question

Three step writing process

answer

Planning, Writing, and Completing your message

question

The stage during which you step back to see whether you have expressed your idea?

answer

Completing

question

The primary Audience for your message is made up of?

answer

The key decision makers

question

The chief advantage of oral communication is?

answer

opportunity for immediate feedback

question

In part media richness refers to?

answer

A medium's ability to facilitate feedback

question

The richest communication medium

answer

Face to face conversation

question

For persuasive messages, the best approach is to?

answer

Emphasize how your audience will benefit

question

A euphemism is a word or phrase that is?

answer

A milder term for one with a negotive connotations

question

The most common tone for a business message is?

answer

conversational

question

Words such as nevertheless, however, and therefore?

answer

Are useful for making transitions

question

The main task in completing a business message consist of?

answer

revising, proofreading, and producing

question

When reviewing your document for content, you should be concerned with?

answer

The accuracy and relevance of the information

question

For general business messages, your writing should be geared toward readers at the?

answer

8th to 11th grage level

question

Using space in a document?

answer

provides contrast

question

Justified type is type that?

answer

Set flush on the left and flush on the right

question

When making a routine request, you begin with?

answer

A clear statement of the main idea or request

question

When making a request, you should?

answer

Assume the reader will comply with your request

question

In the body of a request message, you?

answer

Give details and justify your request

question

When requesting an adjustment, your closing should usually?

answer

Request a specific action

question

Routine, Positive messages should do all the following

answer

Communicate the good news, provide all required details, and leave your reader with a good impression

question

In a positive message, the main idea is presented?

answer

Right at the beginning of the letter

question

When offering compliments in a goodwill message; you should?

answer

Be sure to back them up with key points

question

when using the direct approach to deliver bad news; you?

answer

Must still work to end with a positive statemnet

question

a letter rejecting a job applicant should?

answer

Clearly state why he or she was not selected

question

To overcome audience resistance to your message...

answer

present all sides of the issue before making before making the case for your position

question

The Letter format in which all parts begin at the left margin called?

answer

block

question

When selecting typefaces for a business document?

answer

Avoid using more than two typefaces on a page

question

The number of major points in your message?

answer

should be three or four, regardless of how ling th mesage is

question

When revising a document?

answer

First read through it quickly to evaluate overall effectiveness

question

If you face a skeptical audience, try to?

answer

introduce your conclusions and recommendations gradually

question

When preparing a message for a large, diverse audience you must?

answer

Look for the common denominators that tie the group together

question

For effective document design?

answer

Balance the space devoted to text, artwork and white space

question

Your goal in writing persuasive messages is to?

answer

Get the audience to take a specific action

question

When writing a claim letter, the best way to begin is by?

answer

Stating the problem clearly and specifically

question

When making a routine request; you begin with?

answer

statement of the main idea or request

question

the purpose of the interest section of a persuasive message is to?

answer

?

question

A good opening for a bad-news message would be?

answer

This letter is in reply to your application

question

In the closing of a bad-news message, you?

answer

build good will by ending on a positive note

question

When compared to routine positive messages, persuasive messages are usually?

answer

More detailed

question

AIDA stands for

answer

Attention, interest, desire, and action

question

Use a gradual approach and plenty of evidence

answer

When preparing a message for a skeptical audience

question

You need to provide more information in your message if? pg 94

answer

pg 94

question

Giving incorrect information

answer

To gauge the quality of the information you provide in your messages, check to ensure that the information is accurate, ethical and pertinent.

question

pg 96?

answer

Channels for reaching a dispersed audience

question

Formal communication

answer

is a message formalilty example printed memo letter

question

Earn respect from your audience by?

answer

demonstrating honesty and integrity will earn you the respect of your audience.

question

Criticizing and correcting

answer

Don't dwell on the other persons mistakes. Avoid referring to failures, problems, or shortcomings. Focus instead on what the audience members can do to improve.

question

Establishing credibility with your audience

answer

a measure of your believability, based on how reliable you are and how much trust you evoke in others

question

Emphasize key points by?

answer

using sentence style to emphasize key thoughts. by giving important points the most space. using extra words to describe subject or point.

question

Basic elements of a typical paragraph

answer

A typical paragraph contains 3 basic elements; a topic sentence, support sentences that develop the topic, and transitional words and phrases.

question

Revising a document

answer

When you began your revision process focus your attention on content, organization,style and tone

question

Reviewing your document for content

answer

To evaluate the content of your message answer the following questions; 1-Is the information accurate 2-Is the information relevant to the audience 3-Is there enough information to satisfy the readers needs 4-Is there a good balance between general information (giving readers enough background info to appreciate the message) And specific info (Giving readers the details they need to understand the message)

question

paragraph length

answer

the optimum paragraph length is short to medium in most cases,Short paragraphs are easier to read and more inviting writing style than longer ones.

question

Effective document design

answer

Pay close attention to the following design elements 1-Consistency (type-face, type size, & space) 2-Balance 3-Restraint (strive for simplicity in design) 4-Details (paying attention to detail)

question

Proofreading

answer

Is the quality inspection stage for documents, look for two type of problems (1) undetected mistakes from the writing, design,and layout stages. (2) mistakes that crept in during production.

question

Closing a direct request

answer

Close your message with 3 important elements; 1-a request for a specific action 2-Information about how you can be reached 3-An expression of appreciation

question

Beginning and closing a claim letter

answer

In claim letters,explain the problem and give details, provide backup information, request specific action by clearly stating what you expect as a fair settlement or ask the reader to propose a fair adjustment.

question

Writing a letter of recommendation

answer

your goal is to convince readers that the person being recommended has the characteristics necessary for the job...a successful recommendation letter contains relevant details such as; 1-The candidates full name 2-The position or other objective the candidate is seeking 3-The nature of your reationship with the candidate 4-An indication of whether youre answering a request from the person or taking the initiative to write. 5-A comparison of this candidates potential with that of his or her peers; example (class ranking of top 10%) 6-Your overall evaluation of the candidates suitability for the opportunity.

question

Composing a negative message

answer

five goals of negative messages 1-give the bad news 2-ensure acceptance of the bad news 3-maintain readers GOODWILL 4-maintain organizrion good image 5-minimize or eliminate future correspondence on the matter, as appropriate.

question

Buffer

answer

a well written buffer establishes common ground with the reader;and validates the concerns that prompted the orignal request, without promising a positive answer.

question

Reasons section of a bad-news message

answer

as you lay out your reasons; guide your readers response by starting with the most positive points first and moving foward to increasingly negative ones. Provide enough details for the audience to understand your reasoning reasonsing

question

Employment recommendations

answer

Refer to human resources;

question

Negative performance review

answer

is to improve employee performance by; first emphasizing and and clarifying job requirements, and giving employees feedback on their efforts toward fulfilling those requirements; and guiding efforts by developing a plan of action which includes rewards and opportunities. But documentation of performance problems can also protect a company from being sued for unlawful termination.

question

Persuasive messages

answer

Persuasion is the attempt to change someone attitude, beliefs or actions;

question

overcoming audience resistance

answer

The best way to overcome resistance is to anticipate as many objections as you can and address them in your message before your audience can even bring them up.

question

Marketing or sales messages

answer

use the same techniques as other persuasive messages with the added emphasis of encouraging someone to participate in a commercial transaction.

question

Sequence for the standard parts of a letter

answer

1-Heading 2-Date 3-Inside address 4-Salutation 5-Body 6-Complimentary Close 7-Signature Block

question

Letter formats

answer

is a way of arranging all the basic letter parts; there are 3 major letter formats used; 1-Block format-is each letter part begins at the left margin, the main advantage is quick and efficient preparation. 2-Modified block format-Same as block except that the date, complimentary close, and signature block start near the center of page; this format mix preparation speed w/traditional placement of letter parts; looks more balanced 3-Simplified format- Instead of using salutation, this format often weaves the reader's name into the first line or two of the body and oftern incudes a subject line in capital letters. Format is convienient when you don't know the readers name, but its very impersonal

question

Headings for a memo

answer

title in Caps such as MEMO centered at the top of the page or aligned with the left margin; also include the words To, From, Date, & Subject, followed by the appropriate information with a blank line shown in between.

B-COMM TEST #2 – Flashcards

Unlock all answers in this set

Haven't found what you were looking for?

Search for samples, answers to your questions and flashcards