Exam 1 - Part 2 (5 PROBLEMS) Flashcards
Why do you think business writing differs from school essay writing?
Business information deliver and may be persuasive. They have a purpose, are economical, and focus on the audience. CLEAR TO THE POINT!
List the three phases of the writing process and summarize what happens in each phase. Which phase requires the most time?
PREWRITING- analyzing, anticipating, and adapting.
WRITING- researching, organizing, and composing.
REVISING- revising, proofreading, and evaluating.
REVISING! YOU SPEND THE MOST TIME!
What six factors are important in selecting an appropriate channel to deliver a message? What makes one channel richer than another?
- 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.
How does profiling the audience help a business communicator prepare a message?
Helps determine the level of language and the degree of formality.
What is meant by “audience benefits”?
Writers who recognize audience benefits try to put themselves in the position of the reader.
When is “YOU” appropriate? AND inappropriate?
RIGHT- focuses on audience benefits.
WRONG-putting the blame on someone “I cant believe you did that!”
Why is it OK to use instant messaging abb. but not in business?
Not everyone knows that that means, it can be taken the wrong way and it is just not professional.
Whats wrong with YOU CLAIM, COMPLAINT
Negative, gotta be positive yo.
Whats wrong? Pertaining to the above-referenced…blah blah blah
TOO FORMAL. Be clear & positive
What is bias-free language? List original examples.
Bias-free language avoids gender, race, ethnicity, age. Might be hurtful or stereotypical to people.
Why should business writers strive for familiar wrods?
Increases likelihood that business messages are understood. Don’t impress, be clear.
Jargon?
Specialized or technical language. Only use when audience will understand.
What are the advantages and disadvantages of team-written documents?
Team-written documents may develop a better product. However, combining formats is difficult & slackers may cause team resentment.
Under copyright law, what does fair use mean
describes conditions under which one may copy original copyrighted material.
What kinds of works are protected by copyright laws
WORDS CHARTS GRAPHS PHOTOS MUSIC
Compare the first phase of the writing process with the second.
FIRST:
ANALYZING
ANTICIPATING
ADAPTING
SECOND:
RESEARCHING
ORGANIZING
COMPOSING
For routine writing tasks, what are some techniques for collecting information data and generating ideas?
Informal research methods include looking in company files, talking with your boss, brainstorming.
Name 7 techiniques for brainstorming
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
What is the difference between a list and an outline?
List- group of topics
Outline- organized in a hierarchy with main topics and subtopics
What are the major components in a letter or memo?
OPENING
BODY
CLOSE
Analytical Report
INTRODUCTION
FACTS/FINDINGS
CONCLUSIONS
RECOMMENDATIONS
Why do many readers perfer the first method
Saves time, reduces frustration
Indirect pattern appropriate?
Bad news.
What is the primary difference between the direct and indirect patterns?
Position of main idea.
FOUR techniques for emphasizing important ideas in sentences.
VIVID WORDS
LABELING MAIN IDEA
PLACING THE IMPOTANT IDEA FIRST OR LAST
PLACING IDEA IN SIMPLE SENTENCE
WHen should business writers use active voice sentences? Passive?
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)
What’s wrong with this sentence? After reading it carefully, the proposal doesn’t interest us.
Dangling modifer.
What is a topic sentence, and where is it usually found?
States the main idea of paragraph. in 1st paragraph.
Describe three paragraph plans.
Direct Plan-deining, classifying, illustraing.
Pivoting paragraph- this plan is useful for comparing and contrasting.
Indirecting-delaying bad news.
Coherence, and how is it achieved?
Coherece exists when one idea leads logically to another.
SUSTAIN KEY IDEA
USE PRONOUNS
DOVETAIL SENTENCES
USE TRANSITIONAL EXPRESSIONS
How is proofreading different from revising?
Involves correcting grammar and spelling.
Why should business writers strive for conciseness?
Concise messages save time and money.
Whats wrong with DUE TO THE FACT THAT
They are flabby.
Redundancy.
COMBINED TOGETHER….TOO WORDY.
Why should a writer avoid the opening I am sending this email because we have just hired a new manager,….
It’s obvious. Delays message.
Why should writers avoid opening a sentence with There is or There are.
Expressions such as there is/are are fillers that DELAY.
Buried verb?
Provide an explanation rather than EXPLAIN. Slow reader down.
Why avoid? WHEN IT ARRIVED, I READ YOUR MESSAGE.
OBVIOUS. WASTES TIME!!!!
5 document design techniques.
WHITE SPACE MARGINS TYPEFACES NUMBERED BULLETED LISTS HEADINGS
How can writers increases white space to improve readability?
To increase white space, use headings, bulleted or numbered lists, short paragraphs, and effective margins.
What is the difference between serif and sans serif typefaces? What is the preferred use for each?
Serifs have small features at the ends of strokes.
(CONTINUOUS READINGS)
San serifs are clean fonts without such features.
What are 5 specific items to check in proofreasing. Be ready to discuss methods you find useful in spotting these errors.
SPELLING GRAMMAR PUNCTUATION NAMES NUBERS FORMAT
Why is it difficult to find your own errors? How overcome?
Psychologically we prefer not to find our own errors. Overcome by developing a mind-set expecting to find them.
List 4 or more effective techiniques for proofreading complex documents.
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
How can you overcome defensiveness when your writing is criticized constructively?
It’s natural to be defensive. Look at is as skill development.
