Red-Level Strategies Flashcards
What are Red-Level Strategies?
They form the foundation for success in PW. They help control the rhetorical situation and represent much of the work we do before writing.
What is the rhetorical situation comprised of?
Context, purpose, and audience.
What must you understand to communicate efficiently?
Purpose and audience.
What must you understand to communicate efficiently?
Purpose and audience.
Is tied to the action.
Purpose
Questions for purpose
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?
Common purpose in PW
To inform, request, persuade, propose or recommend, build goodwill
Questions and factors to assess your audience.
Qs: What is their gender? What is theirs financial status? Factors: Demographics, psychographics, relationship to reader, consider your audience’s perspective.
Direct organization
Give the bottom line, the most important information in the first paragraph of any document. That will be your purpose. Communicate upfront.
First paragraph in RLS
Purpose
Second paragraph in RLS
Explain the context that is important to your document.
Third or middle paragraph in RLS.
Fill in the details: the who, what, where, when, and why.
Conclusion in RLS
Motivational closing. Now what? What do you want your reader to do?
Exceptions to direct organizations include:
Delivering bad news and scientific writing.
Summarize direct organization
- Put the most important information, purpose, in first paragraph
- Follow with reasoning and context
- Fill in details
- End with a motivating closing
Note: exceptions for bad news and scientific writing.
What is “murky management writing” also known as?
Businessesese
Why is businessese considered inefficient?
It takes longer to read and provides more opportunities for misinterpretation.
According to the text, why is murky management writing not empathetic?
It hurts people’s brains and degrades our common humanity.
How does Don Watson describe this type of writing in his book Death Sentences?
As a “dark, impenetrable thicket” and characterizes it as “repressive, excluding, intimidating, and anesthetic.”
According to the text, why is murky management writing not empathetic?
It hurts people’s brains and degrades our common humanity.
What is a common reason people might resort to murky management writing?
They are not sure what they are trying to say, so they fake their way through it.
How do some people try to bolster their credibility through their writing, according to the text?
By using big language to make their ideas sound more impressive.
What should writers impress readers with instead of complex language?
Clarity.
What does the author suggest about emulating the writing style found in one’s industry?
While it’s good to follow industry writing conventions, one should strive to leave a legacy of good writing for others to emulate.
What should writers impress readers with instead of complex language?
Clarity
What is the recommended sentence range for paragraphs in professional writing?
Between 4 and 7 sentences.
Is it acceptable to use one-sentence paragraphs in professional writing?
Yes, if it effectively conveys the message.
Why is it advised to use pronouns in professional writing?
It directly refers to the people involved in the communication, making the writing more personal and clear.
What rule about word choice is emphasized in professional business writing?
Use the simplest, most familiar word that accurately conveys the message.
When is it appropriate to use technical jargon in writing?
When the audience understands it, making communication more efficient.
What should you do if your audience does not understand the jargon?
Substitute with commonly used language or briefly define the jargon.
What are some examples of businessese to avoid?
“Utilize” instead of “use,” “thinking out of the box,” “paradigm shift,” and “pushing the envelope.”
Why should writers use the active voice in professional writing?
It makes the writing clearer and more direct by showing who is performing the action.
Give an example of converting a passive sentence into an active sentence.
“The tax return was completed on time by Ms. Ferris.” Active: “Ms. Ferris completed her tax return on time.”
What is a “hanging ‘this’” and why should it be avoided?
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.
Convert to active voice: “A meeting was called by John.”
John called a meeting.
Convert to passive voice: “Community Bank told Mr. Carruthers that he would need to provide additional information.”
Mr. Carruthers was told that he would need to provide additional information.
Convert to passive voice: “The team analyzed the data thoroughly.”
The data was analyzed thoroughly by the team.
Convert to active voice: “The budget was increased by the department head.”
The department head increased the budget.
Tighten the following; “This will save us money.”
The ________ will save us money.
What does using specific and concrete language in writing help to eliminate?
Inefficiency and potential misunderstanding by the reader.
Convert the vague statement to a specific one: “Most people don’t think the procedure works well.”
“Ninety percent of employees believe the reimbursement procedure takes too long.”
Convert the vague statement to a specific one: “Most people don’t think the procedure works well.”
“Ninety percent of employees believe the reimbursement procedure takes too long.”
What should be avoided according to the passage?
Business jargon and “business-use” language that is not clear or specific.
How should paragraphs be structured in professional writing?
Short paragraphs are recommended for clarity and ease of reading.
Why is it important to use personal pronouns in professional writing?
They help clarify who is involved in the communication, making the writing more direct and personal.
When should you use technical jargon according to the passage?
Only when it is appropriate and the audience understands it.
What is advised regarding the use of voice in professional writing?
Use the active voice to make writing clearer and more direct.
What should writers avoid that starts with the word “this”?
Avoid the undesignated “this,” which can make writing vague and less efficient.
How can writers improve their style beyond the tips given?
By using resources like textbooks, the Little Seagull Handbook, and applying common sense.
In the sentence, “Most people don’t think the procedure works well,” your reader has to do what?
Interpret “most”
Identify “people”
Identify “procedure”
Interpret “well”
Why is the following sentence efficient, “Ninety percent of employees believe the reimbursement procedure takes too long.”
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
What does accuracy in communication ensure?
Accuracy ensures that correct information is provided to the reader, demonstrating the writer’s control over the message.
Why is it crucial for a writer to have a strong understanding of the details before writing?
To ensure the accuracy of the information communicated, which helps maintain control over the situation.
What does completeness in communication entail?
Providing enough information, context, and details to help the audience receive and act on the message.
Consider the statement: “I would like to meet with you today.” What does this lack in terms of communication principles?
It lacks completeness as it does not provide sufficient details about the purpose or urgency of the meeting.
How can the statement “I would like to meet with you today” be made more complete?
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.”
A complete e-mail does what?
- Provides your reader with correct information
- Gives your reader enough information and details to accomplish your purpose
Consider the statement: “I would like to meet with you today.”
What might the audience think of this e-mail?
What will this meeting be about?
Is this meeting important or urgent?
Why are subject lines considered pro-empathy?
Because they let the audience know why you are writing, preparing their minds to understand and engage with the message.
What two main functions should a good subject line serve?
It should specify the topic and indicate the purpose of the communication.
What is a crucial element in writing effective subject lines?
Clarity should not be sacrificed for brevity; it’s important to be informative and purposeful.
What is a crucial element in writing effective subject lines?
Clarity should not be sacrificed for brevity; it’s important to be informative and purposeful.
How should you write a subject line for an informative purpose?
Include the topic or content clearly, and mention if the message requires immediate action or if it’s for reference.
What should you include in a subject line when the purpose is persuasive?
Use words that reflect the persuasive intent, like “request,” “suggestion,” or “recommendation.”
Why is it sometimes difficult to write good subject lines?
Due to the challenge of conveying a complex message succinctly without losing clarity.
Why is it sometimes difficult to write good subject lines?
Due to the challenge of conveying a complex message succinctly without losing clarity.
What should you do if your first attempt at a subject line is awkward or clumsy?
Revise it repeatedly until it becomes clear and smooth, even if it’s not a brief process.
What should you do if your first attempt at a subject line is awkward or clumsy?
Revise it repeatedly until it becomes clear and smooth, even if it’s not a brief process.
Why is it worthwhile to invest time in crafting a good subject line?
Because a well-crafted subject line improves communication efficiency and effectiveness, aiding both the sender and the receiver.
What is a common mistake people make when writing subject lines?
Writing subject lines that are too generic and not helpful to the audience.
What does a good subject line in a professional email typically look like?
It provides clear and specific information about the topic and purpose, helping the reader understand the urgency and relevance of the email.
