Chapter 2 Flashcards
Most important type of communication?
Written word
Communication objectives? (3 obj.)
What do you want your reader to know? - “What to put in doc.”
How do you want your reader to feel? - “What tone to use?”
What do you want your readers to do? - “Achieve something at the end”
4 ways to understand the reader?
Age
Knowledge of reader
Interest level
Attitude towards your interest
2 most vital comm. methods in an org.?
memo and e-mail
What is a memo?
Short written comm. between one person and a selected audience. *usurped by e-mail
3 things memos are designed to?
Inform on an issue
Define procedures
Confirm arrangements
Important to use a memo when?
- Written evidence required
- Info is complex
- Verbal presentation is less effective due to message/audience
Do not use e-mail/memo when…?
Situation sensitivity better resolved face-to-face
If immediate response is better
Audience might misinterpret message
Basic format of email/memo?
- Letterhead: Use genuine, coloured letterheads
- Adresses
- CC: Should appear at the end of letter to inform recipient who else is involved and why
- Your name: Including forename not initials
- Reference: Designed for addressee to use in response
- Subject: Clear on topic
- Body copy: Avoid numbering points
- Signature: Incl. your name with it
Majority of letters are for?
External comm.
Letter stand for..?
The organisation
Letters should use….?
AIDA
What is AIDA?
Attention: Catch reader’s attain. in a positive way. encouraging them to read on.
Information: Key info. clearly communicated
Desire: Benefits of info. should be communicated, encouraging reader to share your views
Action: Reader shouldn’t have doubt on how to act next
4 keys to good writing?
Brief
Picturesque
Accurate
Clear
3 keys to good readability?
Word choice
Sentence Length
Paragraph Construction
Points to good word choice?
1.Simplify: i) Define ii) Expand acronyms iii)Tech. over non.technical words
Use words reader understands; always lower than recipient’s comprehensive level
2.Use strong vigorous words: Strongest - Verbs, Strong - Noun, Weakest - adjectives (may not fit in objective reports)
- Use familiar words
- Short over long words
Specialist vocab vs. Jargon
Specialist vocab.: Helps 2 experts converse efficiently
Jargon: Used by less informed to make their words seem more important
How to construct good sentences?
- Use words economically
- Circumlocution: Be candour unless to avoid heavy blows
- Avoid repetition: Use acronyms for long company names
- Avoid modifiers
- Use active word order: Subject - object - verb (Avoid Passive)
- Replace nouns with verbs: Esp. nouns that express action
- Be positive even when giving negative news
What is a modifier?
And adjective that alters meaning of a noun
Good Paragraph Construction?
1.Unity:
Introduce - Develop - close/transition
Transitions may talk about i)Ending point ii)New point int next para.
2.Concrete over abstract.
Concrete: Evokes imagery (usually subjective) e.g.Majority
Abstract: Dull/unimpressive e.g.55%
3.Rhythm & Progression: Smooth, forward movement w flow: a.Para is logical, clearly developed? b.One idea per para? c.Appropriate length? d.Coherence between paras. e.Smooth transitions?
4.Brevity.
Short > long - unless readership asks for it
Essential Grammar (1 point).
Restrict yourself to 1 point per sentence
In style always important to consider…?
- Legibility
- Consistency
- Visual Interest
- Appropriateness
Design is…
always the servant of content
