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business
business communication

Questions and Answers of Business Communication

Name seven specific techniques for a productive group “brainstorming” session.
How is an alphanumeric outline different from a decimal outline?
How are the main headings in an outline used when writing a report?
Distinguish between the direct and indirect patterns of organization for typical business messages.
Why should most messages be “frontloaded”?
Name three business messages that should be frontloaded and three that should not be frontloaded.
Why should writers plan for revision? How can they do it?
Name three ways to emphasize important ideas in sentences.
When should business writers use active-voice sentences? Passive-voice sentences? Give an original example of each.
Give an original example of a dangling or misplaced modifier. Why are introductory verbal phrases dangerous?
Describe three kinds of sentences used to develop ideas in paragraphs.
Describe three paragraph plans. Identify the uses for each.
What is coherence, and how is it achieved?
Why is cluster diagramming considered an intuitive process whereas outlining is considered an analytical process?
In what ways do you imagine that writing on the job differs from the writing you do in your academic studies? Consider process as well as product.
What are the advantages and disadvantages to “sprint writing”?
Why are short sentences and short paragraphs appropriate for business communication?
Ethical Issue: Discuss the ethics of the indirect pattern of organization. Is it manipulative to delay the presentation of the main idea in a message?
Document for Analysis The following interoffice memo is hard to read. It suffers from numerous writing faults discussed in this chapter.Your Task.First, read the memo to see whether you can
Organizing Data The interoffice memo in Activity 5.1 is hard to read and hard to follow.One of its biggest problems is organization.Your Task. Use either a cluster diagram or an outline to organize
Brainstorming Tips for Productive Sessions Casandra M., your supervisor at Gap Inc., has been asked to lead a brainstorming group in an effort to generate new ideas for the company’s product line.
Outlining Web designers at Gap Inc. are complaining about their assignment to develop Web pages describing Gap’s employment benefits. Although Gap Inc. offers one of the most comprehensive benefits
Collaborative Career Info One of the best ways to learn about the skills required in your field is to interview individuals working in that field.Your Task. Divide into teams of three to five people
Brainstorming: Are Ethics Programs Helpful? In the wake of the Enron collapse and other corporate scandals, more companies are hiring ethics officers—sometimes called ethics “cops.” Companies
Researching, Brainstorming, and Organizing: Student Loans Sarah was all smiles when she graduated and got that degree in her hand. Soon, however, she began to worry about her student loans. Student
How does revising differ from proofreading?
Should business writers avoid contractions? Why?
What is a redundancy? Give an example. Why should writers avoid redundancies?
Why should communicators avoid openings such as there is?
What shorter forms could be substituted for the expressions at a later time¸ due to the fact that, and subsequent to?
Why should a writer avoid the opening I am sending this e-mail because we have just hired a new manager, and I would like to introduce her?
Why should a writer avoid an expression such as Our staff will immediately perform an analysis of the contract?
What’s wrong with businesslike expressions such as, as per your request and every effort will be made?
What is parallelism, and how can you achieve it?
What is high “skim value,” and how can you achieve it?
What factors determine whether you should use bulleted or numbered items in a list?
Name five specific items to check in proofreading. Be ready to discuss methods you find useful in spotting these errors.
In proofreading, what major psychological problem do you face in finding errors? How can you overcome this barrier?
List four or more effective techniques for proofreading complex documents.
How can you overcome defensiveness when your writing is criticized constructively?
Why is the last phase of the writing process so important?
Would you agree or disagree with the following statement by writing expert William Zinsser? “Plain talk will not be easily achieved in corporate America. Too much vanity is on the line.”
Because business writing should have high “skim value,” why not write everything in bulleted lists?
Why should the proofreading process for routine documents differ from that for complex documents?
Ethical Issue: What advice would you give in this ethical dilemma? Lisa is serving as interim editor of the company newsletter. She receives an article written by the company president describing, in
Document for Analysis: Poorly Written E-Mail Message The following message suffers from a number of weaknesses discussed in this chapter.Your Task.Study the message and analyze its weaknesses. In
Document for Analysis: Poorly Written Response Letter The following letter suffers from a number of weaknesses discussed in this chapter.Your Task. Study the letter and analyze its weaknesses. In
Document for Analysis: Poorly Written Response The following letter suffers from a number of weaknesses discussed in this chapter.Your Task. Study the letter and analyze its faults. In teams or in a
Document for Analysis: Weak E-Mail Message The following e-mail message suffers from a number of weaknesses discussed in this chapter.Your Task. Analyze the faults in the message. In teams or in a
Writing Improvement Exercise: Removing Fillers Your Task. Revise the following sentences to avoid fillers. a. There are many businesses that are considering strict e-mail policies.b. It is the CEO
Writing Improvement Exercise: Deleting Long Lead-Ins Your Task. Revise the following sentences to avoid long lead-ins.a. This message is to let you know that I received your e-mail and its
Writing Improvement Exercise: Eliminating Redundancies Your Task. Revise the following sentences to avoid redundancies.a. We will let you know the dollar amount of the remodeling charges.b. The
Writing Improvement Exercise: Reducing Wordy Compound Prepositions Your Task. Revise the following sentences to avoid wordy compound prepositions.a. We were unsure as to whether or not to reveal the
Writing Improvement Exercise: Purging Empty Words Your Task. Revise the following to eliminate empty words and saying the obvious.a. Our next meeting is scheduled in the month of July.b. We plan to
Writing Improvement Exercise: Kicking the Noun Habit Your Task. Revise the following to avoid converting verbs into nouns.a. The homeowner came to the realization that her asking price was too
Writing Improvement Exercise: Dumping Trite Business PhrasesYour Task. Revise the following to avoid trite business phrases.a. Pursuant to your request, we are correcting your balance due.b. We have,
Writing Improvement Exercise: Revising for Overall Conciseness Your Task. Revise the following to be simple, clear, concise, and conversational.a. Please be advised that it is our intention to make
Writing Improvement Exercise: Developing Parallelism Your Task. Revise the following sentences to improve parallelism. If elements cannot be balanced fluently, use appropriate subordination.a. Your
Writing Improvement Exercise: Lists, Bullets, and Headings Your Task. Revise the following sentences and paragraphs using techniques presented in this chapter. Improve parallel construction and
Writing Improvement Exercise: Proofreading Your Task. Use proofreading marks to mark spelling, grammar, punctuation, capitalization, and other errors in the following sentences.a. One of the beautyes
Computing the Fog Index Your Task. As an in-class project or for homework, do the following:a. Compute the Fog Index for Activity 6.2 (Document for Analysis) before you revise it.b. Revise the letter
Searching for Deadwood Many writers and speakers are unaware of “deadwood” phrases they use. Some of these are redundancies, compound prepositions, or trite business phrases.Your Task. Using your
Conciseness Is Hard Work Just as most people are unmotivated to read wordy documents, most are unmotivated to listen to wordy speakers. Effective communicators work to eliminate “rambling” in
Communicating With a Nonnative English Speaker In the three chapters devoted to the writing process, most of the advice focuses on communicating clearly and concisely. As the world becomes more
How Plain Is the English in Your Apartment Lease? Have you read your apartment lease carefully? Did you understand it? Many students—and their friends and family members—are intimidated,
Why has the writing of e-mail messages and memos taken on increasing importance today?
List and briefly describe the four parts of typical e-mail messages and memos.
Compare and contrast the structure and formatting of e-mail messages and memos.
What are some of the dangers of e-mail for employees in the workplace?
Suggest at least ten pointers that you could give to a first-time e-mail user.
How can you use instant messaging safely on the job?
Name at least five rules of e-mail etiquette that show respect for others.
Outline the writing plan for a message that requests routine information or action.
What is wrong with ending a request memo by asking for compliance as soon as possible?
What is the best way to open a message that responds favorably to a request?
What is wrong with starting a response message, This is to inform you that . . .?
Outline a writing plan for a procedural message.
How should a writer prepare procedures and instructions to make them most understandable?
What is the purpose of a confirmation e-mail message or memo? What other names could the message be given?
What three elements should most confirmation e-mail messages and memos include?
Why are lawyers and technology experts warning companies to store, organize, and manage computer data, including e-mail and instant messages, with sharper diligence?
What factors would help you decide whether to write a memo, send an e-mail, try instant messaging, make a telephone call, leave a voice mail message, or deliver a message in person?
If you have used both e-mail and instant messaging, do you agree or disagree with the following statement: “I use e-mail because it allows me to research, to rewrite, to send when I’m ready, and
Discuss the ramifications of the following statement: Once a memo, e-mail, instant message, or any other document leaves your hands, you have essentially published it.
Ethical Issue: Should employers have the right to monitor all e-mail and instant messages that employees exchange on the job? Present the employer’s position and then the employees’ position.
Document for Analysis: Jumbled Request Memo Your Task. Analyze the following poorly written memo, and list its weaknesses. If your instructor directs, revise it.DATE: March 23, 2009TO: Lucia
Document for Analysis: Poorly Written E-Mail Response Your Task. Analyze the following poorly written e-mail message, and list its specific weaknesses. If your instructor directs, revise it. To:
Document for Analysis: Poorly Written Procedure E-Mail Your Task. Analyze the following poorly written e-mail message, and list its specific weaknesses. If your instructor directs, revise it.To:
Document for Analysis: Poorly Written Confirmation E-Mail Your Task. Analyze the following poorly written e-mail message, and list its specific weaknesses. If your instructor directs, revise it. To:
Writing Improvement Exercises: Message Openers Your Task. Revise the following e-mail and memo openers so that they are more direct.a. A memo announcing a new procedure: It has come to our attention
Writing Improvement Exercises: Opening Paragraphs The following opening paragraphs are wordy and indirect. After reading each paragraph, identify the main idea. Then, write an opening sentence that
Writing Improvement Exercises: Bulleted and Numbered Lists a. Use the following wordy instructions to compose a concise bulleted vertical list with an introductory statement: To write information for
Under what conditions is it important to send business letters rather than e-mail messages?
What three activities should you perform in Phase 1 of the writing process for a business letter?
Describe the three-part structure of a typical business letter.
What is “frontloading,” and why is it useful in routine business letters?
Why is it best to write most business letters “backward”?
What do readers look for in the last paragraph of a letter?
Why should you avoid writing business letters, and how can you do it?
What is a claim? When is it straightforward?

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