2. Effective and ethical business communication
Professionalism in the workplace
Intercultural business communication
Writing tips for the business professional
The use of electronic messages and digital media for business
communication
Positive and negative messages
Business Presentations
Business reports, plans, and proposals
AGENDA
3. Communication begins when the sender
has an idea
Ideas can be shaped by the senders
mood, frame of reference, background,
culture, and physical makeup
Step two is encoding the idea into a
message
Step three the message travels over
channels like, computer, telephone, cell
phone, letter, memorandum, report,
announcement, picture, spoken word, fax,
Web page, or through some other channel
Step four the receiver decodes/translates
the message from the sender
The final step feedback travels back to the
sender acknowledging receipt of the
message or requesting additional
information
Careful communicators can conquer
barriers by anticipating problems in
encoding, transmitting and decoding a
message.
EFFECTIVE BUSINESS
COMMUNICATION PROCESS
Idea
Sender
ReceiverFeedback
4. Function of business
communication
1. To inform
2. To persuade
3. To promote goodwill
Internal communication is
used for superiors,
coworkers, and subordinates
External communication is
used with customers,
suppliers, government
agencies, and the public
EFFECTIVE BUSINESS
COMMUNICATION
5. Know the laws and follow
them.
Always tell the truth
Stick to the facts, opinions
are not welcome
Know your biases and keep
them from distorting the
message
Communicate clearly so the
receiver understands easily
and quickly
Use language that includes
rather than excludes
Give credit for ideas
ETHICAL BUSINESS
COMMUNICATION
6. Consider if the action is legal
View the problem from the other side
Consider all alternative solutions to the problem
Discuss the problem with a trusted colleague
If family, friends, employers, or coworkers were to know what
happened how would you feel
DOING THE RIGHT THING
7. Professionalism is described as the conduct, aims, or qualities
that characterize or mark a profession or a professional person.
Professionalism leads to success.
PROFESSIONALISM
8. Good speech habits
E-mail etiquette free from IM
slang and senseless chatting
Use a professional E-mail
address
Cell phones turned off before
meetings, use only when the
conversation can be private
Texting only when appropriate
PROJECTING PROFESSIONALISM
THROUGH COMMUNICATION
9. Use polite words
Express sincere appreciation and praise
Careful when sharing personal information
Do not criticize people,
Respect coworkers space
Avoid profanity or questionable jokes
Clean up after yourself
Do not argue, keep calm and focus on the work
Respect others opinions
PROFESSIONAL ETIQUETTE
10. Doing business across
boarders is now
commonplace
Technological advances in
communication and
transportation are major
contributors in global
interconnectivity
World commerce are
intermingling more and more
More global jobs, products,
and customers
INTERCULTURAL BUSINESS
COMMUNICATION
11. Culture is learned in early
childhood
Reinforces values and beliefs
Basis of self-identity and
community
Cultural routines can be
visible and invisible
Dynamics of cultures are ever
changing based on the world
around them
UNDERSTANDING CULTURE
13. Use foreign phrases when
communicating verbally
Speak clearly using simple
easy to understand English
words
Speak Slowly
Observe non-verbal messages
that signal when the listener is
lost
Encourage feedback
Check for comprehension of
the message
Follow up in writing
Understand local styles and
standards
Observe titles and rank
Use short sentences and
short paragraphs
Avoid ambiguous expressions
Avoid words with many
meanings
Use correct grammar
Oral Communication Written Messages
KNOW THE CULTURE AND WHAT FORM
OF COMMUNICATION IS
PREFERRED
14. Select the right channels for
the message
Know the audience
Avoid company acronyms
Use bias-free language
Be positive and courteous
WRITING TIPS FOR THE BUSINESS
PROFESSIONAL
15. 3. Revising
Revise Proofread Evaluate
2. Writing
Research Organize Compose
1. Prewriting
Analyze Anticipate Adapt
GUFFEY’S 3-X-3 WRITING
PROCESS
17. Understand basic sentence
structure and elements
Avoid fragmented sentences
and punctuation errors
Do not use run-on sentence
Know what a comma-splice is
Keep sentences short for
better comprehension
Use vivid words to help the
reader picture the idea clearly
Short paragraph use
EFFECTIVE WRITING TIPS
18. E-mail has become the channel of choice for business
communication
Instant messaging, great for interactive and immediate response
needs
Text messaging short messaging for rapid responses
Podcasts used to improve customer relations, marketing, training,
product launches, and viral marketing
Blogs allow for businesses to show a more personal side
Wikis are central locations where documents and information can
be shared publicly or privately
Social networking gives businesses an opportunity to reach out to
customers and the public
ELECTRONIC MESSAGES AND DIGITAL
MEDIA FOR BUSINESS
COMMUNICATION
19. Positive messages start with
the writing process. (3-X-3)
Be clear with the message
Share the Vision and Mission
of the company
Inspire and motivate others
Be considerate of the purpose
for the message
Decide Whether to Apologize
Use sensitive language
Win back the customer’s
confidence
Always concentrate on the 5
Ss
Selfless
Specific
Sincere
Spontaneous
Short
Positive Messages Negative Messages
POSITIVE AND NEGATIVE
MESSAGES
20. Know the Audience
Plan how to organize the presentation
Know when to use humor, personal examples, and experiences
Account for age, gender, education, experience and size of the
audience
First Impressions
Express clear ideas
Images, and graphics that help communicate the message
Effective use of presentation tools
Effective delivery
Practice the entire presentation
Know the subject
BUSINESS PRESENTATIONS
21. Use the Guffey’s 3-X-3 Writing
Process
Reports discuss, analyze,
interpret, and evaluates the
research findings or solution to
a problem
Start with the purpose
Follow information in order
Summarize key points
Remove nonessential details
Strategic wording
Use an outline
Watch the length
BUSINESS REPORTS
22. Be clear about what the
business has to offer
Clearly define what the
business is selling
Avoid being a Jack of all
trades
Learn to strategize
Create a niche for the
business
Know the market and industry
Identify opportunities for the
business in the future
CREATING A BUSINESS PLAN
23. Executive summary is the snapshot of the business plan
Company description provides information on what the business
does
Market analysis, research on the industry
Organization and management outline
Service or product line the business is offering
Marketing and sales
Funding request
Future financial projections
Appendix for resume, permits and leases
PARTS OF A BUSINESS PLANS
24. Written offers to solve
problems, provide services,
or sell equipment
Maybe internal or external
reports
Solicited proposals is asked
for by the customer
Unsolicited proposal is sent to
a potential client without
being asked for.
BUSINESS PROPOSALS
25. Presented in a short two to
four page letter
Contains six principal
components: introduction,
background, proposal,
staffing, budget, and
authorization request
Varies in length from 5 to 200 or more pages
Organized into more parts to facilitate
comprehension in addition to the six principal
components of the informal proposal
Copy of the RFP
Letter of Transmittal
Abstract or Executive Summary
Title Page
Table of Contents
List of Illustrations
Appendix
Informal Proposal Formal Proposal
BUSINESS PROPOSAL
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http://www.amanet.org/training/articles/Business-Writing-Tips-for-Professionals.aspx
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http://pmtips.net/maintaining-project-management-professionalism/
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http://bonnieelgiepr.com/blog/2012/09/27/back- to-the-pr-basics-general-writing-tips/
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http://beaconnews.ca/calgary/2011/11/how- culture-controls-communication/
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http://www.sba.gov/content/how-make-your-business-plan-stand-out
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