Flashcards and Answers – Unit 2 business communications
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Reciever
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To whom the message is intended for.
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Decoding
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Translating the message from its symbol form into meaning
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What causes internal disruption in decoding process
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The receivers lack of attention or by bias against the sender or by competing messages.
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What causes external disruption in decoding process
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By loud sounds or illegal words.
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Feedback
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Verbal and nonverbal responses of the reciever. Helps the sender know that the message was reciever and understood. Ex: am I making myself clear? Is there anything you don't understand?
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Bypassing
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Happens when people miss each other with their meanings. Can lead to major miscommunication because people assume that meanings are contained in words.
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Communication barriers
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Bypassing, lack of language skill, distractions.
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Frame or frames
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Everything you see and feel in the world is translated through individual frame or refrence
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Distractions
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emotional, interference, physical distractions , and digital interruptions.
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3-x-3 writing process
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Prewriting, drafting, and revising
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Prewriting
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Analyze, anticipate, adapt. Prepares you to write.
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Drafting
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Research, organize, draft. Investigate other kinds of business that use single lines for customers.
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Revising
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Edit, proofread, evaluate.
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How much time should take place in the 3-x-3 process?
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25% prewriting 25% drafting 50% revising
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Empathy
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Adapting your message to the receiver's needs means putting yourself in that persons shoes.
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What digital collaboration tools support team writing
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E-mail, instant messaging and texting, wikis, track changes and other tools, Web and telephone conferencing, Google docs and other collaboration software.
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When to use Informal research methods
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Drafting emails, memos, letters, informational reports, and oral presentations
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Informal research methods
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Search your company files, talk with the boss, interview the target audience, conduct an informal survey
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When to use formal research
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Long reports and complex business problems
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Formal research methods
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Access electronic sources, search manually, investigate primary sources, conduct scientific experiments
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What is the regarded as the greatest failing of business writers
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Poor organization
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Difference between indirect and direct
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Is where the main idea is placed.
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Direct strategy
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The main idea first followed by details, explanation, or evidence.
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When to use direct strategy
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When you expect the reader to be pleased, mildly interested, or at worst neutral
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The direct method(frontloading) 3 advantages
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Saves the readers time, Sets a proper frame of mind, Reduces frustration
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The indirect method 3 benefits
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Respects the feelings of the audience Facilitates a fair hearing Minimizes a negative reaction
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When to use Indirect strategy
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expect the audience to be uninterested, unwilling, displeased, or hostile.
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When does indirect work best
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Bad news, ideas that require persuasion, and sensitive news
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Freewriting
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Get your thoughts down now and refine them in later versions
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The final phase of 3-x-3 writing process
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Focuses on editing, proofreading, and evaluating
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Editing
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Providing content and sentence structure of your message
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Proofreading
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Correcting it's grammar, spelling, punctuation, format, and mechanics.
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Evaluating
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Analyzing whether your message achieves it's purpose
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Advantages of concise business messages
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Save reading time Easier to read and comprehend
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Making your message clear
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Message that is immediately understood
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KISS formula
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Keep it short and simple
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Slang
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Is composed of informal words with arbitrary and extravagantly changed meanings.quickly go out of fashion because they are no longer appealing when everyone begins to understand them.
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Ex: of slang words
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Snarky, lousy, blowing the budget, bombed, getting burned
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Buzzwords
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Technical expressions that have become fashionable and often are meant to impress rather than express.
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Ex: of buzzwords
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Optimize, incentivize, innovative, leveraging, right-size, and paradigm shift.
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White space
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Empty space on a page
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Best way to evaluate your finished written message
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Is through feedback
