Communication for Executives (Spring 2005)

Dear Students,

Due to events beyond my control, I have been stranded in Pittsburgh until tomorrow afternoon. (My flight to Buffalo was cancelled this evening.) This means that we cannot meet as a class. I apologize for this, and will do my best to make sure that you receive the necessary course instruction during our other two meetings.

Please do the following this week and in the upcoming two weeks:

1) Look over the March 19 agenda.

2) Download the PowerPoint presentations on the agenda and read over them. Prepare any questions that you might have for the next class.

3) Download and complete the three cases (Information Hoarding, Spanning Boundaries, Implementing A Change) and e-mail the deliverables to the instructor. For the case that asks you to work in groups, please complete it individually and send the instructor the PowerPoint presentation that you have created. You should be able to get into the 105 computer lab at noon if you would like to stay on campus and work.

4) Please complete the reading and writing assignments (minus the O’Rourke chapter) for our next meeting on April 2nd. When we meet again, we’ll conduct our meetings and conference calls and catch up on what we missed as well as moving on to the next set of topics.

Thank you for your patience. I hope to return graded assignments to you by email in the next week.

Sincerely,

Dr. Karper

Genres: Meetings

• PowerPoint Presentation
• Mock Meetings
  • Group 1 Leader: Alyssa
  • Group 2 Leader: Donna
  • Group 3 Leader: Jason
  • Group 4 Leader:Salvatore

Genres: Written Communication

• PowerPoint Presentation
• PowerPoint Presentation
• Resources Search – How Do You Find Answers to Business Writing Questions?

Principles: Managing Information

• PowerPoint Presentation
• Case Study: Information Hoarding

Principles: Communicating Across Boundaries

• PowerPoint Presentation
• Case Study: Spanning Boundaries

Principles: Communicating About Change

• PowerPoint Presentation
  
• Case Study: Implementing A Change

Genres: Reports

• PowerPoint Presentation
• Sample Report Analysis

Assignments for Next Week

Reading

• Clampitt 5
• O’Rourke 6 (handed out in class)
• Veech 6

Writing

• Weekly memo
• Draft of report

Report/Presentation
Please have a draft of your report done and bring it to class in electronic format.

Agenda

• Meeting Topics Passed Out

Communication Roles for Management

• PowerPoint Presentation on Roles
• Exercise: Which roles are being played by a manager?

Principles: Speaking

• PowerPoint Presentation
• Case Study: Staples (Exercise and Discussion)

Principles: Listening and Feedback

• PowerPoint Presentation
• Case Study: The Kroger Company (Exercise and Discussion)

Principles: Communicating Corporate Culture

• Case Study: Investigating Corporate Culture
• Discussion

Principles: Communicating Corporate Ethics

• PowerPoint Presentation
• Case Study: Restoring the Trust
• Discussion

Genres: General Principles for Written Communication

• PowerPoint Presentation

Genres: Reports

• PowerPoint Presentation
• Sample Report Analysis
• Research Strategies
• Using Sources Effectively
• Time for Research and Questions

Assignments for Next WeekReading

• O’Rourke 5 and 11 (Given out in class)
• Veech 4
• Clampitt 6, 8-9

Writing

• Weekly Memo
• Based on assigned topics, prepare an agenda for a meeting. E-mail the instructor the agenda – I’ll pick one person from each topic group to be the leader and we’ll use that person’s agenda for the meeting.

Report and Presentation


• Research report and compile list of possible sources.
• Begin drafting report.

Books

• Library Catalog Search (General)
• Ebrary (collection of electronic books which includes many business communication titles)

Reference Databases
Note: To search some of these databases from off-campus, you will need to email the library for access to passwords.

• Business and Company Resource Center offers you access to company profiles, articles, financial data, and company histories.
• ProQuest provides access to a number of business-related databases that index papers, journals, and newspaper articles, including The Wall Street Journal.
• EbscoHost offers access to Academic Source Premier and Business Source Elite, both of which contain articles on business practices and business communication.
• Lexis/Nexis offers access to business and trade journals, newspapers, and legal cases.

Internet Resources

• Research links from the Corporate Communication Institute at Farleigh Dickinson University.
• Niagara’s Library provides a collection of starting points for Web research that includes business links.

Introduction to the course and assignments

• Syllabus
• Assignments
• Course Schedule

Why study business communication?

• Reading and response

Principles and Terms in Business Communication

• PowerPoint Presentation
• Discussion

Genres of Business Communication

• PowerPoint Presentation
• Discussion

Analyzing Communication Contexts

• PowerPoint Presentation
• Context Analysis Activity

Communication Roles

• PowerPoint Presentation
• Role-Playing Activity

The Communication Process

• PowerPoint Presentation
• Activity

Communicating in Groups

• Activity
• PowerPoint Presentation

Strategies for Responding to Communication

• PowerPoint Presentation
• Responding Activity

Using Case Studies

• Guidelines Discussion

Case Study: The “Communication President”

• Case Document
• Class Response and Discussion

Assignments for Next Week
Reading

• Clampitt: Chapters 1-4
• Veech: Chapters 1-3
• O’Rourke 4 (Given out in class)

Writing

• Weekly Memo to Instructor (due before start of class)
• Email about report/presentation

Report/Presentation

• Choose a topic for your report and send an email to the instructor with your possible topic
• Begin doing research for your report (see resources on class Web site)

Two volunteers are needed for next week to participate in an exercise.

This course takes a case-based approach to learning about business communication. By devising communication solutions in hypothetical situations, you practice principles of business communication and think about how they could relate to what you already do. Cases ask you to do two things: to take on different roles related to communication and to produce documents or presentations that use different genres of business communication.

Specifics

You will do case analyses in and out of class, and work individually and in small groups to complete them. In general, you will:

• examine a real-world situation where there is a communication need
• analyze the situation and produce a written or oral analysis of the situation
• choose and produce an appropriate type of communication which would create a resolution to the situation
• evaluate your participation

The types of documents that you may produce include:

• analysis memos
• memos
• letters
• short reports
• oral presentations

Criteria for what you will produce will be given to you at the start of each case.

Grading Criteria

Your case documents and materials will be graded, with points being assigned depending on the amount of work required.

In general, you will be graded on how well you:

• evaluate the situation and make decisions
• choose an appropriate communication solution
• conform to requirements for that genre
• conform to guidelines for standard written English

You can earn a total of 350 points for all of the case analyses – individual point determinations will be given out with each case. Grading rubrics will be returned to you with your assignments.

Part of being a manager is determining best practices and implementing them. Business communication has its own sets of best practices, which change with changes in technology, corporate culture, and contexts for communication. As part of this course, you are being asked to choose a trend or practice in business communication that relates to what you do and to report on it in writing and in an oral presentation.

Specifics

For this project, you will:

• choose a trend in business communication that you find interesting and appropriate for the type of business that you are currently in or would like to work in.
• identify a practice, procedure, or technology that you feel your company (or a company for which you would like to work) should adopt.
• research this trend and locate appropriate sources of information
• write a 6-8 page report or white paper that
  • informs employees above and below you about this practice, procedure, or technology
  • explains how it could be implemented and used in your specific corporate setting
  • makes a persuasive case for its adoption
  • includes a table of contents, executive summary, introduction, body, conclusion, and list of resources
• give an oral presentation of no more than 15 minutes which you :
  • present your trend and make a case for its adoption
  • use a PowerPoint presentation to complement your speaking
  • provide handouts for the audience

Grading Criteria

These projects will be graded on how well they:

• conform to conventions for report writing, oral presentations, PowerPoint presentations, and handout design as discussed in class
• use research to develop and support your ideas
  
• are both informative and persuasive
• conform to guidelines for standard written English

For the oral presentation, the class and instructor will play the role of your fellow employees and their feedback will become part of your grade.

You can earn 200 points for the report and 150 points for the presentation. Grading rubrics will be returned to you with your assignments.

Due Dates

The oral presentations and the written reports will be due on April 9.

A key form of business communication is being able to lead and participate effectively in meetings and conference calls. As part of learning about this process, you will be asked to participate in meetings and conference calls related to case analyses and in-class projects.

Specifics

You will:

• participate in leading and participating in meetings and conference calls related to cases
• choose and use best practices for communication strategies within these contexts

The instructor will provide information about who will be leading meetings and conference calls during each class.

Grading Criteria

Your participation will be observed and graded by the instructor. You will receive a grading rubric with feedback about your performance. You can earn 100 points for your participation in meetings and conference calls.

You will write the instructor a short memo each week to ensure that you have understood the readings, to allow you to make connections between the readings and your practices, to give you an opportunity to ask questions about the readings, and to give you practice with writing memos.

Specifics

Before each class, you will write a 1-2 page memo to the instructor and submit it via e-mail. This memo will:

• Summarize the major ideas in the readings for class
• Reflect on how those ideas relate to your experiences in business
• Ask questions about ideas or concepts which you need clarified or are curious about

Memos are due before the start of each class and can be submitted on paper or by e-mail as attachments (ekarper@niagara.edu).

Grading Criteria

Memos will be graded based on how well you:

• Summarize, reflect, and ask questions
• Follow appropriate conventions for writing memos
• Write in a business-appropriate style
• Pay attention to conventions for written English

These memos will be graded individually and will be worth 25 points each.

Day 1 || Day 2 || Day 3 || Day 4 || Day 5

Day 1 (March 5)

Introduction to the course and assignments
Why study business communication?

• Reading and response

Principles and Terms in Business Communication

• Terms to Know
• Rhetorical Principles and Ideas
• Ethics

Genres of Business Communication

• Written Communication
• Oral Communication
• Mixed Communication

Analyzing Communication Contexts

• Context Analysis Activity

Communication Roles

• Ways of Characterizing Communication
• Role-Playing Activity

The Communication Process

• Invention
• Drafting
• Responding
• Revising and Editing

Communicating in Groups

• Problems and Processes
• Effective Strategies

Strategies for Responding to Communication

• Creating Standards
• Providing Constructive Criticism
• Responding Activity

Genres: Letters and Memos

• Principles
• Guidelines

Using Case Studies

• In-Class Reading
• Guidelines Discussion

Case Study: The “Communication President”

• Case Introduction
• Context Analysis
• Document Production
• Evaluation and Response to Documents
• Class Discussion

Assignments for Next Week

Reading

• Clampitt: Chapters 1-4
• Veech: Chapters 1-3
• O’Rourke 4 (Given out in class)

Writing

• Weekly Memo to Instructor (due before start of class)
• Email about report/presentation

Report/Presentation

• Choose a topic for your report and send an email to the instructor with your possible topic
• Begin doing research for your report (see resources on class Web site)

Two volunteers are needed for next week to participate in an exercise.

Day 2 (March 12)

Communication Roles: Communicating with Others

• Manager as Communication Coach
• Manager as Team Leader
• Manager as Idea Generator
• Manager as Listener
• Manager as Feedback Giver

Principles: Speaking and Listening

• Formal and informal speaking
• Exercise

Case Study: The Kroger Company

• Exercise
• Analysis
  
• Written Response

Principles: Communicating Corporate Culture

• Principles
• Case Study
• Discussion

Principles: Communicating Corporate Ethics

• Principles
• Case Study

Genres: Written Communication

• Overview
• Choosing the right genre

Genres: Reports

• Principles and Concepts
• Sample Report Analysis
• Research Strategies
• Using Sources Effectively

Assignments for Next Week

Reading

• O’Rourke 5 and 11 (Given out in class)
• Veech 4
• Clampitt 6, 8-9

Writing

• Weekly Memo
• Based on topics given out in class, prepare an agenda for a meeting.

Report and Presentation

• Research report and compile list of possible sources.
• Begin drafting report.

Day 3 (March 19)

Genres: Meetings and Conference Calls

• Principles and Strategies
• Role-Playing Activities

Communication Roles: Meetings

• Manager as Leader
• Manager as Participant
• Manager as Crisis Respondant

Mock Meetings
Mock Conference Calls
Principles: Managing Data

• Models for Reviewing Data
• Designing Strategies
• Case Study

Principles: Communicating Across Boundaries

• Ethics and Communication
• Case Study

Principles: Communicating About Change

• Roles that You Play
• Case Study

Assignments for Next Week

Reading

• Clampitt 5
• O’Rourke 6 (handed out in class)
• Veech 6
• Tufte chapter (handed out in class)

Writing

• Weekly memo
• Draft of report

Report/Presentation

• Please have a draft of your report done and bring it to class in electronic format.

Day 4 (April 2)
Principles: Choosing and Using Communication Technologies

• Discussion
• Case Study

Principles: When Communication Goes Awry

• Discussion
• Case Study

Principles: Visual Communication

• Discussion
  
• Case Study

Principles: Designing and Using Visuals

• Principles
• Practice
• Designing visuals for your project

Genres: Oral Presentations

• PowerPoint
• Handouts
• Visuals and Clip Art
• Work on presentation design

Principles: Revising and Editing

• Giving constructive feedback
• Responding to feedback
• Editing and proofreading strategies

Principles: Using Technologies to Respond to Writing

• Comments in Word
• Class response to reports

Assignments for Next Week

Reading
Clampitt 11

Writing
Weekly memo

Report/Presentation
Final versions of report and presentation are due. You will give your oral presentations in class.

Day 5 (April 9)

Principles: Communication Effectiveness
Review of Principles, Genres, and Roles

• Written Communication
• Oral Communication
• Mixed Communication


Oral Presentations (afternoon)

Final versions of all written work must be turned in by the end of the day!