...ENGL510 – Foundations of Professional Communication Writing Assignment 4 – Procedural Message Below you will find three documents: 1. The assignment itself – pages 2-3 2. A set of formatting guidelines for writing instructions – page 4 4. The criteria that will be used in grading the message – page 5 Please read all of these carefully and let me know if you have questions about any of them. Please save your assignment as a Word document using the file name “4yourlastname,” and post it in the Week 7 Writing Assignment 4 Dropbox by midnight Sunday. Please use the following basic formatting: • One-inch margins all around • Left-only justification • 12-point regular Times New Roman font. (Although 11-point Calibri is Word’s default font, serif fonts like Times New Roman are more reader friendly for longer texts because the serifs draw the eye forward, while sans-serif fonts like Calibri are more effective for very brief texts in which you want to hold the eye.) • Simple, visually crisp headings and bulleted or numbered lists. See the final bulleted point in the Formatting Guidelines on page 5 below. Please let me know if you have any questions at all the about the assignment or the procedures for submitting it! Writing Assignment 4 Procedural Message - Writing and Distributing a Set of Instructions Background You have just been promoted from staff assistant in the Human Resources Office at Easy...
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...Memo of Appreciation To: Michael Jackson, Manager of Production at The Opal Ltd. From: Fabiana Pacheco, Director of Production Department at The Opal Ltd. Subject: Appreciation For Your Performance Date: July 12, 2015 The Production Department would like to take this opportunity to thank you for your contribution and spirit of leadership you showed during all your performance as an excellent Manager of production in The Opal Ltd. Your dedication to the growth of this company has been very inspirational for all employees and co-workers. Your spirit of solidarity to help and motivate your team has not gone unnoticed. We believe that your positive attitude and optimism have been a remarkable event for the success of the company. Because of your efforts, The Opal Ltd. was able to achieve a goal more than we planned at first trimester of 2015. Your productivity and hard work has reached a high level that allowed our company to reach an increase of 2.6 percent in profits due to increased production at the end of the first trimester of 2015. We acknowledge that it was not easy to achieve these targets, your perfectionism and your ability to predict risks were the main mechanisms for the successful development of the company. In addiction, we could notice that your contribution for the quality of the production contributed to the satisfaction of our client. We appreciate your control to keep your team always united and confident even during times of extreme pressure. We feel...
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...TO: Anne Brown, Division Manager FROM: Tarsha Gray, John Joffe, Tiffany Johnson, Alex Haddad DATE: June 6, 2016 SUBJECT: Rural Indonesian culture and life This memo is in responds to your memo concerning the detouring of road construction and heavy truck traffic. Developing a communication plan can help focus on being efficient and effective with the local people that might be affected Since most of the land is nearby to the alternative route belongs to local Indonesian residents, especially those from the rural farming communities. Preferentially our team has prepared a preamble analysis on rural Indonesian culture and life when it comes to conducting business in their country. A communication strategy has been designed to help our organization communicate effectively and meet core organizational objectives in Indonesia and our group’s plans on how to embark on these issues Communication Indonesians are primarily convivial people. They are warm and welcoming to strangers, display good manners, extremely fascinated and interested with foreigners, especially Caucasians. They are good people with good personalities, accommodating while displaying good attitudes. When addressing people for the first time, be polite, respectful, always use the formal terms. Coterminous Indonesians do what is achievable rather than follow rigid schedules. Therefore, flexibility and patience are critical to success. Foreigners must be patient and prepared for a slow process. This...
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...email, I will follow it up with a phone call, just to make sure that he or she has received my email. Yes, email is a technology that several people use to conduct his or her business message and personal message. However, I will be discussing five subtopics. Now, these five subtopics will be brief, clear, and direct. A message to the technical support about an employee's computer that has been infected by a virus. Now, fortunately, the basic idea will be to pick up the phone and call the tech support. When he or she has answered your call, I will provide detail information about my computer at my workstation. Sometimes, the technical support team can fix the problem in a timely manner, but then again, it could take much longer. However, I must email my boss because he or she is not aware of the issue on my computer at my workstation. Now, before I send that email to the boss, I must chart the date and time when I called to talk to tech support about my computer problem. Furthermore, I will make sure that I have a case number, which will be provided to me by tech support about the issue with the computer. Once I have done everything correctly, provide the case number, and detail information about my computer, and then I will email my supervisor to make him or her aware of the problem. A message from HR to all employees, explaining the changes to the company health plan in the coming year. In today society, especially in the business world, email is the ultimate form to ...
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...List three situations when it’s better to write a message than to deliver it orally: Answer: when a record of the communication is required; when you don’t require an answer; when the information is complicated or detailed; when it’s difficult to arrange a meeting or telephone conversation 4) For routine correspondence it is best to use which form of communication: face-to-face conversation, telephone, memo, or group email? Answer: group email. 5) What pronoun is the most important in creating reader-based messages? Answer: ”You” 6) Define tone. Answer: The emotion or attitude conveyed by voice or language 7) Failure to properly assess the receiver often results in letters or reports are ____________ based rather than ________ based. Answer: Writer-based rather than reader-based. 8) Name three things that help to create a conversational writing style: Answer: avoidance of old-fashioned words and legalisms; use of personal pronouns; use of contractions. 9) List three characteristics of a moderately informal tone. Answer: sounds conversational; avoids archaisms; uses individual names; uses personal pronouns uses contractions; uses shorter sentences 10) List three potential dangers of communicating via email. Answer: it’s asynchronous; it’s a “cool” medium; it isn’t private 11) List three situations when it’s better to deliver a message orally: Answer: when you want to encourage...
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...Week 2 Knowledge Check Study Guide Concepts Mastery Score: 11 / 12 Questions TECHNOLOGIES FOR BUSINESS 100% 1 100% 2 3 100% 4 5 6 80% 7 8 9 100% 12 COMMUNICATION PLANNING BUSINESS MESSAGES BUSINESS COMMUNICATION WRITING BUSINESS MESSAGES COMPLETING BUSINESS MESSAGES 10 11 Concept: TECHNOLOGIES FOR BUSINESS COMMUNICATION Mastery 100% Questions 1. Email communication A. is characterized by low control. B. is characterized by little coordination. C. is a rich communication medium D. incurs high cost Correct: The Correct Answer is: B. 1 Concept: PLANNING BUSINESS MESSAGES Mastery 100% Questions 2 3 2. Which of the following is the first step in the AIM planning process for developing influential messages? A. Idea development B. Message structuring C. Audience analysis D. Message review Correct: The Correct Answer is: C. 3. In the context of the AIM planning process, which of the following tends to be the single most important planning step for many messages? A. Identifying reader benefits and constraints B. Making the message easy to navigate C. Estimating your credibility D. Ensuring the communication is fair Correct: The Correct Answer is: A. Concept: BUSINESS COMMUNICATION Mastery 100% Questions 4 5 6 4. George, the marketing manager at Regal, believes...
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...communicate effectively, both verbally and in writing, has become a critical aspect of success not only in the legal field but the overall business world as well. In fact, what you say and how you say it can make or break your image in the workplace. In a survey commissioned by our company, nearly half (49 percent) of those asked said a person’s communication style has the greatest impact on his or her professional reputation. The information age has resulted in an unprecedented number of daily exchanges through everything from voice mail and e-mail to cell phones, videoconferencing and corporate intranets. While technology is more sophisticated than ever, people using these advanced tools must themselves be skilled communicators or the message is lost. Legal professionals with strong interpersonal abilities are able to build rapport with colleagues, which can help move projects along more efficiently. They know whose expertise to tap when they need assistance and are adept at resolving conflicts and building consensus among team members. As a result, these individuals are in high demand within law firms and corporate legal departments. Here are some ways to hone your communication skills: Listen well. Perhaps the most important and the most frequently overlooked communication skill is listening. Paying close attention to what the other person is saying requires discipline. It takes practice to avoid interrupting others and to welcome differing perspectives. Clarify your objectives...
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...Completing your message The stage during which you step back to see whether you have expressed your idea? Completing The primary Audience for your message is made up of? The key decision makers The chief advantage of oral communication is? opportunity for immediate feedback In part media richness refers to? A medium's ability to facilitate feedback The richest communication medium Face to face conversation For persuasive messages, the best approach is to? Emphasize how your audience will benefit A euphemism is a word or phrase that is? A milder term for one with a negotive connotations The most common tone for a business message is? conversational Words such as nevertheless, however, and therefore? Are useful for making transitions The main task in completing a business message consist of? revising, proofreading, and producing When reviewing your document for content, you should be concerned with? The accuracy and relevance of the information For general business messages, your writing should be geared toward readers at the? 8th to 11th grage level Using space in a document? provides contrast Justified type is type that? Set flush on the left and flush on the right When making a routine request, you begin with? A clear statement of the main idea or request When making a request, you should? Assume the reader will comply with your request In the body of a request message, you? Give...
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...It is an instant communication for quick updates or to send out important company information. Email The following messages would be best sent by electronic mail; a message to the technical support about an employee's computer that has been infected by a virus, a message from a gym manager to clients about temporarily closing the pool in the gym, a message from a professional association to members about the coming annual conference and message from HR to all employees, explaining the changes to the company health plan in the coming year. Emails are easy and convenient. They can be sent out in a timely manner to ensure employees receive information quickly. When sending out messages like the ones stated, the email works best because it is suited to explain routine tasks and messages of the non-sensitive variety. They also hold a lot of information for easy retrieval. Emails are also a great way to form records for later use. In this electronic day and age, emails are the most used form of communication (Cardon, 2014). Print Media Print media is a great form of communication to give reader a visual effect for the message being portrayed. The following message is best suited for print media, message from the CEO of a large company to employees, explaining negative news regarding the company appearing on national news channels. The reason the CEO message would be best conveyed using print media is because of the seriousness of the issue. It gives a sense of creditability...
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...Learning Objectives: • Apply the three-step writing process to negative messages • Compare and contrast the direct and indirect approaches to negative messages, including when it is appropriate to use each one • Identify the risks of using the indirect approach and explain how to avoid problems • Explain the importance of maintaining high standards of ethics and etiquette when delivering negative messages • Explain the role of communication in crisis management • List and discuss three guidelines for delivering negative news to job applicants Goals of Negative Messages • Convey the message • Gain acceptance of the bad news • Maintain as much goodwill as possible • Maintain a good corporate image • Minimize future correspondence The Three-Step Process • Planning o Analyze situation → Gather information → Select Medium → Get Organized • Writing o Adapt to the audience → Compose the message • Completing o Revise → Produce message → Proofread message → Distribute Message Negative Messages • Consider alternate approaches • Acknowledge cultural variations • Consider audience characteristics • Maintain ethical standards Choosing the Approach • Predicting the audience’s reaction • Knowing the audience’s preferences • Judging the importance of the news • Preserving working relationships • Getting the reader’s attention • Following organizational guidelines The Direct Approach • State the bad news • Give reasons • End with a positive close ...
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...Business Communications (X 109) Module 2 The Writing Process Creating Business Messages Organizing and Perfecting Business Messages Basics of business writing • Business messages are different from college essays, term papers, and messages to friends. • Conciseness and clarity count. The Writing Process • Planning and prewriting • Composing • Revising and editing Effective Business Messages • Have a purpose – General – Specific • Are clear and concise • Consider the needs of the audience Outlining • Define the main idea • State the three to five major points • Support with evidence Audience Analysis • • • • • • Primary audience Secondary audience Reaction of audience Knowledge level of audience Relationship to audience Expectations of audience Factors To Consider • • • • • • • Importance of the message Richness of the channel Formality of message Urgency and cost Need for a permanent record Immediacy of feedback required Organizational and audience preferences Approach: Direct or Indirect? • Direct – – – – Main idea first, followed by evidence Routine messages Positive messages Some negative messages • Indirect – Evidence first, build case towards main idea – Most negative messages Connect With Your Audience 1. 2. 3. 4. 5. 6. Adopt a “you” attitude Be sincere, respectful, polite Stress audience benefits Emphasize the positive Use plain, simple language Use bias-free language Use Plain, Simple Language • Use short, familiar...
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...7. BARRIERS OF COMMUNICATION Communication plays a major role in developing a relationship. It can also affect the relationship among family members or management in any institute. More specifically, communication influences the effectiveness of instruction, performance evaluation, and the handling of discipline problems. Communication should be straightforward. What can make it complex, difficult, and frustrating are the barriers. Some barriers of communication are the following. 7.1. Physiological Barrier Physiological barriers to communication are related with the limitations of the human body and the human mind (memory, attention, and perception). Physiological barriers may result from individuals’ personal discomfort, caused by ill-health, poor eye sight, or hearing difficulties. 7.1.1. Poor Listening Skills Listening to others is considered a difficult task. A typical speaker says about 125 words per minute. The typical listener can receive 400–600 words per minute. Thus, about three-fourth of listening time is free time. The free time often sidetracks the listener. The solution is to be an active rather than passive listener. A listener's premature frown, shaking of the head, or bored look can easily convince the other person/speaker that there is no reason to elaborate or try again to communicate his/her excellent idea. 7.1.2. Information Overload Nurses are surrounded with a pool of information. It is essential to control the flow of the information, else the information...
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...Improving Communication Using email and physician websites improve the communication between consumers and providers and a time saver as well (Cameron, 2009). Patients are willing to use e-mail and physicians’ websites to communicate with their doctors in an effort to save time, as long as they do not have to pay for the ability, according to survey results by Lightspeed Research. More than half of the 1,000 survey respondents said they are willing to use e-mail for a variety of interactions with their physicians, including receiving routine test results (59 percent), requesting repeat prescriptions (53 percent), confirming appointments (53 percent), and updating their doctors on existing conditioning (51 percent) (Cameron, 2009). Using a doctor's website for these activities or e-mailing the physician was popular with survey participants, but the majority of them also said that they would be unwilling to perform the same tasks through text messages or live online chats (Cameron, 2009). When it comes to e-mailing their primary care physicians specifically about illnesses or conditions, participants said the key advantages were that it would save...
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...if required. 3)) Which form of interpersonal communication is mostly use to communicate in your company? Verbal or nonverbal? Do you think its working fine as a process to transmit messages? Nonverbal, yes it saves a lot of precious time and it helps one not to get distracted and get in vain chatting. 4) What does it mean to be a good ‘communicator’ in a business organization? A good communicator is the one who transmits messages very smoothly in a manner which is understandable. The one who understands the nature and situation himself then clearly speak out or text it with brief details to get idea of the whole picture. Using metaphors when require to make tough situations understand, straight forward talk and polite tone are the best features. And the one who ends the conversation by listening to the other person response to the talk and declare the final decision clearly. 5) Don’t you think if interpersonal communication are nonverbal, the messages are not received accurately as it meant to by eliminating various significant elements such as immediacy and richness by unrevealing the real nature of messages. I do agree with the statement, but like I said we constantly don’t indulge in verbal communication as an hourly basis rather in every couple of days. Jobs here are very routine so it’s a waste of both time and energy, as well as resources...
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...described words as “the most powerful drug used by mankind.” It is a sentiment with which staff of Levi Strauss can sympathize. Many of them have become members of Toastmasters, a nonprofit organization dedicated to improving communication and public-speaking skills. Levi Stauss is one of a growing band of companies which recognize the importance of effective communication. KPMG Accountants has developed a telephone-skills course for administrative employees. It includes a humorous videotape entitled “Telephone Behavior: the Power and the Perils,” and role playing which allows employees to share positive experiences and frustrations. The course emphasizes the three stages in many telephone conversations – the “verbal handshake,” imparting the message and offering help. Federal Express has improved the selling capabilities of its audit staff by having the sales staff provide them with training. General Electric has developed a three-day class to train auditors to become effective facilitators. And Motorola has a course on dealing with difficult people. It aims to help auditors to handle situations in which the people being audited do not want to hear the recommendations being made. Abstract Research and experience show that employees are most highly motivated and make their greatest contribution to the business when there is full and open communication at the workplace. Explores how companies from Levi Strauss to Federal Express are seeking to improve their performance in this key area...
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