Marks ORG 536 Business Communication Presentation Portfilio Project

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Transcript of Marks ORG 536 Business Communication Presentation Portfilio Project

Welcome

Cover1Ron Marks7/27/2014ORG 536Best Practices in Business Writing & CommunicationTitle page2The quality of your communication is the quality of your life.-Anthony RobbinsRetrieved from http://www.mytopbusinessideas.com/anthony-robbins-quotes/ Quote from Anthony Robbins3Presentation overviewGive a brief overview of the presentation. Describe the major focus of the presentation and why it is important.Introduce each of the major topics.

4Communication is the transmission of information and meaning from one individual or group to another.

Effective & Ethical Business CommunicationFigure 1. Communication. Retrieved from http://itsmyideas.com/wp-content/uploads/2013/04/best-communication-skills.jpg(Guffey & Loewy, 2011, p.13)

Definition of communication5The message itselfIntent of the messageBuilding relationshipsClarifying a messageMode of communicationThe right mode = the right situation

Effective & Ethical Business CommunicationFigure 2. Images of communication. (Purdy, 1999). Retrieved from http://www.nsf.gov/pubs/1999/nsf99128/start.htm(Bacal, 2014)Two parts of communication: message and mediaIt is important to select the right mode of communication for the right situation

6Sender and receiverNoise = break in communicationTone of communicationAccuracy of the messageMaintaining standard and consistent values Consider extent of information to share

Effective & Ethical Business Communication(Guffey & Loewy, 2011)Key dynamics in business communication:

Ahnow I understandEmphasis the following factors:Tone of communication conveying the message without being offensiveAccuracy of information providedMaintaining consistent values through out the organizationEspecially when dealing with ethical dilemmasUtilitarian approach7

Figure 3. Image of Communication pathways. (Spiglanin, 2012). Retrieved from http://tom.johnandrewrankin.com/2012/03/knowledge-has-to-be-shared-to-have-valueEffective & Ethical Business CommunicationSummary of communication pathway8Defined by US Department of labor, professionalism means: Professionalism in the workplacecommunicating effectively and appropriately and always finding a way to be productive. ("Professionalism," 2014)

Professionalism = responsible 9Business writing and communication requires professionalism (Orvi, 2014).Professionalism in the workplace

Figure 4. Professional vs. non-professional. Retrieved from http://www.top5percentincome.com/no-professionalism-no-promotionMaintaining professional behavior among co-workers is just as important as in front of management (Orvi, 2014).10Professionalism in the workplaceResponsibleEthicalTeam OrientedStrong Communication skillsProblem solverCharacteristics of professionalism

("Professionalism," 2014)Professionals in the workforce often exhibit these skills and traits 11Intercultural business communication(Caas & Sondak, 2014)Cultural sensitivityCultural understandingRespect for all culturesCultural communicationTodays global business environment must include:

Japan = $USA = OKRussia = ZeroBrazil = InsultRetrieved from http://www.docstoc.com/docs/124763486/CROSS-CULTURE-COMMUNICATION-MANAGEMENT---PowerPointICB is a necessity for best practices in business writing and communication be respectful of cultural differences

Must include:Cultural sensitivityCultural understandingRespect for all culturesCultural communication

12Intercultural business communicationFigure 5. Cultural greetings. Retrieved from http://beaconnews.ca/calgary/2011/11/how-culture-controls-communication/

(Kinsey Goman, 2011)Review information in quote13Writing tips for the business professional

Figure 6. Better Business Writing. Retrieved from http://terristurner.com/business-writing/7cs-of-better-business-writing.html Checklist for better business writing (Turner, 2014)Correct proofread for spelling and grammarConsistent make sure the content is consistent across all business mediums (i.e., website, e-mails, advertisements)Clear Use plain English remove jargon if possibleConcise omit unnecessary information. Readers decide whether to continue reading in the first 6 secondsCoherent Understand the information being presented and be ready for questionsComplete Be concise, but do not fail to provide enough information to avoid misunderstandingsCreative Experiment with different mediums such as PowerPoint Presentations and videos14Technology transformed the way businesses communicateCreated greater accessibility Faster communication Communicating through electronic and digital media

(Acevedo, 2014)Technology has transformed business communication15Technology made the world smaller and accessible

With the advancement of technology, the world be came figuratively smaller and more assessable16Types of modern business communication mediaSmartphones/PDAsSocial networking media/sitesElectronic messages (Email)Video ConferenceWorld Wide WebDigital media communication

(Burbary & Herman, 2013)Types of modern digital media outlets and devices include Smartphones, PDA, Facebook, LinkedIn, emails, internet, and video conferencing17 Rules when using EmailBe clear, concise, and accurateMaintain courteous and ethical standardsConsider minimizing sensitive information Use proper Email etiquetteUsing Emails for business communication

(Microsoft, 2014)Emails should be:to the pointpresented in courteous fashionwithhold sensitive information which can be encrypteduse proper etiquette not using all capital letters18Positive messages Positive and negative messagesAre easier to writeBe courteous, preciseStart with the main ideaConsider your target audienceConsider cultural and ethical issues

(Tulsaccprof, 2014) Positive messages are easier to write because readers are more receptive to good newsAs with any message, be preciseStart with the main objectiveKnow who the audience isBe conscious of cultural and ethical issues19

(Tulsaccprof, 2014)https://www.youtube.com/watch?v=152hRhl_x60YouTube video on providing positive messages20Positive and negative messages

Negative messagesMore challenging to write Nobody likes to hear NOConsider cultural and ethical issuesDirect or indirect approach can be usedDirect approach requires firmness(WillozConsulting, 2014) More challenging to write because the audience is unreceptiveNo one likes to be told No Again, be conscious of cultural and ethical issuesBe firm when using a direct approach

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(WillozConsulting, 2014)(WillozConsulting, 2014)(WillozConsulting, 2014)(WillozConsulting, 2014)(WillozConsultnig, 2014)

https://www.youtube.com/watch?v=f8Gs4rGAFKAWatch short video on delivering negative information22Negative messagesPositive and negative messages

DOShow empathyProvide reasonBuffer openingDO NOT

Use negative wordsDigress from topic(WritingCommons, 2014)Suggestions for conveying negative messages 23Establish credibility Set goalsUse supporting material Begin with powerful quotations or imagesAsk thought-provoking questionsUse attention grabbers

Business presentations(Theriault, 2013)

Establish credibility Set goalsUse supporting material Ask thought-provoking questionsBegin with powerful quotations or images

(Theriault, 2013)Figure 7. Presentation. Retrieved from http://www.spearhead-training.co.uk/sales/sales-presentation-skills.phpEstablish credibility up frontInclude goals early in the presentationUse supporting material liberallyBegin with powerful quotations or imagesAsk thought-provoking or rhetorical questionsMake startling statements or attention grabbers

24Business reports, plans and proposals

Informal reports Formal reports(Kokemuller, 2014)Used to share and exchange informationInformal reports: Generally require less organization, using first and second person style writingShort and ConciseDay-to-day information

Formal reports:Often requires lengthy organization, using third person style writingLengthyProvides analysis and recommendation25Questions?

ReferencesAcevedo, L. (2014). The advantages of email in business communication. Retrieved from http://smallbusiness.chron.com/advantages-email-business-communication-122.html Bacal, R. (2014). What are communication channels and why are they important?. Retrieved from http://work911.com/communication/channels.htm Burbary, K., & Herman, C. (2013). Understanding the digital media landscape. Retrieved from http://www.quepublishing.com/articles/article.aspx?p=2040823 Caas, K. A., & Sondak, H. (2014). Opportunities and challenges of workplace diversity: Theory, cases, and exercises (3rd ed.). Upper Saddle River, NJ: Pearson.Coster, H. (2010, May 3). Ten tips for better business writing. Retrieved from http://www.forbes.com/2010/05/03/better-business-writing-leadership-careers-tips.html Guffey, M. & Loewy, D. (2011). Business Communication: Process and Product (7th Ed.) Independence, KY: Cengage Learning.Kinsey Goman, C. (2011, November 29). How culture controls communication. Retrieved from http://beaconnews.ca/calgary/2011/11/how-culture-controls-communication/ Kokemuller, N. (2014). What is the difference between an informal & formal organization?. Houston Chronicle, Retrieved from http://smallbusiness.chron.com/difference-between-informal-formal-organization-18282.htmlMartins, A. (2014). 101 Anthony Robbins quotes that will motivate the hell out of you. Retrieved from http://www.mytopbusinessideas.com/anthony-robbins-quotes/ References27References cont.Microsoft. (2014). 12 tips for better e-mail etiquette. Retrieved from http://office.microsoft.com/en-us/outlook-help/12-tips-for-better-e-mail-etiquette-HA001205410.aspx Orvi. (2014, March 14). Professionalism leads to promotion [Web log message]. Retrieved from http://www