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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.
Don't refresh. All questions and answers are randomly picked and ordered every time you load a test.

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. What techniques can be used for gathering information?
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Information the reader will want - put it first.
It is integral in how your audience will receive and accept the information.
Affectation

2. 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
Emphasis
Write Correctly so others will not think you are stupid or lack credibility
Cliches
One-third

3. Places the reader's interest and perspective foremost. It is based on the principle that most readers are naturally more concerned about their own needs than they are about those of a writer or a writer's organization - often means using the words y

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4. What are Pros of Email?
Ethics in Business Writing
Instructions
Abstract words
Eliminates phone tag - saves time - facilitates fast decisions - cheap - provides written record

5. What types of research is done in gathering information?
Preparation - Research - Organization - Writing - Revision
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Mechanical Devices
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews

6. 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
Tone
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose
'You Viewpoint'

7. How is formatting important?
Information the reader will want - put it first.
Instructions
Revision - Editing - Proofreading
It is integral in how your audience will receive and accept the information.

8. Used to show - by the structure of a sentence - the appropriate relationship between ideas of unequal importance.
Conciseness - Clarity - Etiquette - Correctness
Most Important Information First - and then Descending Order
Subordination
Biased Language

9. Using short and long sentences strategically
Key draft questions
Rules for writing instructions
Sentence Length
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

10. Casual
Slang; Colloquialisms - Contractions - Short Sentences - for close friends only
Ethics in Business Writing
Biased Language
Repetition

11. Where you put the idea - The first & last words of a sentence - paragraph - doc - stand out in readers' minds.
Position
Get Feedback From Others!
Abstract words
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

12. 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
Casual - Informal - or Formal
Selecting the proper medium
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

13. The ____________ of a word are its literal meanings - as defined in a dictionary.
Short report
Denotaion
Attractive and Readable Format
Buzz Words

14. What is important in the Revising stage?
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
Mechanical Devices
Affectation
Get Feedback From Others!

15. Tell and show how to do something
Characteristics do employers like to see in a resume
Instructions
Idioms
Revision of content - Organization - Formatting

16. 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
Recipient's Name and Introduce Yourself
Procedures
Intensifiers
Cliches

17. What is current emphasis on for a Letter?
Strategy and Humanness
Conciseness
Attractive and Readable Format
'You Viewpoint'

18. When should email NOT be used?
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
Characteristics of job-related writing
Key draft questions
Casual - Informal - or Formal

19. How do you present information in long messages?
Tone
Position
Guidelines for effective business e-mail messages
Use Direct Pattern if positive - Use Indirect Pattern if neutral or negative; State Objective - ALWAYS Consider Audience and Purpose

20. What is the general Purpose of a Letter?
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
Intensifiers
Instructions
Business Writing Style

21. Use Initialisms
Cautiously i.e. BTW: by the way
Characteristics do employers like to see in a resume
Purpose - Format - Composition
Date - To - From - Subject Headings

22. What is critical to a message's success?
Attractive and Readable Format
Connotation
Cautiously i.e. BTW: by the way
Active Voice

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

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24. Stages can also be summarized as...
Sentence Length
Visualize Readers - Keep their interests in mind - List Pertinent Facts - Brainstorming - Diagrams
What do you want to say - Say It - Say it Better
Purpose - Format - Composition

25. When to use Instant Messaging?
One-third
Conciseness
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Ethics in Business Writing

26. What is a Memorandum?
Conciseness - Clarity - Etiquette - Correctness
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING
Internal Letters. Sometimes classified as Reports
Emphasis

27. What is the best advice for Drafting?
Preparation - Research - Organization - Writing - Revision
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;
Idioms
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress

28. 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
Position
Revision of content - Organization - Formatting
Business Writing Style
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;

29. Introduction; list of equipment and materials; steps for your instructions; warnings - cautions - and notes; conclusion
Denotaion
Information needed for short report
Main parts of a set of instructions
Strategy and Humanness

30. Words and expressions that offend because they make inappropriate assumptions or stereotypes about gender - ethnicity - physical or mental disability - age or sexual orientation.
Selecting the proper medium
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Organizational - Professional - Personal
Biased Language

31. 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
Idioms
Past Correspondence - Employees - Records - Warranties - Product Descriptions - Survey - Interviews
Rules for writing instructions
Get Feedback From Others!

32. Condenses writing by omitting articles - pronouns - conjunctions - and transitions - e.g. ' Per 5/21 email 12 copies of instruction needed asap'
Strategy and Humanness
Business Writing Style
Telegraphic Style
Proper Conversation - Personal Pronouns/Contractions - Sentences are Short - Organized - Well Structured;

33. Formal
similar
Outlining
Internal Letters. Sometimes classified as Reports
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status

34. A group of words that has a special meaning apart from its literal meaning. Someone who 'runs for office'
Strategy and Humanness
Main parts of a set of instructions
Idioms
Connotation

35. Provide practical info - give facts - not impressions - provide visuals to clarify - give accurate measurements - stating responsibility precisely - persuading and offering recommendations
Goal of a letter of application
Characteristics of job-related writing
Represent writer and topic formally to recipient. Correspondence with People Outside the your organization.
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING

36. General considerations with Email Messages
Cliches
Conciseness - Clarity - Etiquette - Correctness
Put it Last - using the opening to prepare the audience
Organizational - Professional - Personal

37. Etiquette
Information needed for short report
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs
Affectation
NO offensive or abusive emails should be sent - and no upper case - as that is considered SCREAMING

38. 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)
Wordiness
Abstract words
Four keys to effective writing
'You Viewpoint'

39. Words or phrases that suddenly become popular and - because of an intense period of overuse - lose their freshness and precisness - E.g. interface (as a verb) - impact (as a verb) - skill sets - deliverables - slam dunk - bleeding edge - cash cow - 2
Buzz Words
Revision of content - Organization - Formatting
Stress Brevity - uses abbreviations - Convey ideas completely - minimal need for response - Telephone message - but in writing.
Subordination

40. Listing the ideas or facts within a sentence in sequence from least to most important
Climatic Order
Characteristics do employers like to see in a resume
Affectation
Define the Problem - Consider the Audience and their Individual Contexts - Consider your own Contexts - Best Way to Achieve message;

41. What are Cons of Email?

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42. What are Individual Contexts
Date - To - From - Subject Headings
Organizational - Professional - Personal
Key draft questions
Conciseness - Clarity - Etiquette - Correctness

43. Steps to Successful Writing
Preparation - Research - Organization - Writing - Revision
Affectation
Keep Distance between Writer and Reader - Avoid Personal References/Contractions - Longer Sentences - for people of Higher Status
Short report

44. The relationships among ideas are clear to readers. A logical sequence of related ideas and clear transitions between these ideas.
Main parts of a set of instructions
Strive for Concreteness - Vigor - Precision - Short sentences and paragraphs
Examples of medium s of business communication
Coherent writing

45. An imaginative expression that often compares two things that are basically not alike but have at least one thing in common.
Mechanical Devices
Figures of Speech
Characteristics of job-related writing
Conciseness - Clarity - Etiquette - Correctness

46. To emphasize the performer of an action: make the performer the subject of the verb
Idioms
Active Voice
Information needed for short report
Long Dashes

47. Goal and audience
Connotation
Put it Last - using the opening to prepare the audience
Attractive and Readable Format
Things to think through when planning a website

48. What is Direct Order?
Information the reader will want - put it first.
Business Writing Style
Repetition
Position

49. How much time should a student spend in each writing stage?
Be Flexible - Avoid Perfectionism - Keep Going - Keep making progress
Sentence Variety
One-third
Subordination

50. The attitude a writer expresses toward the subject and his or her readers. May range depending on purpose etc.
Tone
Active Voice
Denotaion
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

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The Business Writing Process

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