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Business Communication
Presentation
Ricardo Leiva
I. PRESENTATION
• Business Communication
• To leverage student’s communication skills in the entrepreneurial and professional world and provide them with information and abilities to work in the corporate communication and business communication environment.
I. PRESENTATION
• Business Communication• Issues:
• The Benefit of Effective Communication• The Benefit of the Financial and the
Economic Transparency• How to Use New Media and New
Technologies• How to Deal with a Communication Crisis• How to Improve the Reputation of our
Company
I. PRESENTATION
• Evaluation• Half Semester Exam: Presentation of a
Communication Strategic Plan (30%)• Final Exam: Presentation of an
Communication Crisis Plan or Presentation of an Evaluation Media Report (30%)
• Participation and work at class: 40%
I. PRESENTATION
• Workshop: Practical Work• Two papers every class for the following week
• One hour: theoretical class• One hour and a half: practical class• Break: 20-30 minutes• Few videos and images• A lot of brainstorming• The most important thing: SUBSTANCE
I. PRESENTATION
•Big question: •Why do YOU
•want to •communicate
•effectively?
I. PRESENTATION
• Second Big • Question:
• How do YOU • communicate
• effectively?
I. PRESENTATION
Permanent improvement: • Everyday training:
• to communicate effectively• to lead • to get promotions and better
jobs• to have better personal
relationships
I. PRESENTATION
•Communication is a must today•Companies have to communicate permanently
•They are legally forced to communicate
•A communication mistake can be very expensive
I. PRESENTATION
• You are suppossed to write, to read and to talk effectively today:
• “Good writing is one of two key abilities I focus on when hiring; the other is the ability to read critically. I can train people to do almost anything else, but I don’t have time to teach this.”
• Richard Todd• Federal Reserve Bank of Minneapolis.
I. PRESENTATION
• Writing is an essential way to make yourself visible and to inform others about your accomplishments.
• “I’ve actually seen people lose promotions because they couldn’t write a proposal or stand in front of management team and make a presentation.”
• Annette Gregorich• Vice president of Human Resources
• Multiple Zones International.
I. PRESENTATION
• The purpose of Bus Comm:
• To meet an organizational need• Information is the blood of the organization
• Information is a valuable resource• Prices are information• The economic system is an informational system
I. PRESENTATION
•Audiences: inside and outside the organization.
•Messages must be important, relevant, and interesting.
•Attention is a scarce resource.
I. PRESENTATION
• The style for Bus Comm is friendly, not formal.
• Short and known words• A mix of sentence and paragraph lengths.
• Graphs, visuals and slides for presentations (but don’t abuse).
• Remember: Substance!!!
I. PRESENTATION
• Henry Mintzberg:• Managers have three basic jobs:
• to collect and convey information• to make decisions• to promote interpersonal unity, that is, to make people to want to work together to achieve organizational goals.
• All of these jobs happen through communication.
• Effective managers are able to use a wide variety of media and strategies to communicate
I. GOOD MESSAGES
•Messages in organizations have one or more of three basic purposes: •to inform•to request or persuade•to build goodwill
I. FIRST PURPOSE: TO INFORM
• When you inform, you explain something or tell readers something.
• When you request or persuade, you want the reader to act.
• The word request suggests that the action will be easy or routine.
• The word persuade suggests that you will have to motivate and convince the reader to act.
I. THE THIRD PURPOSE: BUILD GOODWILL
•When you build goodwill, you create a good image of yourself and of your organization.
•It is the kind of image that makes people want to do business with you.
I. AN EXPENSIVE RESOURCE
• A company can spend $500,000 in one average proposal
• 1 million to write a large proposal.• Poor correspondence costs even more.
• Wasted time, wasted efforts and lost goodwill.
• Ineffective messages don’t get results.
I. AN EXPENSIVE RESOURCE
• Every letter, memo or report serves either to enhance or to damage the image the reader has of the writer.
• Poor messages damage business relationships.
• Good communication is worth every minute it takes and every penny it costs.
• CEOs said that communication yielded a 235% return on investment.
I. HOW TO BUILD GOOD MESSAGES
• A good message meets five criteria
• Is clear: The meaning the reader gets is the meaning the writer intended.
• Is complete: All of the reader’s questions are answered.
• Is correct: All of the information in the message is accurate. The message is free from errors.
I. HOW TO BUILD GOOD MESSAGES
• A good message meets five criteria
• Saves the reader’s time: the style, organization, and visual impact of the message help the reader to read, understand, and act on the information as quickly as possible.
• Builds goodwill: the message presents a positive image of the writer and his organization.
I. HOW TO BUILD GOOD MESSAGES
• Better writing helps you to:
• Save time:
• Make your efforts more effective: increase the number of requests that are answered positively and promptly on the first request.
• Communicate your points more clearly. Reduce the misunderstandings.
• Build goodwill.
I. HOW TO COMMUNICATE
• To analyze Bus Comm:
• You need to understand the situation.
• What’s at stake—to whom?• • Think not only about your own needs.
• Think also about the concerns your boss and your readers will have.
I. HOW TO COMMUNICATE
• To analyze Bus Comm:
• Should you send a message?
• Sometimes, especially when you are new on the job, silence is the most tactful response.
• What channel should you use?
• Sometimes you may need more than one message, in more than one channel.
I. HOW TO COMMUNICATE
• To analyze Bus Comm:
• What should you say?
• The answer will depend upon the kind of document, your purposes, your audiences, and the corporate culture.
• How should you say it?
• How you arrange your ideas.
I. HOW TO COMMUNICATE
• Bus Comm situation:
• You need to develop a solution that will solve the organizational problem and meet the psychological needs of the people involved.
• Understand the situation: • What are the facts? • What additional information might be helpful?
I. HOW TO COMMUNICATE
• Brainstorm solutions: • Develop several solutions. • Measure them against your audience and purposes.
• Which solution is likely to work best?
• If you want to add or change information, get permission first.
I. END PRESENTATION
•Now brake!!!!
•Later: practical work!!!
I. PRACTICAL WORK
• 1) What communication skills do you want to train (name 5)?
• 2) Why consider these skills important?
• 3) Write a precise and correct statement (30’)
• 4) Present your arguments to the class
• 5) Asking and debating (45’)