Business Communication.pdf

Lauren Vicker, Ron Hein - "The Fast Forward MBA in Business Communication"

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The Fast Forward MBA in Business Communication

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THE FAST FORWARD MBA SERIES

The Fast Forward MBA Series provides time-pressed business professionals and students with concise, onestop information to help them solve

business problems and make smart, informed business decisions. All of the volumes, written by industry leaders, contain "tough ideas made easy."

The published books in this series are:

The Fast Forward MBA in Negotiating & Dealmaking

(0-471-25698-6)

by Roy J. Lewicki and Alexander Hiam

The Fast Forward MBA in Financial Planning

(0-471-23829-5)

by Ed McCarthy

The Fast Forward MBA in Hiring

(0-471-24212-8)

by Max Messmer

The Fast Forward MBA in Investing

(0-471-24661-1)

by Jack Waggoner

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Lauren Vicker, Ron Hein - "The Fast Forward MBA in Business Communication"

The Fast Forward MBA in Technology Management

(0-471-23980-1)

by Daniel J. Petrozzo

The Fast Forward MBA Pocket Reference

(0-471-14595-5)

by Paul A. Argenti

The Fast Forward MBA in Marketing

(0-471-16616-2)

by Dallas Murphy

The Fast Forward MBA in Business

(0-471-14660-9)

by Virginia O'Brien

The Fast Forward MBA in Finance

(0-471-10930-4)

by John Tracy

The Fast Forward MBA in Project Management

(0-471-32546-5)

by Eric Verzuh

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The Fast Forward MBA in Business Communication

Lauren Vicker

Ron Hein

Page iv

This book is printed on acid-free paper.

Published by John Wiley & Sons, Inc.

Published simultaneously in Canada.

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical,

photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without

either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance

Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 750-4744. Requests to the Publisher for permission should be

addressed to the Permissions Department, John Wiley & Sons, Inc., 605 Third Avenue, New York, NY 10158-0012, (212) 850-6011, fax (212) 850-

6008, E-Mail: PERMREQ@WILEY.COM.

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Lauren Vicker, Ron Hein - "The Fast Forward MBA in Business Communication"

This publication is designed to provide accurate and authoritative information in regard to the subject matter covered. It is sold with the

understanding that the publisher is not engaged in rendering professional services. If legal, accounting, medical, psychological or any other expert

assistance is required, the services of a competent professional person should be sought.

Library of Congress Cataloging-in-Publication Data:

Vicker, Lauren.

The fast forward MBA in business communication/Lauren Vicker,

Ron Hein.

p. cm.—(The fast forward MBA series)

Includes bibliographical references and index.

ISBN 0-471-32731-X (pbk. : alk. paper)

1. Business communication. I. Hein, Ron. II. Title.

III. Series

HF5718.V53 1999 99-19466

658.4'5—dc21 CIP

Printed in the United States of America.

10 9 8 7 6 5 4 3 2 1

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ABOUT THE AUTHORS

Lauren Vicker is a Professor and Chair of the Communication/Journalism Department of St. John Fisher College. Vicker taught for seven years at

the Simon School of Business at the University of Rochester. In addition to teaching, Vicker offers presentation skills training to professional and

academic groups on a consulting basis. She lives in Penfield, New York. Lauren Vicker can be reached at vicker@sjfc.edu.

Ron Hein is president of Ron Hein & Associates, Inc., a corporation that provides writing, editing, and consulting services to individuals and clients

such as Xerox and Eastman Kodak. He also taught in the full-time MBA program at the Simon School of Business, University of Rochester, for

seven years and continues to teach in its Executive Development MBA program. He lives in Webster, New York. Ron Hein can be reached at

ron@eznet.net or ron-hein.com.

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ACKNOWLEDGMENTS

I would like to thank Dr. David Arnold and Dr. Jim Seward of St. John Fisher College for supporting the sabbatical leave that gave me time to work

on this book. I also owe thanks to those who contributed ideas and material, including Jim Vicker, Judy Isserlis, Eric Skopec, Nic Marinaccio, Peter

Monk, Dennis Garrett, Alex Ryan, and all the students at Fisher and the Simon School who have taught me so much over the years. A special thanks

to Fisher student Michael Leaver, who kept me organized in the office and was always willing to read, edit, copy, and FedEx files with great

enthusiasm and a positive attitude. And finally, thanks to Jim, Matt, and Chrissie for their unconditional support and understanding while I was

involved with this project.

—LAUREN VICKER

I would like to acknowledge the support of my family, friends, and colleagues. Specifically, I would like to thank the following: Lauren Vicker for

her willingness to understand that medical problems sometimes preclude efficiency. Tammany Kramer for her willingness to work with me over the

last five years, and for her insights and intuitive ability to see things clearly. Deb Beckmann-Hein and my daughter, Lindsay Beckmann-Hein, who

continually listen to my musings, help me clarify my thinking, and make certain that I set family-centered priorities. My many friends, students and

clients who have helped me understand that it is important to use systematic processes that lead to winwin options. . . . and to those who seek to

continually improve themselves and their world.

—RON HEIN

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Lauren Vicker, Ron Hein - "The Fast Forward MBA in Business Communication"

Finally, we offer our deepest gratitude to our editor Renana Meyers, whose enthusiasm was infectious, whose support was unconditional, and whose

patience seemed endless.

Page ix

CONTENTS

Introduction

Stellar Performer: Department of Mathematical Science, University of

Delaware

xviii

Part 1

Communication Strategy

Chapter 1

Strategic Business Communication

What Is Driving Changes in Business Communication?

Benchmarking and Teamwork Require Excellent Communication

Leadership and Negotiations Require Excellent Communication Skills

Deciding Your Communication Strategy

Implementing Your Communications Strategy

Company-Level Business Communication Trends

Developing Effective Business Communication within Teams

Developing Effective Business Communication Skills As an Individual

Integrated Supply Chains and Resource Management

Management Styles and Communication Strategies

End Point

Chapter 2

Document Management in an Electronic Age

Changes in Document Management

Document Life Cycles

End Point

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Lauren Vicker, Ron Hein - "The Fast Forward MBA in Business Communication"

Part 2

Business Writing and Editing

Chapter 3

Using Writing and Editing Processes

Make the Process a Habit

Clarify Your Goals

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Prewriting

Drafting

Editing

Postwriting

End Point

Chapter 4

Developing the Logic and Structure of Documents

Think First

Create an Organizational Plan

Build Strong Arguments

Use Figures and Tables

Tech Tool: Designing Charts, Figures, and Tables

End Point

Chapter 5

Document Layout and Design: Making Your Logic Visually Clear

Layout and Design during the Prewriting Step

Tech Tool: Using Style Sheets from Word Processing and Presentation

Programs

Layout and Design during the Drafting and Editing Steps

Layout and Design during the Postwriting Step

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