Chap 4:Planning business messages Flashcards
In what ways is business writing different from school essays and private messages?
Business writing has a purpose and a strategy; it is written to solve problems and convey information. Business writing is economical; length is not rewarded. Business writing is audience-centred.
Describe the components in each stage of the 3-×-3 writing process. Approximately how much time is spent on each stage?
Phase 1 (prewriting) involves analyzing the message’s purpose, anticipating the audience, and thinking of ways to adapt the message to be most effective. Phase 2 (drafting) involves researching to collect background information, organizing the information strategically, and composing the first draft. Phase 3 (revising) involves editing, proofreading, and evaluating the message to determine whether it will achieve its goal. .
Approximately how much time is spent on each stage of the 3-×-3 writing process?
Writers can expect to spend about 25 percent of their time prewriting, 25 percent drafting, and 50 percent revising
How does profiling the audience help a business communicator prepare a message?
Profiling helps a business communicator determine the appropriate level of language and degree of formality, and the most appropriate delivery channel to use. Thinking about the audience also helps the communicator anticipate whether the receiver’s reaction will be positive, neutral, or negative.
What factors should writers consider in selecting an appropriate channel to deliver a message?
- Importance of the message
- Amount and speed of feedback and interactivity required
- Necessity of a permanent record
- Cost of the channel
- Degree of formality desired
- Confidentiality and sensitivity of the message
- Receiver’s preference and level of technical expertise
What is the “you” view? When can the use of you backfire?
The “you” view is effective when it focuses on audience benefits. It is ineffective when it is used to manipulate or when it conveys blame (You neglected to include necessary information).
What are the three levels of diction?
The three levels of diction are unprofessional (low-level diction), conversational (middle-level diction), and formal (high-level diction).
What level of diction should you aim for to project a professional image?
To project a professional image, you want to sound educated and mature. The overuse of expressions such as sweet, you know, and like, as well as reliance on unnecessary abbreviations (BTW for by the way), make a businessperson sound like a teenager. Professional messages do not include texting-style abbreviations, slang, sentence fragments, and chitchat. We urge you to strive for a warm, conversational tone that avoids low-level diction.
How can you improve the clarity, tone, and effectiveness of your message?
Use positive rather than negative language. Positive language generally conveys more information than negative language does. Moreover, positive messages are uplifting and pleasant to read. Positive wording tells what is and what can be done rather than what isn’t and what can’t be done.
What are three ways to avoid biased language? Give an original example of each.
Writers can generally avoid biased language by choosing alternative forms for words using man or woman (artificial to replace man-made); using plural nouns and pronouns (teachers and their students rather than a teacher and her students); and changing to a gender-free word (server instead of waiter/waitress).
How do teams collaborate during the three phases of the writing process?
Team members usually work together during the prewriting stage as they brainstorm and decide on the purpose, audience, content, organization, and design of their document or project. During the drafting stage, they may work separately. During revising, they may work together to synthesize their drafts or appoint one person to proofread and another to prepare the final document. They might work together to evaluate the final product.
What is collaboration software, and how can it benefit team writing projects?
Collaboration software such as Google Docs permits teams to work on text documents, spreadsheets, and presentations either in real time or at different times. Multiple team members can edit and share Web pages, MS Word documents, or PDF (portable document format) files. Another popular collaboration tool is Dropbox, which offers cross-platform file sharing and online backup.
Because of today’s new media and technologies, many of your messages will be digital. Why does this make your writing skills more important than ever?
E-mail and micromessaging media have shortened messages and response times. In addition, the communication process has changed from unidirectional to multidirectional. Yet, to be successful, communication still requires that meaning be transferred effectively—regardless of the media involved.
Why do you think employers prefer messages that are not written like high-school, university, or college essays?
Businesspeople prefer messages that are purposeful, persuasive, economical, and audience-oriented. This kind of writing is often different from essay assignments that require descriptions of feelings, displays of knowledge, and adherence to a word count. Employers want messages that are clear, concise, and focused.
Why should business writers strive to use short, familiar, simple words? Does this oversimplify business messages?
It increases the likelihood that business messages will be understood. When writers do not try to impress readers and listeners with their extensive vocabularies or broad knowledge, their messages are more likely to make sense. The goal is to be clear—not pompous.
