Midterm Flashcards
What are the five things an external document must include?
Letter of transmittal Cover page Table of contents Body Summary
Where does the letter of transmittal go in the document?
On top of the document
What are 3 Key points to consider before writing or speaking?
Who is my audience
What do I want to tell my audience
How do I say it
What are some general guidelines for effective communication?
Generally put your main idea up front
Keep your sentence structure short and simple
Provide all essential information without giving too much
When should the main idea not be up front?
When the message is negative
What is diction?
the speaker’s or writer’s choice of the words
What are two types of diction?
High and Low
What is high diction?
standard or formal english
What is low diction?
Conversational or informal English
What are some examples of low diction?
Slang
Military jargon
Cliches
Profanity
Why should a speaker or writer use high diction?
It is easier to understand
Creates a positive impression
What is the difference between denotation and connotation?
Denotation is the definition of a word. The connotation is any extra meaning, often emotional, a word may have.
What are some ways to encourage workers to pass up negative information?
Foster an environment where people feel comfortable to speak up.
Management by walking around
Anonymous suggestion box
What are some causes of problems with downward communication?
Distortion or confliction
What are causes of problems with lateral communication?
Hoarding information
What is noise?
Anything that impedes communication
What are some examples of noise?
Loud sounds Talking Clock Temperature Smells Bad Lighting
What are the six main speaker responsibilities?
Follow time constraints Speak on the assigned topic Don't talk down to your audience Address when questions should be asked Be enthusiastic Be prepared
What are some ways to follow time constraints?
Show up early
Speak for the allotted time
Prepare enough material
What is the SLS writing method? What does it do?
It is a combination of short and long sentences that helps create good flow.
Explain the use of who and that.
“Who” should be used for people. “That” should be used for non-living things and avoided when not necessary.
What are some things to remember when using time in business writing?
Use the 12 hour clock as well as the p.m. and a.m. Designators
What are the seven parts to a traditional business letter?
Return (outside) address or Heading Date Inside Address Salutation Body Complimentary close Signature block
How many spaces are between the salutation and the body?
One
How many spaces are between the body and the complimentary close?
One
How many spaces between the complimentary close and the printed name after the signature block?
Three
What are the listener’s responsibilities?
Follow time constraints Provide positive feedback Avoid any behavior that can bother the speaker Have an open mind Ask questions at the appropriate time Don't ask loaded questions
