ORG536 Best Practices in Business Writing and Communication

John Montoya
CSU-Global
Contemporary Business Writing and Communication
ORG 536
Dr. Robert “Bobby” Olszewski
November 23, 2013

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

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.

(Guffey & Loewy, 2011)

Communication 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.”

(Coster, 2010)

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.

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:
 Start with an outline
 Write a draft
 Write 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.

ORG536 Best Practices in Business Writing and Communication

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.


Character
Attitude
Action

 Trustworthy
 Taking responsibility

 Respectful
 Accountable
 Honest

Project positive energy
Appreciate efforts by others
Be a leader
Smile

 Live up to your obligations
 Show up
 Admit your mistakes
 Volunteer

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

 Minimal information
 Bad news
 Rejection
 Careless language

 Instant Messaging

 Wikis

 Email

 Social Networking

 Text Messaging

 Podcasts

 Blogs


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.

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.


Step 3 : Choosing Images
that Support Information

 Use eyes catching images.
 Make sure images you use

pertain to the
presentation.


Step 4: Use Graphics
 Use graphics that the audience

can understand.
 Do not use unnecessary text.
 Make graphics easy to

understand.


Step 5: Special Effects

 Keep the audience focused
 Using animation to make

you presentation attractive.


Step 6: Use Hyperlinks

 Using hyperlinks keep the

audience engaged.
 Link more information into the

presentation.


Step 7: Engage your Audience
 Allow a Q& A session.
 Handout a survey to get information on how to make

improvements.


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.


Informal Proposals

Formal Proposals

 Introduction

 Title Page

 Background , Problems,

 Table of contents

and Purpose
 Proposal, Plan, and
Schedule
 Staffing
 Budget
 Authorization Request

 Illustrations
 Appendix


Formal and Informal Reports Include:
 Cover

 Executive summary

 Title Page

 Introduction

 Letter or Memo of

 Body

Transmittal
 Table of contents
 List of Illustrations

 Conclusion

 Recommendations
 Appendix
 Work Cited or references


Business Plans include:
 Table of Contents

 Financial Analysis

 Company Description

 Appendixes

 Product or service

Description
 Market Analysis
 Operations and
Management


 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-writingleadershipcareers-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/fundamentalelements-businesscommunication-21737.html
Parker, R. (2011, December 07). [Web blog message]. Retrieved from
http://www.personalbrandingblog.com/7-writing-tips-for-small-businessowners
Zigler, Z. ((n.d.)). Quote of the day. Retrieved from
http://www.brainyquote.com/quotes/quotes/z/zigziglar13250

ORG536 Best Practices in Business Writing and Communication

More Related Content

What's hot (20)

Similar to ORG536 Best Practices in Business Writing and Communication (20)

Recently uploaded (20)

ORG536 Best Practices in Business Writing and Communication

Editor's Notes