Best Practices in Business Writing & Communication

Ronda Harlan

ORG356-1 Contemporary Business Writing & Communication

Professor Brian Neff

March 2, 2014

WHAT WE WILL COVER

Effective business communication Ethical business communication Professionalism in the workplace Intercultural business communication

WHAT WE WILL COVER

Writing tips for the business professional The use of electronic messages for business

communication The use of digital media for business communication Positive and negative messages

WHAT WE WILL COVER

Business presentations Business reports Business plans Business proposals

COMMUNICATION IN THE WORKPLACE

Has now expanded globally Has ethical implications Uses new electronic technologies

COMMUNICATION IN THE WORKPLACE

Is based on a diverse workforce Employs teams to accomplish tasks Is transmitted through body language, both verbal

& non-verbal

EFFECTIVE BUSINESS COMMUNICATION

Is essential to achieve a common goal Is instrumental in any organization Is conducted through the phone, emails, proposals,

presentations & reports

EFFECTIVE BUSINESS COMMUNICATION

Ranked as a top skill from employers 47% of companies with highly effective

communicators have higher returns Effective business communication skills often

accompanies promotions

ETHICAL BUSINESS COMMUNICATION

Sending and receiving messages that are not offensive

Strengthens corporate culture Cares for the needs of customers and employees

ETHICAL BUSINESS COMMUNICATION

Can project and maintain a positive public image Maintains an image for the company and employees Poor ethical business communications can weaken

customer/business relationship

PROFESSIONALISM IN THE WORKPLACE

Preforming tasks with integrity and honesty High concentration on work and services provided Is carried out through:

Dress Communication Awareness Etiquette

INTERCULTURAL BUSINESS COMMUNICATION

Show respect for different cultures by learning their business traditions

Improve your communication skills Speak clearly and write efficiently Be patient and understanding

WRITING TIPS FOR THE BUSINESS PROFESSIONAL

Don’t try and write everything at once Implement steps in the writing process Know the 3 X 3 Writing Process:

1. Prewriting

2. Writing

3. Revising

PREWRITING

Determine your audience What is the relationship with your audience? How will they react? What do they already know?

WRITING

Put your ideas to paper Make sure you write in rough-draft form so creativity

is not blocked Find a comfortable quiet place to write

REVISING

Check the flow of your writing and read out load Make sure all the content is there and avoid too

much information Check for spelling errors and formatting

THE USE OF DIGITAL MEDIA FOR BUSINESS COMMUNICATION

Digital media speeds up communication Allows businesses to communicate in ‘Real Time’ Includes e-mails & instant messaging

THE USE OF DIGITAL MEDIA FOR BUSINESS COMMUNICATION

Social media sites like Facebook, Twitters, Blogs Includes podcasts and live video chats Teleconferencing

POSITIVE & NEGATIVE MESSAGES

Positive messages can be delivered in writing Try to deliver negative messages in person When delivering negative messages in writing, list

the reasons first and the outcome last

BUSINESS PRESENTATIONS

Pick the purpose or topic Add visuals Include handouts

BUSINESS PRESENTATIONS

Speak clearly Ask questions Engage your audience

BUSINESS REPORTS

Determine the subject Will the report be formal or informal? Gather the research information to be included Write the report as a well organized paper Determine what the reactions of the report might

generate

BUSINESS PLANS

Gather data to be used in the plan Outline the specifics to be included Develop a sound business concept Understand your audience and market Develop a compelling argument for your plan

BUSINESS PROPOSALS

Determine how it may help another company or vendor

Include facts and data Show how the proposal can be beneficial Discuss costs and advantages

CONCLUSION

These practices if applied correctly can help an organization grow

Business communication should be approached by following practical applications and rules

If used properly a business can conduct themselves as professionals and be seen as a competitive force in the business environment