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business
business communication process
Questions and Answers of
Business Communication Process
17. Evaluate a company response to comments online.Imagine that you are a manager at the department store JCPenney. A new employee, Marni, is responding to customer comments online and wants your
16. Send an email response to a highly positive customer comment.Imagine that you just found this comment about your new dog-training company online. Using the Yelp guidelines in Figure 13, write a
15. Respond to a positive customer online post.Imagine that you’re the general manager of the Hotel Urbano in Miami and find this review on TripAdvisor. Use the Yelp guidelines in Figure 13 to
14. Decide whether to respond to online reviews.Read three tweets about Gap. If you were in charge of customer service, to which, if any, of these reviews would you respond? Why or why not? In small
13. Write a thank-you note.Imagine that you work for In the Loop Soup Kitchen, a local food pantry. Earlier this week, a man came into the facility with a gun. Fortunately, no one was hurt, but
12. Write a recognition email.Imagine that you’re a store manager for a local Costco. Brian, one of the sales associates who reports to you, has a reputation of going above and beyond to help
11. Write a congratulations note.Imagine that your former boss just won a “Manager of the Year” award. Handwrite a note congratulating the manager, and make it meaningful by referring to your own
10. Write a team response to a request.You are a member of the Presidents’ Council, which consists of the presidents of all oncampus student organizations. You just received a memo from Dr. Robin
9. Respond to a child’s request for a LEGO set.For two years, James Groccia, an 11-year-old boy with Asperger’s Syndrome, saved up for his dream LEGO train set, only to learn that the set had
8. Respond to a speaking request.Imagine that your former employer invites you back to speak to their human resources department. They want to know your perspective as a former employee or intern.
7. Evaluate responses to the request for information about school.Compare responses to the previous exercise. When you look at two other students’responses to the same request for information,
6. Respond to a request for information about school.Imagine that you receive an email from a student at your former high school, asking you about life at your college. Read the message below, and
5. Write an email to employees about new security procedures.Imagine that you work for a news organization. Because of recent bomb threats to your building, facility management will implement new
4. Write an email to request repair or maintenance.Is something broken where you live? Try to get it fixed by sending an email to the building manager. Specify the problem and why it’s important to
3. Request information about a product.Research a product that you would like to buy. Look at the product description on the company’s website, and read consumers’ product reviews online. Think
2. Request health club membership information.Research a local health club online. Look at all of the information on the club’s website, and find one question that isn’t answered online. For
1. Request alumni organization membership information.Whether you’re graduating this year or a few years from now, you may want to join a local alumni organization. Write an email to the head of
30. Emphasize receiver benefits.Revise the following sentences to emphasize receiver benefits.a. We have been in the business of repairing sewing machines for more than 40 years.b. We need donations
26. Use positive language.Revise the following paragraph to eliminate negative language.We cannot issue a full refund at this time because you did not enclose a receipt or an authorized estimate.
25. Vary emphasis in a memo.Assume that you have evaluated two candidates for the position of sales assistant. This is what you have learned:●● Carl Barteolli has more sales experience.●●
24. Revise this passage to avoid platitudes, obvious flattery, and exaggeration.You, our loyal and dedicated employees, have always been the most qualified and the hardest working in the industry.
23. Revise sentences to convey a confident tone.Revise the following sentences to convey an appropriately confident attitude.a. Can you think of any reason not to buy a wristwatch for dressy
22. Revise a paragraph to convey an appropriate tone.Revise the paragraph to create a more confident, less presumptuous tone.If you believe my proposal has merit, I hope that you will allocate
21. Adjust paragraph length.Read the following paragraph and determine how it might be divided into two or more shorter paragraphs to help the reader follow the complex topic being
20. Insert transitions for paragraph coherence.Insert logical transitions in the blanks to give the following paragraph coherence.Bits ‘n’ Bytes is widening its lead over Desktop Computing in the
19. Use transitions for paragraph coherence.Revisit the Honda Accord paragraph in Exercise 17. Now that you have sentences in a logical order, add transitions to improve coherence.
18. Order sentences into a logical paragraph (Nick’s Pizza).Place a number (from 1 to 8) next to each sentence to represent its position within the paragraph. Hint: The broadest statement will be
17. Order sentences into a logical paragraph (Honda Accord).Place a number (from 1 to 7) next to each sentence to represent its position within the paragraph. Hint: The broadest statement will be the
16. Check and revise sentences for parallel structure.Determine whether the following sentences use parallel structure. Revise sentences as needed to make the structure parallel.a. T he executive at
15. Use active and passive voice.Working in groups of three, identify whether each of the following sentences is active or passive. Then, discuss whether the sentence uses active or passive voice
14. Vary sentence length.Write a long sentence (40 to 50 words) about a company or person you admire. Then revise the sentence so that it contains 10 or fewer words. Finally, rewrite the sentence so
13. Practice sentence variety.Rewrite the following paragraph by varying sentence types and sentence lengths to keep the writing interesting.Smartfood was founded by Ann Withey, Andrew Martin, and
12. Practice writing different types of sentences.Write a simple, a compound, and a complex sentence that incorporates both items of information in each bullet. For the complex sentences, emphasize
11. Identify types of sentences.What type of sentence—simple, compound, or complex—is each of the following? Internal punctuation has been omitted to avoid giving hints. Compare your answers to
10. Eliminate hidden verbs and hidden subjects.Revise the following sentences to eliminate hidden verbs and hidden subjects.a. T he jury needs to carry out a review of the case to make a decision
9. Tighten a paragraph for conciseness.By how many words can you reduce this paragraph without changing the meaning?New York City is the most natural choice of a location for an innovative restaurant
8. Eliminate wordy expressions.Revise the following sentences to eliminate wordy phrases by substituting a single word wherever possible. You may find other opportunities to tighten for
7. Use simple language.Revise this paragraph to make it more understandable.The privileged juvenile was filled with abundant glee when her fashion mogul employer designated her as the contemporary
6. Analyze a simple explanation of a complex topic.Watch one or two videos by the company Common Craft, which creates short videos to make complex topics easy to understand.17 Go to
5. Use concrete language.Imagine that you work for a middle school and want to help teens develop healthier habits.How could you present these descriptions in more concrete terms? To what can each be
4. Revise to eliminate dangling expressions.Revise these sentences to eliminate dangling expressions.a. Driving through Chicago in the fog, the street signs were hard to read.b. T he Federal Reserve
3. Write clearly and avoid slang.These two sentences are filled with business slang and clichés. Revise them using simple, clear language.Using the synergies amongst our competitors, we can
2. Announce a new initiative using clear, simple language.As the CEO of a growing business, you want to help employees save for retirement. Many of your employees receive minimum wage and have little
1. Improve writing style.Rewrite this company’s description to improve style and correct errors.www.shadesshuttersblinds.com
20. Revise another email gone wrong.Another angry writer sent the email below to employees of a news agency. (This is adapted from a real message—and the original was much longer.) Use the same
19. Revise an email gone wrong.When you read this email, you’ll know it was sent in anger. (This is adapted from a real email stemming from a similar situation.) Use the process described in
18. Revise a previous message.Bring in a one-page message (email, memo, or letter) you have written in the past. Exchange papers with other students (so that you’re not revising the paper of the
17. Revise another student’s Herman Miller email.Exchange draft Herman Miller emails with other students in class (so that you’re not revising the paper of the person who is revising yours).
16. Revise your email to sales associates at Herman Miller.Revise your draft email to Herman Miller sales associates (from Exercise 11). What changes will you make to improve the message? Follow
15. Set goals to overcome writer’s block.In this chapter, you read about ways to overcome writer’s block. Choose two or three strategies from Figure 9 to improve your writing process. Try them
14. Write blog posts.Imagine that you work for Southwest Airlines and have been asked to write a few entries on their “Nuts About Southwest” blog. Write three short posts (about 50 words
13. Format a letter.You have just finished collecting donations for the American Cancer Society. To thank people for donating, you will send individual letters. Using guidelines in this chapter and
12. Write a company memo to announce a new organizational structure.Imagine that you have just acquired a company and have brought in an entirely new management team—five of your classmates. In a
11. Write a draft email to the sales team at Herman Miller.Using the principles discussed for effective email communication, write a draft email to a team of sales associates. Imagine that you work
10. Write a draft restaurant review.Now that you have your outline for Exercise 7, draft your restaurant review. Practice free writing for this activity to avoid moving to the revision stage too
9. Practice free writing.Without judgment, write for five minutes without stopping. Write anything. If you get stuck, write about the process of writing. After five minutes, review what you wrote and
8. Assess how you feel about writing.Rate how you feel about yourself as a writer and about the process of writing.Mostly True Mostly False I’ve been told I’m a good writer.I’ve been told I’m
7. Organize a restaurant review.Prepare to write a review of a restaurant or a dining facility on campus. Use the process outlined in this chapter:●● Brainstorm ideas. What do you think is
6. Brainstorm new ice cream flavors.Workings in groups of three or four—without censoring your ideas—come up with as many new ice cream flavors as you can. Make a list of all the suggestions, and
5. Plan the organization of messages.For the situations in Exercise 4, imagine what the audience reaction might be and write a sequential outline of your points. Explain why you chose the order you
4. Identify general-purpose statements and communication objectives for several situations.Read the following situations and write a general-purpose statement and a specific communication
3. Evaluate audience focus in a company invitation.The Century Aurora 16 theater in Colorado, where 12 people were killed and 58 injured, reopened a few months after the horrific shooting incident.
2. Analyze an instructor as the audience.If you were a business communication instructor and received this email from a student, how would you react? Analyze your instructor as an audience for this
1. Complete an audience analysis of housekeeping staff.Imagine that you work for a small, independent hotel. Management has decided to change housekeepers’ hours from 8:00 a.m–4:00 p.m. to 8:30
21. Participate in an online meeting.Sign up for free versions of WebEx, GoToMeeting, or another service to practice participating in an online meeting. In groups of four or five, have one person
20. Write meeting minutes.To summarize the meeting for your colleagues in the previous scenario, write up the meeting minutes. Each of you in the group should prepare minutes separately. Then, as a
19. Facilitate a face-to-face meeting.Use one of the scenarios in the previous exercise to practice facilitating and participating in a meeting.Have each person assume the role of another
18. Plan a business meeting.Working in groups of five, choose one of these scenarios for the next three exercises. For the scenario you and your team members choose, prepare an email and detailed
17. Evaluate a business meeting.Attend a business meeting at work, a city council meeting in your community, a student organization meeting at school, or some other meeting. Observe the meeting and
16. Determine the best meeting format.For each of the following scenarios, identify which format—face-to-face, conference call, online meeting, or videoconference—would work best.●● You want
15. Practice texting for business.Exchange cell phone numbers with a partner, and assign roles of manager and employee.The manager is at a meeting with a client that started at 9:00 a.m. It’s 9:05
14. Leave a voice mail message.Imagine that you applied for a job and received the following voice mail message from the company’s HR manager:Hello. This is Mariey Catona from Bank on Me. We
13. Consider Yammer for a company.In small groups, discuss how Yammer could be used at a company where you have worked.How could employees use the social networking functionality? What could be
12. Propose a way to include employees’ input.Imagine that you are the vice president of employee communication at a large financial services company. Management is considering redesigning the
11. Help a company improve how it listens to customers online.Think about one of your favorite companies—or a company where you might like to work—and analyze their social media presence and
10. Discuss challenges with empathy.Watch Dr. Brené Brown’s TED Talk, “The Power of Vulnerability” (http://bit.ly/1fZuRnC). In groups of three, discuss the video and her how concept of
9. Listen to an employee’s explanation.In the Write Experience exercise, “A Matter of Convenience,” you are Karl Martin, the manager of Crikey, a convenience store. You received several
8. Observe someone listening.Working in groups of three, have one person talk about a difficult decision he or she needs to make. As he or she describes the situation, have a second person listen,
7. Assess your listening skills and ability to show empathy.Rate yourself on the following dimensions, and consider how you could become a better, more empathic listener.Never Sometimes Often Always
6. See how nonverbal communication affects a speaker.Working in groups of three or four, have one person tell a three-minute story to the rest of the group. As he or she tells the story, demonstrate
5. Listen to key ideas and compare notes.Watch a few minutes of a news report with the class. As you’re listening, take notes about the most important points. In small groups, compare a few
4. Analyze time norms.Think back to a meeting you attended recently, either at school or at a workplace. Did everyone arrive at the same time? How do you interpret the behavior of those who arrived
3. Use your voice tone to convey emotions.With a partner, repeat the following groups of sentences, conveying a different emotion each time. Change the order, and see if your partner can guess which
2. Communicate without talking.This is your big chance to be a star! In front of the class, use only nonverbal communication to convey the following emotions.a. Surpriseb. Angerc. Sorrowd.
1. Identify facial expressions.Find a partner and take turns telling each other a three-minute story. When each of you tells your story, try to exaggerate, as if you were on stage and telling the
22. Discuss your views about Apple CEO Tim Cook’s announcement.In small groups, discuss your thoughts about Tim Cook’s article in BloombergBusinessweek.Read his statement (buswk.co/1DBoBfo) and
21. Use gender-neutral language.Identify at least one gender-neutral word for each of the following words:a. Policemanb. Clergymanc. Firemand. Salesmane. Mailmanf. Bellman g. Handyman h. Repairman i.
20. Improve diversity training.On the television show The Office, the company holds “Diversity Day,” a misguided attempt at diversity training for the staff. Watch Season 1, Episode 2, and see
19. Discuss your views of using inclusive language.In small groups, discuss your views about the previous sentences. If you worked for a company and read or overheard each of these statements, would
18. Use inclusive language.Revise the following sentences to eliminate biased language.a. The mayor opened contract talks with the union representing local policemen.b. While the salesmen are at the
17. Respond to domestic intercultural issues.As a manager, how would you respond to each of the following situations? What kind of helpful advice can you give to each party?a. A lton gets angry when
16. Share your background with your peers.In groups of three, share some of your background that people may not know about you.You might talk with your peers first to determine what you’re
15. Learn about someone’s cultural background.Interview a partner about one aspect of his or her cultural background. First, ask your partner which aspect of his or her cultural identity (e.g.,
14. Analyze how well a company adapts to international audiences.Choose a large, global company and explore their website. Do you find multiple versions of the company’s site for different
13. Analyze an intercultural situation.Joe arrived 15 minutes late for his appointment with Itaru Nakamura, sales manager for a small manufacturer to which Joe’s firm hoped to sell parts. “Sorry
12. Present cultural differences to the class.Choose one or two students from your class to discuss their experience traveling internationally. The students may use the following questions to guide
11. Research international communication and write an advice memo.Working with a teammate, select a country for your research. Using three or more websites, outline cultural differences of the
10. Adapt to cultural differences in email responses.After you discuss your interpretation of the emails in the previous exercise, individually write separate email responses to Ms. Zimmermann and
9. Interpret two messages from international offices.Imagine that you work for the law firm Dewey, Wright, and Howe as an intern. With a team of employees, you are working on an orientation program
8. Set up a wiki.Set up a wiki for a class project or campus organization. Take the lead to structure the site, post initial content, and encourage everyone to participate. If you have already used
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