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Communication > Exam 1 - Part 2 (5 PROBLEMS) > Flashcards

Exam 1 - Part 2 (5 PROBLEMS) Flashcards

1
Q

Why do you think business writing differs from school essay writing?

A

Business information deliver and may be persuasive. They have a purpose, are economical, and focus on the audience. CLEAR TO THE POINT!

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2
Q

List the three phases of the writing process and summarize what happens in each phase. Which phase requires the most time?

A

PREWRITING- analyzing, anticipating, and adapting.
WRITING- researching, organizing, and composing.
REVISING- revising, proofreading, and evaluating.

REVISING! YOU SPEND THE MOST TIME!

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3
Q

What six factors are important in selecting an appropriate channel to deliver a message? What makes one channel richer than another?

A
  • Importance of the message
  • Amount and speed of feedback and interactivity required
  • Neccessity of a permanent record
  • Cost of the channel-Degree of formality desired
  • Confidentiality and sensitivity of the message

ONE THAT PERMITS MORE INTERACTIVITY. CONVERSATION IS RICH, BUSINESS LETTER IS A LEAN.

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4
Q

How does profiling the audience help a business communicator prepare a message?

A

Helps determine the level of language and the degree of formality.

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5
Q

What is meant by “audience benefits”?

A

Writers who recognize audience benefits try to put themselves in the position of the reader.

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6
Q

When is “YOU” appropriate? AND inappropriate?

A

RIGHT- focuses on audience benefits.

WRONG-putting the blame on someone “I cant believe you did that!”

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7
Q

Why is it OK to use instant messaging abb. but not in business?

A

Not everyone knows that that means, it can be taken the wrong way and it is just not professional.

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8
Q

Whats wrong with YOU CLAIM, COMPLAINT

A

Negative, gotta be positive yo.

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9
Q

Whats wrong? Pertaining to the above-referenced…blah blah blah

A

TOO FORMAL. Be clear & positive

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10
Q

What is bias-free language? List original examples.

A

Bias-free language avoids gender, race, ethnicity, age. Might be hurtful or stereotypical to people.

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11
Q

Why should business writers strive for familiar wrods?

A

Increases likelihood that business messages are understood. Don’t impress, be clear.

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12
Q

Jargon?

A

Specialized or technical language. Only use when audience will understand.

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13
Q

What are the advantages and disadvantages of team-written documents?

A

Team-written documents may develop a better product. However, combining formats is difficult & slackers may cause team resentment.

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14
Q

Under copyright law, what does fair use mean

A

describes conditions under which one may copy original copyrighted material.

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15
Q

What kinds of works are protected by copyright laws

A 
WORDS
CHARTS
GRAPHS
PHOTOS
MUSIC
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16
Q

Compare the first phase of the writing process with the second.

A

FIRST:
ANALYZING
ANTICIPATING
ADAPTING

SECOND:
RESEARCHING
ORGANIZING
COMPOSING

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17
Q

For routine writing tasks, what are some techniques for collecting information data and generating ideas?

A

Informal research methods include looking in company files, talking with your boss, brainstorming.

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18
Q

Name 7 techiniques for brainstorming

A 
Define the problem
Establish time limits
Set a quota
Require every participant to contribute
Encourage out of the box thinking
Write ideas on flipchart sheets
Organize and classify the ideas
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19
Q

What is the difference between a list and an outline?

A

List- group of topics

Outline- organized in a hierarchy with main topics and subtopics

20
Q

What are the major components in a letter or memo?

A

OPENING
BODY
CLOSE

21
Q

Analytical Report

A

INTRODUCTION
FACTS/FINDINGS
CONCLUSIONS
RECOMMENDATIONS

22
Q

Why do many readers perfer the first method

A

Saves time, reduces frustration

23
Q

Indirect pattern appropriate?

A

Bad news.

24
Q

What is the primary difference between the direct and indirect patterns?

A

Position of main idea.

25
Q

FOUR techniques for emphasizing important ideas in sentences.

A

VIVID WORDS
LABELING MAIN IDEA
PLACING THE IMPOTANT IDEA FIRST OR LAST
PLACING IDEA IN SIMPLE SENTENCE

26
Q

WHen should business writers use active voice sentences? Passive?

A

Active-My team and I researched and wrote a report. (FIRM!)

Passive-A report was researched and written by my team and me. (Modest, shy)

27
Q

What’s wrong with this sentence? After reading it carefully, the proposal doesn’t interest us.

A

Dangling modifer.

28
Q

What is a topic sentence, and where is it usually found?

A

States the main idea of paragraph. in 1st paragraph.

29
Q

Describe three paragraph plans.

A

Direct Plan-deining, classifying, illustraing.

Pivoting paragraph- this plan is useful for comparing and contrasting.

Indirecting-delaying bad news.

30
Q

Coherence, and how is it achieved?

A

Coherece exists when one idea leads logically to another.

SUSTAIN KEY IDEA
USE PRONOUNS
DOVETAIL SENTENCES
USE TRANSITIONAL EXPRESSIONS

31
Q

How is proofreading different from revising?

A

Involves correcting grammar and spelling.

32
Q

Why should business writers strive for conciseness?

A

Concise messages save time and money.

33
Q

Whats wrong with DUE TO THE FACT THAT

A

They are flabby.

34
Q

Redundancy.

A

COMBINED TOGETHER….TOO WORDY.

35
Q

Why should a writer avoid the opening I am sending this email because we have just hired a new manager,….

A

It’s obvious. Delays message.

36
Q

Why should writers avoid opening a sentence with There is or There are.

A

Expressions such as there is/are are fillers that DELAY.

37
Q

Buried verb?

A

Provide an explanation rather than EXPLAIN. Slow reader down.

38
Q

Why avoid? WHEN IT ARRIVED, I READ YOUR MESSAGE.

A

OBVIOUS. WASTES TIME!!!!

39
Q

5 document design techniques.

A 
WHITE SPACE
MARGINS
TYPEFACES
NUMBERED
BULLETED LISTS
HEADINGS
40
Q

How can writers increases white space to improve readability?

A

To increase white space, use headings, bulleted or numbered lists, short paragraphs, and effective margins.

41
Q

What is the difference between serif and sans serif typefaces? What is the preferred use for each?

A

Serifs have small features at the ends of strokes.
(CONTINUOUS READINGS)

San serifs are clean fonts without such features.

42
Q

What are 5 specific items to check in proofreasing. Be ready to discuss methods you find useful in spotting these errors.

A 
SPELLING
GRAMMAR
PUNCTUATION
NAMES
NUBERS
FORMAT
43
Q

Why is it difficult to find your own errors? How overcome?

A

Psychologically we prefer not to find our own errors. Overcome by developing a mind-set expecting to find them.

44
Q

List 4 or more effective techiniques for proofreading complex documents.

A 
BE PREPARED TO FIND ERRORS
HAVE ONE PERSON READ TO ANOTHER
ALLOW TIME
READ THE MESSAGE TWICE
REDUCE YOUR READING SPEED
SET ASIDE THE DOCUMENT FOR A DAY
45
Q

How can you overcome defensiveness when your writing is criticized constructively?

A

It’s natural to be defensive. Look at is as skill development.

Communication (18 decks)

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