BEST PRACTICES IN BUSINESS WRITING AND
COMMUNICATIONTara N. Williams
ORG536-Contemporary Business Writing and CommunicationColorado State University-Global Campus
Dr. Robert Olszewski
Introduction
Communication impacts business results
Effective communication saves money
Effective communication builds relationships
(Fusion, 2014)
Effective and Ethical Business Communication
Flattened Management Hierarchies
Smaller gap between management and workers
Better response time to market changes
More workers need communication skills
Expanding Team-Based Management
More employee involvement in decision-making
Employee empowerment
Cross-functional teams have challenges
(Guffey & Loewy, 2011)
Innovative Communication
Provides faster communicationProvides additional communication channelsEnables team members from various locations
Benefits of Ethical Behavior
Enhanced trust
Increased awareness of personal behavior
Promotes accountability
(Guffey & Loewy, 2011)
Goals in Ethical Business Communications
Respect the law
Be Honest
State facts
Be Objective
Clarity
Language
Give credit
(Guffey & Loewy, 2011)
Overcoming Communication Barriers
Obstacles
Bypassing
Frame of Reference
Language and Distractions
Solutions
Anticipate problems
Arrange ideas strategically
Listening and paraphrasing
(Guffey & Loewy, 2011)
Professionalism in the Workplace
Conflict Resolution Listen
Ask Questions
Show concern
Common ground
Problem-solving options
Fair agreements
(Guffey & Loewy, 2011)
Professional Etiquette
Be polite
Sincerity
Be discreet
Do not criticize
Respect
Set an example
Consideration for others
Keep calm during conflict Agree to disagree
(Guffey & Lowey, 2011)
Intercultural Business Communication
StereotypesStereotypes hide true identities and capabilities
Stereotypes negatively affect managerial decision-making
Stereotypes negatively affect work performance
Stereotypical behavior leads to increased turnover
(Chinn, 2014)
Strategies to Reduce Stereotypes
Implement policies and procedures
Learn State and Federal laws
Provide diversity training
Get management involved
(Mayhew, 2014)
Steps to Achieving Successful Intercultural Communication
Learn the
culture
Watch Body
Language
Feedback
Be Simple and Clear
Show Respect
(Guffey & Loewy, 2011)
Writing Tips for the Business Professional
3-x-3 Writing Process
Prewriting- analyze, anticipate, adapt
Writing- research, organize, compose
Revising- revise, proofread, evaluate
(Guffey & Loewy, 2011)
Pre-writing
Identify purpose
Select channel
Anticipate the audience
(Guffey & Lowey, 2011)
Writing
Research information
Organize content
Compose the communication
(Guffey & Loewy, 2011)
Revising
Revise for clarity
Proofreading
Evaluate effectiveness of message
(Guffey & Loewy, 2011)
Electronic Messages and Digital Media
Instant Messaging
Text Messaging
Podcasts
Blogs and Wikis
Social Networking
(Guffey & Loewy, 2011)
Positive and Negative Messages
PositiveRequest and response messages
Instruction messages
Direct claims
Goodwill messages
International messages
(Guffey & Loewy, 2011)
Positive and Negative Messages
NegativeRefusing requests
Delivering bad news to customers
Delivering bad news internally
Delivering bad news in other cultures
(Guffey & Loewy, 2011)
Business Presentations
Oral Presentations
Organize for Impact
Summarizing
Build Audience Rapport- Imagery, signposts, messages
(Guffey & Loewy, 2011)
Business Presentations
Multi-media Presentations
Use 3-x-3 writing process
Use Eight Steps Process
(Guffey & Loewy, 2011)
3-x-3 Writing Process in Multi-Media Presentations
Analyze the situation
Know the audience
Adapt text/color
Pre-writing Research
and organize
Template selection
Make things fun
Research
Revisit
Revise
Proofread and evaluate
(Guffey & Loewy, 2011)
Eight Steps to Making a Powerful Multi-Media Presentation
Start with the
text
Back-
ground
& fonts
Images Graphics Special Effects
Hyper-
links and engaging
(Guffey & Loewy, 2011)
Effective Delivery of Multi-Media Presentations
Test
Equipment
Re-
hearse
Prepare
Awareness
Body
Language
Check
Lights
(Guffey & Loewy, 2011)
Business Reports, Plans, and Proposals
Formal ProposalsLonger in length
Contains graphs and charts
Contains sensitive information
May cover legal issues
Contains pertinent business information
(Orr, 2013)
Business Reports, Plans, and Proposals
Informal Proposals
Short
No sensitive information
Before and after
meetings
(Orr, 2013)
Business Reports, Plans, and Proposals
Business Plans
Executive summary
Company description
Market analysis
Operations and Management
Financial Analysis
Appendixes
(Guffey & Loewy, 2011).
Business Reports, Plans, and Proposals
Formal Reports
Thorough analysis
Lengthy
Help decision makers
(Guffey & Loewy, 2011)
Conclusion
Ethical
Educated
Professional
References
Chinn, D. (2014). Effects of Cultural Stereotypes in the Workplace. Retrieved
from: http://smallbusiness.chron.com/effects-cultural-stereotype-
workplace-19193.html
Guffey, M., & Loewy, D. (2011). Business Communication: Process and Product
(7th Ed.). Independence, KY: Cengage Learning.
Fusion, J. (2014). Why Effective Communication is Important for Businesses.
Retrieved from: http://smallbusiness.chron.com/effective-communication-
important-businesses-1399.html
References
Mayhew, R. (2014). How to Reduce Workplace Stereotyping. Retrieved from:
http://smallbusiness.chron.com/reduce-workplace-stereotyping-
11114.html
Orr, M. (2013). Formal vs. Informal Business Proposals. Retrieved from:
http://petrolengineering.com/formal-vs-informal-business-proposals/
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