English 305: Advanced Technical Writing - Chpt 3 - Study.com

Disadvantages of electronic communication

(1) Overwhelming recipients with too much information (2) It can be expensive (3) It can expose recipients' information

Advantages of electronic communication (2)

(1) direct communication with customers (2) messages that are adjusted for each individual recipient

Three purposes for a business message

(1) informing people (2) persuading people (3) creating goodwill

The 5 S's of Goodwill Messages

(1) selflessness (2) specificity (3) sincerity (4) spontaneity (5) short and too the point

What are some items that can present nondiscriminatory language challenges in the workplace?

1. Gender 2. Ethnicity 3. Age

Order of sections in the traditional format of a recommendation report

1. Introduction 2. Background and Requirements 3. Options 4. Category by Category Comparisons 5. Conclusions and Recommendations

What are the four types of effective sentence structures for business communication?

1. Simple 2. Compound 3. Complex 4. Compound-complex

What are the three key pieces of developing a strong paragraph?

1. Topic sentence 2. Supporting sentences 3. Transitions

Rule of Thirds

A common rule used to visually balance a technical document by diving the document in thirds vertically and/or horizontally

Traditional Organization in Formal Reports

A method of organizing reports that includes an introduction - background information - requirements - evaluations - conclusions and then a recommendation.

What would be an example of nondiscriminatory language to use when describing a blind worker?

A person who has a vision disability

Recommendation Report

A report written to compare products or services against one another. The goal of this report is to decide which option will be best for the business or organization.

'At the Christmas concert, a woman from our church sang the soprano solo in 'O Holy Night'' is an example of which of the following?

A sentence written in active voice

'At the Christmas concert, the soprano solo in 'O Holy Night' was sung by a woman from our church' is an example of which of the following?

A sentence written in passive voice

Plagiarism

A serious ethical issue that involves copying writing you didn't create. It should be avoided in all writing - including formal reports.

Quantitative Research

A type of research supported by hard facts. Examples can include price lists or information about the prices of components.

Way to keep your audience motivated and interested while making a presentation

Adapt your message such as using humor or details you know they will specifically care about.

When you adjust your message based on your understanding of who your target audience is you are _____ your message.

Adapting

Request for action

Asking an employee to complete an action - an example of a persuasive message

Distributing the text and graphic elements evenly to create an eye-pleasing look

Balance

What technique is utilized to distribute the text and graphic elements evenly for an eye pleasing look?

Balance

A writer using a thesaurus as a tool to help find synonyms is likely increasing their chances of providing:

Both robust language and word variability

Executive Director Tim enjoys sending out lengthy emails to his staff summarizing articles he reads on educational topics. Lately, he has been seeing software reviews that promise seamless integration with other software. His messages constantly reference how great it would be to purchase new software that offers seamless integration with current products. The use of seamless is an example of what type of communication mistake?

Buzzwords

What way of organizing a message is about examining why something happened or the effects of something occurring at work?

Cause/Effect

Steve has been asked to provide his staff an update on planned training activities for the next six months. In the past, he has received requests for clarification because his messages were excessively detailed and included glowing adjectives describing how great the sessions would be for employees. What should he do when writing the next message to provide more clarity and eliminate unnecessary questions?

Choose robust/specific words including strong nouns and verbs.

Santino has been asked to write a message detailing the route followed by a delivery truck to local Whole Foods stores throughout the day, noting the amount of time completing the delivery at each store. Which type of message structure should he use to outline his message?

Chronological order

If you research the age, race, income, and lifestyle factors of your potential audience, what are you attempting to do?

Collect demographic data to better tailor your message to audience needs and interests.

Using active verbs strengthens the delivery of business writing by _____

Communicating something a person, animal or object can do.

While she waited at the drive-up lane, Rachel realized the bank was closed. What type of sentence structure is this?

Complex sentence

Colin has to demonstrate credibility in the information he provides about the company Mostess. In order for the investors to want to invest they have to believe in the company's claims, financial promise and overall reputation. What type of information should Colin include in his appeal?

Confidential information about new product development plans and projected sales revenue for the first five years.

What have you achieved when utilizing similar margins, typeface, typestyle, and colors throughout a document?

Consistency

What is CADD or Computer Aided Drafting and Design an example of?

Corporate jargon

When using coordinating conjunctions like but, and, or and so, writers should _____

Edit to balance the sentence with adjective agreement.

Examples of this type of workplace communication include social media email and other technology

Electronic Communication

What organizational method involves organizing ideas in the order of most importance to least importance?

Emphatic

When ideas are arranged in the order of most important to least important.

Emphatic order

What is the best margin format for business papers?

Flush-Left

A company memo or lab report is an example of:

General Organizational Pattern

A message that conveys good news like an employee being promoted is an example of this type of message

Goodwill message

Passive verbs

Helping verbs like 'was' or 'has been.' These verbs make sentences wordier, slower-paced, and often confuse readers with unintended meaning

A message from a manager to their reports about a change in the vacation policy is this type of message

Informative

Why is the following structure a compound-complex sentence? Rachel went to cash her check to have some extra money for the after-Christmas sales, but the bank was closed due to the holiday.

It contains two main clauses and at least one dependent clause.

Why should parallel structure be used in technical writing?

It creates equality among ideas and allows the writing to be clear and concise.

Rachel went to the bank, but it was closed for the Christmas holiday. Why is this structure considered a compound sentence?

It is made up of two independent clauses.

You are working with a co-worker to complete a report on monthly sales in your department. He has included a large number of charts and graphs in each page with text wrapping around the right side. How would you assist him to create some restraint in the report?

Limit the charts and graphs to the minimum needed to communicate your message and remove wrapping text

Josh's editor has recommended that he add more examples of active verbs and voice to his technical communication manuscript to:

Make it easier to comprehend and make the piece more concise.

Maintaining visual consistency in business messages

Margins, font, colors, and formatting should all be consistent because it enhances the visual design of a message

This type of article is best used to demonstrate and provide information about a specific product

Online or Print Magazine Articles

Examples of this type of workplace communication include phone calls in-person talks and meetings

Oral Communication

Why should an individual try to avoid the use of passive verbs in business writing?

Passive voice is wordier and can lead to reader confusion.

This type of message is used to convince someone into action

Persuasive message

What is a method where a writer explains a business problem and develops a solution?

Problem/Solution

Robust and specific word choices are language use recommendations MOST germane when preparing:

Product messaging.

What is the best tone for a business message?

Professional and respectful

Importance of recognizable words in advertising campaigns

Recognizable words ensure the reader will understand an advertisement because the words are commonly used

Executive Organization / Executive Summary Organization in Formal Reports

Reports that use this type of organizational structure arrange information in a different order. The recommendations and conclusions go after the introduction to show readers the main point.

Using restraint in business documentation

Restraint in business messages includes avoiding clutter and simplifying solutions to ensure your point is clearly made.

These words include strong nouns and verbs instead of overused adjectives to describe a product message

Robust/Specific Words

Rachel went to the bank. This is an example of a ______________.

Simple sentence

General Organizational Pattern

Structural and organizational method in which an organization's business documents are written.

Sentences in this portion of a paragraph include evidence that support the main idea

Supporting details

What is the tone of a message?

The author's attitude towards the reader of the message

You-attitude

The friendly tone a goodwill message should take focusing on the recipient

Text of a Report

The section of the report that comes after the front matter. In this area of a report you will find the introduction - background information about the report's subject and facts about a problem.

These three parts of a paragraph are all important when writing any business communication

The three parts are 1) a topic sentence, 2) supporting sentences, and 3) transitions

This portion of a paragraph is near the beginning and includes the main idea of the paragraph

The topic sentence

What is parallel structure?

The use of the same grammatical form when presenting ideas.

Subsections of the text of a report

These are smaller sections used to address the subject covered by the report. They can include information about risk assessment - market analysis - projected costs and more.

Visual Aids

These tools can be used to help get a reader's attention and to clarify material contained in a report. Examples include graphs - charts and other pictures.

Using clichés and buzzwords in business writing

These words and phrases are important to omit from business writing because they may come across as unprofessional and lower interest in what you have to say

Front Matter of a Report

This information comes at the beginning of a report. It generally contains a title page - an abstract - a cover letter - a list of any illustrations in the report and a table of contents.

Executive Summary

This is sometimes included in the front matter of a report. It summarizes all the report's key points so that they can be understood easily.

Cause and Effect Organizational Pattern

This organizational pattern helps one explain why something occurred, or the effects of something occurring, at work

Chronological Order Organizational Pattern

This organizational pattern is structured by order of events or a storyline.

Compare and Contrast Organizational Pattern

This organizational structure looks at how similar or different a situation or item is.

Informed Consent

This practice involves obtaining the permission of potential participants in a study - or their legal guardians - after explaining everything about the study - including benefits and risks.

Parallel Structure

This sentence structure indicates that the ideas presented in a technical document are all equally important

End-User Documentation

This type of documentation provides users with a product manual giving direction on how to use a product. Examples include manuals for video game consoles, microwaves, and drones

Discriminatory Language

This type of language includes prejudice and/or derogatory terms that can offend individuals. This should be avoided in the workplace.

Feasibility Report

This type of paper is written to carry out an examination of the possible solution to a problem to determine if the solution is possible.

Technical Marketing Communication

This type of technical writing promotes products through advertisements like ads and newsletters

Which of the following typefaces would be the best choice for a business report to your manager?

Times New Roman

These words and/or phrases help paragraphs flow smoothly from one to another

Transition words

Words or phrases that are used to help link a paragraph together and provide flow are known as ________________.

Transitions

Thesaurus

Useful resource one can use to improve word selection by providing a comprehensive list of synonyms. This can be especially helpful when choosing robust words for a marketing campaign.

Active Verbs

Verbs that enhance comprehension of technical documentation with clear and succinct sentences

Examples of this type of workplace communication include videos interviews on TV posters etc.

Visual communication

What is another word to describe the personality of a message?

Voice

When is the best time for the writer of a message to ask the three key questions 'Why, Who, and What'?

When developing a tone for the message

Corporate Jargon DEFINITION

Words and phrases commonly used in specific industries or trades. These words should limited in business writing

Formal Report

Writing this kind of paper involves looking at information about complex issues in order to develop conclusions. These conclusions are then used to formulate recommendations in a structured way.

Examples of this type of workplace communication include letters and memos training documentation and even email

Written communication

Back Matter of a Report

You can find this section at the end of a report. It includes a reference page - any appendices associated with the report and a glossary that clarifies any terms used in the report.

Qualitative Research

You conduct this kind of research when you gather non-numeric data. If you're using information from quotes or interviews - it is this kind of research.

3 things to research about your audience in order to appeal to them when writing

You should research your audiences (1) attitudes (2) beliefs and (3) values

Sharing a characteristic or feature with the reader is referred to as _____

commonality

When writing a business presentation

establishing a _____ helps connect you with the audience by providing a story or characteristic with the reader., Commonality

Passive verbs are usually recognized by ___________

the use of helping verbs: are, was, by and been.