Writing ; Speaking For Business (Baker) – Flashcards
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PACS
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Topic: Planning Purpose, Audience, Context, Strategy
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OABC
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Topic: Pattern Opening, Agenda, Body, Closing
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5 Cs
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Topic: Content Clear, Complete, Correct, Considerate, Convincing
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CLOUD
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Topic: Paragraphs Coherence - Do sentences flow? Length - Paragraphs too long? Organization - Paragraphs organized w/topic and summarizing sentence? NOT in bad news letters though Unity - All related to topic sentence? Development - Support topic sentence but not overdone?
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SPELL
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Topic: Sentences Structure, Punctuation, Errors in grammar, Language (diction), Length (conciseness)
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HATS
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Topic: Visual Design Headings, Art/graphics, Typography, Spacing
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DOCS
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Topics: Reviewing and Revising Design (HATS) Organization (OABC) Content (5Cs and CLOUD) Sentences (SPELL)
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3 Ms
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Media, Message, Messenger
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Top Down Outlining
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Traditional Outlining (outline with a hierarchy of numbers and bullets) Mind Map Outlining (web diagram)
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Bottom Up Outlining
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Create a Free List Categorize the Information Sequence the Information
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Reverse Outlining
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Go through a paper that has already been written and make an outline
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Outline Testing
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Inclusion (Presence) Exclusion (Absence) Hierarchy (Horizontal) - in the correct order? Sequence (Vertical) - in the best order possible? Language (Parallelism)
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Direct Approach
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State main message and follow with details
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Indirect Approach
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Start w/background information and delay main message--think bad news letter
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Four Types of Agendas
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1) Quantify 2) Identify 3) Organize 4) Symbolize
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Why not include an agenda?
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Bad news!
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What do agendas do?
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Prepare reader and simplifies skimming
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3 Ways to Develop Main Point
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Applications Evaluations Explanations
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Coherence v. Cohesion
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Coherence - logical and rational relationship Cohesion - specific words which connect ideas
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Coherence v. Unity
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Coherence - logical flow Unity - content relates to topic sentence
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Conclusions v. Recommendations
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Conclusions - informative, simple statements Recommendations - invite action
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What makes a message difficult to read?
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Unfamiliar topic, large amounts of information, unfamiliar words
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Analysis v. Evaluation v. Synthesis
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Analysis - break down into parts Evaluation - judge something's quality Synthesis - develop a solution to make something better
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5 Steps in Persuassion
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1) Frame the problem 2) State proposed solution 3) Provide info to support 4) Resolve concerns, give counter arguments, downplay competing proposals 5) Request audience action
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2 Forces Involved in Persuasion
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1) Reason arguing for change 2) Reasons arguing against chance
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Logic-Based Persuasion Strategies
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Analogy Legal Cause and Effect Generalization
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Emotion-Based Persuasion Strategies
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Morality Pride Reciprocity Safety/Fear
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Fallacies
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Bandwagon Evidence False Analogy False Causality Lack of Evidence to Contrary Tradition--think fiddler on the roof :-) Slippery Slope Anonymous Authority
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Purpose
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Inform Persuade Build Relationships of Trust
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Audience
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Primary - person you are writing for Secondary - people who need to know info being sent Tertiary - people you don't know about who will be getting info
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Demographic Analysis
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Learn about audience by demographics (socio-economic, sexual orientation, religion, marital status, gender, etc.)
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Psychographic Analysis
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What are your audience's interests, opinions, beliefs, etc.?
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External v. Internal v. Situational Factors
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External - what industry do they work in? Who are their competitors? Internal - company mission, employees' purpose Situational - What situational factors are there? Is there money involved? Is this a one-time thing or a repeat event?
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Richness
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Greatest number of message aspects (verbal, non-verbal, visual)
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Immediacy
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How quickly will it get there?
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Permanence
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Will it stick around? Paper v. conversation
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Control
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Will you be able to limit its reach? Electronic? No. Paper? More likely.
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Cost
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How expensive is it? Printer v. video
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Team Development Stages
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Forming Storming Norming Performing
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American v. Continental Eating
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American: Knife in right hand, put down, pick up fork with right to eat Continental: Knife in right, fork in left and fork stays in left
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Reflective listening
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confirming ideas with speaker
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Turn Taking
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One person shouldn't dominate conversation
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Two Main Heading Factors
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1) Act as sign posts. Tell audience what comes next. 2) Headings show structure.
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Question Heading
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Focuses on issue and helps reader answer specific question 3 types of headings: topic, statement, question
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3 Is
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Introduce Insert Interpret
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Legend
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Explanatory list of symbols/colors
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Callout
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text beside graphic w/line to direct attention to an area of the graphic
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Braced Headings
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Major headings over secondary headings
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T Chart Use
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Used for simple decisions
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Decision Table
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Use when there are multiple options, quantitative and qualitative information (useful in side by side comparison) Label, Order correctly, number simply, limit length, highlight
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Bar v. Line v. Pie Charts
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Bar - easy to get info from, do NOT deceive the audience with these Line - Useful for showing what happens over time, limit lines used Pie - Show quantity by area, bars are simpler/preferred (less confusion), no way to compare unless you use two, area is hard for people to interpret
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Pictogram
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Bar chart with pictures showing data
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Scatter Plot Chart
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Put two sets of data against each other to show correlation
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Positive v. Negative Correlation
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Positive = direct relationship Negative = inverse relationship
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Pie Chart - Misc. Data
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Always last segment of pie chart
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Vector v. Rater Graphics
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Vector = made of basic lines and shapes, created mathematically Raster = composed of pixels, large files
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Flow Chart
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Graphical representation of steps to explain sequence
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Infographic
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Graph and text combined, purpose drives design
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Rule of 3rds
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Imagine tic-tac-toe board and put subject at an intersection (not middle of photo)
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Sans Serif v. Serif
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Sans Serif - no flourishes, used for titles and electronic documents Serif - little finishing marks, easy to read in long paragraphs
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How many points in an inch?
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72
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Orphan and Widow
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Orphan - first line by itself at bottom of page Widow - last line by itself at the top of a page
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Four Phases of Document Review
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1) Review and Revise (HATS) 2) OABC 3) Review and Revise Content (CLOUD) 4) Review sentences (SPELL)
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Causes and Symptoms
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Causes - origin Symptom - outcome Cause NOT symptoms should be fixes
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Cause and Effect Diagram
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Used to determine main cause of a problem
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3 Factors a manager should consider before involving group
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Is your knowledge greater than that of the group? Do you have total control of outcome? Does the group work well together?
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Idea behind Brainstorming
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Quantity will yield QUALITY
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3 Ways to enhance creativity
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Think of people Add more of the same Think external factors
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Gallery Writing
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Wandering around to different sheets of paper, very passive and overcomes social shortcomings
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Divergent v. Convergent Thinking
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Diversity of Ideas v. Group moving towards a single solution
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Personnel Performance Problems
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Ability Training Environmental Motivational Morale
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Purpose of Proposals
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Express your needs while committing to provide certain things
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Force Field Analysis
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Identify forces working for and against your plans, goal is to decrease negatives while enhancing positives
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RFP
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Request for Proposal
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6 Sections of a Proposal
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Background Solution Plan Qualifications Benefits Costs
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Strengthening a Proposal
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Frame the problem Support solution fully Invite acceptance by including contact info
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Primary v. Secondary Research
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Primary - gather original data Secondary - Use existing research
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Determining a research topic
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Think about PAC and narrow down info
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Evaluating a Website
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Current:How recent? Authority: The author is? Reliability: What domain is it? i.e. .com, .org, .gov Purpose/Point of View: What was author's purpose?
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Boolean Operators
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AND OR - broadens search NOT - excludes
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Specific v. Nonspecific Criteria
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If specific, fewer results but relevant. If not specific, more results but not as relevant. i
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Documentation is important why?
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Gives Credit Shows path to source Complies w/laws
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In-Text Citations v. Documentary-Note Style
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In-Text = author's last name, publication year, and page numbers Documentary-Note = uses footnotes and superscripts
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Validity v. Reliability
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Validity = research measures what it says it will Reliability = must be repeatable w/same results
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5 Types of Research Methods
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Interview Focus Group Survey Observation Experimental
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Interview Types
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Structured = pre-determined questions Semi-Structured = questions are flexible and may change Unstructured = responses will guide
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Random Sampling Types
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Random Stratified = ensures sample is representative, focus on different areas demographically (by location, for instance) Systematic = randomly chooses first candidate and then chooses nth after that
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Unrestricted Multiple Choice
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Choose all that apply!
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Disadvantages of ranking questions
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Doesn't allow somebody to have same opinion about two groups
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How to improve response rate on questionnaire
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Use clear title Ensure anonymity Incentivize Keep it short Keep main idea in mind Make Qs easy
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When gathering primary data
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Create a script Make sure all devices work Follow Up Take Detailed Notes
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How to analyze numerical primary data
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Standardize Data, understand data context, visualize data, understand data types
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Business Report
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Docs that explain and analyze critical facts needed for decision making
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Purposes of Business Reports
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Inform Persuade Help build relationships of trust
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3 Types of Business Reports
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Periodic Reports Progress " Problem Solving " Compliance "
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Major Steps in Conducting Business Research
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Problem/Opportunity Methodology Data Gathering Analysis Conclusion Recommendations
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First Step in Problem Solving
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Identify Problem!
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Elements on Title Page
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Title Name of who requested report Name and position of writers Date
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Executive Summary
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Mini Report with critical info for those who can't read everyting
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Why should reports use a direct approach USUALLY?
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Superiors will care about your recommendations--not how you came to those conlusions
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Methodology
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How to gather and analyze data
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Including a decision table in a report
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Shows results clearly with weights and organizes high to low
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Factor v. Alternative
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Factor - quality you would find in an alternative (cost, quality, etc) Alternative - possible solution that can have different factors
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Why is high to low sequencing important in decision tables?
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Increases readability
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Factor by Alternative . Alternative by Factor
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Factor by Alternative lists a factor and then how each alternative looks considering that factor (cost of solution A v. B) Alternative by Factor lists an alternative and all factors (Solution A's cost and implementation and then the next solution)
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Finding v. Conclusion v. Recommendation
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Finding - something found during research Conclusion - Generalized statement that grows out of findings Recommendation - suggestion based off of conclusions
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Report Appendices Include...?
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Supplemental info including detailed charts and graphics
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Short v. Long v. Slide Reports
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Short - Only critical info included Long - useful w/lots of info Slide - Good for quickly expressing message, great for visuals and sharing
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Advantages of Slide Reports
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Chunks info forcing reader to define info clearly People like reading them better Conveys info more effectively Ideas easy to find/understand Slides = easily copied Contain links!
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What should we consider while revising reports?
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DOCS! Design (HATS), Organization (Clear agenda and direct), Content (5 C's and CLOUD), Sentences (SPELL)
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Purposes of Social Media
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Inform Persuade Build Trust
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Synchronous v. Asynchronous
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Real Time v. Delay
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PAR
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Problem Action Result
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BFOQ
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Bona Fide Occupational Question
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RGB
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Red, Green, Blue
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Shade v. Tint
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Shade = black Tint = white
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Value v. Hue v. Temperature
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Value = lightness and darkness Hue = Mixing primary colors Temperature = warm and cold
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CARBS
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Contrast Alignment Repetition Balance Spacing
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Ways of Learning
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Auditory Visual Experimental
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3 Factors Affecting Voice Quality
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Pitch Pace Volume (These 3 Factors Make Up Tone)
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JUST REMEMBER to Walk, Stop, and Talk
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Walk, Stop, Talk, Walk, Stop, Talk...
