Best Practices in Business Writing and Communication

Crystal Bianco

Effective Business Communication Use the most effective communication channel Clear top-down communication

Information from the right source/ level

Bad news should be shared by leaders Consider recipient of the news (Wiertz,2011)

Source:https://www.google.com/search?q=business+meeting+conference+table&source=lnms&tbm=isch&sa=X&ei=yrJfU5_bLMmQyAS7uIC4Cg&ved=0CAYQ_AUoAQ&biw=1707&bih=929#q=business+meeting+&tbm=isch&facrc=_&imgdii=_&imgrc=IXLg1jlArnVXkM%253A%3B2FM0j5M6p03ZqM%3Bhttp%253A%252F%252Fassets4.bigthink.com%252Fsystem%252Fidea_thumbnails%252F44697%252Fheadline%252Fbusiness%252520meeting%252520SS.jpg%253F1339158107%3Bhttp%253A%252F%252Fbigthink.com%252Fideafeed%252Fhow-to-master-the-business-meeting%3B568%3B306

Effective Business Communication Listen closely to understand communication Conciseness is important Simplicity > Large, complicated words Be wary of jargon/ abbreviations Leave communication lines open for feedback (Wiertz, 2011)

Source:https://www.google.com/search?q=business+meeting+conference+table&source=lnms&tbm=isch&sa=X&ei=yrJfU5_bLMmQyAS7uIC4Cg&ved=0CAYQ_AUoAQ&biw=1707&bih=929#q=business+meeting+&tbm=isch&facrc=_&imgdii=_&imgrc=IXLg1jlArnVXkM%253A%3B2FM0j5M6p03ZqM%3Bhttp%253A%252F%252Fassets4.bigthink.com%252Fsystem%252Fidea_thumbnails%252F44697%252Fheadline%252Fbusiness%252520meeting%252520SS.jpg%253F1339158107%3Bhttp%253A%252F%252Fbigthink.com%252Fideafeed%252Fhow-to-master-the-business-meeting%3B568%3B306

Which Communication Channel Should You Use?

Source: http://www.aegonmarketing.jp/Global/ADMS_JP/Other%20images_JP/Intergrated-channels-asia.png

Ethical Business Communication

Do : Be Honest, Candid,

Timely Promptly correct errors in

communication Ensure free Speech,

freedom of assembly, access to open marketplace

Respect cultural beliefs/ values

Balanced communication fosters mutual understanding

Give credit to sources

Do not: Use confidential

communication for personal gain

Guarantee results than cannot be obtained

Disobey laws/ public policy

(IABC, n.d.)

Professionalism in the Workplace Live up to commitments

Treat employees at all levels with respect

Value others’ time

Ethical conduct

Friendliness/ Positive attitude

Admit mistakes(JWilliamsStaffing, n.d.)

Professionalism in the Workplace

Competence

Personal issues do not belong in the workplace

Dress Professionally and appropriately

Etiquette, punctuality, organization, and dedication to your job

Silenced mobile devices

(JWilliamsStaffing, n.d.)

Why is Professionalism Important? Ensures good performance Motivates Employees Team Spirit Maintains Communication Fosters positive workplace

(JWilliamsStaffing, n.d.)

Intercultural Business Communication

Promote an environment where diversity is welcomed and encouraged (Griffin, n.d.)

Keep it slow, but not too slow(HCareers, n.d.) Active Listening Do not Make cultural assumptions(HCareers,

n.d.) Limit information conveyed at one time

Group information into smaller segments (Hcareers, n.d.)

Convey an appropriate respect level

Why is intercultural business communication important?

Intercultural business is expanding rapidly

Avoid misunderstandings Poor intercultural

communication can =low retention of business partners/ suppliers/ customers

(HCareers, n.d.)

How Cultures Differ in Communication

Source: http://bestcareermatch.com/cross-cultural-communication

Writing Tips for the Business Professional

Clarity is important

Main Point should appear in first sentence

Use headers/ bullet points to make writing ‘scannable’

Limit thoughts/ ideas/ suggestions to one per paragraph

(Harvard Business Review, n.d.)

Writing Tips for the Business Professional

Writing should be ‘reader- friendly’

Be concise

Avoid jargon/ abbreviations

Do not use complex phrasing

The message should be clear

(Harvard Business Review, n.d.)

Writing Tips for the Business Professional

Writing Should be Carefully Constructed

Decide what you want to write before you write it

Carefully construct writing that best conveys message

Look over documents multiple times

Cut writing that does not serve a purpose

(Harvard Business Review, n.d.)

The Use of Electronic Messages and Digital Media for Business Communication

Do: Re-read messages before hitting ‘send’ Closely monitor and manage electronic

messaging Use corporate policies that are detailed and

thorough Monitor and archive Social media content Know risks associated with digital media

Take steps to prevent risks

(Cengage, 2012)

The Use of Electronic Messages and Digital Media for Business Communication

Do Not: Send messages you would not be

comfortable with everyone seeing Fail to encrypt outgoing communications Fail to archive content that must be

retained for your particular organization

(Cengage, 2012)

Projected Expansion in Business E-Mail Usage

Source: http://www.versaiglobal.biz/wordpress/wp-content/uploads/versai-email-stat-img.jpg

Delivery of Positive Messages Use letters to deliver positive news outside of an

organization Be Direct Use titles and headers: messages are scanned Core of message should appear in first paragraph Use specific formats and templates provided by

company Be timely in delivery of news Consider communication channels

(Scaff, 2014)

Delivery of Negative Messages Do not delay delivery of bad news Give concrete justification for bad news Consider communication mediums

Bad news should almost always be delivered in person

Present solutions if bad news is a problem to be solved

Treat receiver of news with respect Follow through Disclose all facts

(Forbes, 2012)

Business Presentations Know your audience

Plan your presentation

Less is more

Define goals at the beginning of the presentation

(Gallo, 2009).

Business Presentations Involve the audience; keep them

interested

Establish credibility of presenter and sources

Practice

Allow time for questions at the close of the presentation

(Theriault, 2013)

Business Reports

• Consider Audience• Plan Carefully• Identifiable sections• Information

organized in logical sequence

• Should be thorough and detailed

• Should address a specific audience• Should be structured in

appearance• Must include references• Should include

recommendations

• Easy to Scan• Be brief and concise• Use white space and

informative lists• Should address

multiple audiences• Should allow for

information to be quickly conveyed

Informal ReportsFormal Reports

(Student Learning Commons, n.d.)

Business Plans Clearly Defined Target Market State why a business does or should exist Product/Service Description Plan should consider and detail all competition State goals and objectives Complete marketing plan Financial Plan:

Revenue Data & Evidence Financial Feasibility

Source: http://bestbusinessplanconsultant.blogspot.com/

(Strategic Communications, n.d.)

Proposals Split into sections Use images/ photos/ graphics

Size is important

First section should grab attention Introduce team members

Again, pictures help

Include a table of contents

(Riggins, 2014)

QUESTIONS?

ReferencesCengage (2012). Essentials of business communication. Retrieved from

https://college.cengage.com/business/course360/business_communication_1111101140/2nd_edition/ebook/guffey_1111821224_ch05.pdf

Forbes ( May 30, 2012). The ten commandments for delivering bad news. Retrieved from http://www.forbes.com/sites/forbesleadershipforum/2012/05/30/10-commandments-for-delivering-bad-news/#./?&_suid=139878305756507263732957356807

Gallo, C. (2009, October 8). In pictures: 10 presentation tips from steve jobs. Retrieved from http://www.forbes.com/2009/10/08/steve-jobs-presentations-technology-meetings-09-tips_slide_6.html

Griffin, S. (n.d.). Why is intercultural business so important? Retrieved from http://sarahgriffith.hubpages.com/hub/What-is-Intercultural-Business-Communication

Harvard Business Review (n.d.). Tips on writing. Retrieved from http://hbr.org/web/management-tip/tips-on-writing

HCareers (n.d.). Cross cultural communication tips for effective diversity management. Retrieved from http://www.hcareers.com/us/resourcecenter/tabid/306/articleid/507/default.aspx

IABC (n.d.). IABC code of ethics for professional communicators. Retrieved from http://www.iabc.com/about/code.htm

ReferencesJWilliamsStaffing (n.d.). Professionalism in the workplace. Retrieved

from http://www.jwilliamsstaffing.com/job-tips/professionalism-in-the-workplace/

Riggins, J. (March 26, 2014). 17 Business proposal best practices. Retrieved from http://blog.quoteroller.com/2014/03/26/business-proposal-best-practices/

Scaff, K. (2014). 10 Best practices for business communication. Retrieved from http://www.businessexaminer.com/March-2014/10-best-practices-for-business-communication/

Strategic Communications (n.d.). Business plans best practices. Retrieved from http://blog.stratcommunications.com/business-plan-best-practices/

Student Learning Commons (n.d.). Best practices for business writing. Retrieved from http://learningcommons.sfu.ca/sites/default/files/219/multi-best.pdf

Theriault, M. (2014, November 4). 9 tips for more powerful business presentations. Retrieved from http://www.forbes.com/sites/allbusiness/2013/11/04/9-tips-for-more-powerful-business-presentations/

Wiertz, S. (Otober 2, 2011). 10 Best practices for better business communication. Retrieved from http://bexinfu.com/2011/10/02/10-best-practices-for-better-business-communication/