1.Business Writing and Communication Best Practices Sarah Smith Org 536 Business Writing and Communication Colorado State University Global Campus Dr. Robert Olszewski June 1, 2014

2. This presentation will help improve your business communication skills, by indicating various successful traits and how to avoid presentation pitfalls. Presentation Goal (Source: Google Images) 3. Overview Business Communication Professionalism Intercultural Communication Writing Tips Electronic Messages and Digital Media Positive and Negative Messages Business Presentations Business Reports, Proposals, and Plans 4. Various Forms of Communication Everyday Communication Verbally Non-Verbal Written Visual Business Communication Face to Face Email Social Media Meetings (Richards, n.d.) All of these forms help one express or exchange information about ideas, thoughts, or feelings. (Merriam-Webster, 2014) (Guffey & Loewy, 2011) 5. Effective Communication Be Direct Tell your employees what you want Do not leave the task open for interpretation Get to the Point Do not take forever explaining the task Give your employees the main points and let them take control (Forbes, 2011) Be Concise Make sure to convey the most important points to your employees Let them figure out the rest 6. Three Principles Legal Ethical Good Taste Article that breaks down the ethic principles. http://www.iabc.com/about/code.htm Communication Ethics (IABC, 2014) (Source: Google Images) (Source: Google Images) 7. Professional Communication Credibility Image Identity Reputation Self-Confidence (NCSU, n.d.) (Source: Google Images) 8. Intercultural Communication Acknowledge Customs Cultural Traits Behavior (Barger, 2008) Do Not Be ethnocentrism Your culture is not superior to all others Make assumptions (Barger, 2008) (Source: IABC, 2014) 9. Minimize Misunderstandings Be aware that words have others meanings in various languages. Parker Pen could not advertise its Jotter ballpoint pen, because it sounded like jockstrap in some languages. Here is a link to the article with other unfortunate translations http://www.diplomacy.edu/language/intercultural- communication (Diplo, n.d.) 10. Writing Tips Prewriting (25%) Analyze Anticipate Adapt Writing (25%) Researching Organizing Composing Revising (45% revising, 5% proofing) Revising Proofreading Evaluating (Guffey & Loewy, 2011) (Source: Google Images) 11. Prewriting Analyze What message is the presentation trying to convey? Anticipate Who is the audience? What do they probably already know? Adapt How can you expand their knowledge level? (Guffey & Loewy, 2011) (Source: Google Images) 12. Writing Research Start looking at articles that relate to your presentation. Organizing Start outlining the presentation with main ideas. Composing Start your first draft. (Guffey & Loewy, 2011) (Source: Google Images) 13. Revising Revise Make sure it conveys the message to your audience correctly. Proofreading Review the document for spelling and grammar errors. Evaluating Does the presentation achieve your goal? (Guffey & Loewy, 2011) (Source: Google Images) 14. Electronic Messages Electronic Mail or Email Short messages Ability to reach lots of people at the same time Instant Messaging Quicker when compared to email Text Messaging The ability to send short messages by mobile phone (Guffey & Loewy, 2011) (Source: Google Images) 15. Digital Media Podcasts Digital Media files that can be downloaded from the Internet Blogs Web-based journals Wikis Available to many users. Allows anyone to update or change information Social Networking Allows users to connect to others world-wide, i.e. Facebook, Twitter, etc (Guffey & Loewy, 2011) (Source: Google Images) (Source: Google Images) 16. Direct Organizational Plan Used for Positive or Neutral Messages Put the major news out first Indirect Organizational Plan Used for Negative or Persuasive Messages Sets a buffer between the beginning of the message and the bad-news Conveying Messages (Newman & Ober, 2012) 17. Communication Channels Make sure to pick the correct communication channel. This is imperative that the message reaches the individual correctly. (Newman & Ober, 2012) (Source: Google Images) 18. Positive Messages Communication Channels Email Memo Face-to-Face Conversation (Newman & Ober, 2012) (Source: Google Images) (Source: Google Images) (Source: Google Images) 19. Negative Messages Communication Channel Face-to-Face Conversation (Newman & Ober, 2012) (Source: Google Images) 20. Business Presentations Frame Your Story (Anderson & Duarte, 2013) Develop Stage Presence Putting it Together Plan the Multimedia Plan Your Delivery (Source: Google Images) (Source: Google Images) (Source: Google Images) (Source: Google Images)(Source: Google Images) 21. Presentation Pitfalls Talking too Long Speaking Slowly and Dramatically Cramming too many words onto a Slide Do not rehearse Never making eye contact Too much jargon (Anderson & Duarte, 2013) (Source: Google Images) 22. Business Reports Formal Reports that may leave the organization Used less frequently than informal reports Informal Used frequently to pass information May be the start of a formal report (Guffey & Loewy, 2011) (Source: Google Images) 23. Formal Reports Formal business reports are to be instituted for the completion of documents and to be distributed outside the company or to higher levels within the organization (Howard, n.d.) Normally tied to goals and metrics of the company (Johnston, n.d.) (Source: Google Images) (Source: Google Images) 24. Informal reports may be emails, verbal instructions, etc. (Howard, n.d.) Normally informal reports are not there to complete company objectives, but rather to complete daily tasks (Johnston, n.d.) Informal Reports 25. Business Proposals Six Elements Authorization Request Conclusion Body Budget Recommendations Introduction (Guffey & Loewy, 2011) 26. Business Plans Consists of 5 Components Vision Statement/Executive Summary Company Description Operations/Management Structure Financial Plan Appendixes (Guffey & Loewy, 2011) (Source: Google Images) 27. After reviewing all of the information throughout the presentation. You should have a better understanding on how to excel at creating powerful business presentations. Conclusion (Source: Google Images) 28. Business Communication Professionalism Intercultural Communication Writing Tips Electronic Messages and Digital Media Positive and Negative Messages Business Presentations Business Reports, Proposals, and Plans Summary 29. Questions (Source: Google Images) 30. Thank You 31. Anderson, C. & Duarte, N. (2013). How to give a killer presentation. Harvard Business Review, 91(6), 121-125. Retrieved from https://eds-b-ebscohost-com.csuglobal.idm.oclc.org/ehost/detail?vid=2&sid=7547935a-a34c-4608- b570- 4644749e291e%40sessionmgr110&hid=116&bdata=JnNpdGU9ZWhvc3QtbGl2ZQ%3d%3d#db=buh&AN=87716149 Barger, K. (2008). Ethnocentrism. Retrieved from http://iupui.edu/~anthkb/ethnocen.htm Diplo. (n.d.). Intercultural communication. Retrieved from http://www.diplomacy.edu/language/intercultural-communication Forbes. (2011). How to communicate effectively at the workplace. Retrieved from http://www.forbes.com/sites/susanadams/ 2011/11/21/how-to-communicate-effectively-at-work/ Guffey, M., & Loewy, D. (2011). Business Communication: Process and Product (7th Ed.). Independence, KY: Cengage Learning. Howard, R.M. (n.d.). Business Reports. Retrieved from http://wrt-howard.syr.edu/Handouts/reports.htm IABC. (2014). IABC code of ethics for business communicators. Retrieved from http://www.iabc.com/about/code.htm References 32. Johnston, K. D. (n.d.). The difference between formal and informal corporate culture. Retrieved from http:// yourbusiness.azcentral.com/difference-between-formal-informal-corporate-culture-11855.html Merriam-Webster. (2014). Communication. Retrieved from http://www.merriam-webster.com/dictionary/communication NCSU. (n.d.). Audience strategy for all professional business communication. Retrieved from http://mgt.ncsu.edu/pdfs/ career_resources/Audience%20Strategy.pdf Newman, A. & Ober, S. (2012). Business communication: in print, in person, online (8th ed.). Cincinnati, OH: South-Western College Publishers Richards, L. (n.d.). Various communication methods in business. Retrieved from http://smallbusiness.chron.com/various- communication-methods-business-2932.html References Continued