Business Communication - Writing

Manuel S. Enverga University Foundation, Lucena City An Autonomous University College of International Hospitality and Tourism Management Business Communication - Writing HTM125 Professional Development and Applied Ethics Sir John Vincent D. Ibarreta, MMHM Ma’am Car...

Manuel S. Enverga University Foundation, Lucena City An Autonomous University College of International Hospitality and Tourism Management Business Communication - Writing HTM125 Professional Development and Applied Ethics Sir John Vincent D. Ibarreta, MMHM Ma’am Carell Cerillo-Untalan, MMHM  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Learning Objectives Understand the importance and purpose of business documents. Master the format and structure of business documents. Apply business document creation skills in real-world scenarios.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Learning Outcomes At the end of this presentation, students should be able to: recognize the importance of effective communication and persuasion in business writing; apply critical thinking and problem- solving skills to develop effective business documents, and demonstrate professionalism and attention to detail in document creation.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Business Documents Business documents are files of various types that record various details regarding an organization's internal and external dealings. They're usually essential for a company's management, as they provide the information needed to properly run it as well as details of various transactions with other parties. Depending on their format, business documents can have a physical form or a digital one.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University 21 Types of Business Documents 1. Contracts 2. Documentations of by-laws 3. Non-disclosure agreement These agreements are signed between an organization and various other parties, such as employees, business partners, contractors, and freelancers. Their purpose is to safeguard the company's essential information, such as details regarding various projects, client lists, financial records, or future strategies, by having the other parties agree not to disclose them. They can be crucial for an organization's well-being, as they can preserve its competitive advantages. 4. Employment Agreement 5. Business Plan  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University 21 Types of Business Documents 6. Financial Documents 7. Transactional Documents Similar to financial documents, transactional documents help the organization's management maintain a healthy budget. They include all documents issued as a result of a transaction, such as invoices, receipts, and payment orders. Keeping track of them helps the company know the funds going in and out at all times. 8. Compliance and Regulatory Documents Depending on the industry in which the company operates, it may require proof that its operations are conducted within certain regulatory limits and standards. Compliance and regulatory documents act as proof that the company is within all regulatory boundaries. Most of these documents refer to the treatment of employees, compliance with tax regulations, and conducting operations according to industry and environmental standards.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University 21 Types of Business Documents 9. Business Reports 10. Minutes of the Meeting 11. Contractor Agreement 12. Business Insurance 13. Partnership Agreement 14. Company Policy 15. Trademark 16. Franchise Agreement  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University 21 Types of Business Documents 17. Employee Stock Option Agreement Employee stock option plans are stocks that the organization offers its employees at discounted prices. The reason is usually to motivate employees, as the company's success is usually proportional to its stock price. The document specifies the number of allocated shares, their initial price, and any other essential detail regarding the agreement. 18. Board Resolutions 19. Online Terms of Use Although not always required by law, an organization's website should have its terms of use. This helps the company avoid liability in case any content on the website or its hyperlinks is incorrect. It also regulates what visitors can post on your website, when applicable.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University 21 Types of Business Documents 20. Business Pitch Decks A business pitch deck is a presentation that new companies usually create that outlines the organization's main characteristics, qualities, and aspirations. Its purpose is to be presented to various interested parties, such as clients, potential investors, and shareholders. Some of the most commonly encountered elements of a pitch deck are details regarding employees, competitive advantages, issues, solutions, goods, services, market predictions, and required investments. 21. Business License Depending on a company's areas of activity or geographical location, it may need one or more permits issued by government agencies to function. Each state usually has its licensing terms, with the location of the company's headquarters typically dictating which local license is required. Business licenses are crucial documents for an organization, as it would be illegal to operate without them.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Contracts Companies often agree to collaborate with other parties, for reasons such as sales, purchases, licensing or any other type of agreement. The exact details behind these collaborations are recorded with contracts that are signed by both parties and constitute an obligation for everyone involved to fulfill their agreed obligations. Contracts are legally binding and legally enforceable.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Importance of Contracts Contracts are an important resource often used in the workplace. A contract is an agreement between two individuals or vendors, often used to formalize a verbal agreement. Project managers will often be responsible for the facilitation and review of contracts. Contracts are important in the workplace for the following reasons:  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Importance of Contracts They create a legal agreement. A legal contract protects two parties if a disagreement occurs. They help employees understand their employer's expectations. A contract clearly lists the duties and expectations of each party. They present the terms of the agreement. A contract can be used to organize various details agreed upon between parties. They protect confidential information. A contract can be used to specify any details that should be kept confidential. They establish payment terms. Contracts set out the expectations of compensation, including expenses and due dates. They prevent and resolve disputes. Contracts can outline the steps to resolve a dispute.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Elements of a Contract The elements of a contract will vary, depending on the type of contract and the purpose it serves. Additionally, a contract may be verbal, written, or implied. However, contracts will often include the following parts: Offer: Contracts include a desire and a responsibility. One party has the desire for products or services and the other implies responsibility. Acceptance: If the party with the desire accepts the offer, they agree to the terms and conditions listed. They may accept the offer verbally, in writing, or in some other form, such as email. Intention to create a legal relationship: This is also referred to as a meeting of the minds. It refers to the fact that both parties understand the terms of the contract and have agreed to enter into it, without duress or influence. A consideration: For a contract to be legal, some type of consideration, or value, must be traded. This could include money or a product.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Memorandums (Memos) Memorandum of Understanding (MOU): A memorandum of understanding (MOU) is a document describing a bilateral agreement between parties. An MOU expresses a convergence of will between the parties, indicating an intended common line of action. It is more formal than a verbal or “hand-shake” agreement but generally lacks the binding power of a contract. MOUs do not require any party to commit funds or other resources. The MOU does not create duties or legally enforceable liabilities or obligations for any party nor does it establish a standard of care attributable to the activities associated with the subject of the agreement. MOUs should contain the following provisions:  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Memorandum of Understanding a listing of the parties involved; a purpose; terms and conditions; appropriate bilateral signatures; duration of the agreement; and any special provisions as applicable. Sample Template:  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Memorandums (Memos) Memorandum of Agreement (MOA): An MOA is a document written between parties to cooperatively work together on an agreed upon project or meet an agreed upon objective. The purpose of an MOA is to have a written formal understanding of the agreement between parties. An MOA details the obligations and commitments of the parties and allocates and minimizes each party's risks. It can also be referred to as a contract and is legally binding. MOAs must contain, but are not limited to:  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Memorandum of Agreement a listing of the parties involved; a purpose/statement of work; terms and conditions; appropriate bilateral signatures; duration of agreement; and any payment terms or special provisions as applicable. Sample Template:  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Minutes of the Meeting (MOM) Meeting minutes are written documents that reflect what happened during a meeting. The meeting minutes reports typically focus on the key items discussed during the meeting, any decisions reached, and the next steps for individuals or teams to take. Having meeting minutes reports can make it easier for the meeting participants to recall what happened during the meeting when taking their next step. It can also provide an important record for project or company stakeholders who might not have attended the meeting, but who want to take actions based on what happened during that meeting.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Steps in taking MOM Make an outline Include factual information Write down the purpose Record decisions made Compose Action Items Add details for the next meeting Be concise Consider recording Edit and proofread Attach supplementary documents  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University MOM Template 1 [Title of meeting]Location: [where you held the meeting]Date: [day of meeting]Time: [time of meeting]Attendance:[participant - note if they did or didn't show up for meeting] [participant - note if they did or didn't show up for the meeting] [participant - note if they did or didn't show up for the meeting] Agenda items:[agenda item 1] [main idea discussed about agenda item] [main idea discussed about agenda item] [main idea discussed about agenda item] [agenda item 2] [main idea discussed about agenda item] [main idea discussed about agenda item] [main idea discussed about agenda item] Next steps:[actionable item] [actionable item] [actionable item]  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University MOM Template 2 [Title of meeting]Purpose of meeting: [why this meeting's happening]Location: [where you held the meeting]Date and time: [day and time of meeting]Attendance:[participant] [participant] [participant] Absent: [expected participant] [expected participant] Review metrics and KPIs:[progress toward specific metric or KPI] [progress toward specific metric or KPI] [progress toward specific metric or KPI] Action items from the previous meeting:[step taken since previous meeting and results] [step taken since previous meeting and results] [step taken since previous meeting and results] Agenda items for this meeting:[agenda item and its main topics of discussion] [agenda item and its main topics of discussion] [agenda item and its main topics of discussion] Additions to the agenda: [additional subject discussed] [additional subject discussed] [additional subject discussed] Next steps: [action item to take before next meeting] [action item to take before next meeting] [action item to take before next meeting]  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Board Resolutions A board resolution is sometimes called a corporate resolution or directors’ resolution. Simply put, a board resolution is a formal document of a board’s decision. A board of directors is the highest authority in an organization, and their decisions can have far-reaching consequences. Board resolutions are legally binding, so boards must write clear resolutions so that nothing can be called into question later.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Board Resolutions Writing board resolutions for important decisions is considered a best practice for good governance. Record all resolutions in the meeting minutes and store them on your board management system. Your board management system gives all board directors easy access to resolutions as needed. The entire board is accountable and liable for its actions and decisions, and individual board directors may be held personally liable if they are not diligent in their duties. Resolutions provide proof that the board is fulfilling its responsibilities in an efficient, responsible manner.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Steps in making Board Resolutions The following steps will guide you through the process of writing a board resolution: Put the date and resolution number at the top. If it’s the board’s first resolution, you can number it however you wish. Consider using something like 0001 and then give all future resolutions a consecutive number. Give the resolution a title that relates to the decision. For example, “Resolution to Designate Funds from the 2023 Gala Fundraiser to the Marketing Fund.” Use formal language. Begin each new paragraph with the word, whereas. The first sentence should reference the board’s responsibility. For example, “Whereas it is the responsibility of the Board to designate funds for a specific purpose…” Continue writing out each critical statement. Use a separate paragraph for each important point.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Steps in making Board Resolutions Wrap up the heart of the resolution in the last statement. The last statement of the resolution should state the final resolution, which is the action the board took or will take. For example, “Now, therefore be it resolved to designate the funds from the 2023 Gala Fundraiser to the Marketing Fund.” List the names of the board directors who voted on the resolution at the bottom of the resolution. Provide space adjacent to their names where they can indicate a “yes” or “no” vote. The resolution is approved when the majority of the board members vote “yes.” Provide a section for the board president’s signature. The resolution is not complete without the board president’s signature and the date they signed it. Some boards provide room for all the board’s officers to sign resolutions. Either way is acceptable. Sample Template: https://www.northwestregisteredagent.com/pdf/board%20of%20di rectors%20resolution.pdf  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Curriculum Vitae A curriculum vitae, often abbreviated as CV, is a document that job applicants use to showcase their academic and professional accomplishments. It is used to apply for positions within areas where a person’s specific knowledge or expertise is required. A curriculum vitae is usually longer than a resume and must include the information that the recruiter needs to verify the skills, experience, and educational qualifications of an applicant.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Curriculum Vitae Personal Information Education Work Experience Honors and Awards Skills Publications and Presentations Professional Memberships  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Activity # - One-on-One Interview Preparation: Review your curriculum vitae (CV) thoroughly. Ensure that it accurately reflects your educational background, work experience, skills, and achievements. Research the role or program you are applying for. Understand the specific requirements and qualifications needed. Prepare for common interview questions. Practice answering questions about your skills, experiences, and career goals.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Activity # - One-on-One Interview During the Interview: Be punctual and well-prepared. Arrive on time and dress appropriately. Maintain eye contact and exhibit confidence. Listen attentively to the interviewer's questions. Answer questions clearly, concisely, and honestly. Use examples to illustrate your skills and experiences. Ask relevant questions about the role or program. Thank the interviewer for their time at the end of the interview.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University Activity # - One-on-One Interview Tips: Practice your responses to common interview questions. Highlight your most relevant skills and experiences. Show enthusiasm and interest in the role or program. Be prepared to discuss your career goals and how the role or program aligns with them. Follow up with a thank-you note after the interview. By following these guidelines, you can effectively showcase your qualifications and increase your chances of success in the interview.  Manuel S. Enverga University Foundation, Lucena City College of International Hospitality and Tourism Management An Autonomous University THANK YOU! References: https://www.uaf.edu/mou-moa/step-by-step-process/ https://www.boardeffect.com/blog/best-practices-for-writing-a- board-resolution/ https://www.indeed.com/career-advice/career- development/business-documents https://corporatefinanceinstitute.com/resources/career/curriculu m-vitae/ https://www.indeed.com/career-advice/career- development/business-documents HTM 103 –Operations Management