Best practices in business
- 1. Best Practices in Business Writing and Communication Presented by Ashlyn Elliott
- 2. Best Practice in Business Writing and Communication Today we will be discussing different things within the workplace that can help employees with writing and communication in their daily job duties. These are the topics we will cover today: 1. Effective and ethical business communication 2. Professionalism in the workplace 3. Intercultural business communication 4. Writing tips for the business professional 5. The use of electronic messages and digital media for business communication 6. Positive and negative messages 7. Business presentations 8. Business reports, plans and proposals
- 3. Ethical Communication • Organizational Ethics Policy • Ethical training • Handling ethical issues in the workplace
- 4. How to handle positive and negative ethics in the workplace • Recognizing Good ethical business manner is important in order for employees to know when they did a “job well done” but also for other employees to know the ethical standards that are set within the organization (Anthony, 2014). • When unethical communication or actions occur it is important for management to take that as an opportunity and use it as a tool to teach employees what is and isn’t acceptable.
- 5. Ways to Maintain Professionalism • Treating others with respect • Leaving personal issues at home • Leaving personal communication devices at home • Dress professional • Be on time • Don’t gossip • Don’t lie
- 6. Maintaining Professionalism in the Workplace • Treating others with respect: This is an action that goes far with people and is typically reciprocated. • Leaving personal issues at home: Most people do not think that this can affect your in your job, but it can. It can cause individuals to make mistakes or have a negative attitude towards co-workers. • Leaving personal communication devices at home: It’s not the time or the place for it. • Dress professional: It says a lot about a person by the way they carry themselves. • Be on time: punctuation is critical no matter what you are doing in life. • Don’t gossip: It will cause workplace conflict and could affect the career path an individual is on. • Don’t lie: One lie tends to lead to another.
- 7. A Global Organization • Multi Culture Organization • Educating employees on the different cultures within the organization. • Teaching employees how to embrace diversity in the workplace • Teaching employees what could be the challenges the face working in a multi culture organization.
- 8. Embracing Diversity • Provide Diversity training to employees • Educate employees on the company diversity policy • Encourage employees to work in Diverse groups • Enforce a zero tolerance policy within the workplace
- 9. Intercultural Communication Some things to do when communicating with different cultures is: • Teach and encourage active listening skills • Direct employees on when and how to paraphrase • Practice repeating what the other person said By doing these three things it can help ensure that you have a strong understanding of a conversation and it can clear up any confusing if there is any.
- 10. Business Writing When writing emails and texts, tone can be misunderstood. It is important to consider these things when delivering a message. Although the message may be important it is critical to not use enthusiasm within e-mails or text messaging. Make sure the message being sent is clear, with the importance of the message at the beginning and always be sure to proof read.
- 11. Ten ways to enhance writing skills Coster (2010) gives ten tops for better business writing: • Clarity • Avoid short sentences • Avoid verbiage that will be foreign • Keep the most important things at the beginning • Be specific • Avoid enthusiasm • Use active and not passive verbs • Choose pronouns wisely • Proof read for grammar errors • Know when to use different common words that introduce things correctly
- 12. Electronic Messages and Digital Media for Business Communication The rise in using a mobile device to text message and write short emails for business related communication is increasing (Feigenbaum, 2014). This type of communication has become extremely convenient in order for people to stay on the go. However, things aren’t always professional when using a handheld device as people tend to shorten what they are saying with acronyms and abbreviations.
- 13. Pros and Cons of Business E-mails Cons: • Revolving time at the computer • It is impersonal Pros: • It is fast if a person is at the computer • It is a cheaper communication
- 14. Pros and Cons of Business Text Messages Cons: • Not using full words or sentences to maintain professionalism. • A interruption during meetings Pros: • The convenience • Faster responses
- 15. The Message Positive Message • Remain professional • Be genuine • Be passionate about what you do Negative Message • Be sensitive to how things are worded. • Try to incorporate positive energy • Be genuine • Be passionate about what you do
- 16. Business Presentations • Provide a handout • Be humorous • Engage audience through discussions • Have a strong, catchy introduction
- 17. Ways to create a more powerful Presentation Theriault (2013) suggests 9 ways that can help enhance a presentation in the workplace. • Establishing your credibility first • Including the goal in the introductory of the presentation • Use supporting material throughout the presentation • Begin separate ideas with powerful quotations or images • Ask thought-provoking or rhetorical questions • Make startling statement • Be prepared to answer difficult questions • Have your own questions ready in case no one has any to ask or is to reserved to ask any • Have a second short closing after questions have been asked and answers have been given
- 18. Business Reports Business reports provide important information to management that is required to be timely and factual (Beare, 2014). There are four essential things that every business report should include: • Terms of reference • Procedure • Findings • Recommendations
- 19. Four essential things that a business report should include • Terms of reference- Who the report is for and when it is due by. • Procedure- The steps that will be taken to collect the data needed. • Findings- The information gathered. • Recommendations- From the data collected, make recommendations.
- 20. Strong Business Plan Having a strong business plan can be critical to the success of the organization. It provides direction and vision for the organization and its employees. Business plans serve as the outline for the organization and provide standards to see if the organization is reaching the goals set (Hull, 2013).
- 21. Business Plans Hull (2013) states ten things that a business plan should include: 1. Mission Statement 2. Description of the organization 3. Description of what makes the organization unique from others 4. Market Analysis 5. Description of the management team 6. How the organization will market their organization 7. Analysis of the organizational strengths, weaknesses, opportunities and threats 8. Develop a cash flow statement 9. Revenue Projections 10. Summary
- 22. Business Proposals It is critical to an organization that when submitting a business proposal they have done research, gathered information and provided that in a proposal in a professional manner. Business proposals in today’s competitive business environment can be critical to the success of an organization. Strauss (2011) recommends seven tips for creating a great business proposal.
- 23. Tips to creating a strong business proposal 1. Write Clearly 2. Make a valid argument 3. Don’t be afraid to show your personality 4. Don’t misuse graphics 5. Don’t oversell 6. Make the proposal to fit the client 7. Be mindful of the audience reading the proposal
- 24. Strong Writing and Communication • Successful organizations • Investing in the employees • The organizations future • Training options
- 25. Investing in Employees There are key reasons that a company should invest in developing their workers of the future (Quast, 2012). 1. Increase performance and production 2. Attract and Retain Talent 3. Strengthen culture and promote and foster diversity 4. Encourage innovation 5. Serve customers to the fullest
- 26. Q&A Now is the time for the audience and presenter to ask questions. • Was everything clear throughout the presentation? • Were all topics discussed that have an impact on your daily role within the organization? • What helps you with writing and communication? • Where do you feel you can improve with writing and communication in your role?
- 27. References Anthony, L. (2014). About Communication & Ethical Issues in Business. Chron. Retrieved from smallbusiness.chron.com/communication-ethical-issues-business-4886.html Beare, K. (2014). How to Write a Business Report. About.com. Retrieved from http://esl.about.com/od/businessenglishwriting/a/bizdocs.htm Coster, H. (2010). Ten Tops for Better Business Writing. Forbes. Retrieved from www.forbes.com/2010/05/03/better-business-writing-leadership-careers-tips-html Duggan, T. (2014). Strategies for Dealing with Intercultural Communication. Chron. smallbusiness.chron.com/strategies-dealing-intercultural-communication-11875.html Feigenbaum, E. (2014). Electronic Methods of Communication in Business. Chron. Retrieved from smallbusiness.chron.com/electronic-methods-communication-bsuiness-2943.html Hull, P. (2013). 10 Essential Business Plan Components. Forbes. Retrieved from http://www.forbes.com/sites/patrickhull/2013/02/21/10-essential-business-plan-components/ McKay, D. R. (2014). Professionalism How to Conduct Yourself at Work. About Career Planning. Retrieved from careerplanning.about.com/od/workplacesurvival/a/professionalism.htm Theriault, M. (2013). 9 Tips for More Powerful Business Presentations. Forbes. Retrieved from www.forbes.com/sites.allbusiness/2013/11/04/9-tips-for-more-powerful-business-presentations/ Quast, L. (2012). Want your Company to Succeed in the Future? Invest in Employee Skills Training like Deloitte LLP. Forbes. Retrieved from http://www.forbes.com/sites/lisaquast/2012/05/14/want-your-company-to-succeed-in-the-future-invest-in- employee- skills-training-like-deloitte-llp/