John Montoya

CSU-Global

Contemporary Business Writing and Communication

ORG 536

Dr. Robert “Bobby” Olszewski

November 23, 2013

Best Practices in Business Writing and

Communication

Effective communication and writing styles in organizations is imperative to create strong and effective employees.

Introduction

How do you create effective communication and writing styles?

The process of communication is successful only when the receiver understands an idea as the sender intended it.

To be effective is to produce a strong impression on receivers.

Applying effective communication is not only to tell but to show.

Confirm that the message is being understood.

Effective Communication

(Guffey & Loewy, 2011)

Effective CommunicationCommunication can be done in many different ways.

“Clarity is the most important characteristic of good business writing. Often business people will use big $10 words because they want to

sound intelligent. Instead, they end up sounding like they’re trying too hard.”

Writing Tips for Business Professionals

(Coster, 2010)

(Parker, 2011)

Two types of writing styles are used in companies.

Formal: Formal business reports are much more detailed, include a significant amount of research and analysis, are very well organized, and are presented to the decision makers of the organization.

Informal: Writing in an informal writing style people tend to follow basic writing styles.  The writing is done on a more personal level but still uses business rules.

Writing Styles

Writing Communications

When writing business communications whether it be internal or external in an organization, focusing on:

Clarity – Using common words and staying away from acronyms. Making communication more available to the listeners to understand.

Structure – When communicating use a beginning, middle and an end.

Knowing your audience – When communicating with the audience use terminology that is within their knowledge. Address the topic to the audience, do not force it.

Reeves, L. (2013)

When writing a communication:

Writing Communications

Start with an outlineWrite a draftWrite a final draft

Ethics can be described as moral principles that are used to guide the way a business behaves. Ethics should be used in all forms of communication not only regarding business. Ethics can also be described as right and wrong.

Ethics

Good manners and a businesslike, professional demeanor are among the soft skills that employers

seek in job candidates. Employers are far more likely to hire and promote someone who is

courteous and professional than one who lacks these skills and traits.

Professionalism in the Workplace

(Guffey & Loewy, 2011)

Character

AttitudeAction

Being professional in the workplace includes:

Trustworthy Taking responsibility Respectful Accountable Honest

Character—“It was character that got us out of bed, commitment that moved us into action, and discipline that enabled us to follow through.”~ Zig Ziglar

Attitude— “A positive attitude causes a chain reaction of positive thoughts, events and outcomes. It is a catalyst and it sparks extraordinary results.” ~Wade Boggs

Project positive energyAppreciate efforts by othersBe a leaderSmile

Live up to your obligations

Show upAdmit your mistakesVolunteer

Action— “I know that I have the ability to achieve the object of my Definite Purpose in life, therefore, I demand of myself persistent, continuous action toward its attainment, and I here and now promise to render such action.” ~ Napoleon Hill

Intercultural Business & Communication

Intercultural business can be best described as companies using resources to be a part of a global

market.  By forming alliances or partnerships outside of their normal area of business. 

Intercultural businesses face different challenges.  Close attention to different cultures is key. Even

though business use the same logo the products that are sold are not the same in other parts of the world. 

Communication is  the key to success when doing business around the globe.

Straight forward communication

Explanation

Give details

Use motivational words and encouragement

Positive Messages

Minimal information

Bad news

Rejection

Careless language

Negative Messages

Using Electronic Messages and Digital Media for Business Communication

Instant Messaging

Email

Text Messaging

Blogs

Wikis

Social Networking

Podcasts

(Guffey & Loewy, 2011)

Step 1: Start with text Use information that is

easily understood.

Make information clear and to the point.

After the presentation is complete, start adding color and other element that will make the presentation stand out.

BUSINESS PRESENTATIONABCDEFG

(Guffey & Loewy, 2011)

Step 2: Backgrounds and Fonts

Select a template that will use consistent fonts and sizes.

Create your own template.

Download a template from other sources.

(Guffey & Loewy, 2011)

Step 3 : Choosing Images that Support Information

Use eyes catching images.

Make sure images you use pertain to the presentation.

(Guffey & Loewy, 2011)

Step 4: Use Graphics

Use graphics that the audience can understand.

Do not use unnecessary text.

Make graphics easy to understand.

(Guffey & Loewy, 2011)

Step 5: Special Effects

Keep the audience focused

Using animation to make you presentation attractive.

(Guffey & Loewy, 2011)

Step 6: Use Hyperlinks

Using hyperlinks keep the audience engaged.

Link more information into the presentation.

.com

.edu

.org

(Guffey & Loewy, 2011)

Step 7: Engage your Audience

Allow a Q& A session.

Handout a survey to get information on how to make improvements.

Q & A Time

(Guffey & Loewy, 2011)

Step 8: Move the Presentation to the Internet

Sharing the presentation on the internet allows people to gain access to the information.

Allows people to access the presentations from any location.

(Guffey & Loewy, 2011)

Informal Proposals

Introduction Background , Problems,

and Purpose Proposal, Plan, and

Schedule Staffing Budget Authorization Request

BUSINESS PROPOSALS

Formal Proposals

Title Page Table of contents Illustrations Appendix

(Guffey & Loewy, 2011)

Cover Title Page Letter or Memo of

Transmittal Table of contents List of Illustrations

BUSINESS REPORTS

Formal and Informal Reports Include: Executive summary Introduction Body Conclusion Recommendations Appendix Work Cited or references

(Guffey & Loewy, 2011)

Business Plans include:

BUSINESS REPORTS

Table of ContentsCompany

DescriptionProduct or service

DescriptionMarket AnalysisOperations and

Management

Financial Analysis

Appendixes

(Guffey & Loewy, 2011)

Boggs, W. ((n.d.)) Quote of the day. Retrieved from http://www.brainyquote.com/quotes/authors/w/wade_boggs.html 

Coster, H. (2010, May 03). Ten tips for better business writing. Retrieved from http://www.forbes.com/2010/05/03/better-business-writing-leadershipcareers-tips.html

Guffey, M., & Loewy, D. (2011). Business communication: Process and product (7th ed.). Independence, KY: Cengage Learning.

 Kerravala, Z. (Producer). (2013). Visual Co Reeves, L. (2013). Fundamental elements of business communication.

Chron, Retrieved from http://smallbusiness.chron.com/fundamental-elements-businesscommunication-21737.html

Parker, R. (2011, December 07). [Web blog message]. Retrieved from http://www.personalbrandingblog.com/7-writing-tips-for-small-business-owners 

Zigler, Z. ((n.d.)). Quote of the day. Retrieved from http://www.brainyquote.com/quotes/quotes/z/zigziglar13250

References