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Week portfolio project best practices in business writing and communication_klee

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Week portfolio project best practices in business writing and communication_klee

  1. 1. BEST PRACTICES IN BUSINESS WRITING & COMMUNICATION Kate Lee SPRING13-D-8-ORG536-1 Contemporary Business Writing and Communication CSU-Global Instructor: Dr. Bobby Olszewski 07/21/2013
  2. 2. WHAT EMPLOYERS WANT?  They expect their employees to be able to work in teams and interact with each other professionally.  They want to typically know about four areas: education, experience, hard skills(technical), and soft skills(knowledge based)  They want their potential aspects of employees to be able to make eye contact. Especially when considering a management position.  They want an employee with good written and verbal skills.
  3. 3. SECTION 1 Effective Business Communication
  4. 4. PROCESS OF COMMUNICATION  Communication is a huge factor to anyone in the workforce or entering the workforce.  The process of communication has five phases: • 1- Sender has an “Idea” or needs to communicate information. • 2- Sender encodes or writes the idea or information in a message. • 3- Message travels over channel or message goes to receiver. • 4- Receiver decodes message or receiver reads message • 5- Receiver than writes down feedback and is sent back to original message.
  5. 5. ORAL COMMUNICATION  The ability to exchange information in a face to face interaction helps prevent misunderstandings.  No delay on receiving a response or asking a question to help you understand  An efficient way to develop a consensus when many people must be consulted.  You can tell how the person you are relaying the information to through facial expression feels about the information you are telling them.
  6. 6. DEALING WITH CONFLICT  Conflict is common in every workplace and team.  Conflict is not only negative.  If handled appropriately it can improve decision making, clarify values. improve team morale, and decrease tensions.  Following the six-step procedure for dealing with conflict, it can help you be better prepared to resolve workplace conflict, if implemented correctly.
  7. 7. 1. Listen. 2. Invent New Problem- Solving Options. 3. Look for a common ground. SIX-STEP PROCEDURE FOR DEALING WITH CONFLICT 4. Show a Concern for the Relationship. 5. Understand the Other’s Point of View. 6. Reach an agreement based on what is fair. Think of “L.I.L. S.U.R.”
  8. 8. WRITTEN COMMUNICATION  Written communication is impersonal due to the lack in being able to see the person and to get instant feed back.  Written messages provide regulation.  Writing ideas out on to paper enables you to communicate well organized, well-considered messages.  Written documents are also convenient and can back up your ideas or be a solid document that supplies what you wrote incase it is taken out of text.
  9. 9. SECTION 2 Ethical Business Communication
  10. 10.  Deal honestly With Your Colleagues and Customers, it Helps Develop Trust and Respect.  Know the Laws in Your Field and Follow Them.  Tell The truth.  Give the Facts as They Are. GOALS OF ETHICAL COMMUNICATION  Recognize Your Own Biases and Strive to Keep Them From Changing the Message you are Trying to Get Across.  Communicate clearly.  Use inclusive Language.  Give credit for ideas.
  11. 11. TOOLS FOR DOING THE RIGHT THING  If you have to second guess what you are doing or ask yourself, “is what I am doing right?” Most often it is NOT.  Ask yourself the following: • Is the action you are considering legal? • How would you see the problem if you were on the opposite side? • What are alternate solutions? • Can you discuss the problem with someone you trust? • How would you feel if people you care about learned of your action?
  12. 12. DEALING WITH GOSSIP  It can be looked at as fun and entertaining, but too many of us do it and too often.  Deal with the issue not the person.  Focus on solutions not the problems.  Some might even argue that gossip is good because it can help people learn to behave and how to confront faster than having it become harmful.  Refuse to be drawn in.
  13. 13. HOW TO HANDLE GOSSIP ETHICALLY  Run and Stay Away from Anyone Who Starts to Gossip. • Even if you don’t contribute. Just being there shows that you are contributing.  End Rumors About Others • When someone starts gossiping stop them in their tracks and put an end to the rumor stating.  End and Learn to Confront issues that rise about yourself. • Learn to confront the person that is spreading the rumors and put a stop to them. Always keep written documentation to refer back to if needed.
  14. 14. NOT ALL GOSSIP IS HARMLESS!  Keep Confident. • Become known as someone who is closed mouthed.  Limit Personal Information That You Share About Yourself. • Sharing too much information can be blown out of proportion and cause gossip.  Avoid Any Form of Coworker Belittlement. • Today’s coworker may be tomorrow’s senior vice president.  Build Coworkers Up. • Don’t tear your coworkers down. Use the gossip or grape vine to build your coworkers up. It will help your coworkers to gain respect.
  15. 15. SECTION 3 Intercultural Business Communication
  16. 16.  Workplace Attitude • Your workplace attitude can tell a lot about your professionalism.  Attire • Dress codes are enforced to promote professionalism.  Time Management • Employees show their professionalism by being on time for their shifts. PROFESSIONALISM IN THE WORKPLACE  Respect in the Workplaces • Show respect by avoiding gossip, turn off phones, refrain from using company time for personal issues.  Harassment and Bullying • Show zero tolerance for any form of harassment and bullying.
  17. 17. INTERCULTURAL COMMUNICATION ISSUES  Successful companies have formed and adapted to the global market. They sell their products in other countries through the web and stores in those other countries.  Business communicators need to be aware of their own culture and how it differs from others.  They need to adapt their products to meet the needs of the new consumers and cultures that come along with them to help make their sales as successful as to the culture they are used to serving.
  18. 18.  It is the vital, integral part of the business world.  For oral communication to be effective, it should be clear, relevant, tactful in phraseology and tone, concise, and informative. SUCCESSFUL ORAL COMMUNICATION  Types of oral communication that are commonly used include staff meetings, personal discussions, and presentations.  Oral communication with those outside of the company can take form of face-to-face meetings, telephone calls, video and teleconferences.
  19. 19. SECTION 4 Writing Tips for the Business Professional
  20. 20. Prewriting • Analyze • Decide on the purpose. • Anticipate • Profile the audience. • Adapt • Decide what techniques and strategies you will use. WRITING TIPS FOR THE PROFESSIONAL  Revising • Revise • Is your message clear and concise? • Proofread • Are there grammar or spelling errors? • Evaluate • Does this message achieve its purpose? Writing • Research • Gather data to provide facts • Organize • Group similar info together • Compose • Prepare a first draft.
  21. 21. SECTION 5 The Use of Electronic Messages and Digital Media for Business Communication
  22. 22. Electronic Mail Instant Messaging Text Messaging Podcasts ELECTRONIC & DIGITAL FORMS OF BUSINESS COMMUNICATION Blogs Wikis Social networking
  23. 23. SECTION 6 Dealing with Positive and Negative Messages
  24. 24. POSITIVE MESSAGES  Delivering good news.  Communicate straight forward requests.  Communicate straight forward replies.  Communicate goodwill.  Messages that lift you up.  Messages that motivate you.
  25. 25. NEGATIVE MESSAGES  Delivering bad news.  Sales decreased.  Communicating negative feedback about negative customer feedback received.  May contain: abusive language, and careless language.  Can be expected and unexpected at times.
  26. 26. SECTION 7 8 Steps in Making a Powerful Multimedia Presentation
  27. 27. STEP 1: START WITH THE TEXT Make sure the words you are using are clear and concise and most of all understandable. Make sure when you add color it is visually appealing instead of an eye sore.
  28. 28. STEP 2: SELECT YOUR BACKGROUNDS AND FONTS Select a template that will be most of all appealing to the eye. Use consistent font styles and sizes, as well as the same background throughout the slides. There are many templates that you can download or pay for. Use Times New Roman or Arial font. Font size should be between 20 and 36.
  29. 29. STEP 3: CHOOSE IMAGES THAT SUPPORT THE INFORMATION  Images help keep your audience intrigued.  Can support your information by giving the audience a visual.  Make sure, if using images from other sources, that you obtain a copyright of image if applicable.
  30. 30. STEP 4: USE GRAPHICS TO SIMPLIFY THE INFORMATION. Graphs can make complex information look simplified. Helps your audience understand the complex information in a Lehman’s term kind of way. Can make your presentation visually appealing to the eye. Keep in mind when adding graphics that they should be easy to understand rather than overloading information to your audience.
  31. 31. STEP 5: USE SPECIAL EFFECTS. When you use special effects it keeps your audience focused on your presentation. Make information appear as you discuss it than all at once. Choose your animation with care so that it does not overpower the presentation.
  32. 32. STEP 6: CREATE HYPERLINKS TO BECOME INTERACTIVE Add hyperlinks to your sources that you obtain information on and cite. You can hyperlink other slides in your presentation, so you can go back to a previous slide to help solidify a point that you are trying to make. A Hyperlink can also connect your presentation to another file or document in a different program. <<<<Click the HTTP to be connected to week 6 presentation
  33. 33. STEP 7: ENGAGE YOUR AUDIENCE It is always good at the end of a presentation have a Q&A. It gives the audience a chance to ask questions that they may have thought of during your presentation. It encourages the audience to discuss your presentation. It can give you insight about your presentation, and a beneficial learning experience for the next time you have to create another presentation.
  34. 34. STEP 8: MOVE YOUR PRESENTATION TO THE INTERNET When this is done it can be accessible to other employee’s or people who are seeking information. It can better other people’s presentations. Web presentations are an emerging technology that makes it so that people do not need to leave their office to go to a presentation.
  35. 35. SECTION 8 Business Reports, Business Plans, and Business Proposals
  36. 36. Includes:  Cover  Title Page  Letter or Memo of Allowance  Table of Contents  List of Illustrations BUSINESS REPORTS  Executive Summary  Introduction, Body, Conclusions  Recommendations  Appendix  Works Cited or References
  37. 37. Includes:  Table of Contents  Company Description  Product or Service Description  Market Analysis BUSINESS PLANS  Operations and Management  Financial Analysis  Appendixes
  38. 38. Includes:  Introduction.  Background, Problem, Purpose  Proposal, Plan, Schedule  Staffing.  Budget  Authorization Request Includes informal part plus the following:  Title Page  Table of Contents  List of Illustrations  Appendix BUSINESS PROPOSALS Informal Formal
  39. 39. REFERENCES  Guffey, M. E., & Dana, L. (2008). Business Communication: Process & Product. Mason: Cengage Learning.  Johnson, R. (2013). Topics of Professionalism in the Workplace. Retrieved from Chron: http://smallbusiness.chron.com/topics-professionalism-workplace-25820.html  Rosenberg McKay, D. (n.d.). Professionalism: How to Conduct Yourself at Work. Retrieved from About.com career planning: http://careerplanning.about.com/od/workplacesurvival/a/professionalism.htm  Soard, L. (2013). How to Avoid Workplace Gossip & Negativity. Retrieved from Chron: http://smallbusiness.chron.com/avoid-workplace-gossip-negativity-32542.html