Lesson 6 Flashcards
The three-steps writing process consists of what are they?
planning, writing, completing
In writing the three-steps process, it helps ensure that your messages are both what?
effective and efficient
It is meeting your audience’s needs and getting your message across.
effective
It is making the best use of your time and your audience’s time.
efficient
What is the first step?
Planning the business messages
What is the second step?
Writing the business messages
What is the third/last step?
Completing the business messages
What are in the step 1: Plan?
• Analyze the situation
• Gather the information
• Select the right medium
• Organize the information
What are in the step 2: Write?
• Adapt to your audience
• Compose the message
What are in the step 3: Complete?
• Revise the message
• Produce the message
• Proofread the message
• Distribute the message
Define your purpose and develope an audience profile.
Analyze the situation
Determine audience needs and obtain information necessary to satisfy those needs.
Gather information
Select the best medium for delivering your message.
Select the right medium
Define your main idea, limit your scope, select a direct or an indirect approach, and outline your content.
Organize the information
Be sensitive to audience needs by using a “you” attitude, politeness, positive emphasis, and unbiased language.
Adapt to your audience
Choose the strong words that will help you create effective and coherent paragraphs.
Compose the message
Evaluate content and review readability, edit and rewrite for conciseness and clarify.
Revise the message
Use effective design elements and suitable layout for a clean, professional appearance.
Produce the message
Review for errors in layout, spelling and mechanics.
Proofread the message
Deliver your message using the chosen medium; make sure all documents and all relevant files are distributed successfully.
Distribute the message
What are the three general purpose of business messages?
- To inform
- To persuade
- To collaborate
This purpose helps to define the overall approach you’ll need to take, from gathering information to organizing your message.
TRUE
What are the four questions to test your purpose?
- Will anything change as a result of your message?
- Is your purpose realistic?
- Is the time right?
- Is your purpose acceptable to your organization?
Don’t contribute to information overload by sending messages that won’t change anything.
Will anything change as a result of your message?
Recognizing where a goal is realistic is an important part of having goof business sense.
Is your purpose realistic?
People who are busy or distracted when they receive your message are less likely to pay attention to it.
Is the time right?
Your company’s business objectives and policies and even laws that apply to your particular industry, any dictate whether a particular purpose is acceptable.
Is your purpose acceptable to your organization?
The more you know about your audience members, their needs and their expectations, the more effectively you’ll be able to communicate with them.
TRUE
What are the steps to conduct a thorough audience analysis?
• Identify your primary audience.
• Determine audience size and geographic distribution.
• Determine audience composition.
• Gauge audience members’ level of understanding.
• Understand audience expectations and preferences.
• Forecast probable audience reaction.
What are the three providing required information?
- Be sure the information is accurate.
- Be sure the information is ethical.
- Be sure the information is pertinent.
The quality of the information you provide is every bit as important as the quantity.
Be sure the information is accurate.
By working hard to ensure the accuracy of the information you gather, you’ll avoid many ethical problems in your messages.
Be sure the information is ethical
When gathering information for your message, remember that some points will be more important to your audience than others.
Be sure the information is pertinent
Is the form through which you choose to communicate a message.
Medium
What are the 4 mediums?
• Oral Media
• Written Media
• Visual Media
• Electronic Media
One of the mediums where include face-to-face conversations, interviews, speech and in-person presentations and meetings.
Oral Media
Oral media are useful for encouraging people to ask questions, make comments, and work together to reach a consensus or decision.
TRUE
It is printed messages take many forms, form traditional memos to glossy reports that rival magazines in production qualities.
Written Media
______ are traditionally used for the routine,day-to-day exchange of information within an organization.
Memo
The importance of visual elements in business communication continues to grow.
Visual Media
Multimedia refers to the use of two or more electronic media to craft a single message.
Electronic Media
multimedia are typically some combination of what are they?
audio, video, text, and visual graphics
Multimedia advances continue to create intriguing communication possibilities that business communicators can take advantage of.
TRUE
What are the 6 factors that should consider in choosing media?
- Media Richness
- Media Formality
- Media Limitations
- Urgency
- Cost
- Audience Preferences
Richness is a medium’s ability to:
- Convey a message through more than one informational cue
- Facilitate feedback
- Establish personal focus
What are the three informational cue in media richness?
verbal, visual, vocal
The ________ is face-to-face communication; it’s personal, it provides immediate feedback (verbal and nonverbal), and it conveys the emotion behind a message.
Richness medium
Your media choice is a nonverbal signal that affects the style and tone of your message.
Media formality
It is ideal for communicating simple, straightforward messages but it is less effective for sending complex messages.
Media limitations
Some media establish a connection with the audience faster than others, so choose wisely if your message is urgent.
Urgency
_______ is both a real financial factor and a perceived nonverbal signal.
Cost
Be sure to consider which medium or media your audience expects or prefers.
Audience Preferences
What are the two types of approach?
- Direct approach
- Indirect approach
It starts with the main idea (such as recommendation, a conclusion, a request) and follows that with supporting evidence.
Direct approach
The ________ starts with the evidence and builds up to the main idea.
Indirect approach
