Administrative Professional Certification Review 2024 (ASAP PACE)

Administrative Professional Certification Review 2024 (ASAP PACE) Positive Language - CORRECT ANSWER-can be done, read or hear things from the positive point of view, Language that creates goodwill and gives more options to receivers than negative language. Tone - CORRECT ANSWER-your communication Goodwill - CORRECT ANSWER-major concern Positive Letters - CORRECT ANSWER-yes to the message receiver, can be done, direct, deductive approach Routine Letters - CORRECT ANSWER-positive tone and clearly communicate whatever message is intended, using direct strategy and develop ideas in a straight forward manner. State immediately why you are writing, explain in body why you are writing, present details that explain your request or response. Specify what you want reader to do Negative Letters - CORRECT ANSWER-reader knows reason for rejection, bad news is revealed with sensitivity, acceptance - understand/indirect pattern, maintain positive image, message clarity, protection (avoid liability) Persuasive Letters - CORRECT ANSWER-message-receiver needs, wants, or may have interest in, Letters that attempt to influence the behavior and thinking of another person or group at the reading thereof Form Letters - CORRECT ANSWER-personalized repetitive letters, letters with variable information, letters from form paragraphs Parts of memoranda - CORRECT ANSWER-to, from, date, subject, and message, reply, signatures, and copy notation Consistency - CORRECT ANSWER-basic rule of written communications Abstracting Techniques - CORRECT ANSWER-photocopying and highlighting key points, preparation of a summary of key points in a document (such a summary in paraphrased from is called a précis) Primary Data - CORRECT ANSWER-Original documents, information from files, interviews, questionnaires, personal observations, research studies, Facts collected specifically for the problem or project at hand. Secondary Data - CORRECT ANSWER-publication already in print (books, magazines, pamphlets, etc.), Information that already exists somewhere, having been collected for another purpose Reports are made up of the following - CORRECT ANSWER-Prefatory Parts Introduction Body Summary Supplementary Data Prefatory Parts of a report - CORRECT ANSWER-cover, title fly, title page, letter of authorization, letter of transmittal, table of contents, table of tables, and abstract Introduction of a report - CORRECT ANSWER-presents information about the authorization for the report Body of a report - CORRECT ANSWER-explanation and presentation of data, the bulk of the report or proposal. Summary, conclusion of a report - CORRECT ANSWER-Summary of the report Supplementary Data/Appendices of a report - CORRECT ANSWER-Appendix, bibliography, and index Direct Approach - CORRECT ANSWER-The direct approach anticipates no resistance to its message--for instance, "you've been hired," "your order is being shipped today," or even "the project will be done in one week." In this case, organizing your message is simple. Memos and letters should have some kind of brief introduction, sometimes as its own paragraph. The introduction is simply a straightforward statement of the main point of the message. For instance, if you are writing a letter to confirm an order, simply begin by stating, "We have received your order and are shipping it today." Then the rest of the letter can provide details like shipping time, cost, etc. Whenever possible, use the direct approach. Most readers are in a hurry and want the main point up front. And if there's no reason for them to respond negatively, there's no reason to delay that main point. Keep in mind that the direct approach applies equally to letters, memos, and e-mail messages Indirect approach - CORRECT ANSWER-Sometimes, your letter, memo, or e-mail message contains "bad news" of some type. One that strategically delays the bad news until your reader has been prepared to accept or deal with it in a positive way. In this instance, organizing your message can be a bit more complicated and call for a bit more strategy. Think of situations in which you've had to communicate bad news orally. Now be careful with buffers. What you don't want to do is create the impression that you're stalling or attempting to hide the negative message. If there is bad news to communicate, you have to be honest in communicating it and you need to get to it in a way that doesn't waste your reader's time. However, a well-placed paragraph, sentence, or just a phrase can go a long way toward softening the blow and helping readers realize that even though the news is bad, you still have their best interests in mind. Deductive Reasoning - CORRECT ANSWER-Deductive and inductive refer to two distinct logical processes. Deductive reasoning is a logical process in which a conclusion drawn from a set of premises contains no more information than the premises taken collectively. All dogs are animals; this is a dog; therefore, this is an animal: The truth of the conclusion is dependent only on the method. All men are apes; this is a man; therefore, this is an ape: The conclusion is logically true, although the premise is absurd. Inductive Reasoning - CORRECT ANSWER-Inductive reasoning is a logical process in which a conclusion is proposed that contains more information than the observations or experience on which it is based. Every crow ever seen was black; all crows are black: The truth of the conclusion is verifiable only in terms of future experience and certainty is attainable only if all possible instances have been examined. In the example, there is no certainty that a white crow will not be found tomorrow, although past experience would make such an occurrence seem unlikely. Logical Format - CORRECT ANSWER-(inductive or indirect) Introduction, body, terminal section Psychological Format - CORRECT ANSWER-(deductive or direct) Terminal Section, Introduction, Body OR Introduction, Body, Terminal Section Short Reports: - CORRECT ANSWER-to, from, date, subject line, introduction, text, terminal section (conclusion) appendix; Used to expedite interoffice reporting communication in the following areas: informational memo reports, analytical memo reports, and standardized, printed form reports, letter reports, annual & progress reports, short report proposals, justification reports, recommendation reports, feasibility studies Information Reports - CORRECT ANSWER-present data without providing an analysis or recommendations. Designed to inform specific individuals of facts and particulars