CH 8,9,10,11 Business Comm Essay

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What defines business report?
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orderly and objective communication of factual information that serves a business purpose purpose: solve business problems. problem statement- provides a clear description of the situation that created the need for your report. declarative. “Management wants to know why sales are declining” purpose statement- report’s objective, aim, or goal. “to determine the cause of decreasing sales” normally written as a question subtopics: ex: production, sales and promotion, financial status, computer systems.
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tb
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Once you’ve defined the problem and identified the purpose of your research, you should determine what factors you need to investigate. TRUE
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determine hypothesis:
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explanations or solutions for why something bad has happened. tested, and either proved or disproved.
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gathering information needed
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secondary research- material somebody else has published, ex books and websites primary research- uncovers info firsthand. produces new info through use of experiments
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conducting primary research
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survey with sample, construct a questionnaire, ranking or scaling., conducting pilot study, observations and experiments, QUALITATIVE PRIMARY RESEARCH- focus groups- group come together to share beliefs or thoughts about something. conducting personal interviews.
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outline
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grouping, ordering, or hierarchy. conventional system- 1. A. a. (i) Decimal system (1.0, 1.1, 1.1.2) ex 8-32.
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tb ch 8
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16. Quantitative researchers use research tools that generate verbal data. FALSE
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tb ch 8
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21. A well-structured outline for a report clearly indicates the hierarchy of the information in the report. TRUE
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tb ch 8
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31. The _____ statement of a business report provides a clear description of the situation that created the need for the report. D. problem
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tb ch 8888
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33. The _____ in business reports is also called the study’s objective, aim, or goal. E. purpose statement
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formal report
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formal reports- have prefatory pages, title fly, title page, table of contents, executive summary.
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short report
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only has a title page and report text. title page remains.
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letter report
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below short report, even less formality, email or memo.
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report components
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title fly- just contains report title. title page- identification information. title, id of the writer and reader and date. transmittal message- transmits report to leader, takes letter form sometimes. table of contents- over 1500 words. lists reports contents. headings and subheadings. executive summary- preview of the report, summarize the report in order and in proportion. identify the topic, purpose, origin of report, briefly what research was conducted.
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short reports.
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short report- forth and fifth steps of formality report letter reports-people outside the organization, written personally. direct or indirect oder. email and memo reports- heavily used in business. routine operational reports-informed about companys operations progress reports-progress towards goal.
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meeting minutes
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written report of group activities. reports the gist of what happened. prelim items, body items, closing items.
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ch 9
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16. The majority of the reports written within companies are routine operational reports. TRUE
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ch 999
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21. A report’s form and contents should be based on _____ to meet the reader’s needs. C. its formality and length
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ch 99
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25. As the need for formality decreases, the _____ is the first component to be omitted from a report. E. title fly
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ch 9
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35. The _____ is the report in miniature. A. executive summary
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ch 9
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36. Which of the following is true of short reports? A. Short reports such as inventory reports do not require introductory material.
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ch 999
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0. Which of the following differentiates short reports from long reports? C. Short reports are more likely to be written in the direct order.
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elements of professional talking
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voice quality- pitch and sounds speaker makes, easy at fast rate, hard at slo rate, style-set of voice behaviors, pitch, speed, and volume combined to give personality to oral expression. word choice- vocabulary, need to be able to understand words. shouldn’t talk down to or above the listener. adaptation to your audience- fitting message to intended listener.
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affective oral communications
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competence sincerity friendliness
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appropriate appearance and physical actions
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communication environment personal appearance posture walking facial expression gestures
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listening
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sensing filtering remembering
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active listening
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to improve listening ability, focusing on what is being said, and reserving judgement, other components, acquewleding um-hmm and nodding
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back-channeling
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repeating what you think you heard effective way to focus your attention, asking questions too.
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ten commandments of listening
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stop talking, talker at ease, show talker you want to listen, remove distractions, empathize with the talker, be patient, hold your temper, go easy on argument and critisism, ask questions, stop talking.
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conducting meetings
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prepare an agenda- follow the agenda move the discussion along control those who talk too much- tactfully ask… encourage talk from those who don’t talk control time take minutes
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tech for participating in a meeting
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follow the agenda participate don’t talk too much cooperate
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using phone
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professional voice quality, talk as if you were face to face. introduce yourself and ask question. repeat phone number
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giving speeches/presentations
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determining topic and purpose- prepare the presentation- introduction, body, conclusion,
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choosing presentation method
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presenting extremporaneously- prepare thoroughly and then you prepare notes and go off of that memorizing- most difficult, reading- read in an interesing way
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choosing means of audience feedback
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listenersn can be involved with live chats, and ask to email after.
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support talk with visuals.
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charts, tables, graphs- help listeners understand statistical information photographs- help listeners form image of what you discuss mutlimedia
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techniques for using visuals
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make sure everybody can see visuals explian visual talk to audience, not the visuals avoid blocking views of audience don’t make contents too small don’t use too much animation sometimes can save handout till the end
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ch 1o
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23. Voice quality refers to the _____. A. set of voice behaviors that makes a person’s voice unique B. pitch and resonance of the sounds a speaker makes and the sounds an audience hears C. way that pitch, speed, and volume combine to give personality to one’s oral expression D. way words are fitted to the listener’s level of understanding E. average number of words spoken by a person during an informal conversation its b.

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