Term
| Why should clearly worded headings be provided? |
|
Definition
| So the reader can find these parts and read, skim, or skip |
|
|
Term
| What is the main rule of effective wording? |
|
Definition
| Your choice of words needs to be guided by your audience and purpose |
|
|
Term
| What type of words should be used? |
|
Definition
|
|
Term
| How often should technical words, acronyms, slang, and popular cliches be used? |
|
Definition
| Not often and with caution |
|
|
Term
| Should you use concrete or abstract language? |
|
Definition
|
|
Term
|
Definition
|
|
Term
| Active verbs or forms of "to be?" |
|
Definition
|
|
Term
| When is passive voice preferred? |
|
Definition
| When the doer of action is not important |
|
|
Term
| Why is passive voice preferred? |
|
Definition
-To avoid accusing reader
-Do not know who the reader is |
|
|
Term
| What is the set up for a active sentence? |
|
Definition
| [who] [does/did what] [to what] |
|
|
Term
| What is the set up for a passive sentence? |
|
Definition
[what] [had something done to it] [by whom]
OR
[what] [what was done to it] |
|
|
Term
| Should camouflaged verbs be used? |
|
Definition
| No, they should be avoided |
|
|
Term
| True/False: Camouflaged verbs are abstract. |
|
Definition
|
|
Term
| Which type of voice do camouflaged frequently require? |
|
Definition
|
|
Term
| List the steps in order to write in an active voice |
|
Definition
1. Make subject a person or thing
2. Write sentence in normal order |
|
|
Term
| Term: Word combinations that have become standard |
|
Definition
|
|
Term
| How can you avoid discriminatory speak? |
|
Definition
-Use gender-neutral words
-Avoid use of masculine pronouns for both sexes
-Avoid words derived from masculine words
-Avoid words that lower status by gender
-Avoid words that stereotype
-Avoid words that judge age
-Avoid word typecasting disabled |
|
|
Term
| How can you avoid the use of masculine pronouns to describe both sexes? |
|
Definition
-Reword sentence to eliminate offending word
-Make reference plural
-Substitute with neutral (he/she, you, one)
*awkward |
|
|
Term
| What is the difference between active and passive voice? |
|
Definition
Active - subject acts
Passive - subject receives action |
|
|
Term
| True/False: Idioms are illogical expressions and should not be used |
|
Definition
|
|
Term
| True/False: It's easy to find a word with a denotation but hard to match up connotations |
|
Definition
| False, many words with different denotations are easily confused |
|
|
Term
| True/False: You should aim a little above the level of your reader. |
|
Definition
|
|
Term
| What is the first step of sentence design? |
|
Definition
| Group and order information |
|
|
Term
| For middle-level readers, short sentences average how many words? |
|
Definition
|
|
Term
| Should you use all short sentences? |
|
Definition
|
|
Term
| How can sentences be shortened or simplified? |
|
Definition
1) limiting sentence content
2) using words economically |
|
|
Term
| How can words be used economically? |
|
Definition
-Avoid cluttering phrases
-Eliminate surplus words
-Avoid roundabout ways of saying things
-Avoid repetition of words |
|
|
Term
| Term: Phrase that can be replaced by a shorter wording without loss of meaning |
|
Definition
|
|
Term
| Term: Words that add nothing |
|
Definition
|
|
Term
| What is the only reason words should be repeated? |
|
Definition
For emphasis
for effect
to avoid redundancies |
|
|
Term
| Short/long sentences emphasize content |
|
Definition
|
|
Term
| What are two violations of unity caused by? |
|
Definition
1) Unrelated ideas
2) Excessive detail |
|
|
Term
| How can unrelated ideas in a sentence be corrected? |
|
Definition
1) Put ideas in separate sentences
2) Make one idea a subordinate to the other
3) Add words to show how ideas are related |
|
|
Term
| What makes for an awkward sentence? |
|
Definition
- Mixed constructions
- Incomplete constructions
- Dangling/misplaced modifiers
- Faulty parallelism |
|
|
Term
| Term: Two types of sentences mixed |
|
Definition
|
|
Term
| Term: Starts a pattern and does not finish |
|
Definition
|
|
Term
| Term: Modifiers in the wrong place or with nothing to modify |
|
Definition
| Dangling/misplaced modifiers |
|
|
Term
| Term: Same kinds of things in sentence should be worded the same way |
|
Definition
|
|
Term
| Term: One paragraph speaks about one salad |
|
Definition
|
|
Term
| How long should the average report paragraph be? |
|
Definition
| Short - about eight lines |
|
|
Term
| Paragraphs of how many lines should be questioned for unity? |
|
Definition
|
|
Term
| True/False: Every paragraph needs a topic sentence |
|
Definition
|
|
Term
| Where may a topic sentence be placed in a paragraph? |
|
Definition
|
|
Term
| Term: Quality of enabling readers to proceed easily through message without side trips or backwards steps |
|
Definition
|
|
Term
| What are some transitional devices? |
|
Definition
-Repetition of key words
-Use of pronouns
-Transitional words |
|
|
Term
| True/False: Clarity is a primary goal with positive effect |
|
Definition
|
|
Term
| What is the main objective of writing positively? |
|
Definition
| To convey information quickly and accurately |
|
|
Term
| True/False: Resist the temptation to be too formal |
|
Definition
|
|
Term
| Should rubber stamps be used? |
|
Definition
|
|
Term
| Term: Expressions used by habit every time a situation occurs |
|
Definition
|
|
Term
| Why should rubber stamps not be used? |
|
Definition
| They give the effect of routine treatment |
|
|
Term
| Why should the you-viewpoint be used? |
|
Definition
| Places the reader at the center of things |
|
|
Term
| What problems are there involved with the you-viewpoint? |
|
Definition
It is insincere
It is manipulative |
|
|
Term
| What do positive words do for the reader? |
|
Definition
| Put the reader in the right frame of mind by emphasizing pleasant aspects and creating goodwill |
|
|
Term
| What do negative words do for the reader? |
|
Definition
| Stir up resistance and damage goodwill |
|
|
Term
| True/False: Courtesy is a major contributor to goodwill |
|
Definition
|
|
Term
| Term: Treating people with respect and consideration |
|
Definition
|
|
Term
| True/False: You should write directly to your specific reader |
|
Definition
|
|
Term
| Why is it a good idea to refrain from preaching? |
|
Definition
| You do not want to sound like a lecture or sermon |
|
|
Term
| Why should you take care when trying to persuade? |
|
Definition
|
|
Term
| True/False: Obvious information sounds preachy and insulting |
|
Definition
|
|
Term
| What words should you avoid in order to not sound preachy? |
|
Definition
"You need"
"You want"
"You must"
"You should" |
|
|
Term
Is it a good idea to tell the reader how to react?
ex) You wouldn't be too happy |
|
Definition
|
|
Term
| Name some basic types of anger? |
|
Definition
Sarcasm
Insults
Exclamations |
|
|
Term
| The more you refer to the reader by name, the more ___ you sound |
|
Definition
|
|
Term
| ____ damages readers' trust |
|
Definition
|
|
Term
| Give an example of a superlative |
|
Definition
|
|
Term
| Describe four techniques to emphasize |
|
Definition
-Position
-Space
-Sentence structure
-Mechanical means |
|
|
Term
| Which positions carry the most emphasis? |
|
Definition
|
|
Term
| True/False: The more information provided about a topic, the more emphasis is given |
|
Definition
|
|
Term
| What type of sentence structure emphasizes content? |
|
Definition
|
|
Term
| Give an example of mechanical means used to emphasize content |
|
Definition
Underscore
Quotations
Italics
Boldface
Lines
Arrows
Diagrams
Color
Special type |
|
|
Term
| Term: Any of the things we can do to the text physically to give the printed word emphasis |
|
Definition
|
|
Term
| What will happen if you overuse mechanical means in your writing? |
|
Definition
| You will appear dishonest |
|
|
Term
| What are the three goals of communicating a business message? |
|
Definition
-Communicate the message
-Cultivate and preserve the reader's goodwill
-Enhance your professional image |
|
|
Term
| What are the three main stages of writing? |
|
Definition
|
|
Term
| Term: Not chronological or separate |
|
Definition
|
|
Term
| Are the three stages of writing recursive? |
|
Definition
|
|
Term
| How much of their writing time should students spend in each stage? |
|
Definition
|
|
Term
| What are the five steps of the planning stage of writing? |
|
Definition
-Determine goals
-Analyze your audience
-Gather info
-Analyze and organize data
-Choose a form, channel, and format |
|
|
Term
| Can research in the planning stage be informal or formal? |
|
Definition
|
|
Term
| Name an example of informal research |
|
Definition
-Finding past occurrences
-Consulting with employees
-Getting records |
|
|
Term
| Name an example of formal research |
|
Definition
-Conducting surveys
-Reviewing literature |
|
|
Term
| Aside from formal and informal research, how can info be gathered? |
|
Definition
Collecting info using memory, imagination, and creativity
-visualizing and bearing readers' interests
-Listing potential facts
-Brainstorming
-Drawing |
|
|
Term
| Term: Order in which you put the information the reader wants first |
|
Definition
|
|
Term
| Term: Using message opening to prepare reader positively |
|
Definition
|
|
Term
| Which type of order requires more of a skillful use of organization and word choice? |
|
Definition
|
|
Term
| What do all readers appreciate? |
|
Definition
|
|
Term
| Letters, emails, brochures, websites, and lists are all examples of what? |
|
Definition
| Form, channel, and formats |
|
|
Term
| What are some hints for the drafting stage in the writing process? |
|
Definition
-Avoid perfectionism
-Keep going |
|
|
Term
| What is the problem with perfectionism in the first draft? |
|
Definition
| Makes you forget important pieces and purposes of later parts and makes drafting frustrating and slow |
|
|
Term
| What are the three main levels of edit in the revising stage? |
|
Definition
-Revision
-Editing
-Proofread |
|
|
Term
| What exactly do you look for when revising your contents, organization, and format? |
|
Definition
-If pattern organization is logical and effective
-If all necessary info is included
-If overall message meaning comes through
-If formatting is appropriate and helpful |
|
|
Term
| What exactly do you look for when editing sentences and words? |
|
Definition
-Paced sentences
-The right things are emphasized
-Pieces of info combined coherently
-Word choice best serves purpose |
|
|
Term
| What exactly do you look for when proofreading? |
|
Definition
-Spelling
-Typography
-Punctuation
-Other |
|
|
Term
| Is getting feedback from others useful? |
|
Definition
|
|
Term
| What is the oldest form of business messages? |
|
Definition
|
|
Term
| What is the general purpose of a letter? |
|
Definition
| To represent the writer and his/her topic rather formally to the recipient |
|
|
Term
| To who is the letter in business primarily used for? |
|
Definition
|
|
Term
| Which items are always included in a letter? |
|
Definition
-Inside address
-Salutation
-Body
-Complimentary close |
|
|
Term
| Which items are sometimes included in a letter? |
|
Definition
-Attention line
-Subject line
-Return address
-Enclosure info |
|
|
Term
| Are today's letters or letters of the past more formal? |
|
Definition
Letters of the past
"the old language of business"
Today's are more strategic and conversational |
|
|
Term
| Term: Form of letter written inside the business |
|
Definition
|
|
Term
| Are memorandums ever used outside the business? |
|
Definition
|
|
Term
| What type of tasks can memos be used for? |
|
Definition
A wide variety of communication tasks
--can even be classified as a report |
|
|
Term
| What are memos also known as? |
|
Definition
Interoffice memo
Interoffice communication |
|
|
Term
| What comes after the main heading in a memo? |
|
Definition
|
|
Term
| What sizes of stationary do offices use for memos? |
|
Definition
|
|
Term
| True/False: Hard copies of memos are usually signed |
|
Definition
| False, they are usually initialed rather than signed |
|
|
Term
| What additional info do the memos of large organizations contain? |
|
Definition
-Department
-Plant
-Location
-Territory
-Store number
-Copies to |
|
|
Term
| What type of language do memos use? |
|
Definition
| Casual or informal language |
|
|
Term
| What are the pros of email? |
|
Definition
-Eliminates telephone tag
-Saves time
-Facilitates fast decisions
-Cheap
-Provides a written record |
|
|
Term
| What are the cons of email? |
|
Definition
-Not confidential
-Doesn't show emotions
-May be ignored or delayed |
|
|
Term
| What are the prefatory elements of an email? |
|
Definition
-To
-Cc: Courtesy copy
-Bcc: Blind courtesy copy
-Subject
-Attachments
-Message |
|
|
Term
| How should you begin an email? |
|
Definition
| With the recipient's name or a greeting |
|
|
Term
| How should you begin an email if the writer and reader are well acquainted? |
|
Definition
|
|
Term
| True/False: If you and the reader are not acquainted, identify yourself and your purpose early |
|
Definition
|
|
Term
| What are the different types of email formalities? |
|
Definition
|
|
Term
| Term: Type of formality that includes slang, colloquialisms,contractions, and personal pronouns |
|
Definition
|
|
Term
| Term: Type of formality that may use personal pronouns, contractions, and occasionally selective colloquialisms and resembles polished conversation |
|
Definition
|
|
Term
| Term: Type of formality that avoids personal references and contractions and maintains a certain distance between writer and reader |
|
Definition
|
|
Term
| What four things matter in an email? |
|
Definition
Conciseness
Clarity
Courtesy
Correctness |
|
|
Term
| How many seconds should a regular paragraph take to read? |
|
Definition
|
|
Term
| True/False: Minimize references to previous messages |
|
Definition
|
|
Term
| Quoted material should use what? |
|
Definition
|
|
Term
| Term: Cut nonessentials out |
|
Definition
|
|
Term
| Term: Select words that quickly create clear meanings |
|
Definition
|
|
Term
| Term: Use good will suggestions to build this |
|
Definition
|
|
Term
| Term: Practice of sending abusive or offensive language |
|
Definition
|
|
Term
| Term: Style of email must be professional, even if writing isn't |
|
Definition
|
|
Term
| Name some different ways to emphasize in emails |
|
Definition
-Underscore
-Use asterisks
-Solid capital letters
-Bullets |
|
|
Term
| How do you underscore in emails? |
|
Definition
| Use _ at the beginning of words |
|
|
Term
| How do you bold in emails? |
|
Definition
| Use asterisks before and after words |
|
|
Term
| Why should all capital letters to show emphasis be avoided? |
|
Definition
|
|
Term
| How can you use bullets in emails? |
|
Definition
-Use asterisk then tab
-Use dash then tab |
|
|
Term
| When is an appropriate time to use initialisms? |
|
Definition
| In casual messages with readers who will understand |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
| Give an example of an inappropriate time to use email |
|
Definition
-If message is long or complicated
-Questions or info needs clarification or discussion
-Info is confidential, requires security, or could be misinterpreted
-Message is emotionally charged and requires tone of voice
-Message sent to avoid direct contact
-Contains sensitive issues, relay feelings, or resolves conflict |
|
|
Term
| What types of newer media is used in business? |
|
Definition
-Text messaging
-Instant messaging
-Social networking |
|
|
Term
| How many characters can text messages send? |
|
Definition
|
|
Term
| True/False: Blogs are not included in social media |
|
Definition
|
|
Term
| True/False: For letter dates, the month should be spelled out |
|
Definition
|
|
Term
| Which date should be used on a letter? |
|
Definition
| The date the letter is to be mailed |
|
|
Term
| Which fonts should be used when typing business emails? |
|
Definition
|
|
Term
| Why are serif fonts preferred? |
|
Definition
| Serifs connect letters so there is more space between words, which is more obvious |
|
|
Term
| Which font should be used for headings? |
|
Definition
|
|
Term
| Which font should be used for the body? |
|
Definition
|
|
Term
| How many fonts should you use at the most? |
|
Definition
|
|
Term
| What font size should be used for the body? |
|
Definition
|
|
Term
| How big of font should be used for headings? |
|
Definition
| Two points larger than your body size |
|
|
Term
| List the steps to write a routine inquiry |
|
Definition
1. Begin with a question
2. Somewhere in message, explain enough for reader to answer
3. Make each question stand out
4. End with a friendly comment that fits the one case |
|
|
Term
| What two questions can you begin a routine inquiry with? |
|
Definition
-A specific question to set up the others
-A general question which sets up specific questions |
|
|
Term
| Where is the best place to explain your question's details? |
|
Definition
| Usually directly before or after |
|
|
Term
| What are the different ways make each question stand out? |
|
Definition
-Make each question a separate sentence with a bullet
-Structure each question in a separate paragraph
-Order or rank questions
-Write in question form
-Avoid yes/no questions unless you want a yes/no answer |
|
|
Term
| True/False: You should not attach the original questions to avoid sounding repetitive |
|
Definition
|
|
Term
| In what order should the questions be answered? |
|
Definition
| From most important to least |
|
|
Term
| Should you start out by answering that you will comply with a request? |
|
Definition
| It is not direct but is favorable |
|
|
Term
| Where should favorable responses be located in routine inquiries? |
|
Definition
|
|
Term
| What are the two special needs you need to comply with when answering adjustment grants? |
|
Definition
-Avoiding words that recall the negative experience
-Regaining lost confidence |
|
|
Term
| Should you apologize in an adjustment grant? |
|
Definition
| It is negative; but if you have to, do it early on and move on. Do not repeat |
|
|
Term
| Term: Messages to and from employees |
|
Definition
|
|
Term
| Give an example of an operational message |
|
Definition
-Memo
-Internal email
-Bulletin board document
-Mailed documents
-Internet documents
-Hand-outs |
|
|
Term
| Give an example of a direct order message |
|
Definition
-Request for info
-Answers to inquiry
-Adjustment grants
-Thank you notes
-Operational messages |
|
|
Term
| What are some bad news messages in which direct order should be used? |
|
Definition
Common/expected items
-Back orders
-Delays |
|
|
Term
| Term: An opening that identifies the subject of a message but not overtly that bad news is coming |
|
Definition
|
|
Term
| What is the best way to prevent the bad news in a positive light? |
|
Definition
-Present reasoning in the first or third person
-Linking negative news to a reader's benefit |
|
|
Term
| Should claims be written in a direct light or an indirect light? |
|
Definition
| People argue both - a mixture is right... Get right to the problem but delay asking for an adjustment |
|
|
Term
| Give an example of indirect message |
|
Definition
-Adjustment refusals
-Claims
-Negative Announcements
-Persuasive Messages
-Some Job Applications |
|
|
Term
| How should you begin an adjustment refusal? |
|
Definition
With words that set up your reasoning
-Point of Agreement
-Show that claim goes beyond what is reasonable |
|
|
Term
| What should you avoid when showing why you can't comply with a claim? |
|
Definition
|
|
Term
| Term: An orderly and objective communication of factual information that serves a business purpose |
|
Definition
|
|
Term
| Term: Report that does nothing more than present facts |
|
Definition
|
|
Term
| Term: Report that presents facts and includes interpretations sometimes accompanied by conclusions |
|
Definition
|
|
Term
| Term: Report that presents facts, interpretations, conclusions, and advice |
|
Definition
|
|
Term
| What are the three common types of factors in report writing? |
|
Definition
-Subtopic of overall topic
-Hypotheses that need to be tested
-Problems that involve comparisons |
|
|
Term
| Term: Explanations or solutions to problems |
|
Definition
|
|
Term
| True/False: Sometimes, factors have factors of their own |
|
Definition
|
|
Term
| What are the steps to be followed before writing a report? |
|
Definition
1. Determine the factors
2. Gathering needed info
3. Interpreting findings
4. Organizing info
5. Writing the report |
|
|
Term
| What is the priority of the first draft? |
|
Definition
| To get things in the right order |
|
|
Term
| True/False: Conclusions are always necessary when reporting information |
|
Definition
|
|
Term
| What are some causes of unreliable or unrepresentative data? |
|
Definition
-Collection error
-Biased research (groups supporting position)
-Recording mistakes |
|
|
Term
| Term: Measures of central tendency, dispersion, ratios, and probability |
|
Definition
|
|
Term
| What are some central tendency measures? |
|
Definition
|
|
Term
| What are some measures of dispersion? |
|
Definition
-Ranges
-Variances
-Standard deviations
-Ratios
-Probabilities |
|
|
Term
| What are the purpose of central tendency measures? |
|
Definition
| To find a value that roughly represents a whole |
|
|
Term
| What are the purposes of dispersion measures? |
|
Definition
| Help describe how spread out data is |
|
|
Term
| What are the two systems that can be used to organize outlines? |
|
Definition
-Conventional symbol system (I, A, 1, a)
-Decimal system (1.0, 1.1, 1.2, 2.0) |
|
|
Term
| What are some different subparts that the main point can be broken up into? |
|
Definition
-Time
-Place
-Quantity
-Factor (area to be investigated) |
|
|
Term
| Term: Short constructions consisting of one or more works and identify topic of discussion |
|
Definition
|
|
Term
| Term: AKA popular headings, identify the subject matter covered and what is said about the subject |
|
Definition
|
|
Term
| What characteristics should your report have? |
|
Definition
-Objectivity
-Time consistency
-Transition
-Interest |
|
|
Term
| Term: Writing with no I's, we's, or you's |
|
Definition
|
|
Term
| Use personal writing for __ situations |
|
Definition
|
|
Term
| Use impersonal writing for __ situations |
|
Definition
|
|
Term
| What are two time viewpoints that can be used in a report? |
|
Definition
|
|
Term
| Term: Time viewpoint in which research and findings are from the past and prevailing concepts and proven conclusions are present |
|
Definition
|
|
Term
| Term: Time viewpoint in which current info is current/past info is past/future info is to be |
|
Definition
|
|
Term
| Term: Word or sentence that show the relationship or succeeding parts |
|
Definition
|
|
Term
| How many face-to-face meetings should be had in collaborative report writing? |
|
Definition
|
|
Term
| Term: Number of pages that come before text material in most formal reports |
|
Definition
|
|
Term
| What do the prefatory pages consist of? |
|
Definition
-Title fly
-Title page
-Letter of transmittal
-Table of contents
-Executive summary |
|
|
Term
| Term: Prefatory page that contains only the report title |
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Definition
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Term
| Term: Prefatory page that gives author, publisher, and recipient |
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Definition
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Term
| Term: Prefatory page that explains what the report is and what to do with it |
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Definition
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Term
| Term: Prefatory page that lists what the report consists of |
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Definition
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Term
| Term: Prefatory page that summarizes report without having to read it all |
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Definition
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Term
| Term: Blank pages at beginning and end that protect report |
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Definition
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Term
| List the 4 losses of prefatory pages as a report becomes shorter |
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Definition
1. Title fly drops out
2. Executive summary and transmittal letter combined
3. Table of contents omitted
4. Combined letter and summary dropped |
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Term
| Term: Form of report that reinstates the letter of transmittal and summary and presents report as letter |
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Definition
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Term
| What formats are used for the letter report if short and imformal? |
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Definition
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Term
| After how many pages or words should you add a table of contents? |
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Definition
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Term
| True/False: A table of contents for illustrations is appropriate if many illustrations |
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Definition
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Term
| Other terms for the executive summary include... |
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Definition
-Synopsis
-Abstract
-Precis
-Digest |
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Term
| What comes first when using the direct order? |
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Definition
| Conclusion and perhaps a recommendation |
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Term
| Why is personal writing common for shorter reports? |
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Definition
1. Involve personal relationships
2. Include personal interpretations
3. Routine |
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Term
| Name some forms of short reports in order of popularity |
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Definition
-Short reports (less formal)
-Letter reports
-Email/memo reports |
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Term
| How many pages is a letter report? |
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Definition
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Term
| Term: Strategies and processes of identifying, capturing, and leveraging knowledge to enhance competitiveness |
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Definition
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Term
| Term: Keeps supervisors, managers, or team members informed on the company's operations |
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Definition
| Routine operational report |
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