Culture in Business Communication

The Importance of Culture in Business Communication

from http://www.ehow.com/about_5421479_importance-culture-business-communication.html

By LaRita Heet, eHow Contributor

Today's global marketplace emphasizes the importance of culture in business communication. For American business professionals, communicating in a way that values your co-worker's or customer's culture can mean the difference between your business flourishing or faltering.

Cross-cultural communication encompasses your interactions with people of varied cultural backgrounds both in America and outside U.S. borders.

1. Languages

   • According to the 2000 U.S. Census, more than 47 million Americans ages five and above--almost one-fifth of the U.S. population--speak a language other than English at home.

     Yet far too many businesses fail to emphasize hiring and training employees in foreign languages. According to Echo International, by showing an understanding of a business partner's language, you're also communicating commitment and respect that could prove invaluable to your business and its image.

   Nonverbal Communication

   • The saying "Actions speak louder than words" is especially true in cross-cultural communication. Learn the dos and don'ts of nonverbal communication to establish positive, respectful interactions.

     Train your employees to recognize that gestures, eye contact and personal space issues that Americans take for granted can seem rude or insulting to other cultures. For example, in most of the Arab world, pointing is considered an offensive gesture.

   Cultural Implications

   • International businesses must respect the values and beliefs inherent within the cultures in each of the countries or regions it serves. While paying your employees a cash bonus is accepted and welcomed in the United States, other cultures regard this as a form of bribery. Still other countries may expect baksheesh--what Americans call bribes -- before they will do business with you. Shaking your boss's wife's hand is a normal, acceptable greeting in the United States, but in China, it is considered highly inappropriate for a man to touch a woman in public.

   Business Travel

   • Before you take an international business trip, research the area and culture in which you're about to be immersed. Learn the cultural tips galore in the book "Kiss, Bow, or Shake Hands," by Terri Morrison and Wayne A. Conaway.

   Creating a Diverse Workforce

   • If you don't already have a no-tolerance harassment policy in place, now is the time to create one. Follow EEOC-enforced workplace harassment laws, especially those prohibiting workplace discrimination based on a person's race, national origin and religion. Post EEOC-mandated documents to promote a harassment-free workplace.

     Positive cross-cultural business communication means respecting one another across the board and showing it in every level of your business. If you're going to celebrate Christmas at the office, then you must also celebrate Hanukkah, Kwanzaa and the Chinese New Year.

   Cross-Cultural Training

   • Consider hiring a cross-cultural communication expert to review your company's policies, procedures, and messages, and to help train you and your employees in the intricacies of the importance of culture in business communications. Experts help employee practice cultural sensitivity through role play, games, and online training.

• Free 5 Hr Coach TrainingRobbinsMadanesTraining.com
  Anthony Robbins & Cloe Madanes Learn Coaching From the Masters
• Cross-Culture Trainingwww.Cross-Ways.com
  Asia-West Experts Highly Effective - Top References !
• Online PostgraduateWaldenU.edu/International-Business
  International Business Postgraduate 100% Online, 100% Supported!
• International Business MAwww.frankfurt-school.de
  M.A. in 4 concentrations: Creative Industry, Healthcare Business etc.

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References

• U.S. Census
• EEOC: Federal Equal Opportunity Laws
• National Business Travel Association

Resources

• Intercultural Communication Institute
• International Business Etiquette and Manners

Read more: The Importance of Culture in Business Communication | eHow.com http://www.ehow.com/about_5421479_importance-culture-business-communication.html#ixzz1NvIs3Dwu

Report Formats from Purdue OWL

Handbook on Report Formats

from 

http://owl.english.purdue.edu/owl/resource/726/01/

Summary: This resource is an updated version of Muriel Harris’s handbook “Report Formats: a self instruction module on writing skills for engineers,” written in 1981. The primary resources for the editing process were Paul Anderson’s “Technical Communication: a reader-centered approach” (6th edition) and the existing OWL PowerPoint presentation, "HATS: A Design Procedure for Routine Business Documents."

Contributors:Elizabeth Cember, Alisha Heavilon, Mike Seip, Lei Shi, and Allen Brizee
Last Edited: 2010-04-25 08:37:24

Report Formats

An overview of the how, what, and why of organizing different types of reports

How do you select a format and use it?

• Purposes and types of report formats
• Parts of a report
• Specific advice for writing reports

What is format?

• A plan of organization
• A means of structuring material
• A framework for arranging information

Why should you use a format?

• To present your report as clearly and as concisely as possible to one reader or to a variety of audiences
• To signal the type of information being presented
• To enhance the presentation

Your readers:

Before you write a report, you must consider your readers. How you format your report will depend on your readers’ goals and needs. Ask yourself the following:

• Who are my readers? Remember there may be more readers than you expect. For example, a feasibility report for your boss may be given to someone higher up in the company and a research report may be used by another researcher years later.
• Why do they need this report?
• What information do they need to get from this report?

General report format guidelines:

When you write a report, you will want to make it easy to read and understand. Here are some guidelines to apply to any report you write:

• Use lists: Whenever you can, help your reader by using lists. Give your lists visual emphasis by bullets.
• Use headings and subheadings: Use headings and subheadings to guide your reader through the organization of the report and list them in the table of contents. Each section should have a clear topic statement to let the reader know what will be included in the section.
• Use clear typefaces, such as Times New Roman or Arial: Avoid using more than one typeface in a document. Bold section headings for emphasis.
• Use white space to enhance your information: Dense blocks of text are difficult to read and will make it more difficult for your readers to find the information they need. For further information on this topic, see the OWL resource on document design, HATS.

Other guidelines for writing reports:

• Write the body of your report first—before you write the abstract: Most report writers prefer to save the mechanical elements, such as the title page and the table of contents, for the last step.
• Maintain consistent structure: once you determine the structure you will use, keep using it consistently throughout the report. This will make it easier for your readers to understand your report.
• Choose carefully the voice, mood, and tense: These depend on the rhetorical situation. Consider the expectations of your readers and the needs of your readers. For lab reports and long formal reports, most companies and most teachers prefer that you use the third person passive: "A test was run..." NOT "I ran the test..."

Past tense is used for explaining procedures, and present tense is used for generalizations and for stating what the results show.

For memos and letters, most companies prefer the first person active: "I have reviewed the program..." NOT "The program has been reviewed..."

See also HATS

Proposals -- Key Components -- from U of Pittsburg

from http://www.pitt.edu/~offres/proposal/propwriting/components.html

Key Components of a Proposal

Abstract/Executive Summary

This section provides a capsule description of the entire project. It should include a brief statement of the needs or problem being addressed, the methodology(s) to be employed in accomplishing the tasks outlined, project goals or expected outcomes, the time duration, and the approximate cost.
[2-3 paragraphs, 300 words maximum]

Background/existing base of knowledge

This section should reflect your scholarship and show evidence of a thorough research of the topic, including relevant literature search, and reference to external benchmarks and related measures.
[2-3 pages]

Statement of Need

This is the "why" of the project. One needs to convince the reader that the problem is real and that the proposer's rationale and methods will actually enhance the field, provide the service, or accomplish the stated objectives.
[2 pages]

Project Description

This is the "nitty-gritty" of the body of the proposal. It should include a reasonably extensive explanation of the problem, with sufficient technical background, as appropriate, a statement of objectives, detailed explanation of the methodology or techniques to be utilized, and evaluation measures.
[5-7 pages; longer for technically-intense projects]

Budget

Dependent upon the sponsor's preferred format, this may be incorporated within the body of proposal, submitted as a separate document, or contained within an attachment or referenced appendix. It should include a definitive line-item budget for all direct costs, and administrative or indirect costs, unless prohibited by the sponsor. The extent of individual cost items should match the scope of the project, reflect real or estimated cost burdens, and not be padded. Each major cost item should be accompanied by a narrative explanation of the basis of costs, and avoid jargon terms. Cost contributions, either "in-kind" or real dollars, may be required to be explicitly identified by some sponsors. If a multiple year project, a detailed budget sheet should be provided for each year, plus a consolidated or summary budget page totaling all cost categories.
Reference: [Guide to Budgets and Budgeting], Office of Research
[1-page/yr, plus narrative]

Organizational Information

This is required for most institutional or program applications; this material may be optional or deleted for some grant requests for individuals or fellowship-type applications. It should include a brief history and profile of major institutional characteristics, including its primary mission, operating activities, audiences, services, etc. Oftentimes accompanied by appendices, such as Board of Trustee lists, Annual Financial Reports, and related.
[1-2 pages]

Conclusion-Statement of Outcomes

This includes a summary of the main points of your project narrative, and a restatement or final reinforcement of the intended project goals or outcomes.
[1 page]

---

Always follow the sponsor's guidelines, adhering to stated rules regarding format, section length, budget limits, and related.

Color Psychology For Effective Business Communication

Using Color Psychology For Effective Business Marketing

from http://fitzvillafuerte.com/using-color-psychology-for-effective-business-marketing.html

This article is posted under Business, Sales and Marketing.


Theories in color psychology can play an important role in business and product marketing. After all, research shows that colors have the power to alter the physiology and mental states of a person.
In fact, a 1981 study by Wohlfarth and Sam concluded that blood pressure and aggressive behavior can be controlled by simply altering the lighting spectrum within a subject’s environment.
Through the years, market researchers, brand managers and product designers have used this information to effectively solicit favorable business perceptions and influence initial product engagement. Just look around and you’ll definitely see evidence of this marketing strategy – fastfood restaurants are usually red and orange, banks and financial institutions are often blue, while luxury products are typically packaged in black.
Are you currently designing your business logo? Or maybe thinking of redecorating your store? Perhaps you’re planning to repackage a product or simply choosing a new template for your website? Then I suggest you consider using color psychology to enhance your brand to make it more appealing to your target audience.
Here are the typical impressions commonly associated with some basic colors to help you start.

Red is the color of heat, passion and excitement. It easily grabs attention and evokes speed and energy. Feeling tired? Coca Cola might help you get that boost.

Orange is the color of warmth and vitality. It’s also associated with reliability and playfulness. As Enervon would say: More energy, mas happy .

Yellow is the color of optimism and creativity. Bright yellows represent sunshine, cheer and happiness. Now you know why kids love McDonald’s.

Green is the color of serenity and health. It connotes growth, nature and freshness. This is why you feel calm inside The Body Shop.

Blue is the color of security, truth and stability. It implies loyalty, reliability and an open communication. Maybe this is the reason why I’ve been a Globe subscriber for eight years now.

Purple is the color of spirituality, intelligence and wealth. It can also mean royal, sentimental, creative and sophisticated. So every time you grab a Cadbury chocolate, you tend to get that luxurious feeling.

Pink is the color of youthful intensity. It conveys energy, fun and excitement. Sanrio exemplifies this expression in their products. (Image credit: Alvarez Julie)

Brown is the color of durability and class. It could represent age, stability and relaxation. UPS used this as their primary color to convey individuality, reliability and security.

Black is the color of power and drama. It’s serious, bold and strong. Jaguar’s target market are high-income people with sophisticated and prestigious lifestyles.

White is the color of simplicity and cleanliness. It’s message is youthful, mild and pure. Maybe this is the reason why most people prefer buying the classic white iPod because it complements the uncluttered and minimalist interface of the gadget very well.
Always remember that colors may have different meanings across various demographics and cultures, so always think about your target market and learn their general psychology.
If you want to use colors to enhance your brand, you may want to start by considering your company’s vision and mission statements and from it, define what message do you want to send out to your customers. After that, you’ll hopefully have an idea what primary colors to choose.
Furthermore, incorporating two or three colors and experimenting on different hues can help produce a more effective engagement from your audience. For example, people are more likely to give favorable responses to someone wearing white and blue (“Would you like fries with that?“).
Don’t be afraid to experiment and conduct market research to see which combination works best for your business. Lastly, understand that color psychology is just about impressions and perceptions. In the end, product quality and excellent customer service that’s consistently delivered will be more important than any brand aesthetics.
To receive more articles about business and marketing, please subscribe to Ready To Be Rich.
———
Photos courtesy of Flicker Clicker, ubshealthcare, thomas.merton, vivido, Reuters Pictures, marichica88, Pink Yume, its tehmina, Cushdy and directstream

Visual Activities

Visual Activities

Introduction: Becoming Visually Literate

We live in an information age, much of which is received visually. From the headlines, weather, and stock quotes that trail across our television screens to the web sites through which we search the Internet, we have a constant stream of incoming images. Some of these images loop endlessly, such as the image of a plane crashing into the World Trade Center, omnipresent in the back of our minds like ghostly shadows. Many of us stare at computer screens all day long, breaking up our view of corporate spreadsheets with quick clicks to view our favorite web sites. Glossy advertising images pervade print, television, and the Web. Posters in stores, direct mail in our mailboxes, and photographs in newspapers and magazines are part of our daily visual environment. Logos have even become so important that two Houston artists made a career for a year out of wearing suits emblazoned with corporate logos and parading their attire in urban locations. Movies suffuse our lives 24/7, both on our home sets and through video rentals. Digital photography is so easy that even children are able to upload images to the Web. In addition to this daily barrage, artists heighten our awareness of this visual environment through their own interpretation of it.

Learning about seeing, or how images are composed or designed, is now an important part of learning to write. Just as writers plan word by word how each sentence is shaped, and paragraph by paragraph how the whole essay is constructed, artists and designers compose. Advertisers decide if there should be a story implied by their ad. Web designers decide which colors to use, and how much white space, and how easy the navigation menu is for the user. Photographers decide how to compose what they see and what should be included and what left out of an image.

"Seeing" is different than just "looking." "Seeing" includes both "looking," that is simple observation of what is in front of you, andinterpreting, that is developing and then answering questions that lead to a possible explanation of the meaning of what you looked at. Seeing always start with careful observation, a skill you can actually practice. By developing this skill, you will also develop questions about what you observe. From these questions emerges your own interpretation of the meaning or significance of what you observe. Writing provides the opportunity to explore your interpretation.

Norman MacLean once described how we learn to think in a series of steps that are the same as how we learn to "see":
All there is to thinking is seeing something noticeable, which makes you see something you weren't noticing, which makes you see something that isn't visible. A River Runs Through It
Learning to write is about learning to think, just as learning to "see" our visual environment is also about learning to think critically, or interpret it. Being visually literate is as empowering as being verbally literate. You control your experience when you choose to think about what you have observed. Your visualexperience becomes a rich opportunity to make meaning, to swim in the lively waters of experience rather than to swept away by them.

Formal and Informal Reports

Formal Reports

from http://www.writing.engr.psu.edu/workbooks/reports.html

Report Links:Laboratory Reports  Design Reports  Progress Reports  Theses  Report ChecklistSample Reports:Sample Report #1  Sample Report #2  Sample Report #3 Template:Formal Report

Engineers and scientists write formal reports for many reasons, including the documentation of experiments and designs. As an engineer or scientist working on the design of an airplane seat, you might write several formal reports. One formal report might propose a new design for the seat. A second formal report might update the progress on the construction of a test seat. Yet another formal report might document tests performed on the design. Still another formal report would assess whether the new design should replace the existing design. In this last report, you would combine elements from all the previous reports. Note that this last report might appear as a research article, which is a special kind of formal report for a research audience. For reference, this discussion includes a sample report[Bassett, 1998]. Also available is a short discussion oflaboratory reports, design reports, progress reports, andtheses and dissertations. Note that there will most likely be differences in format between the sample reports included here and the reports you are expected to write for your own classes. Nonetheless, these samples should provide you general guidelines for crafting the assignments in your own courses. Another aid to help you is a report checklist that you can use during the revision stage of your report writing.

What distinguishes a formal report from an informal reporting of information? The answer lies not in the topics of formal reports, but in the expectations of the audiences for formal reports. In a formal report, the audience expects a methodical presentation of the subject that includes summaries of important points as well as appendices on tangential and secondary points. Note that the readers for a formal report are often two or more distinct audiences. These distinct audiences include professionals specializing in the report's subject matter, professionals not specializing in the report's subject matter, and managers overseeing the report's subject matter. Format distinguishes formal reports from an informal reporting of information. A well-crafted formal report is formatted such that the report's information is readily accessible to all the audiences. For that reason, formal reports are split into different sections. One way to group these sections is in terms of the front matter,main text, and back matter. The front matter, which presents preliminary information for the report, serves to orient all intended audiences to what the report contains. The text portion of the formal report is the report's "story" and contains the introduction, discussion, and conclusion of the report. The text delivers a methodical explanation of the report's work to the report's primary audience. The report's back matter portion, which contains the appendices, glossary, and references, serves to provide secondary information to all readers as well as primary information to secondary readers. Front Matter The front matter to a formal report includes the preliminary information that orients all readers to the content of the report. In the format presented in these guidelines, the front matter includes a front cover, title page, contents page, and summary. Other sections that sometimes appear in the front matter are preface, acknowledgements, list of illustrations, and list of abbreviations. Except for the cover, which has no page number, pages in the front matter are numbered with roman numerals. Front Cover. The front cover of a formal report is important. The front cover is what people see first. When the report sits flat on a desk, the front cover is in view. Therefore, the front cover should contain the report's title and the author's name. Because reports are often revised and republished, the front cover should also contain the date of publication. The front cover has no page number. Space the title, name, and date to achieve a nice balance on the page. If possible, type the title in a larger font size than the name and date. Use initial capitals for the title. Title Page. The title page for a formal report often contains the same information as is on the cover. In some formats, there is a summary included. Most often, because of space restrictions, that summary is descriptive (more like a table of contents in paragraph form). Sometimes, though, this initial summary is informative and geared toward the technical audience of the report. In such situations, that summary is often named an "Abstract." Consult with your instructor to find out what kind of summary, if any, should be on this page. Note that the title page is numbered "i" (the actual presence of a page number on the first page is optional). Contents Page. The table of contents includes the names of all the headings and subheadings for the main text. In addition, the table of contents includes names of all headings (but not subheadings) in the front matter and back matter. For instance, the contents page includes listings for the the appendices (including appendix titles), the glossary, and the references. Summary. Perhaps no term in engineering writing is as confusing as the term "summary." In general there are two types of summaries: descriptive summaries and informative summaries. A descriptive summary describes what kind of information is in the report; it is a table of contents in paragraph form. An informative summary is a synopsis of the text portion of the report; it is analogous to a baseball boxscore. Unfortunately, few people use these terms to name the summaries in reports. The names you're likely to run into are "abstract," "executive summary," and plain old "summary." An "abstract" usually, but not always, refers to a summary written to a technical audience, and depending on its length can be either descriptive, informative, or a combination of both. As you might imagine, short abstracts are typically descriptive and longer abstracts are typically informative. Abstracts generally do not include illustrations. Sometimes the word "abstract" is proceeded by the word "descriptive," which is usually a clue that you should write a descriptive summary written to a technical audience. Other times the word "abstract" is proceeded by the word "technical," which is usually a clue that an informative summary written to a technical audience is called for.  An "executive summary"is the most consistently defined term-it refers to an informative summary written to a management audience. Because it is informative, it includes the most important results and conclusions of the document. Because it is written to a management audience, it includes enough background for the manager to understand those results and conclusions. Stylistically, it is tailored so that a manager can read it quickly and garner what happened in the report. Whether it contains illustrations or not depends on the format. The catch-all term "summary" can be most anything--a descriptive summary, an informative summary, a summary with illustrations, a summary without. So how do you proceed if a company, laboratory, or professor asks you to write a "summary" for a formal report? Well, the best thing to do is to look at examples of summaries in previous reports for that company, laboratory, or professor. In formatting the main summary of your report, treat the name ("Abstract," "Executive Summary," or whatever your instructor prescribes) as a major heading. If illustrations are allowed, number them using the abbreviation of the summary's title. For instance, if the summary is named an "Executive Summary," number the illustrations ES-1, ES-2, and so on. Number the equations in the same way. For a more detailed discussion of summaries, see pages 21-27 of The Craft of Scientific Writing. Main Text The text portion of your formal report contains the introduction, discussion, and conclusion of your report. Begin all major headings ("Introduction," for example) on a new page. Use arabic numerals for numbering pages of the text and begin the first page of your text as page 1. For more discussion about the structure of formal reports, see Chapter 2 of The Craft of Scientific Writing. Introduction. The introduction of a report prepares readers for understanding the discussion of the report. Like the title and summary, the introduction is written for the widest audience possible. For more discussion about introductions, see pages 27-33 in The Craft of Scientific Writing. Discussion. The discussion or middle is the story of your work. You do not necessarily present results in the order that you understood them, but in the order that is easiest for your readers to understand them. In your discussion, you not only present results, but you also evaluate those results. Note that you do not generally use the word "Discussion" as the title for the major headings in this part of the report. Rather, you choose titles that reflect the content of the sections. Conclusion. The conclusion section analyzes for the most important results from the discussion and evaluates those results in the context of the entire work. In your conclusion, you often make recommendations based on those evaluations. The conclusion is much like an informative summary except for one thing-in the conclusion, you are writing to an audience who has read your report. Note that you do not necessarily have to use the word "Conclusion" as the title for this section. Depending on the situation, you might for example choose "Conclusions and Recommendations." In still other situations, your conclusion might span two sections. Back Matter The back matter portion of your report contains your appendices, glossary, and references. The back matter portion usually begins on the page following the conclusion. Continue numbering back matter pages with arabic numerals. In other words, if the conclusion section ends on page 16, the first appendix will begin on page 17. Appendices. Use appendices to present supplemental information for secondary readers. When the occasion arises in the text, refer readers to information in the appendix. For example: This section compares three software pages to run tests on Hemodyne's blood analyzer. Hemodyne's blood analyzer performs test for such diseases as syphilis, tuberculosis, and the AIDS virus. The analyzer has a complex design, which is discussed in Appendix B. The three software packages considered in this report are... Treat each appendix as a major heading. If you have only appendix, call it the "Appendix." If you have more than one appendix, number the appendices with letters: Appendix A, Appendix B, and so on. As with all major headings, skip three returns from the top margin and center the appendix name and title. Illustrations in appendices are numbered as follows. In both a single appendix and in an Appendix A, figures and tables are numbered A-1, A-2, and so on. Equations in Appendix A are numbered in the same way. In an Appendix B, illustrations and equations follow a B sequence. Glossary. Use a glossary to define terms for secondary readers. Arrange terms in alphabetical order. Use italics or underlines to key readers to terms that the glossary will define. Footnote the first italicized or underlined term in the text and key readers to the location of glossary, where that term and all future underlined or italicized terms will be defined. Use a reverse indent for each definition and treat each definition as a separate paragraph. References. Use a reference page to list alphabetically the references of your report. Also skip a space between each citation.