Chapter 3: Getting started. Planning, Writing, and Revising Business Messages Flashcards
What are contextual factors in writing?
Contextual factors are elements of a writing task, such as the situation, the organization’s procedures, and the readers, that influence the writer’s choices.
How do contextual factors impact writing?
They influence the writer’s decisions at every step, taking into account the writing situation, an organization’s procedures, and the document’s intended readers.
What is a genre in writing?
Genres are agreed-upon forms of writing that develop in response to recurrent situations and that allow users to act purposefully in a particular activity.
What does register refer to in writing?
Register refers to the level of formality gauged to a specific purpose and social setting. It can be formal, casual, or a mix of both.
What characterizes a formal register in writing?
A formal register uses complete sentences, technical or academic vocabulary, and no slang or contractions.
It’s typically used in formal settings like board meetings.
What characterizes a casual register in writing?
A casual register is used in more informal settings, and features colloquialisms and slang. It typically characterizes messages exchanged among friends or close colleagues.
What is a discourse community in writing?
A discourse community is a group of communicators who share a goal or an interest in adopting a way of participating in a public discussion, including the use of particular genres, registers, and terminology.
What are the six defining characteristics of a discourse community according to John Swales?
The six defining characteristics are:
communal interest and a common public goal;
a forum for participation and intercommunication;
exchange of information and feedback;
genre development;
specialized terminology;
and expertise.
Why is understanding genres important in managing the challenges of workplace writing?
Genres are tools used in specific situations that allow users to act purposefully.
Knowing about business genres and when to use each can help in effectively communicating and responding to recurrent situations in the workplace.
What are discursive practices in the context of a discourse community?
Discursive practices involve using particular genres, registers, and terminology. They are the ways in which members of a discourse community participate in public discussions relevant to their shared goals or interests.
FIGURE 3.1 The Three Components of the Rhetorical Situation
FIGURE 3.2 The Five Overlapping Steps of the Writing Process
What is the basic definition of rhetoric in the context of writing?
Rhetoric describes the effective use of language to achieve certain, often persuasive, goals. It can also refer to an awareness of the choices made in writing.
What is a rhetorical situation according to Lloyd Bitzer?
A rhetorical situation is the circumstances in which individuals communicate. It includes three components: exigence, audience, and constraints.
Why are some situations not considered rhetorical?
Some situations, like natural phenomena such as droughts or storms, are not rhetorical because they cannot be changed or prevented through rhetoric. However, the human response to such phenomena can create a rhetorical situation.
What are the general steps in the writing process?
The writing process involves generating, organizing, and translating ideas into text. It includes several overlapping parts or stages that can be repeated multiple times.
Why is it important to follow the steps in the writing process?
Following the steps in the writing process ensures effective communication, reduces the risk of miscommunication, and yields better results. Skipping steps or taking shortcuts can lead to misunderstandings and poor results.
What does it mean that the writing process is recursive?
The recursive nature of the writing process means that writers are free to return to and repeat an earlier stage at any point.
For example, during revision, a writer might need to brainstorm additional content or reevaluate their audience’s needs.
What is the importance of message planning in writing?
Message planning is crucial because you usually have only one chance to get your message across.
It prevents mistakes and misunderstandings, ensuring purpose-driven, audience-focused, and concise communication.
How much time should be devoted to planning in the writing process?
Roughly half of the total time for the writing process should be devoted to planning, which includes prewriting, organizing, and outlining.
Good planning can save time during the drafting and revision stages.
FIGURE 3.3 Purpose-Driven, Audience-Focused, and Concise Business Communciation
FIGURE 3.4 Reasons People Communicate at Work
What is prewriting in the context of communication?
Prewriting involves analyzing the writing task—its purpose, scope, audience, context, channel, and other details—before you start writing.
It helps in tailoring the message to the reader’s needs and adapting it to the situation.
What are the components to consider during the prewriting process?
During prewriting, consider the primary purpose of the document,
the scope of the subject,
audience’s needs,
the most appropriate medium or channel for the message,
the most effective design or layout,
the information to be exchanged,
supporting points, and
crafting a story or stories that will appeal to the audience’s needs.
What are the two broad purposes of most business communication?
Most business communication has one of two broad purposes: to inform (the most common purpose) or to persuade.
However, messages can also have multiple purposes, such as a primary and a secondary purpose.
What does scope refer to in the context of communication?
Scope refers to the expected breadth and depth of detail in a document relative to the subject it covers.
It helps in avoiding irrelevancies, managing the writing task, and making the message responsive to the receivers’ needs.
What factors should be considered when determining the scope of a message?
When determining the scope of a message, consider the balance between the number of main points and the amount of detail, the level of detail acceptable for similar documents in your workplace, instructions and corporate standards, ethical dimensions, the scalability of messages, and the use of overview statements and headings
What is an audience profile in the context of communication?
An audience profile refers to the receivers and decoders of a message.
It’s important to analyze the audience before communication, considering their organizational culture and cultural environment.
This helps in tailoring the message, choosing the right channel, design, content, word choice, and tone.
How can visualizing the audience improve communication?
Visualizing the audience helps to get a clearer idea of what information to include and what language and tone to use.
It enables you to adapt the message to the audience, increasing the chances of successful communication.
What is audience analysis and adaptation?
It is the process of assessing the needs and knowledge of readers or listeners and adapting messages accordingly.
Why is understanding the receiver’s responsibilities and position important?
This understanding helps determine how the information you pass on will be used and the appropriate level of formality and tone.
How can you shape a message according to the receiver’s attitudes, interests, and questions?
By giving additional emphasis to key points, highlighting the relevance in a subject line, or making the action easier to understand.
What factors should you consider based on your experience with the receiver?
Predict possible areas of need or conflict and consider the situational and organizational influences on your receiver.
How does the receiver’s knowledge about the subject impact the message?
The receiver’s knowledge level will determine the amount and type of detail, background, and explanation you should include in the message.
How can you anticipate the receiver’s likely response?
If the receiver is unlikely to agree with you, be prepared to use persuasive strategies or structure your message according to an indirect pattern.
How can your choice of words define your relationship with the receiver?
Be deliberate in your choice of pronouns (e.g., I, you, we), as these words can define or change your relationship with the receiver.
What is a primary audience?
Primary audiences are the intended receivers of a message; they are the key decision-makers who will use or act on a message’s information.
What is a secondary audience?
Secondary audiences are anyone other than the primary audience who will receive a message and be affected by the action or decision it calls for.
Why should you uphold ethical and legal standards in all communication?
Because electronic messages can be forwarded and documents can be used as evidence in legal cases.
How should you adapt your message for an international receiver?
Consider the receiver’s background, environment, and beliefs.
Why is it important to consider the receiver’s particular expectations?
The receiver may intend to use the document in a particular way, which will influence his or her expectations about the document’s length and form.
What are reader benefits?
The advantages the reader stands to gain by complying with what the writer is proposing.
What is credibility?
Credibility is the extent to which you are viewed as believable, based on your competence, ethical character, and caring for others.
What is the medium or channel in communication?
The medium or channel is the physical means by which a message is transmitted.
TABLE 3.1 Communication Channels and Their Best Uses
Research Classifications
FIGURE 3.7 Proofreaders’ Symbols
FIGURE 3.8 Collaborative Writing Strategies
FIGURE 3.9 Collaborative Writing Tools
FIGURE 3.10 Draft Message with Changes Tracked
