Communication EXAM 2

What are texting best practices at work and with recruiters?

1. Be professional and use complete sentences. 2. Using email instead of Texting for brief messages 3. Respond to messages you receive 4. Include the reader's name and your name when texting 5. Pay attention to timing

How are commas and semicolons used?

1. Commas are used to separate two independent clauses joined by a conjunction like "but," "and," and "or." 2. Commas are not used simply to join two independent clauses. This is known as the comma splice error, and the way to correct it is to insert a conjunction after the comma. 3. Commas are used for introductory phrases and to offset clauses that are not essential to the sentence. If the meaning would remain intact without the phrase, it is considered nonessential. 4. Commas are used to offset words that help create unity across a sentence like "however" and "therefore." 5. Commas are often used to separate more than one adjective modifying a noun. Commas are used to separate addresses, dates, and titles; they are also used in dialogue sequences. Semicolons have two uses. First, they indicate relationships among groups of items in a series when the individual items are separated by commas. Second, a semicolon can be used to join two independent clauses; this is another way of avoiding the comma splice error mentioned above. Examples: 1. Merchandise on order includes women's wear such as sweaters, skirts, and blouses; men's wear such as shirts, jackets, and slacks; and outwear such as coats, parkas, and hats. 2. The sales campaign was successful; without its contributions our bottom line would have been dismal indeed.

How do ethos, pathos, and logos work in business writing?

1. Ethos, or your credibility, will come through with your choice of sources and authority on the subject(s) 2. Your logos, or the logic of your thoughts represented across the document, will allow the reader to come to understand the relationships among who, what, where, when, and so forth. If your readers cannot follow your logic, they will lose interest, fail to understand your message, and possibly not even read it at all. 3. pathos, or passion and enthusiasm, will be reflected in your design and word choices. If your document fails to convey enthusiasm for the subject, how can you expect the reader to be interested?

What are the four categories that require revision in a document? Be able to identify them in examples.

1. Evaluate content: Content will address the central questions of who, what, where, when, and why. For example, what is your primary purpose in this document? Have you explained it clearly to the reader? Have you included the content that corresponds to the given assignment, left any information out that may be necessary to fulfill the expectations, or have you gone beyond the assignment directions? 2. Evaluate organization: a standard format includes an introduction, body, and conclusion. For example, how to address ideas in sequence and make it understandable? Can you tell? A direct approach will announce the main point or purpose at the beginning, while an indirect approach will present an introduction before the main point. Your document may use any of a wide variety of organizing principles, such as chronological, spatial, compare/contrast. Is your organizing principle clear to the reader? 3. Evaluate style: style is created through content and organization and involves word choice and grammatical structures. For example, determine what kind of document you are writing, and what tones adequately indicated in writing? Does it provide a coherent and unifying voice with a professional tone? Evaluate readability: readability refers to the reader's ability to read and comprehend the document. It is important to implement readability in a document. For example, you need to determine which group of people are reading your document, is your document has proper wording, and can readers understand the words? Does your main point clear enough for the reader to understand continuity?

What are direct v. indirect strategies? What type of messages/audiences do you use each technique for?

1. The direct strategy presents the purpose of the document and provides supporting details in the body. Use a direct plan when the bad news is not damaging. The indirect process opens with relevant, attention-getting information that does not directly state the document's purpose. When the bad news will provoke a hostile reaction 2. The direct approach is to good news or routine communication. The natural system function is when the audience is neutral or positive about your message.; the indirect method is based on persuasive, sales, or threatening news messages.

What is an active and passive voice? Be able to identify them and use them in writing?

A - All sales orders are processed daily by Mackenzie. B - Mackenzie processes all sales orders daily. Sentence A is written in the active voice—a sentence structure in which the subject carries out the action. Sentence B is written in passive voice—a sentence structure in which the subject receives the action. Active sentences tend to be shorter, more precise, and easier to understand. This is especially true because passive sentences can be written in ways that do not tell the reader who the doer of the action is. For example, "All sales orders are processed daily" is a complete and correct sentence in the passive voice. Active voice is the clear choice for a variety of contexts, but not all. When you want to deemphasize the doer of the action, you may write, "Ten late arrivals were recorded this month" and not even mention who was late. The passive form doesn't place blame or credit, so it can be more diplomatic in some contexts. Passive voice allows the writer to avoid personal references or personal pronouns (he, she, they) to create a more objective tone. There are also situations where the doer of the action is unknown, as in "graffiti was painted on the side of our building last night."

What are the steps to paraphrasing?

Another common strategy in business writing is to paraphrase or rewrite the information in your own words. You will relate the main point but need to take care not to copy the original. Read the passage out loud, paying attention to the complete thought rather than the individual words. Explain the concept in your own words to a friend or colleague, out loud, face-to-face. Write the concept in your own words and add one or more illustrative examples of the concept that are meaningful to you. Reread the original passage and see how your version compares with it in terms of grammar, word choice, example, and conveyance of meaning. If your writing parrots the original passage or merely substitutes synonyms for words in the original, return to step one and start over, remembering that your goal is to express the central concepts, not to "translate" one word into another. When you are satisfied that your expression of the concept can stand on its own merit, include it in your document and cite the original author as the source of the idea.

What are the three styles of writing? How do you figure out which type to use?

Colloquial language is an informal, ordinary conversational style of writing. It differs from standard business English in that it often uses colorful expressions, slang, and regional phrases. A casual take personal tone as if speaking directly to the audience. For example, thanks or thank you. Casual language involves everyday words and expressions in a familiar group context, such as conversations with friends and family. Formal language is communication that focuses on professional expression with attention to roles, protocol, and appearance. Its characterized by its vocabulary and syntax of words in sentences. A formal style of writing is in articles, reports, research papers, and legal documents.

How can confirmation bias, egocentrism, and sociocentrism impact writing and critical thinking? How do these concepts interact with each other?

Confirmation bias, as you read, research, and prepare for writing, make an effort to gather information from a range of reliable sources, whether or not this information leads to conclusions you didn't expect. Remember that those who read your writing will be aware of, or have access to, this universe of data as well and will have their own confirmation bias. Reading and writing from an audience-centered view means acknowledging your confirmation bias and moving beyond it to consider multiple frames of references, points of view, and perspectives as you read, research, and write. Egocentrism can be defined as the use of self-centered standards to determine what to believe and what to reject. sociocentric involves the use of society-centered standards (Paul & confirmation bias, as you read, research, and prepare for writing, make an effort to gather information from a range of reliable sources, whether or not this information leads to conclusions you didn't expect. Remember that those who read your writing will be aware of, or have access to, this universe of data as well and will have their own confirmation bias. Reading and writing from an audience-centered view means acknowledging your confirmation bias and moving beyond it to consider multiple frames of references, points of view, and perspectives as you read, research, and write.

How do you craft tone? How do you open and close an email professionally?

Craft tone; Personalize the message. Sending a hastily written message in anger can result in serious long-term repercussions. When writing a strong letter, Identify the problem and provide an action plan. One central idea and steps. Tone focus on improvement. 1. Know your reader 2. Emailing at the right time 3. Email correct purpose with clear context 4. Begin with a greeting include reader's name 5. Thank the recipient 6. State your purpose 7. Add closing remarks 8. End with a closing 9. Review all emails before the response

How do document design and organization impact understanding? What are the best practices or techniques?

Document design and organization are a collection of resources that cover all aspects of your statement. It helps to appealing content that capture your intended audience's attention, clarify subjects, reduce confusion, detail information provides, Compiling information involves composing documents out of materials from other documents sources. There are seven significant steps: Sensitivity refers to the capacity to respond to stimulation, being excited, responsive, or susceptible to new information. Exposure involves being presented views, ideas, and experiences made known to you through one's experience. Assimilation and accommodation refer to the processes that assimilate new ideas into thinking patterns and accommodate new information sources related to your goal. Incubation is the process by which you cause an idea or ideas to develop in your mind. It helps to create images to build in an environment. Incorporation refers to how you bring the information into a whole or complete topic; this contributes to the logic o thought and its representation in the document and helps produce a coherent, organized message that the audience can follow clearly. Production involves the act of creating documents from the documents you have gathered. It helps to find the sources quickly and easily. Revision is the process by which you look over again to correct or improve your message. Helps to revision document more effectively and make change significantly if it's needed.

How do you determine when to use informal v. formal/bureaucratic style?

Formal - Please note the attached delivery data for July 2009. Informal - Here is the delivery data for last month. Formal styles often require more detail, adhere to rules of etiquette, and avoid shortcuts like contractions and folksy expressions. Informal styles reflect everyday speech patterns and may include contractions and colloquial expressions.

What are the strengths, weaknesses, and expectations of communication channels? When and for which audiences should you use each channel?

IM or text message strengths are speedy, good for rapid exchanges of small amounts of information, inexpensive. Weakness is informal, not suitable for large pieces of information, and abbreviations lead to misunderstandings. The expectation is a fast response. Simple messages tend to occur between families and friends. In business communication, it used to happen in small issues with colleagues and limit information. Email strengths are fast for exchanges of information and easy to distribute to multiple recipients, inexpensive in advance. Weakness is hit "send" prematurely, overlooked, or deleted before confirming sent, forward error, and filter to spam if large attachments are included in the documents. Take more than 24 hours for responses. When to use it is when you need to send attachments such as documents and files. Usually communicate with an organization or government departments Fax strengths are fast and provide essential documents. The weakness is receiving issues; receivers may receive the documents, long dances telecommuting, and transitional telephone-based technology losing popularity to online information exchange. Exceptions involved international communication, policy, and form. When and where is to communicate with an organization in general message. Letter strengths are formal and represent the company and add credibility. Additionally, people may have their weaknesses without credibility in writing due to transportation issues, thrown away/unread status, cost time or printing sealing postal, etc. Exceptions are specific formats associated with a particular purpose. When inform, persuade, deliver news or documents to any group of people. Report strengths are a significant time for preparation and production targeting purposes. Weaknesses are requiring extensive research and documentation. Exceptions are specific formatted for specific purposes; generally, reports are to inform. Such as lab report to whom who are working and study in labs. Proposal strengths are a significant time for preparation production. Weakness is required for extensive research and documentation. Exceptions are formatted explicitly for specific to persuade. Needs to persuade the audience with complex arguments and data usually occur in particular events targeting particular groups of people.

What is the SPIKES method? Be able to apply it.

Spikes' purpose is to provide an organized manner of communication during situations that are typically complex and difficult to communicate, such as patients and families. Spikes has six steps protocol for delivering bad news: setting, patient perception, invitation, knowledge, emotions, summary, or strategy. Setting up the interview; help patients listen and understand Assess the patient's perception; ask the patient open-ended question to determine how the patient perceives the medical situation and tailor news to understand and expect patients. Invitation: find out how much detailed information the patient wants regarding problems Knowledge: inform knowledge and information to patients and help them process the data. Emotions: be able to identify the emotion and express that you empathic feeling help patients reduce more negative emotions Strategy: present solutions and provide a transparent system will reduce patient's anxiety and uncertainty

How cannot sweating the small stuff (e.g., grammar and spelling) impact people's perception of you?

Sweating the small stuff is to worry about minor issues or problems. If I am someone who does not care about little things such as "I apologized for the mistakes I have made in the past" vs. "I am sorry for that stuff I did, "the reader may think I am unprofessional. Someone who is not sweating the mall stuff tends to be "easy-going" or "chill." However, pay attention to the detail when writing and correct mistakes before presenting

What are the common errors associated with apostrophes?

The apostrophe, like the semicolon, has two uses: it replaces letters omitted in a contraction, and it often indicates the possessive. When you indicate possession, pay attention to the placement of the apostrophe. Nouns commonly receive "'s" when they are made possessive. But plurals that end in "s" receive a hanging apostrophe when they are made possessive, and the word "it" forms the possessive ("its") with no apostrophe at all. Examples: 1. Mackenzie's sheep are ready to be sheared. 2. The parents' meeting is scheduled for Thursday.

What are fallacies in writing?

"Fallacy" is another way of saying false logic. Fallacies or rhetorical tricks deceive your audience with their style, drama, or pattern, but add little to your document in terms of substance. They are best avoided because they can actually detract from your effectiveness. There are several techniques or "tricks" that allow the writer to rely on style without offering a substantive argument, to obscure the central message, or twist the facts for their own gain. The fallacy is a way of saying false logic. 1. Red herring distract attention from the main issue. 2. A straw man is a weak argument that easily refutes and distracts attention from stronger arguments 3. Begging the question, even though it has an obvious conclusion claiming the truth of the very matter in question 4. A circular argument, the proposition is used to prove itself. 5. Ad populum, based on the notion that, if many people favor an idea, you should, too. 6. Hominem or "argument against the man "is attacking a person's integrity to weaken the statement by the speaker 7. Non sequitur or "it does not follow," the conclusion does not follow from the premises. They are not related. 8. Post hoc ergo propter hoc or "after this, therefore because of this" this fallacy mistakenly assumes that one event causes another because they occur sequentially.

What are the advantages/disadvantages of presenting negative news in writing?

1. Advantages of presenting negative news in writing: planning and preparation that go into the message, making the initial communication more predictable. 2. Disadvantages of presenting negative news in writing: timing, not easy to deliver, unclear information may appear, unconcise, incredibility, unauthored, unwelcome, can bring to issues.

What are strategies on how to communicate when evaluating someone's work? "You" v "I" language, phrasing disagreement, focusing on the document as an outcome.

1. Avoid using the word "you" in the evaluation. The "you" method will interfere with listening and effectively communicate. For instance, if you ask, "why are you using this word" The speaker will think they are not professional and feel suspicion by questioning, "why you do that" anticipating and respecting speakers can help become a better evaluator. 2. Phrasing disagreement as a question is an adequate response strategy. There are several ways to evaluate someone's work; show that you understand the other person's opinion and ask the question, "what's this sentence intended to communicate?" your assessment serves as a question to emphasize your need for understanding provides space for authors to respond. 3. People need to be considered respectfully and choosing to focus on the document is different from the author itself, then people's working progress will be served better. Simultaneously, you may also notice an obvious error; you are reluctant to challenge the author directly. By treating documents as products and focusing on enhancing them while keeping in mind our clear goals as a reference point, you can solve problems without involving personalities.

How would you organize an indirect message? How would you manage a direct message?

1. Direct message: introduction, clarity, conclusion, for example, begin with immediate questions or statements 2. Indirect: Buffer or cushion, Explanation, Negative news, Redirect 3. Buffer can be neutral or positive. You then explain your statement in acceptation way. Next, gently address the bad new proper way. Finally, end the message on a forward-looking note, or goodwill, etc.

Be able to identify different style revisions needed in a business document

1. Break up long sentences, cut off unnecessary sentences and words in the document. A balance of the need for the correction to communicate meaning with your understanding of reader expectation and clarity is required in business documents. For example, "and" evaluate if a sentence has two ideas; revise big words and long phrases, the length of your paper, or the number of words, such as "there is" in the introduction. Reduce big names and long phrases can enhance clarity. 2. Evaluate long prepositional phrases. A prepositional phrase is a phrase composed of a preposition such as "where." 3. Delete repetitious words, the use of words when precise terminology is appropriate. For example, use "say" in "address" synonyms are useful in avoiding the boredom of repetition. 4. Eliminate archaic expressions or references. For example, "as per your request for documents that emphasize clarity and reduce reader error." Feel free to eliminate as per your request from your word choices." 5. Avoid fillers. Words like "like, you know" are fillers in oral communication. It is a different word in your document; try to avoid fills. 6. Eliminate slang; words like "ASAP," referred to as "as soon as possible," appear in the email a lot. It is inappropriate in business documents. 7. Evaluate cliches. Cliches are words overuse and lost their impact in business writing, such as "it's a piece of cake," evaluating the use of cliches for their impact versus distraction from your document effectively approaching business writing. 8. Emphasizing precise words is fresh, transparent, and respectful; for example, "got better" to "improved." 9. Evaluate parallel construction occurs when a sentence contains a list of words, phrases connected by coordinating conjunction such a "and, etc.," avoid misplaced parallels and change them to make the construction genuinely parallel. 10. Obscured verbs. If the meaning is covered, then revision is required in business writing and make it clear and concise. For example, " to" to "to." 11. The "is it professional?" Test. It would be the last step of the document when you are revising the detail.

Be able to identify errors with subject-verb agreement, verb tenses, split infinitives, double negatives, faulty comparisons, and misplaced modifiers.

1. Subject-verb agreement, the subject, and verb should agree on the number under consideration. If an issue is singular, its verb must also be singular; if a matter is a plural, its verb must also be plural. For example, Team members meeting in the room and [do not] have to participate. 2. Verb tense refers to the point in time where the action occurs. The most common tenses are past, present, and future. For example, I woke up at 9 am this morning and ate a sandwich. 3. Split infinitives happen when you put an adverb between a verb. For example, "to boldly go" created split infinitives and arranged to "go boldly." 4. Double negative uses two negatives to communicate a single idea, duplicating the negation. For example, "I won't live no money," two opposites transformed into a positive; they can confuse people. 5. Faulty comparison is when comparing two objects by degree. For example, "I work faster than anyone I know" to "I work faster than anyone else I know." 6. Misplaced modifiers can be correct by moving the modifier to a more suitable position in the sentence. For example, "I ate a hot dish of tomato soup for lunch today" to "I ate a dish of hot tomato soup for lunch today."

What is a conversational tone?

A conversational tone, as the name implies, resembles oral communication in style, tone, and word choice. It can be appropriate for some audiences, and may serve you well in specific contexts, but it can easily come across as less than professional. Conversational writing aims at the target audience and addresses them. Sentences may begin with pronouns and end with verbs. Sentences may even begin with "and," "but," and "yet." Simply put, writing in a conversational tone makes an article sounds like a conversation between two people rather than a textbook.

What makes a good subject line?

A good subject line included a specific and complete subject line, use exact, routine wording, and write a concise subject line.

What is bypassing? When can it occur?

Bypassing involves the misunderstanding that occurs when the receiver completely misses the source's intended meaning. Words mean different things to different people in different contexts. All that difference allows for both source and receiver to completely miss one another's intended goal.

What are the 10 Cs of business communication? (LinkedIn Learning)

Complete, necessary information is included concise, no extra words clear, the message makes sense conversational uses common language courteous, the tone is positive; focused on the reader correct, all elements are accurate coherent, the idea connects considerate, the appearance is appealing concrete, specifics are given credible, valid sources are included

How do you craft the primary purpose? How do you prepare message appearance?

Craft the primary purpose; One item or topic, letting the reader know the primary goal. Any required action will result in quicker response. Craft message appearance; 5-6 lines in each paragraph and a blank line between paragraphs. Subpoints list with numbers or bullets.

Why and when do you use direct opening? What does a natural gap look like?

Immediate openings can save the reader's time, help create a more positive reaction, provide the necessary information. Use a straightforward introduction when the message you are delivering is likely to please your audience. If the news does not have direct opening information, then readers may stop reading your messages. The immediate opening should state the primary purpose and provide a context for the message.

What are internal communication and external communication?

Internal communication is ideas switch, Internal communications (IC) is the function responsible for effective communications among participants within an organization. External communication means exchanging ideas both within and outside the organization. External communications tend to be more formal.

Who determines if a source/message sender is credible?

It is the receiver of the message, which in the end determines how credible the news is. Receivers use a checklist to check sources' credibility, such as make sure the statement reflects positively on your businesses. Another list by receivers is associated with the audience profile, audience size, composition, knowledge, and awareness of the topic.

What's jargon?

Jargon is a vocabulary that has been developed by people in a particular group, discipline, or industry, and it can be a useful shorthand as long as the audience knows its meaning. For example, when writing for bank customers, you could refer to "ATM transactions" and feel confident that your readers would know what you meant. It would be unnecessary and inappropriate to write "Automated Teller Machine transactions." Similarly, if you were working in a hospital, you would probably use many medical terms in your interactions with other medical professionals. However, if you were a hospital employee writing to a patient, using medical jargon would be inappropriate, as it would not contribute to the patient's understanding.

How are oral and written communication similar and different from each other?

Oral and written forms of communication are similar in many ways. They both rely on the basic communication process, which consists of eight essential elements: source, receiver, message, channel, receiver, feedback, environment, context, and interference. Verbal communication involves the words you say, and nonverbal communication involves how you say them—your tone of voice, your facial expression, body language, and so forth. Written communication also involves verbal and nonverbal dimensions. oral and written communication are similar in their approach even as they are quite different in their application.

Why do you need to give credit to your sources in written communication? What's plagiarism?

Providing credibility of sources enhance document and build credibility. Writing credibility makes confidence in the material that produces. Honest and take responsibility for writing, presenting the idea, and avoids plagiarism. Plagiarism is committed to stealing and misappropriation action without permission or copyright. Taking others' thoughts, words, and verbatim for doing any things without authorization is committing plagiarism.

What's the difference between analyzing and reading a document?

Reading is the action of reading written documents. Analyzing is the distance from reading. Writing is an understanding process of reading. Reading helps readers recognized words and exploring methods. You pay more attention to how the author assembled the information to present a coherent message. Analyzing is primary; reading is secondary. In this way, a solid organizational pattern will enhance the document's effectiveness.

What do useful sentences look like?

Simple sentence. Sales have increased. Compound sentence. Sales have increased and profits continue to grow. Complex sentence. Sales have increased and we have the sales staff to thank for it. Compound complex sentence. Although the economy has been in recession, sales have increased, and we have sales staff to thank for it.

Why is it essential to evaluate your sources? How do you do that?

The abundance of online information usually contains incomplete, outdated, misleading, or downright false. Because anyone can access the internet, reading the article may collect correct details or regularly. Evaluate sources also enhance credibility. It essential for analyzing and assessing information. Evaluate sources, including an articulated purpose and goal such as questions, problems, addressing issues, information, data, and evidence relevant to stated purpose and goals. Inferences or interpretations lead to conclusions based on the presented information, data, and evidence, a form of reference or point of view clearly articulated, assumptions, concepts, and ideas clearly stated. Information literacy is an essential skill set in writing, which increases effectiveness as you research and analyze your resources. In the business industry, providing truthful and accurate information and building vital relationships is an integral part of reputation and interaction.

What is Toulmin's 3-part rhetorical strategy? What does that look like in an example?

Toulmin's rhetorical strategy is useful to make a claim explicit, clearly illustrates the relationship between the request and the data, and allows the reader to follow the writer's reasoning 1. Chain, statement of belief or truth 2. Data, supporting reasons for the claim 3. Warrant, create the connection between the claim and the support reasons

What is the difference between verbal and nonverbal communication?

Verbal communication elaborated the unitized of words to express information. Nonverbal involves the use of visuals such as facial expression, body language, gestures without speaking.