Org 536 Week 8 Presentation

PRESENTED BY DENNIS C. TUBBS IIBest Practices in Business Writing & Communication

BEST PRACTICES IN BUSINESS WRITING & COMMUNICATION

Table of Contents 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 for

business communication Positive and negative messages Business presentations Business reports, plans and proposals Questions

Best Practices in Business Writing & Communication

EFFECTIVE AND ETHICAL BUSINESS COMMUNICATION


Communicating effectively in business is critical to being successful. While there are several tools that are used to communicate effectively each have best practices:

Phone: Every phone call is an opportunity so treat those on the phone with empathy, compassion and understandingEmail: Compose effective emails that are short and to the point but not sloppy Social Media: Keep abreast of recent trends, keep an eye on your statistics and be prepared to alter your strategy to suit the changing needs of your library and patrons Face to Face: Face to face communication demonstrates the message is important enough to deliver it face to face and that those that deliver the message value the audience enough to deliver it in person


While communication in business needs to be effective it must also be ethical. From a communication perspective, ethical communication facilitates the individual’s ability to make sound choices. Best practices from an ethical stand point include:

Be honest, respectful and show sensitivity to cultural differences Have the highest regard for ethical, honest communication in the workplace Fact finding prior to communicating is critical as the communicator has an obligation to ensure that the information is accurate


PROFESSIONALISM IN THE WORKPLACE


Professionalism in the workplace is important but a lot of people cannot define it. Monique Castillo states that professionalism encompasses what you say, how you feel and how you look. There are several best practice tips for how to be professional in the workplace and here are a few:

Be polite & respectful to both coworkers and customers Be a person of your word by doing what you say you are going to do then do it Follow your organization’s dress code & guidelines Remember that you represent yourself & your organization at all times


Workplace professionalism becomes even more important with the generation Y (also known as millennials) age group entering the workforce. Millennials are in need of training in professional behavior, basic writing, confidentiality issues, critical thinking and how to give and receive constructive criticism. Below are some times for millennials on how to conduct themselves in a professional manner:

Dressing professionally Practicing professional etiquette and good customer service Effective written communication Practicing confidentiality Developing critical thinking skills Accepting & giving criticism


INTERCULTURAL BUSINESS COMMUNICATION


In today’s world business is conducted globally and businesses need to be able communicate in different countries. Intercultural business communication deals with intercultural issues, communication and business. Tips for communicating across cultures include:

Learn the greeting in the local language Insist on an opinion or clarification if one is required Be astute as to what is being said & why Ask, request and check for constant feedback Employ multilingual people who can advise on cultural norms Spend time building communication networks


Intercultural communication researches urge looking beyond geography to define cultures. Businesses can assist in increasing intercultural communication by using the following tips:

Accepting diversity as a legal and moral obligation Acknowledging differences and discouraging behavior that makes other people feel excluded or unwanted by preventing stereotyping and demeaning jokes or remarks Developing intercultural sensitivity by bringing diverse groups together in social situations and alloying employees to see that differences are not threatening Focusing on behavior by not making assumptions about intentions and making adjustments so that everyone feels accepted


WRITING TIPS FOR THE BUSINESS PROFESSIONAL

WRITING TIPS FOR THE BUSINESS PROFESSIONAL

In today’s business world, written communication is just as important as having presentation skills. The most routine business writing needs to flow logically from start to finish as simplicity is king. Below are some writing tips for business professionals:

Treat your written communication as a conversation Consider what tone to take with the audience An emphatic approach attempts to get the reader’s attention immediately & holds it to make your communication stand out Organize your thoughts in chronological order Explain the call to action that is required of the reader Review all written communications regularly


ELECTRONIC MESSAGES & DIGITAL MEDIA FOR BUSINESS COMMUNICATION


Our world has become more global and communicating electronically is an absolute must in order to maintain an competitive edge. The revolution in electronic communications systems and tools requires that we have better writing skills and additional skills for these specialized modes of personal and business communication. Tips for communicating electronically include:

Comprehension: It’s important that your recipient understands the message so keep the subject line simple Connection: Make sure that the message is relevant that the recipient can connect to on a rational or emotional level Credibility: This can best be summed up as the who, what and how of the message Contagiousness: This is the area where the tone of your email message can deliver an effective message


In today’s business world it is a must to have a digital presence across many social media platforms. New communication technologies have fulfilled their promise to help us find people with whom we might form intimate relationships. Communicating electronically can be difficult but below are some tips that can help:

Keep your message short and sweet Make it meaningful Watch your tone Limit graphics Avoid using all caps


POSITIVE & NEGATIVE MESSAGES

POSITIVE MESSAGES

All businesses want to convey a positive message to their customers. Successful businesses understand the power of positive business communication. Here are some tips to convey a positive message to consumers:

Deliver positive news immediately to your audience Give concrete details, clarification and background Present any negative elements as positively as possible Establish a goodwill ending

NEGATIVE MESSAGES

As a business there will be times when you will have to deliver a negative message. Providing negative messages is one of the most difficult tasks facing business communicators. Here are some tips on how to address negative messages in a business setting:

Focus on the action not the person Start off the conversation with a positive comment Be specific in your messaging Provide assistance through additional training Follow up to ensure that expectations are met


BUSINESS PRESENTATIONS

BUSINESS PRESENTATIONS

Presentations are common place in the business world today. Developing and delivering business presentations, just like most functions in business, are formulaic and are a learned skill. Below are tips for improving your presentation skills:

Plan & rehearse your presentation Tailor your words to the audience Choose your presentation tools carefully Project positivity using body language Keep your nerves in check Make a strong start


BUSINESS REPORTS, PLANS AND PROPOSALS


All businesses use reports to gain an understanding of where they are at currently and use plans and proposals to help plot their future. The business plan is a proposal that sets out a new business venture, direction, product or course of action. Below are tips on to create an effective business report, plan or proposal:

Think about content Eliminate wrong messages Consider special situations Select a format Remember to Edit


Businesses often use proposals to in a variety of different arenas. A proposal for new business, a new project or a new grand is a typical part of doing business. Tips for writing and effective proposal include:

Make sure that the proposal strikes the right tone by using the future tense of words Show respect to your project team by referring to them as Mr., Mrs. & Miss Remember that when corporations are singular entities and should referred to as such Construct parallel structure when using bulleted lists Make sure the proposal is proofread especially when the audience is from multiple countries Apply consistent spacing following the end of each sentence


QUESTIONS

Org 536 Week 8 Presentation

Business

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