Frazier landkamer Best practices in business writing and communication
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Best Practices in Business Best Practices in Business Writing and CommunicationWriting and Communication
By:
Suzanne F. LandkamerPresented
to: Dr.
Bobby
Olszewski
November 22nd, 2013
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Employees with great communication skills:
Have the BEST CHANCE of being hired & Experience career advancement
Effective and Ethical Business Communication
Figure 4. Writing: A ticket to work… or a ticket out. (Source: http://www.collegeboard.com/prod_downloads/writingcom/writing-ticket-to-work.pdf)
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• HOW to communicate
• Listening skills
• Empathy
• Making Requests
• Emotional Intelligence
• Body Language
• Other verbal and non-verbal effective communication skills
Effective Workplace Communication & Communication Skills are Essential
Most Common Communication Problems
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Verbal & Non-verbal Oral & Written
Formal & Internal &Informal External
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Verbal and Non-VerbalVerbal communication methods may include meetings, in-person interviews, telephone
and video conferencing. Non-verbal communication includes numerous
modes of expression.Verbal communication allows people to assess nonverbal inferences and allows receivers of the communication to ask
questions and receive feedback while non-verbal communication can affirm the words
being spokenCHALLENGES: Language Barriers, Cultural Barriers, Contradiction of non-verbal cues
with verbal statements
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Written & Oral Communication
Written communication includes internal business memos, formal letters, informal letters etc. Written communication can
be delivered to multiple people at different locations and include visuals such as charts and diagrams. This also creates
a paper trail for important messages and can ensure with a signature, the receiving party has received documentation
Electronic communication includes email, web conferencing, social networking, company websites, text messages etcOral communication is any interaction that makes use of spoken words and include staff meetings, discussions,
telephone conversations and presentationsCHALLENGES: Sending information to the wrong recipient,
confusing email train, lost mail, language barrier, voice problems
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Formal and Informal Communication
Formal writings such as manuals, handbooks, bulletins and reports that will be read by stakeholders and the public. Many times formal writings are kept in the
organization’s archivesInformal writings such as notes, emails etc. that are meant to stay within an
organization. Sometimes referred to the grapevine, informal may contain unclear data
Figure 7: Formal and Informal(Source: https://sites.google.com/site/communicationskill4you/home)
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Internal and External Communication
Communication within an organization (internal) or outside of the organization (external)
External is how a business communicates with the public and internal informs upward or downward
within the organization
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Professionalism in the Workplace
Professionalism is based on many factors• How you dress, carry yourself, attitude, writing, interaction with others
• Adhere to your commitments, realize the sensitivity of the work you represent, treat everyone with respect, value the time and effort spent by others, always maintain ethical conduct, smile and put your best face forward, admit your mistakes, display competence, take a leadership role whenever possible, be polite in speech and body language (JWilliams, 2013)
• DO NOT: Gossip, Negative Attitude, Unprofessional body language, proper grammar and use of words
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Intercultural Business Communication
More and more businesses are operating outside the boarders of the United States of America
International businesses rely on employees who are skilled with intercultural communication
Important not to have ethnocentrism and be sure to practice empathy, patience, and be aware of your nonverbal communicationTry to bridge the gap and train or take classes on cultural diversity
and make sure you are aware of possible misunderstandings
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Writing Tips for the Business Professional
3X3 Writing Process
(Guffey & Loewy, 2011)
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Prewriting:Conduct an Audience Analysis
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Writing
Use all the ideas
from the
prewriting stage
Avoid writer’s
block
Be aware of the tone of the message, whether writing a memo, letter, report, or any business document
Use proper language, be concise and consistent, avoid slang and be aware of diversity
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•Correctness – proofread and edit
•Evaluate and make sure you achieved your purpose
•Content – include only what you need to, avoid all the fluff
•Style – looking for rhythm and flow – avoid run-on’s
RevisingThis is the time to make
improvements!
(Guffey & Lowey, 2011)
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Communicating Successfully Electronically
Know your company policies regarding internet and media
Figure 16:(Source: http://avtecmedia.com/images/blog/social-networking-logos.jpg)
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Business Email
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Business Texting and Instant Messaging
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Use the direct organizational plan where main idea is stated first followed by detailMost positive messages begin with the
good news firstMight receive these messages in email,
interoffice memos, business lettersExpected reader's response will be
positive or neutral(Newman & Ober, 2012)
Positive Messages
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Use the indirect organizational plan where you present the reason before the main ideaRecipients will not have a positive responseNeed to deliver news professionally with understanding
Need to decide if direct strategy (bad news not damaging) or indirect strategy (personally upsetting) is appropriate
People prefer to receive bad news in personA buffer can help with a smooth transition
(Newman & Ober, 2012)
Negative Messages
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Need to be written and presented effectively
To become an effective oral presenter requires: preparation, organization, visual aids, and delivery (Guffey & Lowey, 2011).
Know your audience
NEED TO DO:
Planning
Researching
Composing
Presenting
Business Presentations
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•Usually based on unique situations and produced one-time only
•The writer starts from scratch•Use the 3X3 writing process (analyze, research and revise)
Business Reports
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Business Plans
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Write clearlyMake a good argumentShow your personality
Use graphics intelligentlyDon’t oversellCatch typos
Always keep the reader in mind
Business Proposals
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Slide 2, Figure 4. Writing: A ticket to work… or a ticket out. (Source: http://www.collegeboard.com/prod_downloads/writingcom/writing-ticket-to-work.pdf)
Slide 7, Figure 7: Communication Skills (Source:https://sites.google.com/site/communicationskill4you/home)
Slide 16, Figure 16: Media Print (Source: http://avtecmedia.com/images/blog/social-networking-logos.jpg)
Guffey, M., & Loewy, D. (2011). Business communication: Process and product (7th ed.).
Independence, KY: Cengage Learning
Newman, A., & Ober, S. (2012). Business communication: In print, in person, online (8th ed.).Cincinnati, OH: South-Western College Publishers
JWilliams Staffing. (2013). Professionalism in the Workplace. Retrieved from
http://www.jwilliamsstaffing.com/job-tips/professionalism-in-the-workplace/
References