Exam #2 Review
What is an unsolicited proposal?
a proposal you initiate, a targeted letter introducing new product or service that can solve a problem for the audience
Difference between an attachment and appendix?
attachment: extra documentation that accompanies a letter or memo appendix: extra documentation included in a more formal report or slide deck
Where should you place figures and tables within a report?
close to the text so they can work together
Why is it important to demonstrate feasibility and credibility in a proposal?
demonstrate that it is possible to implement the project and that you have the qualifications to assure the success of the project
Name one technique an organization might use if it routinely communicates similar bad-news
develop templates for bad news messages that are used frequently ex. job rejection letters
What is the difference between internal and external proposal?
external: addressed to people outside your org. likely to be more formal internal: addressed to people in your org. more informal
Why is it important to use an objective, easy to read style in a report?
good style = credibility
What is the difference between an informational and analytical report?
informational report: provide readers with facts that they can easily understand and refer to analytical report: helps readers draw conclusions to solve problems or support business decisions
When you respond to a RFP, why is it important to read the document carefully and take notes?
it is important to create a checklist of all requirements to ensure that your proposal meets all of them
Difference between paraphrase and summary?
paraphrase: version of someone else's content summary: brief version of someone's point of view or key ideas
How can social media affect customer relationships?
positively or negatively -companies can use social media to interact with existing and potential customers -learn about preferences -increase loyalty -amplify the effects of a mistake -give unhappy customers a public platform
What is a solicited proposal?
proposal your audience has asked you to submit (RFP)
When you write a grant proposal why is it important to find an appropriate funding agency?
proposals that support the mission of the funding agency have better chance of success
If a client has already identified a need, why is it important to summarize that need in a solicited proposal?
restating the needs assures the client that you understand their needs
Purpose of an executive summary?
separate, stand-alone, mini report at the beginning of a formal report that summarizes the main ideas and recommendations
Types of slide titles, headlines that are typically used in report decks
short, sentence style headlines, positioned to the left with sentence case
How do subscription services use the persuasive principle of social proof?
social proof: tendency of people to follow the lead of others they respect -testimonials -endorsements -positive comments and likes
How can proposal writing software save you time and potentially improve your proposal?
software stores your templates as well as the text and pricing info, you just need to customize it
Why is an executive summary important in a longer proposal?
your audience might not have time to read the all proposals and a good summary may persuade the audience to read yours
How should you analyze and plan a bad-news message?
-ask questions that help you develop content -select the best medium to achieve your goal
What are effective strategies for composing bad-news messages?
-decide where to state the bad news -phrase bad news clearly -soften the bad news -close the message positively
What type of bad news messages are common in business?
-denying requests or turning down invitations -denying customer claims -rejecting recommendations or proposals -acknowledging mistakes or problems -communicating performance problems -communicating negative change
2 ways that a proposal may be unethical?
-dishonest or inaccurate info -exaggerating benefits -overpromising results -ignoring technical difficulties
What techniques can you use to soften the bad news in an indirect message?
-effective buffer -positioning good news first -subordinating the bad news using passive voice or a subordinate clause -use positive or neutral language
How should you evaluate bad-news messages?
-evaluate the message's clarity, honesty, and sense of goodwill -evaluate the business result
What are some of the most popular social media platforms in business?
-facebook -instagram -twitter
How can you evaluate the business result of your bad-news message?
-how is the audience likely to respond? -will the message achieve the intended outcome? -will it hurt or help your business?
Explain what you should look for when evaluating a bad-news message?
-is the message clear? -easy to understand? -honest? -will it maintain positive relationship? -does it use direct or indirect? -is the choice effective?
2 guidelines for using social media responsibly as an employee
-keep personal things personal -identify your connection -be honest and professional -respect and protect what is confidential -add value
Name 2 measurements a company can use to evaluate success of social media efforts
-number of followers -gaining/losing follower rate -name of other websites linking to a blog -number of mentions -number of online complaints
What are some options for closing a bad-news message on a positive note?
-propose a solution -propose an alternative -create options for future bus. -focus on benefit
3 ways companies can use social media to create goodwill?
-quick responses to questions -useful info that audiences want and need -build a positive online community
Key persuasive elements that all proposals contain?
-requirements -benefits -answers to potential questions
Goals that bad-news messages must simultaneously accomplish
-state the bad news clearly and sensitively to protect the audience's self esteem -convince the audience to accept the bad news -project a positive image of yourself and your org -avoid legal complications and liabilities
3 examples of how a co. can engage a social media audience in decision-making process ?
-surveys -locations of new stores -preferences for service options
Features of a Facebook post that can increase audience response and interaction?
-visual content -limited opportunities and exclusive deals -questions and responses to questions
What questions should you ask yourself to help you develop content for bad-news messages?
-what is the bad news? -what bus. result would I like to achieve? -how will the audience react? -what justification and explanation should I include? -is there anything that can soften the bad news? -should you include an apology? -can you do anything else to project a positive image and maintain goodwill?
Under what circumstances should you state bad news directly?
-when bad news comes as no surprise -when bad news will be understood without explanation -when you don't want bad news to be mistaken for routine communication
What factors should you consider when selecting a medium to communicate bad news?
-whether the audience is a single person or a group -how time-sensitive the info is -whether the audience will need to respond -whether written documentation is needed don't choose a medium that will ruin your reputation
What is the purpose of a report abstract? What info does it include?
1-2 paragraphs that either a.) describe the content of the report so a reader can decide whether to read it b.) summarize the report including main points, conclusions and recommendations
How can ACE help you write a bus. report?
1.) analyze to understand purpose and report type 2.) analyze to understand audience needs 3.) analyze to choose the best medium 4.) compose your report to meet expectations 5.) compose using an objective style 6.) evaluate by reviewing on your own and getting feedback from others 7.) make reports reader friendly for international audiences
Name 3 reasons why businesses distribute electronic reports as PDFs
1.) easy to format 2.) can be printed easier and stored on audience's computer 3.) audiences can be required to submit contact info before downloading document
3 elements that are a part of social media strategy?
1.) goals 2.) audience 3.) social media (platforms, timeline, content)