Prof Writing

  1. What are the two types of communication?
    Verbal: anything using words including websites, print, phone, etc.

    Nonverbal: no words (graphics, logos, office size, etc.)
  2. What are the 3 basic purposes of business communication? What are their primary audience (internal or external or both)
    • Build Goodwill (e)
    • Inform/Explain (i & e)
    • Request/Persuade (i)
  3. What are some ways poor communication could cause a loss of goodwill?
    • Improper title (Mr. /Mrs.)
    • Legalistic Language
    • Misused or Misspelled words
    • Selfish tone
    • Request is vague
  4. What are the 4 Cs outlining the criteria for effective messages?
    • Clear
    • Complete
    • Concise
    • Correct
  5. What are some questions that should be addressed when analyzing situations and planning business communications?
    • What's at stake-To Whom?
    • Should you send a message?
    • What channel should be used?
    • What should you say?
    • How should you say it?
  6. What questions should be addressed when solving business communication problems?
    • Gather Knowledge:
    • What are the facts?
    • What can you infer from the info given?
    • What additional info may be helpful?
  7. Use ______ when analyzing your audience.
  8. What are the 5 types of audiences? And their roles?
    • Gatekeeper: has the power to stop your message instead of sending it on to other audiences.
    • *Primary audience: decides whether to accept your recommendations or acts on the basis of your message.
    • Secondary audience: may be asked to comment on your message once it has been approved
    • Auxiliary audience: may encounter your message but will not have to interact with it
    • Watchdog audience: pays close attention to the message and may base future actions on its evaluation (ie. board of directors)
  9. What is a common method of analyzing personality types?
    Myers-Briggs Type Indicator
  10. What are the two types of motivators?
    • Intrinsic: come automatically from using a product or doing something (ex. thrill of the sale)
    • Extrinsic: added benefit (ex. commission)
  11. Three guidelines of developing audience benefits:
    • 1. Identify the feelings, fears and needs that may motivate your audience
    • 2. Identify the features of your product or policy that could meet the needs you've identified
    • 3. Show how the audience can meet their needs with the features of the policy or product
  12. What are 5 ways to exhibit You-Attitude?
    • Talk about the audience, not yourself
    • Refer to the audience's request or order specifically
    • Don't talk about feelings unless congratulating or offering sympathy
    • In positive situations, use YOU more than I. Use WE when it includes the audience
    • In negative situations, avoid the word YOU. Protect the audience's ego by using passive verbs and impersonal expressions to avoid assigning blame
  13. Create positive emphasis in your messages through:
    • Avoid negative words/words with negative connotations
    • Beware of hidden negatives
    • Focus on what the audience can do rather than limitations
    • Justify negative info by giving a reason or linking to an audience benefit
    • Put the negative info in the middle
    • Words..Info..Organization..Layout
Card Set
Prof Writing
Professional Writing Final