Portfolio paper org 536
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Transcript of Portfolio paper org 536
Devira BrunsORG536-Business Writing and CommunicationBrian NeffMay 4, 2014
Best Practices in Business Writing and Communication
Effective and Ethical business communication
Professionalism in the workplace
Intercultural business communication
Writing tips for the business professional
The use of electronic messages and digital media
Positive and Negative messages
Business presentations
Business reports, plans and proposals
Best Practice Topics
Ethical Communication Decision Making and Ethics
Doing it Right
Effective and Ethical Business Communication
Ethical Communication
Abiding the Law Truth Labeling
Opinions
Being Objective
Communicate Clearly
Inclusive Language
Giving Credit
The False Necessity Trap The Doctrine-of-Relative-Filth Trap The Rationalization Trap Self-Deception Trap The Ends-Justify-the-Means Trap
Decision Making and Ethics
Questions to keep in mind Is the action you are considering legal?
How would you see it looking in? Are there alternate solutions?
Is there someone to seek advice? What would family, friends and co-workers say?
Doing it Right
Listening in the Workplace Getting the Competitive edge
Professionalism in the Workplace
Superiors
Colleagues and
Teammates
Customers
Listening in the Workplace
Types of WorkplaceListening
Listening in the Workplace External and Internal distractions Be actively involved Separate facts from opinions Important facts Avoid interrupting
Ask clarifying questions Paraphrase to increase understanding
Capitalize on lag time Take notes
Be aware of gender differences
Appr
ecia
tion • Use polite
words• Sincere
appreciation and praise
• Don’t put people down
Confl
ict • Rise above
other’s rudeness
• Choose the high road in conflict
• Disagree agreeably
Surr
ound
ings • Respect co-
workers space
• Considerate when sharing space
• Selective in sharing information
Getting the Competitive Edge
Dimensions of Culture Effective Communication
Intercultural Communication
CultureContext Individualism
FormalityCommunication Style
Time Orientation
Dimensions of Culture
Successful Oral Communication in International Environments
Effective Communication
LEARN FOREIGN PHRASES
USE SIMPLE ENGLISH
SPEAK SLOWLY AND ENUNCIATE
OBSERVE EYE MESSAGES
ENCOURAGE ACCURATE FEEDBACK
CHECK COMPREHENSION
ACCEPT BLAME
LISTEN WITHOUT INTERRUPTING
SMILE
FOLLOW UP IN WRITING
Sele
cting
the
best
cha
nnel
Importance of the message
Feedback and interactivity
Necessity of a permanent record
Cost of the channel
Degree of formality desired
Confidentiality and sensitivity of the message
Writing tips for the professional
Anticipating the Audience Must visualize the audience How much time will be devoted to questions Tailor your words to readers and listeners Consider the secondary audience
Writing tips for the professional
Composing emails Analyze the four parts of an email
Subject line Opening Body Closing
Keep writing professional Emails are the digital equivalent to DNA evidence
Use of Electronics and digital media
Instant messaging and texting Avoid chit chat, know when to say goodbye Do not send confidential information Show patience by not blasting multiple messages Keep your presence status up to date Know your company’s policy
Use of Electronic and digital media
Podcast
Record one or a
Series
Download software
Publish and
distribute
Prepare and
practice
Organize the
message
Use of Electronic and Digital Media
Blog
Identify Audience
Craft Message
Do not use Unfitting
topics
Monitor site
Attract search
engines
Use of Electronic and Digital Media
Analysis, Anticipation
Adaption
Revision Proofreading
Evaluation
Research Organization Composition
Positive and Negative Messages
Three phasesto writing a positive and negative messages
Establish Goals for Communicating Negative News Be clear and complete Stay professional Be empathetic and sensitivity Be fair Maintain friendly relations
Positive and Negative Messages
Working with Disappointed Customers Strive to resolve the problem by
Reach out to customer Inform the customer of the situation Apologize Provide a resolution Guarantee of prevention Follow up with notes
Positive and Negative Messages
Gather all information
Prepare and
rehearse
Past Present Future
Take a Partner
Think about timing Be Patient
Positive and Negative MessagesDelivering bad news within the organization
Eight ways to a powerful presentation Determine the content Determine background and font Select images to help communicate message Use charts or illustrations to help convey message Use animation to grab attention Add hyperlinks Engage the audience Put presentation on the internet
Business Presentations
Improving Telephone and Voice Mail Skills Plan a mini agenda
Use a three point introduction Be brisk if you are rushed Be cheerful and accurate
Bring it to a close Avoid telephone tag
Leave complete voice mail messages
Business Presentations
Formal Proposals Used for bidding projects Longer in length than informal There are six components Provides a resolution Well written proposals win
contracts and business for companies
Informal Proposals Are presented in two to four
page letters There are six components Written to solve problems,
provide services and sell equipment
Can be solicited or unsolicited
Business Reports, Plans and Proposals
Business Communication and Writing has many aspects to be successful Understanding the audience can help with that success
Choosing the right forum to deliver the message Remaining professional when delivering the information
Wrap-Up
Guffey, M., & Loewy, D. (2011). Business communication: Process and Product (7th Ed.). Independence, KY: Cengage Learning
Reference