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Professional Writing > Red-Level Strategies > Flashcards

Red-Level Strategies Flashcards

1
Q

What are Red-Level Strategies?

A

They form the foundation for success in PW. They help control the rhetorical situation and represent much of the work we do before writing.

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2
Q

What is the rhetorical situation comprised of?

A

Context, purpose, and audience.

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3
Q

What must you understand to communicate efficiently?

A

Purpose and audience.

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4
Q

What must you understand to communicate efficiently?

A

Purpose and audience.

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5
Q

Is tied to the action.

A

Purpose

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6
Q

Questions for purpose

A

What are you trying to do? Why am I writing? What outcome do you want after it? What action do you want the reader to take after reading your message?

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7
Q

Common purpose in PW

A

To inform, request, persuade, propose or recommend, build goodwill

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8
Q

Questions and factors to assess your audience.

A

Qs: What is their gender? What is theirs financial status? Factors: Demographics, psychographics, relationship to reader, consider your audience’s perspective.

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9
Q

Direct organization

A

Give the bottom line, the most important information in the first paragraph of any document. That will be your purpose. Communicate upfront.

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10
Q

First paragraph in RLS

A

Purpose

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11
Q

Second paragraph in RLS

A

Explain the context that is important to your document.

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12
Q

Third or middle paragraph in RLS.

A

Fill in the details: the who, what, where, when, and why.

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13
Q

Conclusion in RLS

A

Motivational closing. Now what? What do you want your reader to do?

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14
Q

Exceptions to direct organizations include:

A

Delivering bad news and scientific writing.

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15
Q

Summarize direct organization

A
  1. Put the most important information, purpose, in first paragraph
  2. Follow with reasoning and context
  3. Fill in details
  4. End with a motivating closing

Note: exceptions for bad news and scientific writing.

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16
Q

What is “murky management writing” also known as?

A

Businessesese

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17
Q

Why is businessese considered inefficient?

A

It takes longer to read and provides more opportunities for misinterpretation.

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18
Q

According to the text, why is murky management writing not empathetic?

A

It hurts people’s brains and degrades our common humanity.

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19
Q

How does Don Watson describe this type of writing in his book Death Sentences?

A

As a “dark, impenetrable thicket” and characterizes it as “repressive, excluding, intimidating, and anesthetic.”

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20
Q

According to the text, why is murky management writing not empathetic?

A

It hurts people’s brains and degrades our common humanity.

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21
Q

What is a common reason people might resort to murky management writing?

A

They are not sure what they are trying to say, so they fake their way through it.

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22
Q

How do some people try to bolster their credibility through their writing, according to the text?

A

By using big language to make their ideas sound more impressive.

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23
Q

What should writers impress readers with instead of complex language?

A

Clarity.

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24
Q

What does the author suggest about emulating the writing style found in one’s industry?

A

While it’s good to follow industry writing conventions, one should strive to leave a legacy of good writing for others to emulate.

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25
Q

What should writers impress readers with instead of complex language?

A

Clarity

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26
Q

What is the recommended sentence range for paragraphs in professional writing?

A

Between 4 and 7 sentences.

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27
Q

Is it acceptable to use one-sentence paragraphs in professional writing?

A

Yes, if it effectively conveys the message.

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28
Q

Why is it advised to use pronouns in professional writing?

A

It directly refers to the people involved in the communication, making the writing more personal and clear.

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29
Q

What rule about word choice is emphasized in professional business writing?

A

Use the simplest, most familiar word that accurately conveys the message.

30
Q

When is it appropriate to use technical jargon in writing?

A

When the audience understands it, making communication more efficient.

31
Q

What should you do if your audience does not understand the jargon?

A

Substitute with commonly used language or briefly define the jargon.

32
Q

What are some examples of businessese to avoid?

A

“Utilize” instead of “use,” “thinking out of the box,” “paradigm shift,” and “pushing the envelope.”

33
Q

Why should writers use the active voice in professional writing?

A

It makes the writing clearer and more direct by showing who is performing the action.

34
Q

Give an example of converting a passive sentence into an active sentence.

A

“The tax return was completed on time by Ms. Ferris.” Active: “Ms. Ferris completed her tax return on time.”

35
Q

What is a “hanging ‘this’” and why should it be avoided?

A

A “hanging ‘this’” lacks a clear referent, making the sentence vague. It should be avoided or clarified by adding a noun after “this” to specify what is being referred to.

36
Q

Convert to active voice: “A meeting was called by John.”

A

John called a meeting.

37
Q

Convert to passive voice: “Community Bank told Mr. Carruthers that he would need to provide additional information.”

A

Mr. Carruthers was told that he would need to provide additional information.

38
Q

Convert to passive voice: “The team analyzed the data thoroughly.”

A

The data was analyzed thoroughly by the team.

39
Q

Convert to active voice: “The budget was increased by the department head.”

A

The department head increased the budget.

40
Q

Tighten the following; “This will save us money.”

A

The ________ will save us money.

41
Q

What does using specific and concrete language in writing help to eliminate?

A

Inefficiency and potential misunderstanding by the reader.

42
Q

Convert the vague statement to a specific one: “Most people don’t think the procedure works well.”

A

“Ninety percent of employees believe the reimbursement procedure takes too long.”

43
Q

Convert the vague statement to a specific one: “Most people don’t think the procedure works well.”

A

“Ninety percent of employees believe the reimbursement procedure takes too long.”

44
Q

What should be avoided according to the passage?

A

Business jargon and “business-use” language that is not clear or specific.

45
Q

How should paragraphs be structured in professional writing?

A

Short paragraphs are recommended for clarity and ease of reading.

46
Q

Why is it important to use personal pronouns in professional writing?

A

They help clarify who is involved in the communication, making the writing more direct and personal.

47
Q

When should you use technical jargon according to the passage?

A

Only when it is appropriate and the audience understands it.

48
Q

What is advised regarding the use of voice in professional writing?

A

Use the active voice to make writing clearer and more direct.

49
Q

What should writers avoid that starts with the word “this”?

A

Avoid the undesignated “this,” which can make writing vague and less efficient.

50
Q

How can writers improve their style beyond the tips given?

A

By using resources like textbooks, the Little Seagull Handbook, and applying common sense.

51
Q

In the sentence, “Most people don’t think the procedure works well,” your reader has to do what?

A

Interpret “most”

Identify “people”

Identify “procedure”

Interpret “well”

52
Q

Why is the following sentence efficient, “Ninety percent of employees believe the reimbursement procedure takes too long.”

A

Avoids “business-use”
Uses short paragraphs
Uses personal pronouns
Uses familiar language
Uses technical jargon when appropriate
Uses active voice
Avoids the undesigned “this”
Uses concrete, specific language

53
Q

What does accuracy in communication ensure?

A

Accuracy ensures that correct information is provided to the reader, demonstrating the writer’s control over the message.

54
Q

Why is it crucial for a writer to have a strong understanding of the details before writing?

A

To ensure the accuracy of the information communicated, which helps maintain control over the situation.

55
Q

What does completeness in communication entail?

A

Providing enough information, context, and details to help the audience receive and act on the message.

56
Q

Consider the statement: “I would like to meet with you today.” What does this lack in terms of communication principles?

A

It lacks completeness as it does not provide sufficient details about the purpose or urgency of the meeting.

57
Q

How can the statement “I would like to meet with you today” be made more complete?

A

By specifying the reason for the meeting, such as “I would like to meet with you today about my contract, which is expiring soon, and the possibility of renewing it.”

58
Q

A complete e-mail does what?

A
  1. Provides your reader with correct information
  2. Gives your reader enough information and details to accomplish your purpose
59
Q

Consider the statement: “I would like to meet with you today.”

What might the audience think of this e-mail?

A

What will this meeting be about?

Is this meeting important or urgent?

60
Q

Why are subject lines considered pro-empathy?

A

Because they let the audience know why you are writing, preparing their minds to understand and engage with the message.

61
Q

What two main functions should a good subject line serve?

A

It should specify the topic and indicate the purpose of the communication.

62
Q

What is a crucial element in writing effective subject lines?

A

Clarity should not be sacrificed for brevity; it’s important to be informative and purposeful.

63
Q

What is a crucial element in writing effective subject lines?

A

Clarity should not be sacrificed for brevity; it’s important to be informative and purposeful.

64
Q

How should you write a subject line for an informative purpose?

A

Include the topic or content clearly, and mention if the message requires immediate action or if it’s for reference.

65
Q

What should you include in a subject line when the purpose is persuasive?

A

Use words that reflect the persuasive intent, like “request,” “suggestion,” or “recommendation.”

66
Q

Why is it sometimes difficult to write good subject lines?

A

Due to the challenge of conveying a complex message succinctly without losing clarity.

67
Q

Why is it sometimes difficult to write good subject lines?

A

Due to the challenge of conveying a complex message succinctly without losing clarity.

68
Q

What should you do if your first attempt at a subject line is awkward or clumsy?

A

Revise it repeatedly until it becomes clear and smooth, even if it’s not a brief process.

69
Q

What should you do if your first attempt at a subject line is awkward or clumsy?

A

Revise it repeatedly until it becomes clear and smooth, even if it’s not a brief process.

70
Q

Why is it worthwhile to invest time in crafting a good subject line?

A

Because a well-crafted subject line improves communication efficiency and effectiveness, aiding both the sender and the receiver.

71
Q

What is a common mistake people make when writing subject lines?

A

Writing subject lines that are too generic and not helpful to the audience.

72
Q

What does a good subject line in a professional email typically look like?

A

It provides clear and specific information about the topic and purpose, helping the reader understand the urgency and relevance of the email.

Professional Writing (5 decks)

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