Final Portfolio Presentation

Business Writing and Communication Best Practices

Heidi BrayColorado State University

Contemporary Business Writing and Communication Dr. Olszewski

Definitions Topics

◦ 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

Whenever there is the above pause symbol – we will stop for a short interactive discussion

Agenda

Business Writing◦ According to Troy University, business writing is

technical communication or technical writing (Troy, 2013)

Communication ◦ According to Merriam-Webster Dictionary,

communication is the act or process of using words, sounds, signs, or behaviors to express or exchange information or to express your ideas, thoughts, feelings, etc., to someone else

Defined

Think of an example or time when you may have used business writing◦ This could be at work or extracurricular activities

You will have 1 minute to think of an example

2 volunteers to share their examples

Your Turn

Where would you like to work?◦ Several thousand employees in many different

organizations were asked if they would recommend their company to prospective employees.

◦ Overall, 66% said that they would. Among those employees who believed that their top management strives to live by the company’s stated ethical standards, the number of recommenders jumped to 81%.

◦ But among those who believed top management did not follow the company’s stated ethical standards, the number was just 21%.

The importance of ethical business communication starts from the top down

Effective and Ethical Business Communication

We must first ask the question why – why is effective, ethical business communication ◦ Many organizations are implementing policies and

procedures to encourage an ethical culture Ethical dilemmas can happen anywhere

◦ Inflated sales numbers◦ Experience someone doesn’t have listed on a

resume◦ Plagiarism for a report

When in doubt – check back to ensure you are following your company’s ethical standards

Effective and Ethical Business Communication

Importance of Professionalism in the Workplace◦ The face of the workplace is constantly evolving

as one generation begins to retire and another moves up to take its place.

Professionalism is when a person conforms to the technical and/or ethical standards of his/her profession.

A professional is courteous, conscientious, and generally businesslike in his/her workplace.

Professionalism in the Workplace

What can you do to increase professionalism in the workplace◦ Attitude◦ Dress◦ Appearance◦ Character◦ Written & Verbal Communication

Professionalism in the Workplace

Video◦ Do's and Don'ts in a Professional Workplace

Professionalism in the Workplace

Your Turn ◦ What is one thing you learned from the video?◦ Discuss with your group a take-a-way that can be

implemented into your organization.

Professionalism in the Workplace

Culture - complex systems of values, traits, morals, and customs shared by a society

Why?◦ Many Fortune 500 organizations have operations

overseas. ◦ According to McKinsey & Company US

multinationals accounted for 23 percent of US private sector GDP (or value added) in 2007, although they only make up less than 1% of companies in the US.

Intercultural Business Communication

Intercultural Business Communication

3 Elements◦ Tone (30%)◦ Verbal (10%)◦ Non-verbal (60%)

Intercultural communication is easier than we may think◦ 90% of communication is non-verbal◦ Importance of choosing the correct

communication channel◦ Avoiding ethnocentrism; believing own race is

superior when communicating interculturally◦ Understanding how cultures communicate

In Western cultures, silence is perceived as negative

Intercultural Business Communication

Learn foreign phrases◦ Example: Hello (English), Guten Tag (German),

Konnichiwa (Japanese), God dag (Norwegian) Use simple English Speak slowly and enunciate clearly Observe eye message Encourage accurate feedback

10 Suggestions for Successful Intercultural Communication

Check frequently for comprehension Accept blame Listen without interrupting Smile when appropriate

◦ Roger Axtell, international behavior expert, calls the smile the single most understood and useful form of communication in personal and business transactions

Follow up in writing

10 Suggestions for Successful Intercultural Communication

Writing Tips for the Business Professional According to Forbes

◦ Put metaphors on the back burner

◦ Use simple concrete language

◦ Omit needless words◦ Stay active◦ Use English◦ Curb your enthusiasm◦ Match your subject to your

pronoun and verb◦ Limit your use of adverbs◦ Know when to use “that”

and “which”◦ Don’t confuse “affect” and

“effect”

Twitter, Facebook, Wikipedia, Instagram etc.◦ We live in a society of real time communication.

Communication ChannelsElectronic Messages & Social Media

Communication ChannelsElectronic Messages & Social Media

79% of companies use or planning to use social media, although only 12% feel they are using it effectively

What is your company doing right now?

Communication ChannelsElectronic Messages & Social Media Electronic Messages

◦ E-mail◦ Instant messaging◦ Text messaging◦ Podcast◦ Blogs◦ Wiki’s◦ Social Networking

Benefits◦ Quick response◦ Can be short◦ Ability to be organized

Did you know?◦ 21% of companies

have been ordered by courts to surrender employee email.

Positive Messages Positive messages are

straightforward requests, replies and goodwill. ◦ Can be direct because

they carry nonsensitive, routine information

Writing positive messages is broken into 3 phases

Phase 1◦ Analysis, anticipation

and adaptation Phase 2

◦ Research, organization and composition

Phase 3◦ Revision, proofreading

and evaluation

Phase 1◦ Answer the who, what, where, when, why and

how? Phase 2

◦ Gather your information, research and compose your drafts.

Phase 3◦ Revise, review, repeat

Note – ensure that you are using the correct communication channel for your positive messages

Positive Messages

Negative messages are difficult to write because the audience is being told exactly what they don't want to hear.◦ Buffer the opening◦ Cushion the bad news◦ Be empathetic◦ Provide reasons◦ Avoid negative words◦ Close pleasantly

Have you ever to write a negative message? ◦ 1 person share an example of a negative message

they are to write.

Negative Messages

Best practices for a business presentation◦ Nick Morgan; CEO, Public Words Inc.◦ 5 Steps to create an audience centered

presentation Find a story to tell Draw them in quickly Explain the threat Outline the solution Give them an action step

Business Presentations

Video ◦ Create an Effective Presentation - Harvard Busines

s Review

Business Presentations

Take away – now what?◦ Think about a time that you had to present a topic

you were not that familiar with? How did you prepare? How did the presentation go?

Business Presentations

Proposals are written offers to solve problems, provide services or sell equipment. ◦ Most proposals are external

Informal proposals – 6 components◦ Introduction◦ Background, problem and purpose◦ Proposal, plan and schedule◦ Staffing◦ Budget◦ Authorization request

Business Reports, Plans and Proposals

Formal proposal – special components◦ Copy of the RFP◦ Letter of transmittal◦ Abstract or executive summary◦ Title page◦ Table of contents◦ List of illustrations◦ Appendix

Business Reports, Plans and Proposals

First Data Corporation states ◦ For too long, the RFP process has inhibited state

agencies in two critical ways: it discourages successful and potentially valuable vendors who don’t want to compete on price, and it stifles creativity by requiring conformity to preconceived “solutions.”

◦ Adapting RFP processes to include considerations such as innovativeness, strategic value propositions and cultural fit can greatly improve outcomes—both in the RFP process itself and in the eventual project results for state agencies.

Business Reports, Plans and Proposals

Andrew Burke, Professor at Cranfield School of Management in the UK states ◦ “the essence of business planning is how you

approach the task. It is not either to plan or not. The best business plans take both the information gathering and the formal plan approaches together. Ultimately a plan is not so much about trying to predict the future with pinpoint accuracy, it is a plan about how to be adaptable, how to sustain the business and how to develop it towards exploiting the target market opportunity.”

Business Reports, Plans and Proposals

ConclusionThank you