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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. How do you present information in long messages?
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Direct Statements
Guidelines for successful group writing

2. What are three levels of Revision?
Revision of content - Organization - Formatting
Euphemismss
Main parts of internal proposals
Attractive and Readable Format

3. Casual
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Connotation
Coherent writing
Recipient's Name and Introduce Yourself

4. How to end an email
Your Name - Closing Statement such as Thanks - Regards in more formal messages
Climatic Order
Guidelines for successful group writing
Repetition

5. 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 - 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
One-third
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Rules for writing instructions

6. How do you begin the message?

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7. What types of research is done in gathering information?
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Long Dashes
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Get Feedback From Others!

8. How do you Plan the message?
Climatic Order
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Date - To - From - Subject Headings
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;

9. Identifying your audience - Establishing your purpose - Formulating your message - and Selecting your style (how something is written rather than what is written) and tone (expresses your attitude toward your topic and audience)
Affectation
Figures of Speech
Most Important Information First - and then Descending Order
Four keys to effective writing

10. How do you know what to include in your message?
Internal Letters. Sometimes classified as Reports
Your audience is the best guide for What and How
Subordination
Buzz Words

11. Conciseness
Cut out nonessentials - Minimize references to Previous Communications
Affectation
Buzz Words
Outlining

12. Introduction - list of materials - actual steps - warnings - cautions - and notes - conclusion when necessary
Information the reader will want - put it first.
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Main parts of instructions
Active Voice

13. Sentences can vary in sentence length - word order - loose and periodic sentences
Sentence Variety
Information needed for short report
Figures of Speech
Connotation

14. Purpose - problem - plan/solution - conclusion
Conciseness
Cliches
Long Dashes
Main parts of internal proposals

15. Used to show - by the structure of a sentence - the appropriate relationship between ideas of unequal importance.
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Revision of content - Organization - Formatting
Business Writing Style
Subordination

16. Stages can also be summarized as...
What do you want to say - Say It - Say it Better
Sentence Length
Casual - Informal - or Formal
Ethics in Business Writing

17. Means that extraneous words - phrases - clauses - and sentences have been removed from writing without sacrificing clarity or appropriate detail.
Internal Letters. Sometimes classified as Reports
Conciseness
Figures of Speech
Garbled Sentences

18. What is Direct Order?
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Tone
Information the reader will want - put it first.
Conciseness - Clarity - Etiquette - Correctness

19. Listing the ideas or facts within a sentence in sequence from least to most important
Climatic Order
Recipient's Name and Introduce Yourself
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Sentence Variety

20. Expressions that have been used fro so long that they are no longer fresh but come to mind easily bc they are so familiar. Often wordy as well as vague and cab be confusing - especially to non-native English speakers - E.g. all over the map - run it
Direct Statements
Active Voice
Revision - Editing - Proofreading
Cliches

21. What are three levels of Editing?
Revision - Editing - Proofreading
Buzz Words
Information the reader will want - put it first.
Sentence Length

22. To set you apart from the others; show that you have customized your resume for that company/job opening
Revision of content - Organization - Formatting
Figures of Speech
Goal of a letter of application
Concrete Words

23. A sentence that is so tangled with structural and grammatical problems that it cannot be repaired - often result from trying to include too many ideas in one sentence.
Garbled Sentences
Biased Language
'You Viewpoint'
Sentence Variety

24. Use Initialisms
Ethics in Business Writing
Business Writing Style
Four keys to effective writing
Cautiously i.e. BTW: by the way

25. Varying sentences by using a compound sentence - a complex sentence - or a simple sentence
Sentence Type
Four keys to effective writing
Euphemismss
Guidelines for effective business e-mail messages

26. How much time should a student spend in each writing stage?
Information needed for short report
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
Selecting the proper medium
One-third

27. What is the general Purpose of a Letter?
Abstract words
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
Direct Statements
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.

28. Tell and show how to do something
Examples of medium s of business communication
Long Dashes
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Instructions

29. E.g. 'most important'
Preparation - Research - Organization - Writing - Revision
Your Name - Closing Statement such as Thanks - Regards in more formal messages
Direct Statements
Casual - Informal - or Formal

30. General ideas - qualities - conditions - acts or relationships-intangible things that cannot be detected by the five senses
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Climatic Order
Preparation - Research - Organization - Writing - Revision
Abstract words

31. The use of language that is more formal - technical - or showy than necessary to communicate information to the reader.
Long Dashes
Affectation
Subordination
Sentence Variety

32. Condenses writing by omitting articles - pronouns - conjunctions - and transitions - e.g. ' Per 5/21 email 12 copies of instruction needed asap'
What do you want to say - Say It - Say it Better
similar
Emphasis
Telegraphic Style

33. Iitalics - bold type - underlining etc.
What do you want to say - Say It - Say it Better
Write Correctly so others will not think you are stupid or lack credibility
Examples of medium s of business communication
Mechanical Devices

34. To emphasize the performer of an action: make the performer the subject of the verb
Outlining
Active Voice
Direct Statements
It is integral in how your audience will receive and accept the information.

35. Etiquette
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
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs
Tone

36. Techniques for writing memos and emails are...
Characteristics of job-related writing
Active Voice
Wordiness
similar

37. Purpose - findings - conclusion - and recommendations
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Information needed for short report
Biased Language
'You Viewpoint'

38. Formality Considerations
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;
Casual - Informal - or Formal
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.

39. What is the best advice for Drafting?
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Outlining
Emphasis
Affectation

40. Correctness
Write Correctly so others will not think you are stupid or lack credibility
Direct Statements
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;
'You Viewpoint'

41. How is formatting important?
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Active Voice
Information needed for short report
It is integral in how your audience will receive and accept the information.

42. An imaginative expression that often compares two things that are basically not alike but have at least one thing in common.
Figures of Speech
Recipient's Name and Introduce Yourself
Attractive and Readable Format
Goal of a letter of application

43. Goal and audience
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Conciseness
Main parts of internal proposals
Things to think through when planning a website

44. 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?
Key draft questions
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Gathering and Collecting Information - Analyzing and Organizing Information - Choosing the Form - Channel - and Format of the Message
Things to think through when planning a website

45. 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
Ethics in Business Writing
Climatic Order
similar
Connotation

46. Understand and agree on the important goals - organization - and deadlines for the report - Establish group rules early on and stick to them - Put the good of the group ahead of individual egos - Agree on the group's organization - Identify each mem
Conciseness - Clarity - Etiquette - Correctness
Guidelines for successful group writing
Characteristics of job-related writing
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;

47. What is current emphasis on for a Letter?
Recursive
Cut out nonessentials - Minimize references to Previous Communications
Strategy and Humanness
Wordiness

48. What techniques can be used for gathering information?
Your audience is the best guide for What and How
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Purpose - Format - Composition
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;

49. What is critical to a message's success?
Ethics in Business Writing
Casual - Informal - or Formal
Climatic Order
Attractive and Readable Format

50. What is important in the Revising stage?
Get Feedback From Others!
What do you want to say - Say It - Say it Better
Not Confidential - Doesn't Communicate Emotions - Tone of Voice - or Unspoken Communications - Can be Ignored or Delayed
Climatic Order

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The Business Writing Process

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