Chapter 5: Organizing and Writing Business Messages – Flashcards

-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

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

-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

**Listing **Outlining

-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

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

-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

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

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

-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

-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)

-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