GEB3213 EXAM 1

Gerund

A verb form ending in -ing that is used as a noun Avoid it

Inattention to visual appeal

Appearances matter - especially in business. The way your document looks (format, organization of headers and columns, clear fonts, etc.) makes an instant impression on the reader, the same way your Armani or Chanel suit does on the interviewer!

Three C's

Clarity, concision and cohesion

Corporate Culture and Communication

Culture influences communication, which drives culture They reinforce eachother How the company communicates is how the culture is created Communication is both internal and external

Templates or form letters

Do not use templates for these - or any other - documents, in this course or in real life. Savvy readers can spot them in an instant. Instructors will mark you way down!

Dress

Dress one notch above the audience

Objective: What are you trying to do?

Even if you're sure who you're writing for, why bother? Your objective is the change you wish to create in the readers. Do you want them to feel favorably about a political party? To learn the steps to change an oil filter? To fund your project? To feel joy? Each element of your writing should guide the reader toward the objective. Cut anything that doesn't get them closer to that objective. If you don't know your objective, how will you know what to include?

Language

Make language powerful, ​​, and clear

How do you find company culture?

Networking Looking at external communications

Typographical errors

One typo can get your résumé tossed into the trashcan at many companies.

External

The voice of the company Sharing news with customers and stakeholders Negotiating with government

Avoid indirect pronouns

This shows us. What is this???

Internal

Top Down - Promote Culture - Give direction Bottom up - Report Progress - Propose initiative Horizontal - Collaborate - Schedule

Visual appeal

a. Design documents to reflect content: easy-to-read and professional i. Make use of headings/subheadings and vertical lists to organize information 1.Headings can divide information up logically and help the reader navigate content. Create descriptive headings. 2. Vertical lists with bullets help you organize consecutive points or steps. Avoid too many bullets in a list. ii. Make use of bold (over italics which can be hard to read) to highlight key terms.

TO LOVE

active verb

Make your verbs portray action whenever possible.

Active verbs = concrete actions e.g., manage, decide, create, put, write, perform, shut, loan, deserves, perform, placate, study, lack, resist, request Weak verbs = states of being e.g., be (am, is, was, were), have (has)

Redundant Pairs

Each and every, first and foremost, basic and fundamental, various and sundry, questions and problems, hopes and desires, so on and so forth

Clarity

Fiona barnes - director for management communication Clarity and concision are a matter of reader focus Clear concise writing is easy to read and act upon Clarity, concision and cohesion

Abstract/ Active

Governmental intervention in fast-changing technologies has resulted in distortions of market evolution or interference in the development of new products. + When a government intervenes in fast-changing technologies, it commonly distorts how markets evolve or interferes with their ability to develop new products.

Block formatting

How you will format all documents from here on out: i. Single-spaced within paragraphs ii. Double-spaced between paragraphs iii. Left-aligned and never indented iv. Ragged right margin

Non-parallel lists

Lists must have the same grammatical structure. See page 296 for a bit more information; Google "parallelism" for a lot more.

Throat Clearing

Metadiscourse = writing about writing or about the process of thinking/ writing The purpose of this memo is. . ., This is to inform you of, I believe that in order to understand . . Please be advised that... This email is being sent to you because... Hedges/Qualifiers Very, really, sometimes, virtually, to a certain extent, sort of, to all intents and purposes, in some respects, apparently, seemingly, in my opinion Emphatics as everyone knows, it is generally agreed that, as we can plainly see, inevitably, it is quite true that, undoubtedly, obviously e.g., I definitely believe that the performance will be a very successful one. I know the performance will succeed.

Negatives

Not many (few), not different from (alike/similar), does not have (lacks), not excluding termination (including termination), please do not hesitate to call me... (please call me if...) • If you don't comply with the new policy, your punishment may not exclude termination. • You must comply with the new policy, or we may terminate your contract.

Stance (Power Stance)

Perceptions: Authority, Command, Confidence, ​​​ o Avoid Stances: ▪ Figleaf ▪ Monk ▪ Robot ▪ Big ​​ ▪ Heart Attack ▪ Teacup ▪ Hip-​​ ▪ Hip-Hop ▪ Hands ​

space

Use the space in the room strategically; take a few steps during transitions

Edward Everett

created the Gettisburg address - brief and memorable

TO BE

linking verb, state of existence

Résumé

∙It's adapted to the position. ∙Because "fitting" the position is the key purpose of the résumé, you want to emphasize the skills and experience most relevant to the job. Use the job or internship ad as a vocabulary tool, and incorporate as many keywords from the ad into your résumé as you can. Don't forget that both humans and computers will "scan" the document; you want as many "hits" as possible. ∙The résumé summarizes all of your relevant qualifications. ∙The résumé uses phrases and fragments (not full sentences).

Active sentences are easier to read

∙More concise ∙Promote action (not only will you promote action, but people will feel like acting) ∙Leads to better decision making ∙Passive sentences are dull - not exciting, nor inviting

Good writing gets you in & moves you up

∙No matter what you do, you're going to write every day ∙Effective writing makes you look good ∙Ineffective writing wastes time and money ∙Language is a powerful tool (if you know how to use it)

Front-loading

∙Putting something first or before something else. For example, you can front-load a paragraph with your topic sentence (place it first or near the beginning of the paragraph), and you can front-load a document with some common ground (open with a paragraph that establishes a shared interest with the reader). ∙We'll discuss stress positions and the best place to put key information, but if you hear me use "front-loading," that's what I mean.

What is Professional Writing?

∙Reader - focused ∙Strategic (every action should be strategic) ∙Actionable

ROAM

∙The rhetorical situation or writing context of a document. ∙Use these tables to pre-draft your documents, gathering key information to help you make the best writing choices. i. Readers—who is the intended audience? ii. Objective—what change do you want to create in your reader? Think of the objective as a state of mind. What is your motive in succeeding with your document? If your writing succeeds, how does your reader think or feel about the matter? iii. Action—what should the reader do in response to the change in his/her thinking? What is the practical action she/he can take? iv. Impression—how has the reader changed his/her perception of you? What do you want the reader to think about you now? How will the document improve your relationship?

Reader Focus

∙What content do you include in your message? ∙How do you organize? ∙What kind of language you use ∙Organization, Layout, Word choice, Tone, Delivery, Content

two questions we must always ask ourselves whenever we begin to write

∙Who is my audience? ∙What is my purpose?

Dale Carnegie in 1952

A difference between a really poor written and very well written memo is that the writer didn't have much time to work on it

Avoid nominalizations

A nominalization is the transformation (this word itself is a nominalization!) of a verb or other part of speech into a noun. These words are long and unwieldy and generally clutter up the "flow" of your prose. ∙Example? ANALYZE turns into ANALYSIS which can then become ANALYZATION and even ANALYZATIONISM (ok, this last one doesn't exist). Avoid this overly academic-sounding jargon.

Weak verbs

Action verbs are critical for showing the reader what actions you perform in your work. Begin your résumé phrases with action verbs. Make your experience read lively. Use the list on page 294 for starters; use the web for a longer list.

filler words

Avoid filler words (umm, err, ahh, like, mkay, okay, and so on)

Inconsistencies

Be mindful that you maintain stylistic consistencies. For example, if you abbreviate "FL" in your header, don't later switch to "Fla" in the Experience section. If you start out using the numeral "10 weeks," don't later switch to "ten months" or "ten employees," and so on. The "little things" have an amazing way of jumping off the page at the reader and these needling inconsistencies indicate inattention to detail - a deal-breaker for many employers.

Readers: Who is the audience?

Before writing anything, visualize your readers. When you write "you," who are you thinking of? Different audiences require different tone and different content. For example, if you write upward (to your boss, to a professor), you'll typically write more briefly, while if you write downward (to your staff, to high school students) you can include more detail. A blog post for cattle ranchers will read far differently from a blog post for interactive marketers. If you don't know your readers, how can you write anything?

Goodwill

Benevolent attitude/tone towards your reader. i. Make your reader feel good about your message. ii. Express gratitude, courtesy, and respect.

Nominalization

Eradicate Nominalizations Nominalization: a noun derived from a verb or adjective that smothers the action Before: There has been effective staff information dissemination control on the part of management. 13 Words After: Management have effectively controlled how staff disseminate information. 8 Words Nominalizations weaken the power of the verb (the strongest part of the sentence) and give it to the subordinate noun. Nominalizations = verb turned into a noun e.g., evaluation, information, utilization, discovery, movement, failure, refusal, resistance Toæxcavateyour any nominalization back into its source verb. Investors should also take into consideration the entire industry profile. (10 words) Investors should consider the entire industry profile. (7 worgs) Authorization for leave was given by her manager. (8 words)

Gestures

Impact of Gestures: Persuasive, ​​​, Competent, Effective Communication Style o Gestures to Avoid: ▪ Pterodactyl ▪ T-Rex ▪ Flagging ​​ o When using the clicker, avoid: the stab, the whip, and the Frisbee

iMpression: What will they think of you?

Objectives and actions may be fleeting, but impressions last. The impression is the meta-message; it's what the writing says about you, and it determines the future of your relationship with the reader. Do you want your readers to think of you as smart? Trustworthy? Witty? If you don't know the impression you hope to create, how will you know what style to write in?

Action: What do you want the readers to do?

Once your reader is done, what will she do next? Objective and action are related, but not identical. The objective describes the change in the reader, while the action is what the reader actually does: voting for the candidate, changing the oil filter, budgeting for the project, sharing the joyful writing with others. Compared to objectives, actions are easier to spot and to measure. If you don't know the action you seek, how will you know if you succeeded?

Vague adjectives

The reader really learns nothing when a writer proclaims they are "hard-working," "enthusiastic," handle a "plethora of activities," and so on. Be as specific as you can to describe your experience and achievements. For example, "Exceeded the $100K monthly sales forecast by more than $25K for 15 straight months in 2007-2008" is much more specific and impressive than "Exceeded sales goals often."Quantify your achievements whenever you can; businesspeople love numbers.

Avoid abstract and dummy subjects/expletive construction (THERE and IT)

There are too many people on the train. VS. Too many people are on the train.

Boasting

Understand the fine line between persuading the reader - "selling" your abilities to the employer - and boasting about how great you are. Your tone should be confident and professional, but not arrogant and self-congratulatory. Nothing turns a potential employer off any quicker. Many folks think that the cover letter is especially suited for bragging about their skills set; it isn't. Remember: the cover letter should target the company, its needs, and demonstrate how you can help them meet those needs.

Redundant Modifiers

a two-word phrase used to modify another word in a sentence a. EXAMPLE? free gift; each individual; future goals; completely finish b. TO FIX? Again, choose one.

Metadiscourse and Throat-Clearing

a. Metadiscourse is writing about writing (aka signaling or forecasting) i. EXAMPLE? I think that; I believe; I will explain that; Please be advised; The purpose of this memo is to; I am writing to b. Hedges/Qualifiers—tempering the writing to avoid absolutes i. EXAMPLE? somewhat; usually; very; really; sometimes; virtually; to a certain extent; sort of; to all intents and purposes; seemingly; in my opinion c. Emphatics—over-assert a point i. EXAMPLE? indeed; certainly; of course; definitely; as everyone knows; as we can see; obviously; it is quite true that

Reader focus and reader-centered

a. Putting the reader's needs first. b. Business writing is about compelling a reader to act or change his/her thinking (see ROAM above). You want to tailor all documents to your specific reader. To do this, you must think critically about who your reader is, keeping in mind that a document might have multiple audiences. c. Use 2nd person as much as possible (YOU) and avoid 1st person (I/ME). Avoid explaining a situation from your vantage point and think about what information is most pertinent to your reader.

Negatives

include the word NOT, take too long and are confusing—rephrase and rework these a. EXAMPLE? did not do something; not necessary; not the same b. TO FIX? Use an affirmative substitute like unnecessary; different; failed to

Active construction

is better than passive

Dr. Coman

office hours Thursday 3-4pm Email hours mon-Fri 8-4 [email protected]

Wordy phrases

often used to link or connect ideas but can be pared down to just one word a. EXAMPLE? due to the fact that; in the event that; it is crucial that; prior to b. TO FIX? Choose the ONE word that conveys the exact relationship or connection (because, if, should, before)

Which or That

omit unless absolutely necessary a. EXAMPLE? The assignment that is written the best; The outcome which we all hoped for b. TO FIX? "The best written assignment"; "The desired outcome"

Wordy Prepositional Phrases

too many prepositional phrases in a row clutter the prose a. EXAMPLE? "He plans to present the report about the company on Monday in the office suite at the back of the building." b. TO FIX? Reduce and rework! "He plans to present the company report Monday in the building's office suite."

Redundant Pairs

two words joined by AND that mean the same thing a. EXAMPLE? basic and fundamental; true and accurate; first and foremost b. TO FIX? Avoid if unnecessary or choose one.

Warren Buffet

very comprehensive writer. Created a letter to shareholders that is more concrete

Google Project Oxygen

what is it that sets apart our top performers from everyone else? Soft skills, coaching, communication

Avoid passive voice

write sentences as actively as possible o Always use a subject + verb (or predicate) sentence construction rather than an object + verb construction. Look at these two examples. Which is passive and which is active? ∙I turned in the paper. ∙The paper was turned in.

PowerPoint

• Function: Displays ​​​ and reinforces your point/message • Provide good contrast • Make ​​ consistent and readable in style and size • Avoid crowding the slide • Use ​​ and shapes to categorize • Be consistent in colors • Use colors ​​ • Avoid clipart • Use logos and pictures

Clarity Guideline 3: Make Subjects Specific (Avoid Dummy Subjects)

• It is/there are/this is Isolated pronouns and referents are confusing and vague They displace the "real" subject or agent They create passive sentences They lead into nominalizations

Eye Contact

• Perceptions: Authority, Command, Confidence, ​​​ • 2-3 seconds for a meaningful connection with one audience member

Voice

• Use a ​​​ voice versus a robotically rehearsed voice • Speaking Rate/Speed ▪ Faster: urgency, excitement ​​ ▪ Slower: seriousness, importance, significance

GEB 3213

• learn the types of writing used in business communication • understand how to write clearly, specifically, and concisely • argue persuasively when writing and speaking

Prefer active to passive voice

∙Actor (subject), action (verb) that has effect on object ∙It's chronological, it causes effect, it moves from beginning to end ∙Passive sentences can become active through shifting of objects ∙With passive there is always a "to be" added to to the verb Ends with -ed by ∙If you have to refuse somebody, you don't wanna say who made the decision, therefore you must use passive

Cover Letter

∙It's adapted to the company and its needs ∙Because persuading the company that you can meet its needs is the key purpose of the cover letter, you want to demonstrate knowledge of the job you're applying for AND of the company itself. Do your homework: what is this company's agenda, goals, problems or recent successes? ∙The cover letter expands upon the 2 or 3 qualities you'll highlight to show how you can meet the company's needs. ∙The cover letter is your chance to show the employer how well you communicate in writing. Use only clear, complete sentences in well- developed paragraphs (3 to 6 sentences in length).