Chapter 4 - KEY - Key PDF

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CHAPTER 4: PLANNING BUSINESS MESSAGESEXERCISE V: CLASSIFY THE FOLLOWING STATEMENTS INTO FOURGROUPS A/B/C/DGROUPSA. Phase 1 of the Writing Process B. Phase 2 of the Writing Process C. Phase 3 of the Writing process D. Team writing STATEMENTS Members of effective teams are usually eager to implement t...

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CHAPTER 4: PLANNING BUSINESS MESSAGES EXERCISE V: CLASSIFY THE FOLLOWING STATEMENTS INTO FOUR GROUPS A/B/C/D GROUPS A. Phase 1 of the Writing Process B. Phase 2 of the Writing Process C. Phase 3 of the Writing process D. Team writing STATEMENTS 1. Members of effective teams are usually eager to implement their recommendations because they are more invested. 2. Robert is gathering data for a business proposal he is writing. 3. Cassandra is trying to decide whether to call her boss or to send an e-mail message. 4. This is especially important for documents that require the expertise or consensus of many people. 5. The writer analyzes the audience and the purpose for writing. 6. The writer conducts research to gather the data he/she needs to provide facts 7. Catherine proofreads the brochure carefully for correct spelling, grammar, and punctuation errors. 8. The writer edits to make sure the message is clear, conversational, concise, and readable. 9. Documents and presentations made in this method are not standard in most organizations because collaboration has many advantages. 10. The writer determines the best organizational pattern for a reply message to the client. 11. The writer profiles the audience of the message. 12. The writer analyzes the situation and anticipates how the client will respond to the message. 1

13. The writer checks the format of the message. 14. Margaret edits, proofreads, and evaluates the proposal she is writing to solicit business from a potential client. 15. The writer decides how to organize the brochure to make it most persuasive to customers. 16. The writer decides on the purpose of the message. 17. Writers use a Wiki, a Google doc or the track changes function in MS Word to complete their tasks in this. 18. The writer composes the first draft of the proposal at the computer. 19. This is necessary for projects that are big, have short deadlines and require the expertise or concensus of many people. 20. The writer evaluates whether the message will achieve its purpose A: 3, 5, 11, 12, 16 B: 2, 6, 10, 15, 18 C: 7, 8, 13, 14, 20 D: 1, 4, 9, 17, 19 EXERCISE VI: Identify errors & revise messages. 1. We cannot process your order until we receive your credit card number. Negative tone of voice => Your order will be processed after we receive your credit card number. 2. Turn in your sales figures by Monday. Not using courteous language Could you please turn in your sales figures by Monday. 3. Every flight attendant must submit her security clearance card before boarding. Gender bias language

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=> Every flight attendant must submit their / his or her security clearance card before boarding. 4. All managers and their wives are invited to Friday's cocktail party. Gender bias language => All managers and their spouses are invited to Friday's cocktail party. 5. Please substantiate that the new color scheme doesn't obfuscate the overall message. Using complex words => 6. Your presence at Friday's meeting is compulsory. Not using plain language => You should be present at Friday’s meeting. 7. Please get back to me as soon as possible. not precise, vigorous language => Please reply to me by October 10th. 8. Lot C is off-limits to students until August 25. Not using positive language => Students can park at Lot C from August 25. 9. You need to make a decision by the end of the day Not using courteous language => Could you please make a decision by the end of the day. 10. You neglected to provide your account information Using negative language => Could you please provide your account information? EXERCISE VII. Compose a message.

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1. When profiling your audience, what types of questions should you ask about your primary audience? What types of questions should you ask about your secondary audience? List three of each. Asking about your primary audience §

Who is my primary reader or listener?

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What are my personal and professional relationships with that person?

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What position does the individual hold in the organization?

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How much does that person know about the subject?

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What do I know about that person’s education, beliefs, culture, and attitudes?

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Should I expect a neutral, positive, or negative response to my message?

Asking about your secondary audience §

Who might see or hear this message in addition to the primary audience?

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How do these people differ from the primary audience?

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Do I need to include more background information?

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How must I reshape my message to make it understandable and acceptable to others to whom it might be forwarded?

2. Discuss five of the writing techniques recommended for adapting a message to your audience and provide an example of each. EXERCISE VIII. Share your experience. Share with the class one situation in which you encounter miscommunication. Explain why this happened and how this can be overcome.

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