Best Practices in Business Writing and Communication

• 1. Best Practices in Business Writing and Communication

2. Communication Channels Choose Correct Channel for Your Message Oral Written Electronic Face to Face 3. Oral Communication Convey Message to Listener Tone and Inflection Non-Verbal Components 4. Written Communication Use Proper Grammar and Spelling No Text or Chat Abbreviations Use Complete Sentences 5. Ethical Communication Beyond Legal What Would Your Mom Do? Ethical Behavior is Good for Business 6. Professional Appearance Pride in AppearancePride in Performance 7. Professional Conduct Exhibit Leadership Keep Commitments Adhere to Principles Maintain High Standards 8. The Consummate Professional Transformational Leader Problem-Solver Trusted Colleague and Advisor 9. Business is Global Follow-the-Sun Model Collaboration Virtual Teams Local Specialization 10. Cultural Differences High Contextual Cultures Low Contextual Cultures 11. Diversity and Inclusion > Good for Business > More Points of View Knowledge of Local Cultures 12. Writing Tips Write often Use outlines Pen and paper Dictionary Thesaurus 3 x 3 Process (Guffy & Loewy, 2011) 13. Prewriting Determine the Purpose Think About It Anticipate the Audience 14. Writing Rough Draft Research Organize ComposeWrite it ALL Down 15. RevisingRevise Proofread Evaluate 16. Using E-Mail Effectively Subject Line Short Paragraphs Beware the Forwards Do Not SPAM 17. Other Electronic Channels Instant Messaging Wikis Teleconferencing Virtual Meetings 18. Business Use of Social Media Market ResearchContinuous ImprovementCustomer ServiceAdvertising 19. Positive Messages Direct Approach Good News Leads Message Details Follow Used for Most Communication 20. Negative Messages Indirect Approach Reasons and Details Lead Message Use to Deliver Bad News Use for Hostile Audiences 21. Persuasive Messages Sell It Be Ethical 22. Business Presentations 23. Before the Presentation Know How to Use the Resources Make Sure Access is Available Have Contingency Plans 24. During the Presentation Dress Appropriately Maintain Eye Contact Be Professional but Not Arrogant Speak Clearly Speak in a Conversational Manner Do Not Read from the Presentation 25. After the Presentation Allow for Questions Know the Answers to Questions Know Where to Find the Answers Follow-up on Unanswered Questions 26. Business Reports Informal Business Reports Internal Routine Casual Language Optional FormattingFormal Business Reports External Not Routine Formal Language Special Formattinghttp://corporate.ford.com/doc/ar2012-2012%20Annual%20Report.pdf 27. Business Plans 28. Business Proposals Follows RFP Process Can be Solicited or Unsolicited Legal Contract Formal Business Reports Can Follow 29. Conclusion Effective Business Communication Communication Channels Oral Written Electronic Ethics Diversity Professionalism Reports, Plans, and Proposals 30. Communication is an Art Best PracticesNot Absolutes Intuition Human Psychology