

Educated

Professional

References

Chinn, D. (2014). Effects of Cultural Stereotypes in the Workplace. Retrieved

from: http://smallbusiness.chron.com/effects-cultural-stereotype-

workplace-19193.html

Guffey, M., & Loewy, D. (2011). Business Communication: Process and Product

(7th Ed.). Independence, KY: Cengage Learning.

Fusion, J. (2014). Why Effective Communication is Important for Businesses.

Retrieved from: http://smallbusiness.chron.com/effective-communication-

important-businesses-1399.html

References

Mayhew, R. (2014). How to Reduce Workplace Stereotyping. Retrieved from:

http://smallbusiness.chron.com/reduce-workplace-stereotyping-

11114.html

Orr, M. (2013). Formal vs. Informal Business Proposals. Retrieved from:

http://petrolengineering.com/formal-vs-informal-business-proposals/