Exam Prep Flashcards
1
Q
What are the five types of gestures as suggested by Paul Ekman and Wallace Friesen?
A
The five types of gestures are:
Emblems—gestures that can be easily translated into unequivocal verbal statements, like waving goodbye or holding a palm outward to signal “stop.”
Illustrators—non-verbal behaviours that accompany speech and depict what is said verbally, such as wagging a forefinger at another person during a reprimand.
Affect displays—gestures that convey emotion, primarily through the face, like a smile.
Regulators—gestures that control interaction, such as leaning forward to signal entry into a conversation.
Adaptors—body movements that aid in the release of bodily tension due to new or anxious situations, like crossing your arms or tapping a pencil.
2
Q
FIGURE 2.6 The Three Classes of Vocalic Cues
A
3
Q
FIGURE 2.5: The Three General Domains of Non-Verbal Skills
A
4
Q
What are the four main theoretical frameworks used in studying communication?
A
The four main theoretical frameworks are
rhetoric (the use of language to persuade an audience),
semantics (the study of the words and symbols we choose),
semiotics (the study of how meaning is assigned and understood),
and cybernetics (the study of how information is processed and how communication systems function).
5
Q
FIGURE 2.4 Non-verbal Communication Cues Can Play Five Roles in Relation to Verbal
Communication
A
6
Q
What are the five key “dimensions” of culture as identified by Geert Hofstede?
A
Hofstede identified five dimensions of culture:
Power distance - the degree to which less powerful members of a group expect and accept that power is distributed unequally.
Uncertainty avoidance - a society’s tolerance for ambiguity and comfort level with new, unstructured, or unknown situations.
Individualism vs. collectivism - the degree to which people are integrated into groups and expected to take care of others.
Masculinity vs. femininity - related to the societal distribution of emotional roles and values between genders.
Short-term vs. long-term orientation - the degree to which societies are future-focused (long-term orientation) or anchored in the past or present (short-term orientation).
7
Q
FIGURE 3.1 The Three Components of the Rhetorical Situation
A
8
Q
FIGURE 3.2 The Five Overlapping Steps of the Writing Process
A
9
Q
What are the six defining characteristics of a discourse community according to John Swales?
A
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.
10
Q
What is the content-organization-style (COS) method in editing?
A
The COS method involves three stages of editing:
content (ensuring the document is complete and clearly expresses its main points),
organization (ensuring the document’s main message is clear and logically related to other parts), and
style (checking the tone, sentence structure, grammar, and punctuation).
11
Q
What is prewriting in the context of communication?
A
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.
12
Q
What are the components to consider during the prewriting process?
A
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.
13
Q
What are the four main methods for organizing and outlining information in business communication?
A
The four main methods are
sequential development,
chronological development,
general-to-specific development,
and cause-and-effect development.
14
Q
What is a discourse community in writing?
A
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.
15
Q
What are the six defining characteristics of a discourse community according to John Swales?
A
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.
16
Q
FIGURE 3.8 Collaborative Writing Strategies
A
17
Q
What three steps should be taken during a critical read-through?
A
Step One is ensuring completeness,
Step Two is checking structure and coherence,
and Step Three involves ensuring accuracy.
18
Q
What is plain style or plain language?
A
Plain style or plain language is a style of writing that values simplicity, directness, and clarity.
It makes it acceptable to write in the same everyday language that you use when you speak, putting the reader first and making information meaningful.
19
Q
What are some common-sense principles that characterize plain style?
A
Use common, everyday words.
Use reasonable sentence lengths.
Use the active voice and phrasal verbs.
Place the subject as close as possible to the verb.
Use personal pronouns like I, you, and we.
Use clear, unambiguous language.
20
Q
Question: What are the guidelines for effective word choice in communication?
A
Use language that is plain and familiar, fresh and current, specific and functional, and factual and ethical.
21
Q
What is tone in business communication?
A
Tone refers to the writer’s implied attitude toward the subject and readers, reflected by word choice.
22
Q
How does tone in written communication create an impression?
A
In written communication, tone is conveyed through the words used and the length and structure of sentences, as vocal inflection and visual cues are absent.
23
Q
What factors influence the appropriate tone in workplace communication?
A
The writing situation, purpose, and channel of communication determine the appropriate tone in workplace communication.
24
Q
What is the recommended style for most business writing?
A
Most business writing aims for a mid-level style that is fairly conversational and moderately informal, meeting the needs of a wide audience
25
What are the elements of a mid-level writing style?
The elements of a mid-level writing style include an even-handed, efficient, and conversational tone, a mix of familiar words and business terms, correct grammar and standard punctuation, manageable sentence structure, single-word and phrasal verbs, occasional contractions, personal pronouns, and limited forms of personal address.
26
What should be avoided in a mid-level writing style?
A mid-level writing style should avoid slang, legalisms, long words, and outdated language, as they can create an impression of carelessness and suggest poor work habits.
27
What is personal style in writing?
Personal style in writing is characterized by the free use of first- and second-person pronouns (I, me, we, us, you). It creates a sense of warmth, friendliness, and candor, helping to build rapport and engage readers
28
Characteristics of the Personal Style
29
What is impersonal style in writing?
Impersonal style in writing uses only third-person pronouns (he, she, it, one, they). It sounds detached yet objective, emphasizing facts and concepts rather than the writer's perspective.
30
Characteristics of Impersonal style
31
What are some strategies for writing with confidence?
Select the right level of formality and choose words in the appropriate register.
Be positive and use constructive language, avoiding dwelling on negatives.
Stress reader benefits and relevance by adopting a sincere you-attitude.
Show courtesy and consideration by being polite.
Use inclusive language and avoid discrimination by using bias-free terms.
Be firm and decisive in your writing, but avoid arrogance.
32
What are "voice" and "phrasal verb" in writing?
"Voice" is a term that describes a verb’s ability to show whether the subject of a sentence acts or is acted upon.
A "phrasal verb" is a verb that combines with one or more prepositions to deliver its meaning.
33
What are the four types of sentences?
The four types of sentences are:
Simple sentences
Compound sentences
Complex sentences
Compound-complex sentences
34
Define a simple sentence.
A simple sentence is a sentence containing one independent clause.
35
What are the three processes of influence necessary for overcoming resistance in persuasive writing?
The three processes of influence are:
compliance through rewards/benefits or punishments,
identification or finding commonality,
and internalization or affirmation of goals and values.
36
What are the key elements in creating a convincing persuasive message?
Key elements include reasonable propositions, well-framed arguments, vivid supporting evidence, and an effort to establish credibility and rapport in a way that makes the message relatable to the reader.
37
What is Maslow's hierarchy of needs?
Maslow's hierarchy of needs is a motivational theory consisting of five tiers. From the bottom to the top, these tiers represent
physiological needs,
safety and security,
love and a sense of belonging,
esteem,
and self-actualization.
These needs motivate human behavior.
38
What is the three-step plan of an indirect persuasive strategy?
The three-step plan involves obtaining interest by defining a problem or stating a relevant fact, proving how the proposal or product can benefit the reader, and asking for action linked to reader benefits
39
What are the steps to follow when writing a problem-solving memo?
The steps to follow when writing a problem-solving memo are
summarizing the problem,
explaining how the problem can be solved,
minimizing resistance by anticipating possible objections and counter-arguments,
and asking for a specific action while setting a deadline for the readers to act or respond.
40
What are the steps to follow when presenting a persuasive claim request?
When presenting a persuasive claim request, you should gain
positive attention,
prove your claim is valid by describing the problem calmly and credibly with supporting data,
and ask for a specific action such as a refund, replacement, or apology while expressing confidence in the company's ethical standards
41
What are the key elements of an effective informative memo or e-mail?
An effective informative e-mail or memo must be clear and direct. It should have a clearly worded subject line, direct opening, clear explanation, follow-up instructions (often in a numbered list), good closing, and positive emphasis. This supports the informative aim of the message.
42
What are some key characteristics of effective goodwill messages?
Effective goodwill messages should be
personal,
including individualized details that make them meaningful.
They should be sent promptly to show care and should be spontaneous, short, and sincere, avoiding clichés and instead imagining what the reader would appreciate hearing.
43
FIGURE 7.17 Characteristics of good instructions
44
How can you introduce multiple requests or questions in a direct-approach message?
Use a summary statement to politely draw the reader's attention to the questions that follow.
45
Three Categories of Bad News Messages
46
Four-Part Structure Writing Plan for the Indirect Approach
47
What types of buffers can be used in bad news messages?
**Appreciation**: Thanks readers for their interactions.
**Good or neutral news**: Relevant good or neutral news related to the main message.
**General principle or fact**: Outlines organizational policies or practices.
**Chronology of past communications**: Retraces events or correspondence relevant to the current situation.
**Statement of agreement or common ground:** Refers to a relevant view shared by the writer and reader.
**Apology or statement of understanding**: Expresses sympathy or regret for what has happened.
**Compliment**: Praises the reader’s efforts without false flattery.
48
What should be avoided when explaining the bad news in a negative message?
When explaining the bad news, avoid:
- Divulging confidential or legally sensitive information that may be damaging,
- Expressing personal opinions that might be mistaken for the view of your organization, and using words that are known to create resistance.
- Phrases that beg the reader to agree with you, and show respect by taking the matter seriously.
49
What are some techniques to de-emphasize the bad news in a negative message?
Some techniques to de-emphasize the bad news include:
- Putting the bad news in a dependent clause,
- Suggesting a compromise or alternative,
- Using the passive voice,
- Using long sentences,
- Using positive language,
- Avoiding spotlighting the bad news
- Implying the refusal.
50
What are some do's and don'ts for a goodwill closing in a negative message?
- Don't repeat the bad news, remind the reader of past problems, or hint at future difficulty.
- Do offer your good wishes to the reader, sound genuine and conciliatory.
- Don't invite further correspondence unless you sincerely want contact.
- Don't apologize for having to say no, especially at the end of your message.
- Don't take credit for helping the reader unless you have actually provided assistance.
51
Four-Part Structure Writing Plan for the Direct Approach Unfavorable news
52
What is the checklist for creating indirect-strategy messages?
- Buffer the bad news with a relevant, focused, and neutral opening.
- Explain the circumstances or facts leading to the refusal or bad news.
- Present reasons that will help the reader understand and accept the negative information as a logical conclusion.
- State the bad news as clearly and tactfully as possible and use appropriate techniques to de-emphasize it.
- Close by re-establishing goodwill.
53
What are the elements of an apology in a bad news message?
Elements of an apology include:
- Acknowledgement of the offence
- Explanation of factors contributing to the offence
- Show of remorse
- Offer of repair or restitution
- Commitment to reform.
54
What are four main points to remember about apologies in bad news messages?
Four main points about apologies in bad news messages are:
- Don't apologize for minor errors that have been promptly corrected or when there is nothing to apologize for.
- Do apologize for any serious trouble or inconvenience for which you or your company are responsible.
- Craft apologies that fit with and extend your company’s narrative. Apologies often reflect the values of the companies they come from.
- Control the tone of your apology. Aim to strike a balance by registering remorse without sounding weak or defensive. Restore confidence for serious wrongs or errors by making receivers feel they are in capable hands.
55
How can you refuse a request for information, actions, and favours tactfully in a bad news message?
- **Buffer the opening**: Write about relevant information without being overly positive or misleading.
- **Give reason(s) for the refusal**: Limit explanation to main reasons, focusing on helping the reader understand the decision. Be brief and plausible.
-** Soften or subordinate the bad news** : Use de-emphasizing techniques to cushion the bad news. Ensure the refusal is clear but avoid harsh phrasing.
- **Offer an alternative or a compromise**: Provide an alternative or compromise if it's viable and can be delivered.
- **Renew goodwill in closing**: End the message on a positive note, without sounding sarcastic, clichéd, or forced. Focus on a sincere you-attitude or make a comment that reduces the sense of limitation imposed by the bad news.
56
Figure 10.5: Use this three-part writing plan for your cover letter
57
What are some tips for writing an effective unsolicited application letter?
**Show enthusiasm:** Express your genuine interest and excitement about the company and its potential job opportunities.
**Use the indirect approach:** Use persuasive techniques to engage the reader's interest and persuade them to consider your application.
**Conduct research:** Gather information about the company, including its products, personnel, and challenges. This research will enable you to demonstrate your knowledge of the company and align your qualifications with their needs.
**Clearly state your reasons:** Clearly explain why you want to work for the company, what you are prepared to contribute, and how your qualifications can benefit the company.
58
How can I prepare for a job interview?
**Research the potential employer:** Spend at least an hour researching the company and the job you're applying for. Learn about their values, goals, products or services, corporate structure, culture, and competitors. This knowledge will help you demonstrate your interest and understanding during the interview.
**Pay attention to non-verbal communication:** Be aware of your body language, posture, facial expressions, and gestures. Practice open body language and avoid nervous habits that may distract the interviewer.
**Dress appropriately:** Dress in a manner that reflects the corporate culture. Choose an outfit that is slightly more formal than what you would wear on the job. Good grooming and personal hygiene are essential.
**Anticipate interview questions:** Prepare for common interview questions and think about how you would respond. Consider your skills, experiences, and achievements that are relevant to the job. Practice your responses to sound natural and spontaneous.
**Prepare questions to ask:** Think of insightful questions to ask the interviewer that will demonstrate your interest and understanding of the company. Asking thoughtful questions shows your engagement and enthusiasm for the role.
**Practice and rehearse:** Practice your interview skills by filming yourself answering typical interview questions. Assess your performance and make improvements. The more interviews you experience, the more comfortable and confident you will become
59
How can I reduce nervousness before a job interview?
**Prepare and practice:** Thoroughly prepare for the interview by researching the company, anticipating questions, and practicing your responses. The more prepared you are, the more confident you will feel.
**Visualize success:** Visualize yourself performing well in the interview and receiving a positive outcome. Positive visualization can help boost your confidence.
**Deep breathing and relaxation techniques:** Practice deep breathing exercises or other relaxation techniques before the interview to help calm your nerves.
**Focus on your enthusiasm:** Remind yourself of your enthusiasm for the job and the opportunity to showcase your skills. Let your passion for the work drive you.
**Have faith in yourself:** Believe in your abilities and the value you bring to the table. Have confidence in your qualifications and experiences.
**Gain interview experience:** The more interviews you experience, the more comfortable you will become. Treat each interview as a learning opportunity and a chance to improve your skills.
60
How should I prepare for behavioural interview questions?
**Understand the job requirements**: Review the job description and identify the key skills, competencies, and qualities that are required for the position. This will help you anticipate the types of behavioural questions that may be asked.
**Use the STARS technique:** The STARS technique is a structured approach to answering behavioural interview questions. It stands for Situation, Task, Action, Result, and Skills. When preparing your responses, outline the situation or context, describe the task or challenge you faced, explain the actions you took to address the situation, highlight the results or outcomes of your actions, and reflect on the skills and qualities you utilized.
**Identify relevant examples:** Select three or more examples from your past experiences that align with the competencies and skills required for the job. Choose examples where you successfully handled challenges, achieved positive results, demonstrated leadership or teamwork, or showcased other relevant abilities.
**Practice your responses:** Rehearse your responses to behavioural interview questions. Use the STARS technique to structure your answers and make sure you provide specific details and examples. Practice speaking confidently and concisely.
**Be prepared for follow-up questions:** During the interview, the interviewer may ask follow-up questions to further explore your examples or dive deeper into specific situations. Be ready to provide additional details or explain the impact of your actions.
**Showcase your skills and qualities:** When answering behavioural questions, emphasize the skills, competencies, and qualities that are relevant to the job. Demonstrate your problem-solving abilities, time management skills, leadership qualities, teamwork and collaboration skills, creativity, and results-oriented mindset
61
What are the characteristics of an informal report?
Length: Usually under ten pages and often under one or two pages.
Style: Relatively casual, using a personal tone and occasionally incorporating personal pronouns or contractions.
Format: Written as a letter or memo format, with subsections marked off by headings and subheadings when necessary.
Routine: Informal reports are the most common type of report and are frequently required in business communication.
62
What are the differences between informal reports and formal reports?
Complexity: Informal reports address relatively simple and routine topics, while formal reports tackle more complex and challenging problems.
Length: Informal reports are typically shorter, ranging from a few paragraphs to ten pages, while formal reports are longer, often spanning five or more pages and sometimes extending to hundreds of pages.
Structure: Informal reports follow a more flexible structure, often using a letter or memo format with subsections and headings.
Formal reports have a prescribed format or pattern, including elements such as a title page, transmittal or cover letter, table of contents, and abstract.
Research: Informal reports may require minimal research, while formal reports are based on extensive research and analysis.
Purpose: Informal reports provide brief and concise information, whereas formal reports are designed to present comprehensive findings and recommendations.
63
FIGURE 11.1 The quality of a report and its effectiveness depend on three things that you, as a writer, need to control: content, clarity, and skimmability.
64
What are the two general kinds of informal reporting?
The two general kinds of informal reporting are informational reports and analytical/recommendation reports
65
What are the formats and distribution options for business reports?
The formats and distribution options for business reports can vary, ranging from least to most formal:
**Memorandum repor**t: This format is suitable for circulating data within an organization. It is an internal report presented in memo format, typically under ten pages. Memorandum reports have a conversational style, with 1- to 1¼-inch side margins, standard guidewords (TO, FROM, DATE, SUBJECT), and single-spaced paragraphs separated by two blank lines.
**Prepared-form repor**t: These reports use time-saving forms with standardized headings. They are useful for recording repetitive data or describing routine activities within an organization.
**Letter report**: Letter format is often used for short, informal reports prepared by one organization and sent to another. It follows the structure of a letter, including elements like the date, inside address, return address, salutation, and complimentary close. Descriptive headings can be used within the letter.
**PowerPoint report**: This format involves the use of PowerPoint slides for short written reports, especially periodic reports such as progress reports. While PowerPoint may not accommodate detailed information, notes pages can be added in a printed slide deck to provide additional explanation of the text and graphics on each slide.
**Formal report**: Formal reports are usually prepared in manuscript format and printed on plain paper. They include headings and subheadings, presenting a more structured and comprehensive approach to reporting.
66
Which approach is suitable for presenting routine, non-sensitive information in reports?
The direct approach is suitable for presenting routine, non-sensitive information in reports. This approach is effective when the content of the report is related to recurring activities or one-time situations and does not require persuasion or convincing the reader.
The sections of an informational report organized using the direct approach are typically structured in the following order:
**Purpose/Introduction/Background**: This section provides an overview of the report's purpose and introduces the topic or background information relevant to the report.
**Facts and Findings**: This section presents the factual information and findings related to the report's subject matter. It provides the necessary details and data to support the report's content.
**Summary**: The report concludes with a summary that recaps the key points and findings discussed in the report. It serves as a concise overview of the information presented.
The direct approach is commonly used for informational reports because it assumes that readers are already interested or supportive of the content being presented.
67
In what situations is the indirect approach suitable for presenting information in reports
The indirect approach is suitable for presenting information in reports when you anticipate resistance or displeasure from the reader and when persuasion or education is necessary. This approach is particularly effective when you need to gradually build acceptance for the actions or recommendations you are presenting.
In analytical reports, where the goal is to analyze a problem and propose solutions or recommendations, the indirect approach is often used.
The sections of an analytical report organized using the indirect approach are typically structured in the following order:
**Purpose/Introduction/Problem:** This section introduces the purpose of the report and presents the problem or issue that will be addressed. It provides background information and sets the context for the report.
**Facts and Findings**: The section presents the relevant facts, data, and findings related to the problem or issue. It provides evidence and information to support the subsequent discussion and analysis.
**Discussion and Analysis**: This section delves deeper into the problem, analyzing the facts and findings in detail. It explores different perspectives, considers alternative solutions, and evaluates their pros and cons. The goal is to engage the reader in the thought process and gradually build understanding and acceptance of the proposed recommendations.
**Conclusions or Recommendations**: Finally, the report concludes with the conclusions drawn from the analysis and the recommendations or proposed solutions to address the problem. These recommendations are supported by the preceding discussion and analysis.
The indirect approach allows you to guide the reader through the logical processes of problem-solving, making it suitable when the reader may not be familiar with the topic or problem and when persuasion is necessary to gain acceptance for the proposed actions.
68
How should headings be formatted for different levels?
First-level headings can be typed in bold with all caps, and centered.
Second-level headings should be typed in bold and run flush with the left margin, with only the first letter of each word capitalized.
Third-level headings should also be typed in bold and run flush with the left margin, with only the first letter of the first word capitalized, followed by a period.
69
What are the steps involved in the process of writing a report?
The steps involved in writing a report are planning, researching/analyzing data and information, composing, and revising.
70
What are the three major parts of an informal report?
The three major parts of an informal report are the
introduction,
findings section,
and closing summary or conclusion (with or without recommendations).
71
What are some commonly used short reports?
Some commonly used short reports are informational reports and analytical reports.
Informational reports present data clearly and directly without analysis or persuasion, while analytical reports evaluate situations and may include conclusions and recommendations.
72
Types of Informational Reports
**Periodic Reports**: Describes recurring activities and outcomes to monitor operations.
**Situational Reports**: Covers non-recurring situations such as business trips or project progress.
**Incident Reports**: Documents problems or unusual events affecting daily operations.
**Investigative Reports**: Evaluates specific problems or situations and may provide conclusions.
**Compliance Reports**: Discloses information to comply with laws and regulations.
**Recommendation Reports**: Investigates situations, expresses opinions, and recommends actions.
**Justification Reports**: Justifies a purchase, investment, policy change, or hiring.
**Feasibility Reports**: Evaluates projects or alternatives to determine their chances for success.
**Summaries**: Condenses longer information to primary ideas, conclusions, and recommendations.
**To-File Reports**: Provides a permanent written record of decisions, discussions, and directives.
**Proposals**: Suggests plans or projects to solve problems or suggest changes.
73
What are the three main sections of an activity report?
The three main sections of an activity report are:
**Summary**: Briefly lists highlights of activities and projects carried out during the reporting period.
**Update**: Offers an update on current problems and irregularities, including competition news of interest to managers.
**Needs/Plans**: Overviews needs and forecasts plans for the next period
74
What are the main sections of a progress report?
**Opening summary**: Comments on the current status of the project in terms of the original schedule and goals.
"**Work Completed**" section: Describes what has been done since the last report and notes any problems and solutions.
"**Work in Progress**" section (optional): Lists work currently being done.
"**Work to Be Completed**" section: Describes the work that remains and notes any foreseeable problems and likely solutions.
**Closing/Forecast**: Looks ahead to the progress that will be made between this and the next report and either expresses confidence in finishing on time or discusses a potential project deadline extension.
75
What are the main sections of a job completion report?
**Opening**: Provides a concise overview, confirming the completion of the project and noting outcomes, successes, and next steps.
**Background**: Describes the job's purpose, what necessitated the project, the original contract, involved parties, and start and completion dates.
**Project milestones**: Identifies all major accomplishments, including work done, targets reached, and results achieved.
**Variances**: Notes deviations from the original plan and explains any problems encountered and revisions made.
**Action**: Restates the outcome and asks the reader to review the project, respond, sign off, or follow-up.
76
What is the purpose of an incident report?
An incident report helps an organization assess and address a problem, make necessary changes to prevent similar incidents in the future, and fulfill fair and accountable business practices.
77
What is the structure of a problem-investigation report?
**Summary of main points**: Defines the problem, notes its cause(s) and resolution, and mentions any further steps to be taken.
**Background or history**: Establishes the purpose of the report and describes the circumstances in which the problem was discovered and its causes.
**Approach and findings**: Describes the methods and criteria used in resolving the problem, presents the findings, and discusses their significance.
**Conclusion**: Notes the actions taken or to be taken, identifies any disadvantages of the proposed solution, and explains how the corrected problem leads to a better outcome.
**Appendix or attachment (optional)**: Provides supporting data and evidence that cannot be easily included in the main sections.
78
What is the purpose of a summary report?
The purpose of a summary report is to provide clear, credible, and concise information that helps managers and decision-makers gain a full understanding of a problem or issue quickly and easily.
79
What is the recommended order of organizing information in a yardstick report?
Identify the problem, need, or opportunity that led to the report.
Determine the options or alternatives for solving the problem.
Establish criteria for comparison and explain how they were selected.
Discuss each option according to the criteria, evaluate the data, and draw inferences.
Draw conclusions by ranking the options or classifying them into acceptable/unacceptable categories.
Make recommendations based on the findings and conclusions.
80
What are the steps in organizing a direct plan recommendation report?
Describe the problem and provide necessary background information.
Offer a solution or recommendation for the problem.
Explain the benefits of the recommended plan with supporting evidence.
Discuss potential drawbacks, costs, and alternatives.
Summarize the benefits of the recommended action and express willingness to provide additional information if needed.
81
What is the structure of a feasibility report using a direct writing plan?
**Opening paragraph**: Identifies the plan and reveals the decision or recommendation.
**Introduction/Background**: Describes the problem, scope, methods, and limitations of the study.
**Discussion**: Presents a detailed analysis of the benefits, risks, costs, and implementation schedule.
**Conclusions**: Summarizes data and significant findings.
82
What qualities should good proposals possess?
Good proposals should be persuasive, use words that communicate strength, confidence, and credibility, and avoid unnecessarily tentative, doubtful, or defensive language.
83
What are the elements of an informal proposal?
Introduction
Background
Proposal, Method, and Schedule
Costs and Budget
Staffing and Qualifications
Benefits
Request for Authorization
84
What are the elements of formal proposals?
The elements of formal proposals include front matter, body of the proposal, and back matter
85
What are the elements of the front matter in a formal proposal?
Front Matter:
Copy of the RFP (if applicable)*
Cover letter/Letter of transmittal*
Abstract or summary*
Title page*
Table of contents*
List of tables/figures/illustrations*
86
What are the elements of the back matter in a formal proposal
The back matter of a formal proposal includes elements such as the appendix and references.
87
Elements of the body of a formal proposal
Body of the Proposal:
Introduction
Background or problem statement
Detailed proposal and method
Schedule
Budget or cost analysis
Staffing
Authorization
Benefits and conclusion
88
What are the different types of information sources available for research?
**In-house sources**: These include internal files, memos, reports, company databases, or records that are available within your own organization.
**Publicly available sources**: These include consultants, experts, websites, books, magazines, and other publicly accessible information that can be obtained either online or in print.
**Restricted sources**: These sources may have limited access, such as websites with paywalls or research conducted by other companies and organizations, which may require permission or authorization to access.
89
What are the key sections in the body of a formal report?
**Introduction**: The introduction provides an overview of the report and prepares readers for what they will find in the rest of the document. It includes the purpose or problem statement, scope of the report, background information, organizational structure, and sources and methods used.
**Discussion of Findings:** This section presents the substantial analysis and interpretation of the data and research findings. It provides a detailed discussion of the results and their implications, often organized in a logical or chronological order, or by importance, region, or topic. Functional or descriptive headings can be used to guide readers through the discussion.
**Conclusions:** The conclusions section summarizes and synthesizes the main points made in the report. It explains the meaning of the findings and offers insights into the problem or topic. Conclusions should be unbiased and justified by the information presented in the report. They should not introduce new material but tie back to the purpose and methods of the report.
**Recommendations:** The recommendations section provides specific suggestions for actions to be taken based on the information presented and the conclusions drawn. Recommendations should be financially feasible and relevant to the problem at hand. They should flow logically from the findings and conclusions and be supported by the information in those sections. Recommendations are often numbered and written as actionable commands.
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What is the purpose of the background section in an informal proposal?
The background section defines the problem or opportunity you aim to solve or address. It identifies the purpose and goals of the project, conveys your understanding of client needs, and explains how the client will benefit from the implementation of your proposed plan.
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What should be explained in the proposal, method, and schedule section of an informal proposal?
In this section, you should explain the products or services you are offering, the feasibility of the proposed method, how your company intends to proceed with the project, the special materials and resources you will use, and create a timeline for each phase of the project.
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TABLE 12.1: Informal vs. Formal Reports: Quick-Reference Chart
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A work plan typically includes the following elements...
**Statements of problem and purpose**: Clearly define the problem or issue that the report aims to address and state its purpose.
**Strategy for conducting research**: Outline the research methods and sources you will use to gather information for the report.
**Preliminary outline**: Create a preliminary outline of the report, identifying the main sections and their order.
**Work schedules**: Develop schedules for writing and submission, setting deadlines for different stages of the report preparation process.
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What are some tips for time management in report writing?
**Understand your work style**: Identify when you are most productive and when you tend to waste time. Design a system that works best for you based on your strengths and weaknesses.
**Set priorities:** Determine the importance and urgency of different tasks and prioritize them accordingly. Focus on the task at hand and try to ignore distractions.
**Start early:** Avoid procrastination and begin working on your report as soon as possible. Leaving it until the last minute can lead to rushed and lower-quality work. Allow for unexpected events or challenges by leaving some buffer time.
**Break tasks into smaller parts:** Divide the report into manageable components and allocate specific time slots for each part. This helps in organizing your work and ensures steady progress.
**Seek additional resources:** If you need more information or resources to complete your report, don't hesitate to ask for them. It's better to address any gaps in knowledge or materials early on.
**Communicate delays:** If you find yourself falling behind schedule, notify the relevant parties as soon as possible. This allows for adjustments and avoids last-minute surprises.
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How can teams collaborate effectively in writing a report?
**Establish style guidelines**: Agree on style preferences, including the degree of formality, use of personal pronouns, and other writing conventions, before beginning the drafting process. This ensures consistency throughout the report.
**Ensure consistency in writing styles: **Review and edit the draft to minimize sharp contrasts in writing styles between different sections. The report should flow smoothly and maintain a cohesive tone.
**Seek consensus on the final draft:** Make sure all team members are satisfied with the final version of the report before proceeding with the editing process. Address any concerns or differences of opinion to achieve a unified document.
**Use collaborative tools:** Utilize programs like Microsoft Word or other collaborative software that allow team members to make signed changes and comments on the document. This promotes efficient communication and coordination within the team.
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What is a modifier?
A modifier is a word or group of words that describes or gives more information about another word in a sentence.
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What is a clause?
A clause is a group of words containing a subject and a verb.
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What are the two essential elements of a complete and effective sentence?
A subject and a complete verb.
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What are the four types of sentences?
The four types of sentences are:
Simple sentences
Compound sentences
Complex sentences
Compound-complex sentences
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Define a simple sentence.
A simple sentence is a sentence containing one independent clause.
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Define a compound sentence.
A compound sentence is a sentence containing two or more independent clauses joined by one or more coordinating conjunctions.
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Define a complex sentence.
A complex sentence is a sentence containing one or more dependent clauses and one independent clause.
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Define a compound-complex sentence.
A compound-complex sentence is a sentence containing one or more dependent clauses and two or more independent clauses.
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Subordinate Conjunctions
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Relative Pronouns
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Define a prepositional phrase.
A prepositional phrase is a group of words beginning with a preposition that sets out a relationship in time or space
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How can prepositional and participial phrases be used to combine sentences?
Prepositional and participial phrases can act as modifiers to describe something else in a sentence and can be useful for combining short, simple sentences.
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Define a participial phrase.
A participial phrase is a phrase beginning with a participle that modifies the subject of the attached clause.
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What is parallelism in writing?
Parallelism is the use of the same grammatical forms or sentence structures to express equivalent ideas, creating a repeated pattern that helps readers absorb and remember information.
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What are the three basic principles for creating emphasis through style?
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What are some techniques for giving power to writing through emphasis?
Placing important facts first or last in a sentence or paragraph.
Using short, simple sentences to highlight key ideas.
Using tags and labels to flag important ideas.
Using precise and specific words to identify the main point.
Repeating key words in a series for rhetorical effect.
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Provide an example of de-emphasizing bad news using complex sentences.
"Although the quality of the applications has never been higher, the number of applications is down." (Emphasizing bad news)
"Although the number of applications is down, the quality of the applications has never been higher." (Emphasizing good news)
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How can unpleasant facts be de-emphasized by embedding them?
Unpleasant facts can be de-emphasized by embedding them in the middle of a sentence or paragraph. By burying them mid-sentence or mid-paragraph, they become less noticeable and less harsh.
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Why is active voice preferred in business messages?
Active voice is preferred in business messages because it is energetic, forceful, and direct. It clearly states the doer of an action, emphasizes responsibility, and delivers good and neutral news in a clear and direct manner.
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When is passive voice commonly used?
Passive voice is commonly used to conceal the doer of an action when that information is unimportant, unknown, or harmful. It is also used to de-emphasize negative news, show tact and sensitivity, reduce intrusive first-person pronouns, and maintain consistency or avoid awkward shifts in focus.
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Is there an ideal paragraph length?
No, there is no ideal paragraph length. The length of a paragraph depends on the content and how it needs to be communicated. However, for most types of business messages, short paragraphs are preferred as they offer easier reading and better retention. Long paragraphs can appear overwhelming and visually intimidating.
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Figure: Paragraph Length
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How can coherence be achieved within a paragraph?
Coherence can be achieved within a paragraph by ensuring that the sentences make sense in sequence and appear connected. This can be done by using logical links, bridging techniques, and carrying over topics or thoughts from one sentence to the next.
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How can one gain objectivity during the proofreading process?
Objectivity during proofreading can be gained by reducing reading speed, reading word for word, and focusing on what is actually written rather than assuming what was intended.
Taking a "cooling period" between composing and proofreading also helps in reading impartially and analytically.
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What does the term "business ethics" mean?
Business ethics refers to the study of appropriate business policies and practices regarding potentially controversial issues. These can include corporate governance, insider trading, bribery, discrimination, corporate social responsibility, fiduciary responsibilities, and corporate social performance
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Define professionalism and give examples of professional behaviour in the workplace.
Professionalism refers to the conduct, behavior, and attitude of an individual in the workplace. It's an umbrella term that covers several attributes and behaviors such as competency, respect, integrity, responsibility, and appropriate demeanor.
Competence
Respect
Integrity
Accountability
Good Communication
Reliability
Dress and Demeanor
Confidentiality
Adherence to Policies and Procedures
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plain style
Simplicity, clarity, concisness, audience awareness
