Communications - Chapter 4

Question 1

What are the 4 basic principles of business writing?

Answer 1

Purposeful, persuasive, economical, audience oriented

Question 2

What is purposeful business writing?

Answer 2

You will be writing to solve problems and convey information. You will have definite purpose to fulfill in each message

Question 3

What is persuasive business writing?

Answer 3

You want your audience to believe and accept your message.

Question 4

What is economical business writing?

Answer 4

You will try to present ideas clearly but concisely. Length is not rewarded.

Question 5

What is audience oriented business writing?

Answer 5

You will concentrate on look at a problem from the perspective of the audience instead of seeing it from your own.

Question 6

What are the 3 phases of 3-x-3 writing process

Answer 6

Prewriting, writing, and revising

Question 7

What are 3 phases of prewriting?

Answer 7

1. Analyzing the audience and your purpose for writing. 2. Anticipating how your audience will react to your message. 3. Adapting your message to the audience

Question 8

What are 3 phases of writing?

Answer 8

1. Researching information 2 Organizing information 3. Composing the letter

Question 9

What are 3 phases of revising?

Answer 9

1. Revising the message for clarity, conciseness, tone, and readability 2. Proofreading carefully to ensure correct spelling, grammar, punctuation, and format. 3. Evaluating your message to decide whether it accomplishes your goal

Question 10

What percentage of your time should you spend on each phase of the writing process?

Answer 10

1. Prewriting 25% (think and planning) 2. Writing 25% (organizing and writing) 3. Revising 50% (45% revising and 5% proofreading)

Question 11

What are 2 questions to identify your business writing purpose?

Answer 11

1) why am I sending this message? 2) what do I hope to achieve?

Question 12

What are the primary and secondary purposes of most business messages?

Answer 12

The primary purpose is to Inform and persuade. The secondary purpose is to promote good will.

Question 13

Why is it important to profile the audience for a business message?

Answer 13

Profiling your audience helps you make decisions about shaping the message.

Question 14

What are first 3 of 6 primary audience profiling questions?

Answer 14

1. Who is my primary reader or listener? 2.What are my personal and professional relationships with this person? 3. What position does this person hold in the organization?

Question 15

What are last 3 of 6 primary audience profiling questions?

Answer 15

4. How much does the person know about the subject? 5. What do I know about this person’s education, beliefs, culture, and attitudes? 6. Should I expect a neutral, positive, or negative response to my message?

Question 16

What are 4 secondary audience profiling questions?

Answer 16

1. Who might see or hear this message in addition to the primary audience? 2. How do these people differ from the primary audience? 3. Do I need to include more background information? 4. How must I reshape my message to make it understandable and acceptable to others to whom it might be forwarded?

Question 17

What is tone?

Answer 17

Tone is how you say something. It affects how a receiver feels upon reading or hearing a message.

Question 18

What is the tone of “You must return the form by 5 pm”?

Answer 18

Aggressive or negative tone

Question 19

What is the tone of “Would you please return the form by 5 pm”?

Answer 19

Friendlier, more positive tone

Question 20

What are the first 4 of 8 adaptions to the audience?

Answer 20

1. Developing audience benefits 2. Cultivating the “you” view. 3. Being conversational but professional 4. Expressing yourself positively

Question 21

What are the last 4 of 8 adaptions to the audience?

Answer 21

5. Being courteous 6. Choosing bias-free language 7. Using plain language and familiar words 8. Employing precise, vigorous words.

Question 22

thi hành, thực hiện đầy đủ (giao kèo, khế ước…)

Answer 22

Implement

Question 23

bảo thủ, thủ cựu

Answer 23

Conservative

Question 24

(1x1) In Pre-writing, how do you Analyze ? - Deciding on your purpose.

Answer 24

1. What do you want the receiver to do or believe? 2. What channel or form is best? 3. Should you deliver your message in writing, orally, electronically, or graphically?

Question 25

(1x2) In Pre-writing, how do you Anticipate? - Profile the audience.

Answer 25

1. What does the receiver already know? 2. Will the receiver's response be neutral, positive, or negative? 3. Use the direct method for positive messages; indirect method for negative or persuasive messages

Question 26

(1x3) In Pre-writing, how do you Adapt?

Answer 26

What techniques can you use to adapt your message to its audience and the audience's anticipated reaction? Include audience benefits and the "you" view, as well as positive, conversational, and courteous language.

Question 27

(2x1) In Writing, how do you Research? - Gather data to provide facts.

Answer 27

1. Search company files, previous communication, and the internet. 2. What do you need to know to write this message? 3. How much does the audience already know?

Question 28

(2x2) In Writing, how do you Organize DIRECT messages?

Answer 28

Organize direct messages with 1) big ideas first, 2) followed by an explanation and an 3) action request in the closing.

Question 29

(2x2) In Writing, how do you Organize persuasive or negative messages?

Answer 29

Organize with an indirect and problem solving plan.

Question 30

(2x2) In Writing, how do you Organize short and long messages?

Answer 30

Organize short messages with quick notes, and long messages with an outline of your plan and notes.

Question 31

(2x3) In Writing, how do you Compose?

Answer 31

Prepare a first draft, usually writing quickly. Focus on short, clear sentences using the active voice. Link ideas to build paragraph coherence.

Question 32

(3x1) In Revising, how do you Revise?

Answer 32

Edit your message to be sure it's clear, conversational, concise, and readable. Develop parallelism and consider using headings and numbered and bulleted lists for quick comprehension.

Question 33

(3x1) In Revising, what should you delete?

Answer 33

Delete wordy fillers, long lead-ins, redundancies, compound prepositions, wordy noun phrases, and trite business phrases.

Question 34

(3x2) In Revising, how do you Proofread?

Answer 34

Take the time to read over every message carefully. Look for errors in 1. spelling, 2. grammar, 3. punctuation, 4. names, 5. numbers and 6. format.

Question 35

(3x3) In Revising, how do you Evaluate?

Answer 35

Decide whether this message will achieve your purpose. Have you thought enough about the audience to be sure this message is appropriate and appealing?

Question 36

Channels: When to use a Blog?

Answer 36

When one person needs to present digital information easily so that it is available to others

Question 37

Channels: When to use E-mail?

Answer 37

When you need feed back but not immediately. Lack of security makes it problematic for personal, emotional, or private messages.

Question 38

Channels: When to use Face to face conversation?

Answer 38

When you need a rich, interactive medium. Useful for persuasive, bad-news, and personal messages.

Question 39

Channels: When to use Face to face group meeting?

Answer 39

When group decisions and consensus are important. Inefficient for merely distributing information.

Question 40

Channels: When to use instant message?

Answer 40

When you are online and need a quick response.

Question 41

Channels: When to use a letter?

Answer 41

When a written record or formality is required especially with customers, the government, suppliers, or others outside of the organization.

Question 42

Channels: When to use a memo?

Answer 42

When you want a written record to clearly explain policies, discuss procedures, or collect information within an organization.

Question 43

Channels: When to use a phone call?

Answer 43

When you need to deliver or gather info quickly, when nonverbal cues are unimportant, and when you can't meet in person.

Question 44

Channels: When to use a report or proposal?

Answer 44

When you are delivering considerable data internally or externally.

Question 45

Channels: When to use a voice mail message?

Answer 45

When you wish to leave important or routine information that the receiver can respond to when convient

Question 46

Channels: When to use a video or audio conference?

Answer 46

When group consensus and interaction are important, but members are geographically dispersed.

Question 47

Channels: When to use a wiki?

Answer 47

When digital info must be made available to others. Useful for collaboration because participants can easily add, remove, and edit content.\

Question 48

How do you select the best channel?

Answer 48

1. Importance of the message 2. Amount and speed of feedback and interactivity requried. 3. Necessity of a permanent record. 4. Cost of the channel 5. Degree of formality desired. 6. Confidentiality and sensitivity of the message.

Question 49

How do you write in the "you" view?

Answer 49

Concentrate on the audience benefits. Use the word "you" instead of "I" or "We".

Question 50

How do you rewrite this into the "you" view? | * We require all employees to respond to this survey about health benefits

Answer 50

Because YOUR our ideas count please complete the the survey about health benefits

Question 51

How do you rewrite this into the "you" view? | * I need your account number before I can do anything.

Answer 51

Would you mind giving me your account number so that I can locate your records and HELP YOU solve this problem?

Question 52

Unprofessional: Look, dude, this report is totally bogus, And the figures don't look kosher. Shoe me some real stats. Got sources?

Answer 52

Professional: Because the figures in this report seems inaccurate, please submit the source statistics.

Question 53

Overly formal: All employees are herewith instructed to return the appropriately designated contracts to the undersigned

Answer 53

Conversational. Please return your contracts to me.

Question 54

Negative: This plan definitely can't succeed if we don't obtain management approval.

Answer 54

Positive: This plan definitely can succeed if we obtain management approval.

Question 55

Less courteous: Stewart, you must complete all performance reviews by Friday.

Answer 55

More Courteous: Stewart, will you please complete all performance reviews by Friday?

Question 56

What are the biases?

Answer 56

Avoid Gender biased, racially biased, age biased, disability biased.

Question 57

Imprecise, dull: a change in profits

Answer 57

More precise: a 25% percent hike in profits.