Chapter 5: Writing Business Messages – Flashcards
Unlock all answers in this set
Unlock answersquestion
Three goals of effective message creation.
answer
Planning, writing, and reviewing
question
What is the AIM planning process?
answer
Audience, Ideas, and Message
question
What are the components of an audience analysis?
answer
identify reader benefits and constraints, consider reader values and priorities, estimate your credibility, anticipate reactions, and consider secondary audiences.
question
Values
answer
refer to enduring beliefs and ideals that individuals hold
question
Priorities
answer
involve ranking or assigning importance to things, such as projects, goals, and tasks.
question
What are the components of Idea Development?
answer
identify the business problems, analyze the business problems, and clarify objectives
question
Facts
answer
are statements that can be relied on with a fair amount of certainty (most things are not absolutely certain)
question
Conclusions
answer
statements that are reasoned or deduced based on facts
question
Positions
answer
stances that you take based on a set of conclusion
question
What are the components of Message Structuring?
answer
frame the primary message and set up the structure and logic of the message
question
Direct/Deductive Approach
answer
begins by stating the primary message, which is typically a position or recommendation
question
Indirect/Inductive Approach
answer
provide supporting reasons first followed by the primary message.
question
Tone
answer
the overall evaluation the reader perceives the writer to have toward the reader and the message content
question
What are some principles for setting the right tone?
answer
demonstrate positivity and show concern for others
question
Meta Message
answer
the overall but often underlying messages people take away from a communication or group of communications. Encoded and decoded as a combination of content, tone, and other signals
question
When testing logic, what should be avoided?
answer
unsupported generalizations, faulty cause/effect claims, weak analogies, either/or logic, slanting of facts, and exaggeration
question
How do you set the right tone in business messages?
answer
display a can-do attitude, confident attitude, focus on positive rather than negative traits, use diplomatic, constructive terms, avoid relying too heavily on I-voice, respect the time and autonomy of your readers, and give credit to others
