Writing Defined As (1) What Do You Want – Flashcards
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Are these stages recursive or linear?
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Recursive
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How much time should a student spend in each stage?
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1/3
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What are the activities in the planning stage?
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(1) Gathering and Collecting Information; (2) Analyzing and Organizing Information; (3) Choosing the Form, Channel, and Format of the Message
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How do you Plan the message?
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(1) Define the Problem; (2) Consider the Audience and their Individual Contexts; (3) Consider your own Contexts; (4) Best Way to Achieve message;
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What are Individual Contexts?
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(1) Organizational, (2) Professional, (3) Personal
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What types of research is done in gathering information?
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(1) Past Correspondence; (2) Employees; (3) Records; (4) Warranties; (5) Product Descriptions; (6) Surveys; (7) Interviews
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What techniques can be used for gathering information?
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(1) Visualize Readers; (2) Keep their interests in mind; (3) List Pertinent Facts; (4) Brainstorming; (5) Diagrams
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How do you know what to include in your message?
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Your audience is the best guide for What and How
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What is Direct Order?
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Info the reader will want, put it first.
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What is Indirect Order?
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Put it Last, using the opening to prepare the audience
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How is formatting important?
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It is integral in how your audience will receive and accept the information.
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What is the best advice for Drafting?
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Be Flexible; Avoid Perfectionism; Keep Going; Keep making progress
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Why Avoid Perfectionism in Drafting?
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Helps include all important information; Makes you more willing to revise
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What are three levels of Editing?
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(1) Revision; (2) Editing; (3) Proofreading
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What is critical to a message's success?
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Attractive and Readable Format
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What should you know about a Letter?
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(1) Purpose; (2) Format; (3) Composition
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What is the general Purpose of a Letter?
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Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
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What is current emphasis on for a Letter?
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Strategy and Humanness
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What is a Memorandum?
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Internal Letters. Sometimes classified as Reports
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What is format of most Memos?
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(1) Date; (2) To; (3) From; (4) Subject Headings
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Are techniques for writing memos and emails similar?
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Yes
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What are Pros of Email?
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Eliminates phone tag; saves time; facilitates fast decisions; cheap; provides written record
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What are Cons of Email?
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Not Confidential; Doesn't Communicate Emotions, Tone of Voice, or Unspoken Communications; Can be Ignored or Delayed
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How do you begin the message?
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Recipient's Name and Introduce Yourself
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How do you present information in message?
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Most Important Information First, and then Descending Order
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How do you present information in long messages?
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Use Direct Pattern if positive; Use Indirect Pattern if neutral or negative; State Objective; ALWAYS Consider Audience and Purpose
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Formality Considerations?
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Casual, Informal, or Formal
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Casual?
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Slang; Colloquialisms; Contractions; Short Sentences; for close friends only
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Informal?
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Proper Conversation; Personal Pronouns/Contractions; Sentences are Short, Organized, Well Structured;
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Formal?
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Keep Distance between Writer and Reader; Avoid Personal References/Contractions; Longer Sentences; for people of Higher Status
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General considerations with Email Messages?
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(1) Conciseness; (2) Clarity; (3) Etiquette; (4) Correctness
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Conciseness?
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Cut out nonessentials; Minimize references to Previous Communications
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Clairty?
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Strive for Concreteness; Vigor; Precision; Short sentences and paragraphs
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Etiquette?
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NO offensive or abusive emails should be sent, and no upper case, as that is considered SCREAMING
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Correctness?
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Write Correctly so others will not think you are stupid or lack credibility
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How to end an email
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Your Name; Closing Statement such as Thanks, Regards in more formal messages
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Use Initialisms?
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Cautiously i.e. BTW: by the way
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When should email NOT be used?
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(1) Long, Complicated, Requires Negotiation; (2) Questions/Info need clarification/discussion; (3) Info Confidential/Sensitive, Requires Security, Could be Misinterpreted; (4) Emotionally Charged, Requires Tone of Voice; (5) Sent to Avoid; (6) Contains Sensitive Issues, Relays Feelings, Resolve Conflict
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When to use Instant Messaging?
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(1) Stress Brevity, uses abbreviations; (2) Convey ideas completely, minimal need for response; (3) Telephone message, but in writing.
