question

-Eliminate flabby expressions -Limit long lead-ins (unnecessary introductory words) -Drop unnecessary opening fillers -Replace redundancies (expressions that repeat meaning or include unnecessary words) -Purge empty words -Keep it simple by avoiding indirect, pompous language -Dump trite "business" phrases (worn-out expressions) -Drop cliches -Drop Slang -Unbury verbs that are needlessly converted to wordy noun expressions -Control exuberance

answer

Revising Tips

question

-Enhance white space by **Adding headlines **Including bulleted or numbered lists **Using short sentences **Writing short paragraph **Setting effective margins -Use 1 to 1 1/2 inch margins -Setting for ragged-right margins -Choose appropriate typefaces -Use 10-12 pt font -Use vertical lists or enumerated items within sentences within sentences to improve comprehension -Use parallel construction by expressing similar ideas in balanced, matching constuctions -Use numbered lists to show a sequence -Use bulleted lists to highlight without necessarily showing a sequence -Add headings for quick comprehension -Types of headings to consider **Main headings **Subheadings **Category headings

answer

Designing documents for readability

question

-Names and Numbers -Format -Spelling -Grammar -Punctuation

answer

What to watch for in proofreading

question

-For reading messages on screen **Use the down arrow to reveal one line at a time **Read from a printed copy, to be safer -In general **Look for typos, misspellings, and easily confused words **Study the document for inconsistencies and ambiguous expressions **Look for factual errors

answer

How to proofread routine documents

question

_Print a copy, preferably double spaced -set it aside and take a breather - allow adequate time for careful proofing -expect errors and congratulate yourself when you can find them -read the message at least time- once for meaning and once for grammar and mechanics -reduce your reading and focus on the individual words

answer

How to proofread complex documents

question

Circular Did you encourage feedback so that you will know its success? -> How successful will this communication be? -> Does the message say what you want it to say?

answer

Evaluating a Business Message

question

Planning, Drafting, and Revising

answer

Writing Process - Three Main Stages

question

(1) What do you want to say; (2) Say It, (3) Say it Better

answer

Stages are defined as

question

Recursive

answer

Are these stages recursive or linear?

question

1/3

answer

How much time should a student spend in each stage?

question

(1) Gathering and Collecting Information; (2) Analyzing and Organizing Information; (3) Choosing the Form, Channel, and Format of the Message

answer

What are the activities in the planning stage?

question

(1) Define the Problem; (2) Consider the Audience and their Individual Contexts; (3) Consider your own Contexts; (4) Best Way to Achieve message;

answer

How do you Plan the message?

question

(1) Organizational, (2) Professional, (3) Personal

answer

What are Individual Contexts?

question

(1) Past Correspondence; (2) Employees; (3) Records; (4) Warranties; (5) Product Descriptions; (6) Surveys; (7) Interviews

answer

What types of research is done in gathering information?

question

(1) Visualize Readers; (2) Keep their interests in mind; (3) List Pertinent Facts; (4) Brainstorming; (5) Diagrams

answer

What techniques can be used for gathering information?

question

Your audience is the best guide for What and How

answer

How do you know what to include in your message?

question

Info the reader will want, put it first.

answer

What is Direct Order?

question

Put it Last, using the opening to prepare the audience

answer

What is Indirect Order?

question

It is integral in how your audience will receive and accept the information.

answer

How is formatting important?

question

Be Flexible; Avoid Perfectionism; Keep Going; Keep making progress

answer

What is the best advice for Drafting?

question

Helps include all important information; Makes you more willing to revise

answer

Why Avoid Perfectionism in Drafting?

question

(1) Revision; (2) Editing; (3) Proofreading

answer

What are three levels of Editing?

question

(1) Revision of content; (2) Organization; (3) Formatting

answer

What are three levels of Revision?

question

Get Feedback From Others!

answer

What is important in the Revising stage?

question

Attractive and Readable Format

answer

What is critical to a message's success?

question

(1) Purpose; (2) Format; (3) Composition

answer

What should you know about a Letter?

question

Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.

answer

What is the general Purpose of a Letter?

question

Strategy and Humanness

answer

What is current emphasis on for a Letter?

question

Internal Letters. Sometimes classified as Reports

answer

What is a Memorandum?

question

(1) Date; (2) To; (3) From; (4) Subject Headings

answer

What is format of most Memos?

question

Yes

answer

Are techniques for writing memos and emails similar?

question

Eliminates phone tag; saves time; facilitates fast decisions; cheap; provides written record

answer

What are Pros of Email?

question

Not Confidential; Doesn't Communicate Emotions, Tone of Voice, or Unspoken Communications; Can be Ignored or Delayed

answer

What are Cons of Email?

question

Recipient's Name and Introduce Yourself

answer

How do you begin the message?

question

Most Important Information First, and then Descending Order

answer

How do you present information in message?

question

Use Direct Pattern if positive; Use Indirect Pattern if neutral or negative; State Objective; ALWAYS Consider Audience and Purpose

answer

How do you present information in long messages?

question

Casual, Informal, or Formal

answer

Formality Considerations?

question

Slang; Colloquialisms; Contractions; Short Sentences; for close friends only

answer

Casual?

question

Proper Conversation; Personal Pronouns/Contractions; Sentences are Short, Organized, Well Structured;

answer

Informal?

question

Keep Distance between Writer and Reader; Avoid Personal References/Contractions; Longer Sentences; for people of Higher Status

answer

Formal?

question

(1) Conciseness; (2) Clarity; (3) Etiquette; (4) Correctness

answer

General considerations with Email Messages?

question

Cut out nonessentials; Minimize references to Previous Communications

answer

Conciseness?

question

Strive for Concreteness; Vigor; Precision; Short sentences and paragraphs

answer

Clairty?

question

NO offensive or abusive emails should be sent, and no upper case, as that is considered SCREAMING

answer

Etiquette?

question

Write Correctly so others will not think you are stupid or lack credibility

answer

Correctness?

question

Your Name; Closing Statement such as Thanks, Regards in more formal messages

answer

How to end an email

question

Cautiously i.e. BTW: by the way

answer

Use Initialisms?

question

(1) Long, Complicated, Requires Negotiation; (2) Questions/Info need clarification/discussion; (3) Info Confidential/Sensitive, Requires Security, Could be Misinterpreted; (4) Emotionally Charged, Requires Tone of Voice; (5) Sent to Avoid; (6) Contains Sensitive Issues, Relays Feelings, Resolve Conflict

answer

When should email NOT be used?

question

(1) Stress Brevity, uses abbreviations; (2) Convey ideas completely, minimal need for response; (3) Telephone message, but in writing.

answer

When to use Instant Messaging?

question

*Purposeful- it conveys information and solves problems *Persuasive- its goal is to make the audience accept the message *Economical- it's concise and doesn't waste the reader's time *Reader-oriented-it focuses on the receiver, not the sender

answer

What Business Writing Is

question

1. Prewriting **Analyze **Anticipate **Adapt 2. Writing **Research **Organize **Compose 3.Revising **Edit **Proofread **Evaluate

answer

Guffey's 3-x-3 Writing Process

question

Estimated time writers should spend on each phase of the writing process -Prewriting (thinking and planning) = 25% -Writing (Organizing and composting) = 25% -Revising (45%) and Proofreading (5%)= 50%

answer

Scheduling the Writing Process

question

-Analyzing the task includes **Identifying the purpose **Selecting the best channel -Anticipating the audience includes **Visualizing primary readers **Visualizing secondary readers

answer

Components of the First Phase of the Writing Process

question

-Colleagues -Superiors and decision makers -Customers and general audiences

answer

Three major audiences to envision when determining what to write

question

-How important is the message -How much feedback is required -how fast is feedback needed -is a permanent record necessary - how much can be spent -how formal is the message -how sensitive or confidential is the message

answer

Questions to ask when selecting the best channel for a message

question

-Discribes the extent to which a channel or medium recreates or represents all the information available in the original message -Specifies that a richer medium, such as face-to-face conversation permits more interactivity and feedback -Specifies that a leaner medium, such as a report or proposal, presents a flat, one-dimensional message -Specifies that richer media enable the sender to provide more verbal and visual cues and allow the sender to tailor the message

answer

Media Richness Theory

question

1. Spotlight audience benefits (example: the warranty starts working for you immediately) 2. Cultivate the "you" view (example: your account is not open) 3.Be conversational but professional (your report was well written, not your report was totally awesome) 4. Express thoughts positively (you will be happy to, not you won't be sorry that) 5.Be courteous (please complete the report, not you must complete the report) 6. Strive for bias-free language, avoiding gender, race, age, and disability biases (example: office workers, not office girls) 7. Use plain language and familiar words (salary not renumeration) 8. Employ precise, vigorous words (fax me, not contact me)

answer

Eight adaptive techniques to create a positive tone in a message

question

-Sender-Focused **We are requiring all staffers to complete these forms in compliance with company policy **Because we need more space for our new inventory, we are having a two-for-one sale -Receiver-Focused **Please complete these forms so that you will be eligible for health and dental benefits **This two-for-one sale enables you to buy a year's supply of paper, but pay only for six month's worth -"I" and "we" view **We take pleasure in announcing an agreement we made with HP to allow us to offer discounted printers in the student store **We are issuing a refund **I have a few questions I would like feedback -"You" view **An agreement with HP allows you and other students to buy discounted printers at your student store **You will receive a refund **Because your feedback is important, please answer a few questions

answer

Developing Reader Benefits and the "You" view

question

-Negative Expression **You overlooked **You state that **You failed to **You claim that **You are wrong -Hidden message **You are careless **I don't believe you **You are careless **It is probably untrue **I am right

answer

Negative Expressions and their hidden meanings

question

-When projects are larger than one person can handle -when projects have short deadlines -when projects require the expertise or consensus of many people

answer

Team writing is often necessary for project work

question

Phase 1: Prewriting **Team Members work closely to determine, purpose, audience, content, and organization Phase 2: Writing ** Team members work separately **Phase 3: Revising **Team members work together, synthesize, one person may do the final proofreading

answer

Three Phases for the Team writing process

question

-When communicating investment information, avoid misleading information, exaggeration, and half truths -When communicating safety information, warn consumers of risks in clear, simple language -When communicating marketing information, avoid statements that falsely advertise prices, performance capability, quality, or other product characteristics -When communicating human resources information **Avoid subjective statements in evaluating employees; describe job-related specifics objectively **Avoid promissory statements in writing jobs ads, application forms, and offer letters -Assume that everything is copyrighted _Understand that Internet items are NOT public domain -Observe fair use restrictions

answer

Adapting to legal and ethical responsibilities

question

-Purpose and Character **Is the item to be used for profit or nonprofit -Nature of copyrighted work **Is the information necessary for the public good -Amount and sustainability of portion used **Is the amount to be copied a small portion of a large work or a substantial portion of a small work -Effect on the potential market for or value of the copyrighted work **Does the fair-use copying interfere with the author's potential profit from the original

answer

Four-factor test to asses fair use

question

-Accessing information electronically on the internet and in databases -Searching manually in books, articles, and other secondary sources -investigating primary sources, such as interviews and surveys -experimenting scientifically with control groups

answer

Types of Formal Research

question

-Looking in the company files -Talking with your boss -Interviewing the target audience -Conducting an informal survey -brainstorming for ideas -developing a cluster diagram

answer

Types of Informal Research Methods and Idea Generation

question

-analyze ideas generated in the original cluster diagram -cross out ideas that are obviously irrelevant; simplify and clarify - add new ideas that seem appropriate -study the ideas for similarities -Group similar ideas into classifications -Prepare an outline if the organization seems clear -make sub cluster circles around each classification for further visualization

answer

Tipes for organizing in a cluster diagram

question

**Listing **Outlining

answer

Methods for Organizing Ideas

question

-Define the main topic (purpose of message) in the title -Divide the main topic into major components or classifications (preferably three to five; if necessary, combine small components into one larger category -Break each major component into sub points -Avoid putting a single item under a major component; if you have only one sub point, integrate it with the main item above it or reorganize -Try to make each component exclusive -Use details, illustrations, and evidence to support subpoints

answer

Tips for Making Outlines

question

-The direct pattern for receptive audiences -The indirect pattern for unreceptive audiences

answer

Methods for Groups Ideas into Patterns

question

-Recognize phrases and clauses **Clauses have subjects and verbs; phrases do not. **Independent clauses are complete; dependent clauses are not **Phrases and dependent clauses cannot function as sentences -Avoid run-ons (a sentence with two independent clauses- without coordinating conjunction or a semicolon) -Avoid comma splice (joining two independent clauses without using a coordinating conjunction) -Use short sentences (comprehension rates listed below) **8 word (100% comprehension rate) **15 words (90% comprehension rate) **19 words (80% comprehension rate) ** 28 words (50% comprehension rate) -Emphasize the most important ideas by using vivid words -Emphasize the main idea by labeling it -Emphasize the most important idea by placing it first or last in a sentence -Emphasize the most important idea by placing it in a simple sentence or in an independent clause -Emphasize the most important idea by making sure it is the subject of the sentence -Use active-voice verbs for most sentences -Use passive-voice verbs to deemphasize the performer or to be tactful

answer

Creating Effective Sentences

question

Direct and Clear in Active Voice **The manager completed reviews for all employees -Indirect and less clear in passive voice **Performance reviews were completed for all employees by the manager

answer

Use Active Voice for Directness, Vigor, and Clarity

question

-Less tactful or effective in active voice **We cannot grant you credit -More tactful or effective in passive voice **Credit cannot be granted

answer

Use passive voice to be tactful

question

-Avoid misplaced modifier by keeping phrases close to the words they describe **Not: An autopsy revealed the cause of death to be strangulation by the coroner **Do: An autopsy by the coroner revealed the cause of death to be strangulation -Avoid dangling modifiers (a word of phrase that modifies a word not clearly stated in the sentence) **Not: Walking down the street, our sign is easy to see **Do: Walking down the sweet, people can easily see our sign

answer

Creating effective sentences

question

-To create effective paragraphs, discuss only one topic in a paragraph -Arrange paragraphs in one of these plans **Direct plan: main sentence followed by supporting sentences (best for defining, classifying, illustrating, and describing ideas) **Pivoting Plan: Limiting sentences, main sentence, supporting sentences (for comparing and contrasting) **Indirect Plan: Supporting Sentences, main sentence (good for describing causes followed by effects) -To build coherence, link ideas with one of these devices **Sustain the key: repeat a key expression or use a similar one throughout a paragraph **Dovetail sentences: Connect the beginning of each new sentence with a word from the end of the previous sentence **Use a pronoun: Use a pronoun in one sentence to refer to a noun in the previous sentence -Compose short paragraphs (eight or fewer lines)

answer

Drafting effective paragraphs

question

-Sustain the key idea by repeat or rephrasing it -Dovetail sentences by connecting the beginning of each new sentence with a word from the end of the previous sentence -Use a pronoun in one sentence to link to its antecedent -Use transitional expressions

answer

Techniques for building coherence

UNIT 2: The Writing Process (Chapters 4,5,6) – Flashcards

Unlock all answers in this set

Haven't found what you were looking for?

Search for samples, answers to your questions and flashcards