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The Business Writing Process

Subjects : writing-skills, business-skills

Instructions:

Answer 50 questions in 15 minutes.
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Match each statement with the correct term.
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This is a study tool. The 3 wrong answers for each question are randomly chosen from answers to other questions. So, you might find at times the answers obvious, but you will see it re-enforces your understanding as you take the test each time.

1. Purpose - findings - conclusion - and recommendations
Figures of Speech
Information needed for short report
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Rules for writing instructions

2. Formality Considerations
Most Important Information First - and then Descending Order
Casual - Informal - or Formal
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.

3. Provide practical info - give facts - not impressions - provide visuals to clarify - give accurate measurements - stating responsibility precisely - persuading and offering recommendations
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Key draft questions
Guidelines for successful group writing
Characteristics of job-related writing

4. What should you know about a Letter?
What do you want to say - Say It - Say it Better
Your audience is the best guide for What and How
Purpose - Format - Composition
Attractive and Readable Format

5. What are three levels of Revision?
Active Voice
Strategy and Humanness
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Revision of content - Organization - Formatting

6. When should email NOT be used?
Cliches
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Wordiness
Long - Complicated - Requires Negotiation - Questions/Info need clarification/discussion - Info Confidential/Sensitive - Requires Security - Could be Misinterpreted - Emotionally Charged - Requires Tone of Voice - Sent to Avoid - Contains Sensitive I

7. Words and expressions that offend because they make inappropriate assumptions or stereotypes about gender - ethnicity - physical or mental disability - age or sexual orientation.
Things to think through when planning a website
Biased Language
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Idioms

8. How is formatting important?
Information the reader will want - put it first.
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record
Repetition
It is integral in how your audience will receive and accept the information.

9. Steps to Successful Writing
Preparation - Research - Organization - Writing - Revision
Abstract words
Examples of medium s of business communication
Active Voice

10. How to end an email
Selecting the proper medium
Your Name - Closing Statement such as Thanks - Regards in more formal messages
Information needed for short report
Buzz Words

11. The ___________ of a word are its meanings and associations beyond its literal definitions - words often have particular connotations for audiences within professional groups and organizations
Euphemismss
Organizational - Professional - Personal
Connotation
Garbled Sentences

12. Listing the ideas or facts within a sentence in sequence from least to most important
'You Viewpoint'
Repetition
Instructions
Climatic Order

13. Sentences can vary in sentence length - word order - loose and periodic sentences
Sentence Variety
Characteristics do employers like to see in a resume
Repetition
Outlining

14. General ideas - qualities - conditions - acts or relationships-intangible things that cannot be detected by the five senses
Intensifiers
Abstract words
Information needed for short report
One-third

15. What is critical to a message's success?
Strategy and Humanness
Attractive and Readable Format
Information the reader will want - put it first.
similar

16. Are these stages recursive or linear?
Recursive
Intensifiers
Buzz Words
Guidelines for successful group writing

17. Repeating keywords and key phrases
Long Dashes
Characteristics of job-related writing
Write Correctly so others will not think you are stupid or lack credibility
Repetition

18. Plan what you are going to say - polish what you wrote before you sent it - proofread everything

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19. Introduction - list of materials - actual steps - warnings - cautions - and notes - conclusion when necessary
Intensifiers
It is integral in how your audience will receive and accept the information.
Main parts of instructions
Write Correctly so others will not think you are stupid or lack credibility

20. Less formal than in the past - Varies from conversational style - The use of personal pronouns is important - In emails etc. something between conversational & business writing should be used - Only use we when it is company policy
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs
Guidelines for effective business e-mail messages
Telegraphic Style
Business Writing Style

21. What are Pros of Email?
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record
Selecting the proper medium
Rules for writing instructions
Idioms

22. What types of research is done in gathering information?
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Sentence Variety
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Long - Complicated - Requires Negotiation - Questions/Info need clarification/discussion - Info Confidential/Sensitive - Requires Security - Could be Misinterpreted - Emotionally Charged - Requires Tone of Voice - Sent to Avoid - Contains Sensitive I

23. Put instructions is correct order - right amount of information only - group closely related items into 1 step - give reader hints on how to best accomplish task - state when 1 step affects another - insert graphics where needed
Long Dashes
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Rules for writing instructions
Characteristics of job-related writing

24. What is a Memorandum?
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Write Correctly so others will not think you are stupid or lack credibility
Figures of Speech
Internal Letters. Sometimes classified as Reports

25. What is current emphasis on for a Letter?
Emphasis
Revision - Editing - Proofreading
Strategy and Humanness
Cut out nonessentials - Minimize references to Previous Communications

26. Used to show - by the structure of a sentence - the appropriate relationship between ideas of unequal importance.
'You Viewpoint'
Goal of a letter of application
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;
Subordination

27. What is important in the Revising stage?
Get Feedback From Others!
Conciseness
Helps include all important information; Makes you more willing to revise
Your Name - Closing Statement such as Thanks - Regards in more formal messages

28. How do you begin the message?

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29. What are the activities in the planning stage?
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Revision of content - Organization - Formatting
Euphemismss
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;

30. Casual
Garbled Sentences
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Helps include all important information; Makes you more willing to revise
Internal Letters. Sometimes classified as Reports

31. What techniques can be used for gathering information?
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Revision - Editing - Proofreading
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams

32. Tell and show how to do something
Most Important Information First - and then Descending Order
Four keys to effective writing
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Instructions

33. How do you Plan the message?
Euphemismss
Strategy and Humanness
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Guidelines for effective business e-mail messages

34. General considerations with Email Messages
Conciseness - Clarity - Etiquette - Correctness
Preparation - Research - Organization - Writing - Revision
One-third
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams

35. A group of words that has a special meaning apart from its literal meaning. Someone who 'runs for office'
Direct Statements
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Information needed for short report
Idioms

36. Purpose - problem - plan/solution - conclusion
Main parts of internal proposals
Mechanical Devices
Put it Last - using the opening to prepare the audience
Selecting the proper medium

37. What are three levels of Editing?
Revision - Editing - Proofreading
Telegraphic Style
Figures of Speech
Main parts of a set of instructions

38. Am I giving the reader too much or too little info? - does this point belong here? - is this point relevant? - am I repeating or contradicting myself? - have I ended appropriately?
Intensifiers
Recipient's Name and Introduce Yourself
Key draft questions
Most Important Information First - and then Descending Order

39. Using short and long sentences strategically
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Sentence Length

40. Informal
Your Name - Closing Statement such as Thanks - Regards in more formal messages
Repetition
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams

41. Concern policies and regulations found in employee handbooks and other internal corporate communications
Procedures
Sentence Length
Selecting the proper medium
One-third

42. How much time should a student spend in each writing stage?
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
One-third
It is integral in how your audience will receive and accept the information.
Characteristics of job-related writing

43. The ____________ of a word are its literal meanings - as defined in a dictionary.
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Denotaion
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs

44. Using words like 'most - much - very' with caution - wthout overdoing it.
Business Writing Style
Purpose - Format - Composition
Long - Complicated - Requires Negotiation - Questions/Info need clarification/discussion - Info Confidential/Sensitive - Requires Security - Could be Misinterpreted - Emotionally Charged - Requires Tone of Voice - Sent to Avoid - Contains Sensitive I
Intensifiers

45. E.g. 'most important'
Short report
Direct Statements
Sentence Length
Long Dashes

46. Make sure your e-mail is confidential and ethical - observe all of the proprietary requirements when using e-mail - use an acceptable format- follow all of the rules of 'netiqette' when answering e-mail - adopt a professional style - ensure that yo
Guidelines for effective business e-mail messages
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.

47. Clairty
Procedures
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Figures of Speech

48. What is format of most Memos?
Date - To - From - Subject Headings
Purpose - Format - Composition
Three P's for success in writing a memo
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;

49. The principle of of stressing the most important ieas in writing. You can achieve this with the careful use of: Position - Climatic Order - Sentence Type - Sentence Length - Sentence Length - Active Voice - Repetition - Intensifiers - Direct Stateme
Sentence Type
Emphasis
Repetition
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status

50. Stages can also be summarized as...
Conciseness - Clarity - Etiquette - Correctness
Sentence Type
Write Correctly so others will not think you are stupid or lack credibility
What do you want to say - Say It - Say it Better

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The Business Writing Process

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