Business communication ch 11-16 – Flashcards
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Reports
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Management decisions in many organizations are based on information submitted in the form of
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Routine reports
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Keep managers informed about completed tasks, projects, and works in progress.
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Business intelligence
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Software program that can analyze raw data
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Business reports
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Bulleted lists, half-page trip reports to formal 200 page financial forecasts
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Digital reports
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Email messages, PDFs files, or slide decks
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Informational reports
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Present data without analysis or recommendation Writers collect and organize facts, but do not analyze for reader. Ex trip report - employee went to trade show. Weekly billeted status reports. Routine operations. Compliance with regulations. Cinder policies and procedure
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Analytical reports
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Provide data or findings, analyses, and conclusions May intend to persuade readers to act or change their beliefs. Yardstick report for automobile plant. You would recommend one site. Feasibility report. An analysis of alternatives. A recommendation That persuades readers to accept site.
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Direct strategy
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Info Intro/background Facts/findings Summary and analytical Intro/problem Conclusions/recommends Facts:findings Discussion/analysis - readers are informed; eager to have results first, are supportive
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Indirect strategy
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Analytical report Intro/problem Facts/findings Discussion/analysis Conclusion/recommendations - If readers need to be educated, persuaded, if they may be disappointed or hostile
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Formal vs informal
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Formal Theses Research studies Controversial or complex reports Distance created between writer/reader Traditionally no giddy person pronouns, use third, absence contractions, passive voice verbs, complex sentences, Absence humor Informal Short, routine Familiar audience Non controversial For company insiders typically Feeling of warmth, closeness Use of first person pronouns, contractions, active voice verbs, occasional humor, shorter sentences
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Formats
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Letter Memo and email Manuscript Forms and templates Digital
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Reports
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Vary greatly in length, content, form, and formality level All have one thing in common - to convey info, answer questions, and solve problems
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3x3 writing process
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Analyze problem or purpose Anticipate audience and issues Prepare a work plan Conduct research
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Primary vs secondary
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Primary is firsthand experience and observation Secondary from reading what others have experienced or observed or written down. Easier and cheaper to gather.
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Secondary info
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1. Print resources Books Card catalogs Online catlgd Periodicals Indexes 2. Research databases Have become the staple. Five databases useful to business Abi inform Business source ebsco Jstor Factiva Lexis nexis l
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Database
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Collection of information stored digitally.
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Useful search techniques the web
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Use two or three word search Know your search too Understand case sensitivity Use nouns as search words Combine keywords into phrases Omit articles and prepositions Use wild cards Bookmark the best
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Scrutinize secondary sources
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Currency - date Authority - who Content - what's the purpose of the page Accuracy - seem reliable? References provided? Errors and missing references alert that data may be questionable
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Conducting primary research
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Surveys Interviews Observation and experimentation
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Document info Give Credit to sources
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Strengthen argument Protect yourself against charged of plagiarism Instruct reader Save time Another persons ideas opinions examples theories Any facts statistics graphs and drawings Quotations of another Persons spoken words Paraphrases of another's spoken or written word Visuals messages or other kind of media
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Graphics
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Table show exact figures and values Most frequently used Bar chart compare items Line chart demonstrate changed in data over time Pie chart to visualize a whole unit and the proportions of its components Flowchart to display s process or procedure Organizational chart define a hierarchy of elements Photograph; map, illustration to create authenticity, to spotlight a location and to show an item in use
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Incorporate graphics
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Evaluate audience Use restraint Be accurate and ethical Introduce w graph meaningfully Choose appropriate caption or title style
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Organizing
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Time Component Importance Criteria convention
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Short analytical reports
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Justification Feasibility Yardstick Digital slide decks
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Proposal
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Written offer to solve problems, provide services, or sell equipment Informal, formal, and grant
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Report cover
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Traditional reports are usually enclosed in vinyl or heavy paper binders to protest the pages and give a professional look, finished appearance. Some companies have binders imprinted with name and a logo. Title of report may appear through a cut out window or applied with agh ridge label. Electronic formal reports may present and attractive title with the company logo
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Formal business report
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Cover Title page Letter of transmittal Table of contents List of figured Executive summary Intro Body Conclusions Recommendations Appendix References
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BUsiness presentations
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Briefings Reports Podcasts Virtual presentations Webinars
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Prepare effective oral presentation
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Speaking skills Know your purpose Know audience Tell them what you are going to tell them Tell them Tell them what you told them. Capture attention in intro Organize the body Summarize in conclusion
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Nonverbal messages
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Look terrific Animate your body Speak extemporaneously (freely from memory) Punctuate words Get out from behind podium Vary facial expression
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Establish authority
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Demonstrate credibility by identifying your position, expertise, knowledge, or communication
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To handle question and answers
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Distribute handouts Encourage questions Repeat questions Reinforce your main points Keep control Avoid yes, but answers End with summarizing appreciation
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Research company
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Search their website Analyze advertising and sales Use social media like linked in and Twitter to locate inside info Connect with someone who is currently employed
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Reduce anxiety
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Practice Prepare throughly Understand process Dress professionally Breathe deep Know you are not alone Remember interview is a two way street
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Nonverbal
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Control body movements Exhibit good posture Practice appropriate eye contact Use gestures effectively Smile enough to convey positive attitude Listen attentively Turn off cell phone Don't chew gum Sound enthusiastic and interested - but sincere Avoid empty words Be confident but not cocky
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Situational questions
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Relating to help employers test your thought process and logical thinking Describe hypothetical situation ask how you would handle it Even if sounds negative Keep response positive
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Illegal and inappropriate questions
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Only become illegal when court of law determined that the employer is asking them to discriminate. If you find harmless and want the job - answer it. If you think answer could damage chance to be hired try to deflect the question tactfully Confronting interviewer and threatening lawsuit or refusing to answer.
