Mgmt Comm FINAL
purpose of resume
to provide a listing of credentials. sell yourself, you whore.
why do interviewers ask difficult questions?
to see how you would react under pressure. to see how your communicate.
techniques for opening sales letters
Attention Getting Opening! Brief, Interesting, and original. Avoid obvious, misleading and irrelevant statements. Questions, Unusual Facts, Current Events, Anecdotes, Direct Challenge. Introduce central selling theme. If in response to an inquiry, express appreciation for the inquiry.
letter report format
Identify writer and receiver, may or may not include headings.
three general purposes of reports
Informing, Analyzing, Recommending
2 major types of data
Primary: interviews, data collected by personal research Secondary: data collected by someone else for some other purpose
evaluating the quality of electronic information?
accuracy, fairness. consider your sources!
organization/content of a thank you letter
address person the way he/she was addressed during the interview. begin directly with a sincere expression of appreciation. mentions specific incident that occurred and relates to writer's background. closes on confident forward-looking note.
group coordinators responsibilities in collaborative presentations
allow enough time, assign responsibilities based on individual talents and time constraints. ensure that all efforts are recognized publicly.
characteristics of appropriate closing paragraph for an application letter?
ask for an interview. indicate flexibility with scheduling. provide phone/email. use standard complimentary closing.
Importance of visual aids and guidelines when preparing/using them
audience accustomed to multimedia. help audience understand presentation, especially when ideas are abstract/complex. visual aids make it bettah! disable energy settings/auto shut down features, keep effects simple, check colors for accuracy, make sure you can be seen and heard without interfering with the visual aid. avoid more than 6-7 lines per visual. no more than 3 columns of data, no more than 30 characters per line.
factors when refusing a claim
avoid "you", subtle resale, close on friendly, indirect plan, separate reader from refusal, begin with buffer
4 common problems to at the end of a bad news message
avoid anticipating problems, apologizing, inviting needless communication, referring to bad news again, repeating cliche, revealing doubt, sounding selfish
why include job objective/summary in a resume?
because many people reading resumes rarely read the whole thing.
keep in mind when giving reasons for bad-news
benefit for reader/others, balls
format for hard-copy memos
block style format double spaced begin with from, to, date, subject
why is the opening important?
catch the interest of your audience, establish rapport, build relationship.
purpose of a cover letter
communicates to the prospective employer your interest in and qualifications for the position within the organization.
how to deal with obstacles in persuasive letter
consider them, but subordinate them.
how to subordinate negative news?
counterproposal, tell bad news quickly, in indirect plan place bad news in middle of message and include additional discussion of reasons.
how to handle the salary issue?
don't bring it up.
4 traits on which the interviewer may evaluate you
education/experience, mental qualities, manner/personal traits, appearance.
interpreting features of persuasive sales letter
explain how the reader will enjoy the product
difference between favors and routine request
favors require persuasion
You Attitude
focus on the reader
how a group should practice
full scale rehearsal, check visuals, check for errors
what else do interviewers look for in addition to asking questions during an interview?
how you are dressed. posture. hygiene. manner. personal traits. mental qualities. confidence. education/experience. maturity. interest. stability.
keep in mind when using humor in a presentation
humor can help audience retain information. humor should be avoided if the topic is negative, or the presentation has negative consequences for the audience. avoid offensive material.
talking headings
identify not only the topic of the section, but also the major conclusion
generic headings
identify only the topic
sections of claim letter
identify problem, provide needed details in nonemotional way, closes on confident note.
factors to consider when writing the body of an application letter.
in a paragraph or two, highlight your strongest qualifications and demonstrate how they can benefit the potential employer.
organizational plan used when refusing a "big" favor as opposed to routine request?
indirect organizational plan for big favor
manuscript format
indirect organizational style. use formal language. avoid first and second person pronouns. use visual aids (tables, charts) multilevel headings
details in persuasive claim letter
keep a calm tone, explain the problem in precise detail, how it came about, how you want the reader to solve the problem.
Importance for report headings
keeps **** organized.
how to avoid anxiety b4 a presentation
know your presentation, practice, relax, memorize opening, drop hands to side, overprepare, take a short walk to relax your body.
importance of ending presentation
last opportunity to achieve your objective. summarizes main points of presentation.
claim letter
letter from buyer to seller seeking action to correct a problem with product or service
best format to answer questions
list form
why identify reader rather than the product promoted?
to personalize and motivate the reader. "what's in it for me?"
functional arrangement for listing work experience? When is it appropriate?
listing work experience by function performed or by type of skill developed. when you're changing industries or reentering the workforce after a long time out because they emphasize your skills rather than your work history.
routine request major sections
major idea, explanation and details, friendly closing
formatting a resume
make good use of white space. use bullets to highlight individual skills. all items in parallel format. more space in between section than within. reverse chronological order. format name larger for emphasis. Don't use personal pronouns. choose simple and easy-to-read typeface. 100 percent free from error!
helpful technique for organizing data in a final report
make lists. emphasize trends, unexpected findings, contradictory data, data that raises questions. extreme values
when giving an electronic presentation
make sure everything works. have extra copies available on a flash drive.
format for long form reports
manuscript format
purpose of persuasive message
motivate reader to agree with you/do what you ask.
apology included in bad news message?
no. there is no reason to apologize for a reasonable biz deciz
direct organizational plan
plan in which major purpose of message is communicated first followed by needed details
indirect organizational plan
plan which reasons/rationale are presented first follwed by major idea
5 stages in making a biz presentation
planning, organizing, practicing, delivering, (assessing how the presentation went??)
why tone/resale is important in adjustment letter
possible loss of goodwill and confidence in the organization/products.
describe paraphrasing
presenting ideas from another source in your own words, in shortened form.
suggestions for responding to routine reply
promptness, courtesy, answer all questions clearly, answer in the order they are written, refer to any enclosure at bottom of letter, close on positive friendly note.
6 suggestions for opening presentation
quote a well known person. ask a question. present a hypothetical situation. relate an appropriate anecdote, joke or other ****. give unusual fact. use dramatic prop.
4 common purposes for biz presentations
reporting, explaining, persuading, motivating
steps in preparing for an interview
research organization. practice interview questions. prepare questions. dress for success!
how to motivate action in persuasive letter
save direct statement for end of message, make specific action clear, encourage prompt action, remind reader of a benefit
difference between conclusion and recommendation
statement, suggestion. eg: conclusion: computer's broke. recommendation: let's get that **** fixed, yo.
how can presenter establish credibility with audience?
stating credentials, using credible evidence, avoid saturating presentation with facts.
three types of evidence used to justify persuasive request
stats/facts, expert opinion, examples
Counterproposal
suggesting other sources of help, or building a subtle resale/promotion.
why not apologize
the customer may be at fault, and retain confidence in the company.
why is executive summary preferred by busy ppl?
they ain't got no time!
purpose of interview
to allow a more personal explanation of yourself to a possible employer
importance of researching organization
to be able to answer any question and know how you would fit in on the job.
memorandum format
to, from, date, subject headings. direct organizational style. informal language. extensive use of personal pronouns. talking headings to reinforce direct plan. does not use statistical info, but makes it available.
most serious resume errors
too long. typographical errors. no description of job functions. unprofessional appearance. achievements omitted.
line chart, bar chart, pie chart
trends, compare magnitude, percentage
what to look for when proofreading for the final time
typos, appearance, order of pages, stapled, legibility, free of wrinkles/smudges
questions to ask when considering secondary data
what was the purpose of the study? how was the data collected? how was the data analyzed? how consistent is the data compared to that of our studies? how old is the data?
when to apologize
when customer has been severely inconvenienced or embarrassed because of direct company action
indirect organizational plan for persuasive letters
when writing to subordinates, strong persuasion is needed
direct organizational plan for persuasive letters
when writing to superiors, audience is predisposed to listen objectively, proposal does not require strong persuasion, proposal is long or complex, or if the reader requires direct approach
why be careful when rejecting an idea/proposal?
writer has spent a lot of time developing idea.
unsolicited application letter
writer to an organization that has not advertised vacancy.
solicited application letter
written in response to an advertised vacancy in an organization