Course 4, Module 1

What are six ways you can arouse audience interest in your presentation?

1. Call your audience to action. Unite them around a common goal. 2. Tell a brief story to engage the audience. 3. Use a visual or opener that brings attention to the topic you are presenting. 4. Open with a surprising detail that will arouse the audience's attention. 5. Tell a joke. This lightens the mood as well as bring interest to the topic being discussed. 6. Open your presentation with a certain promise of how the presentation will help the audience.

Writing clearly is always important in a professional setting. List and explain the seven recommendations given by the authors to help ensure that your writing is clea

1. Choose words carefully- use synonyms to make sure the words you use aren't going to be confused with another meaning. 2. Be brief- use smaller paragraphs so your message is easier to read and understand. 3. Use plenty of transitions- move your message along by using words that show you are transitioning or adding on to your message. 4. Address international correspondence properly- be aware of who your readers are and tailor your message accordingly. 5. Cite numbers and dates carefully- know your reader and understand how your message could be interpreted by someone from a different country than you. 6. Avoid slang, idiomatic phrases, and business jargon- understand your audience and use terminology that they are familiar with. Don't use phrases that could be interpreted differently than you meant it, avoid confusion. 7. Avoid humor and references to popular culture- this is culture specific and your reader won't necessarily understand what you are trying to say. Be clear and concise.

List and briefly explain the five principles that will help you make sure an audience receives your intended message.

1. Consider audience expectations- deliver messages using the media and channels that the audience expects. 2. Ensure ease of use- make sure the messages you are trying to convey are clear and easily accessible to your audience. 3. Emphasize familiarity- use words, images, and designs that are familiar to your audience. 4. Practice empathy- make sure your messages speak to the audience by clearly addressing their wants and needs, not yours. 5. Design for compatibility- verify technological compatibility between your messages and the audiences's capabilities.

What are six ways you can hold your audience's attention?

1. keep relating your subject to your audiences needs 2. anticipate, and answer, likely questions. 3. use clear language 4. show how your subject is related to ideas that audience members already understand 5. encourage participation 6. use visuals

When teams collaborate effectively, the collective energy and expertise of various members can lead to results that transcend what each individual could do otherwise. Which of the following is NOT one of the guidelines stated in the text that can help ensure successful collaboration.

Alliances

Chapter 6--What are the eight tips the authors offer to make sure every sentence clearly conveys the message you intend?

Break up overly long sentences- instead of writing one really long sentence, break it up into two so it is easier for readers to understand. Rewrite hedging sentences- be confident in what you are trying to convey Impose parallelism- use the same grammatical construction of sentences so it shows that ideas are related Correct dangling modifiers- connect the subject to your sentences Reword long noun sequences- create simpler but more powerful sentences Replace camouflaged verbs- understand how to phrase words to get your point across Clarify sentence structure- keep phrases easy to understand and don't let the subject get too confusing Clarify awkward references- direct the reader to specific points you want them to refer to

Chapter 1--Define communication and describe what the authors refer to as the "essence" of communication.

Communication is the process of transferring information and meaning between senders and receivers, using one or more written, oral, visual, or electronic media. The essence of communication is sharing - providing data, information, insights, and inspiration in an exchange that benefits both you and the people with whom you are communicating.

[x] in team activities can arise for a number of reasons: competition for resources, disagreement over goals or responsibilities, poor communication, power struggles, or fundamental differences in values, attitudes, and personalities.

Conflict

[x], sometimes called constructive criticism, focuses on the process and outcomes of communication, not on the people involved.

Constructive feedback

Which of the following is NOT one of the four tasks associated with organizing your presentation?

Create a general overview

[x] is the ability to relate to the needs of others and is considered to be a vital characteristic of successful managers and leaders.

Emotional intelligence

[x] includes all relevant information, is true in every sense, and is not deceptive in any way, as opposed to unethical communication which can distort the truth or manipulate audiences in a variety of ways.

Ethical communication

Which of the following is NOT a signal that is particularly important when considering nonverbal communication?

Historical data

Chapter 2--A successful team can provide a number of advantages in the workplace. Which of the following is NOT one of the four advantages listed by the authors?

Increased resistance to a solution. Those who participate in making a decision have different viewpoints about what the solution should be.

Choose one of the ways listed in the text to overcome anxiety before a presentation and tell how you could apply it.

Know your subject: This one is key because even if you forget the exact information you are presenting, if you know enough about your topic you will still be able to talk about the subject. This also helps you feel more prepared and less nervous, especially if there are questions. Knowing, in depth, what you are speaking about leaves little room for panic and more room for information to come across smoothly and efficiently.

What guidelines can help you out as you craft negative organizational messages?

Match your approach to the situation - depending on the situation, match your message with the appropriate response Consider the unique needs of each group- different people might want or expect different things so tailor the message accordingly Give each audience enough time to react as needed- provide warning and give them time to respond Give yourself enough time to plan and manage a response- be prepared to answer questions and provide follow-up information Lok for positive angles, but don't exude false optimism- be polite but honest Seek expert advice if you're not sure - if something technical comes up, ask those who understand the subject matter first before sending out the message

[x] is the interpersonal process of sending and receiving information, both intentionally and unintentionally, without using written or spoken language.

Nonverbal communication

Table 12.1 lists examples of when to use visual aids. Give an example of a time when you used (or could use) a visual aid for one of these purposes.

One can use visual aids to attract. This helps the material seem more interesting, stand out to the audience, and breaks up the information for better understanding. An example of this would be adding pictures to a slideshow that normally is very mundane. That way the audience has a visual aide to help them understand what they are looking at as well as make the information seem more interesting.

What are three of the many tips offered by the authors for handling questions during the Q & A part of the presentation?

Pay attention to nonverbal signals to determine what each person really means - repeat the question back to them. Be on the lookout for audience members who use questions to take control of your presentation. Offer to get back with them after the presentation. Keep your cool if a questions ever puts in the hot seat. Respond the best you can and rephrase the question to make sure you understood correctly.

Chapter 12--Which of the following is NOT one of the six key strategies to strengthen your argument in a proposal?

Provide general examples and information that can be useful in multiple situations

Chapter 16--What are the tips offered to write an effective application letter (cover letter)?

Resist the temptation to stand out with gimmicky application letters Address your letter to the manager of the company where you are applying Clearly identify the opportunity you are applying for or expressing interest in Show that you understand the company and its marketplace Never volunteer salary history or requirements unless an employer asks for it Keep it short, no more than 3-4 brief paragraphs Show some personality whole maintaining a professional tone Project confidence without being arrogant Don't just repeat the information on your resume; use this for additional qualities and and your reasons for wanting this job

Most persuasive messages use an indirect approach. There are several models available to frame an indirect persuasive message. Describe the AIDA model explained by the authors of the text.

The AIDA model is to get your point across while still maintaining the reader's attention. It is a good approach to use when requesting something from someone or when trying to market something. A= attention I= interest D= desire A= action First, capture the readers attention with the subject line. Then, gain their interest by describing the subject. Next, let them know why they/you desire that object. Finally, let them know what the next steps are.

Chapter 15--What are the six aspects of networking etiquette as described by the authors?

Try to learn something about the people you want to connect with Don't overwhelm others with too many messages Be succinct in all your communication efforts Don't give out other people contact information without their permission to do so Never email your resume to complete strangers Remember to say thank you every time someone helps you

How can you establish transitions? What types of transitions can be used to move readers smoothly between clauses, sentences, and paragraphs?

Using connecting words help one sentence flow into another. These are words such as and, but, or, in addition, etc. Echoing a phrase from a previous paragraph can help the reader to follow along and connect sentences. Using a pronoun that refers to a noun used previously allows the reader to understand the topic is a continuation from the previous sentence. Words that are frequently paired are good to use because they will be familiar to the reader which helps sentences to stay connected. Transitions are always good to use because it helps paragraphs and sentences flow more easily and seamlessly. This allows the reader to stay focused on the topic rather than sentence formation.

Persuasive business messages often rely on logical appeal. Three types of reasoning are associated with logical appeal:

analogy induction deduction

Even well-crafted, well-intentioned communication efforts can fail because [x] through decoding is a highly personal process that is influenced by culture, individual experience, learning and thinking styles, hopes, fears, and even temporary moods. Moreover, audiences tend to extract the meaning they expect from a message, even if it's the opposite of what the sender intended.

assigning meaning

The best way to deal with [x] is to anticipate as many objections as you can and address them in your message before your audience can even bring them up. As you anticipate objections keep in mind: You don't always have to explicitly discuss a potential objection If you expect a hostile audience, present all sides of the story. As you cover each option, explain the pros and cons.

audience resistance

All business messages demand attention to ethics and etiquette. If the indirect approach is used well to write a negative message it is a good example of [x] communication crafted with attention to ethics and etiquette.

audience-oriented

You can make the [x] work for you by integrating social media into the presentation process, monitoring and asking for feedback, reviewing comments to improve your presentation, automatically tweeting key points from your presentation while you speak, and establishing expectations with the audience

backchannel

A [x] is a better predictor of success on the job than traditional interview questions.

behavioral interview

Chapter 9--Negative messages that use the indirect approach will often open with a [x]. It is a neutral, noncontroversial statement that establishes common ground with the reader.

buffer

If you wanted to conduct a survey of the residents in your town that is both valid and reliable you should choose research participants ____ and ____ develop an set pf questions.

carefully and effective

Chapter 5 provides some very important information related to writing using bias-free language, using powerful and concrete words, and clear and specific meanings. In order to accomplish those goals, a writer needs to create effective sentences. There are four different types of sentences that can be used to communicate each point you want to make. Which of the following is NOT one of those types of sentences?

compound-simple

You can improve your [x] by becoming aware of your own biases: being careful about applying the "Golden Rule;" exercising tolerance, flexibility, and respect; and, practicing patience and maintaining a sense of humor.

cultural competency

Chapter 3--The meaning of words, the significance of gestures, the importance of time and space, the rules of human relationships—these and many other aspects of communication are defined by [x].

culture

The most [x] teams have a clear objective and shared sense of purpose, have a strong sense of trust, communicate openly and honestly, reach decisions by consensus, think creatively, and know how to resolve conflict.

effective

The [x] has three advantages: 1) Without having to read through job descriptions, employers can see what you can do for them, 2) you can emphasize earlier job experience, and 3) you can deemphasize any lengthy unemployment or lack of career progress.

functional resume

Three potential disadvantages of team work are: , , and .

groupthink, hidden agendas, cost

Chapter 4--Business messages have a general and specific purpose. Which of the following is the definition for the specific purpose.

identifies what you hope to accomplish with your message and what your audience should do or think after receiving your message

Chapter 14--Municipal clerks are sometimes required to make presentations. The purpose of most of your presentations will be to ____ or to _____ , although you may occasionally need to make a collaborative presentation.

inform, persuade

Chapter 11--The three categories of reports are

informational, analytical, proposals

When you need to write a [x], it is important to keep the following points in mind: document performance problems; evaluate all employees consistently; write in a calm, objective voice; focus on opportunities for improvement; and, keep job descriptions up to date.

negative performance review

Chapter 10--You can encourage a [x] to your persuasive messages by: using positive and polite language, understanding and respecting cultural differences, being sensitive to organizational cultures, and taking steps to establish your credibility.

positive response

To make your communication efforts as effective as possible, focus on making them , , , , and .

practical, factual, concise, clear, persuasive

The authors list seven measures can help team members successfully resolve conflict. What is the first measure they list?

proactive behavior

help the reader understand how one thought is related to another.

support sentences and transitions

Figure 14.2 describes five audience mindsets you may experience as you deliver a presentation. Those mindsets are:

supportive, interested but neutral, uninterested, worried, hostile

Chapter 13--A ____ is a "prose table of contents" that outlines the main points of the report; an ____ is a fully developed "mini" version of the report itself.

synopsis; executive summary

The most common mistake when creating slides for a presentation is stuffing slides with [x]. This overloads the audience with too much information too fast, takes attention away from the speaker by forcing people to read more, and requires the presenter to use smaller type.

too much text

f you learn to ____ , _____ , and_____ recognize the appropriate way to communicate in any situation, you'll gain a major advantage.

write well, speak well, listen well