Business Communication Study Questions and Answers

Business Communication Study Questions and Answers 2 Types of Reports - Answer-Informational Analytical 2 Types of Organizational Strategies - Answer-Direct Indirect Direct Strategy Used If: - Answer-1. readers are informed 2. readers are eager to have results first 3. readers are supportive 4. purpose of report is presented close to beginning of report Direct strategy can be used for what reports? - Answer-Informations or analytical Direct Strategy of an Informational Report: Presentation Order - Answer-1. Introduction/Background 2. Facts/Findings 3. Summary Direct Strategy of an analytical report: Presentation Order - Answer-1. Intro/Problem 2. Conclusions/Recommendations 3. Facts/Findings 4. Discussion/Analysis Indirect Strategy Used If: - Answer-1. Readers need to be educated 2. Readers need to be persuaded 3. Readers may be disappointed or hostile 4. Conclusions and recommendations are at the end Indirect Strategy is used for what kind of reports - Answer-analytical Indirect Strategy of an Analytical Report: Presentation Order - Answer-1. Intro/Problem 2. Facts/Findings 3. Discussion/Analysis 4. Conclusion/ Recommendations Tips for Letter Reports - Answer-1. Used for short informal reports sent to outsiders 2. Organize sections into logical divisions identified by consistent headings Tips for Memo Reports - Answer-1. For short (ten or fewer pages) informal reports within organization. Sign your initials on "from" line When to use formal writing style - Answer-1. Theses 2. Research Studies 3. Controversial or complex reports Effect of Formal Writing Style - Answer-Impression of objectivity, accuracy, professionalism and fairness Creates distance between writer and reader Characteristics of Formal Writing - Answer-1. Used to be no first person pronouns, contractions or use of third person, but use of these is increasing 2. No contractions 3. Use of passive voice verbs 4. complex sentences 5. Absence of humor and figures of speech 6. No opinions or perceptions When to Use Informal Writing Style - Answer-1. Short, routine report 2. Reports for familiar audience 3. Noncontroversial reports 4. Most reports for company insiders Effect of Informal Writing - Answer-Feeling of warmth, personal, involvement, and closeness Characteristics of Informal Writing - Answer-1. Use of first person pronouns 2. Use of contractions 3. Emphasis on active voice verbs 4. Shorter sentences/familiar words 5. Occasional humor/metaphors 6. Acceptance of opinions and ideas Manuscript Format For Report - Answer-1. For longer, more formal reports 2. usually printed on plain paper 3. begin with title followed by displayed headings an subheadings 7 Steps of Writing Process - Answer-1. Analyze the problem 2. Anticipate the audience and issues 3. Prepare a work plan 4. Conduct research 5. Organize, analyze, interpret, and illustrate data 6. Compose first draft 7. Edit, proofread, and evaluate What is involved in analyzing the problem and purpose - Answer-Purpose statement including scope, limitation, and significance Anticipating the audience and issues - Answer-1. Concentrating solely on primary reader is a major mistake 2. Others within organization may eventually read it 3. Factoring Good work plan incl