Lesson 6

Question 1

The three-steps writing process consists of what are they?

Answer 1

planning, writing, completing

Question 2

In writing the three-steps process, it helps ensure that your messages are both what?

Answer 2

effective and efficient

Question 3

It is meeting your audience’s needs and getting your message across.

Answer 3

effective

Question 4

It is making the best use of your time and your audience’s time.

Answer 4

efficient

Question 5

What is the first step?

Answer 5

Planning the business messages

Question 6

What is the second step?

Answer 6

Writing the business messages

Question 7

What is the third/last step?

Answer 7

Completing the business messages

Question 8

What are in the step 1: Plan?

Answer 8

• Analyze the situation
• Gather the information
• Select the right medium
• Organize the information

Question 9

What are in the step 2: Write?

Answer 9

• Adapt to your audience
• Compose the message

Question 10

What are in the step 3: Complete?

Answer 10

• Revise the message
• Produce the message
• Proofread the message
• Distribute the message

Question 11

Define your purpose and develope an audience profile.

Answer 11

Analyze the situation

Question 12

Determine audience needs and obtain information necessary to satisfy those needs.

Answer 12

Gather information

Question 13

Select the best medium for delivering your message.

Answer 13

Select the right medium

Question 14

Define your main idea, limit your scope, select a direct or an indirect approach, and outline your content.

Answer 14

Organize the information

Question 15

Be sensitive to audience needs by using a “you” attitude, politeness, positive emphasis, and unbiased language.

Answer 15

Adapt to your audience

Question 16

Choose the strong words that will help you create effective and coherent paragraphs.

Answer 16

Compose the message

Question 17

Evaluate content and review readability, edit and rewrite for conciseness and clarify.

Answer 17

Revise the message

Question 18

Use effective design elements and suitable layout for a clean, professional appearance.

Answer 18

Produce the message

Question 19

Review for errors in layout, spelling and mechanics.

Answer 19

Proofread the message

Question 20

Deliver your message using the chosen medium; make sure all documents and all relevant files are distributed successfully.

Answer 20

Distribute the message

Question 21

What are the three general purpose of business messages?

Answer 21

1. To inform
2. To persuade
3. To collaborate

Question 22

This purpose helps to define the overall approach you’ll need to take, from gathering information to organizing your message.

Answer 22

TRUE

Question 23

What are the four questions to test your purpose?

Answer 23

1. Will anything change as a result of your message?
2. Is your purpose realistic?
3. Is the time right?
4. Is your purpose acceptable to your organization?

Question 24

Don’t contribute to information overload by sending messages that won’t change anything.

Answer 24

Will anything change as a result of your message?

Question 25

Recognizing where a goal is realistic is an important part of having goof business sense.

Answer 25

Is your purpose realistic?

Question 26

People who are busy or distracted when they receive your message are less likely to pay attention to it.

Answer 26

Is the time right?

Question 27

Your company's business objectives and policies and even laws that apply to your particular industry, any dictate whether a particular purpose is acceptable.

Answer 27

Is your purpose acceptable to your organization?

Question 28

The more you know about your audience members, their needs and their expectations, the more effectively you'll be able to communicate with them.

Answer 28

TRUE

Question 29

What are the steps to conduct a thorough audience analysis?

Answer 29

• Identify your primary audience. • Determine audience size and geographic distribution. • Determine audience composition. • Gauge audience members' level of understanding. • Understand audience expectations and preferences. • Forecast probable audience reaction.

Question 30

What are the three providing required information?

Answer 30

1. Be sure the information is accurate. 2. Be sure the information is ethical. 3. Be sure the information is pertinent.

Question 31

The quality of the information you provide is every bit as important as the quantity.

Answer 31

Be sure the information is accurate.

Question 32

By working hard to ensure the accuracy of the information you gather, you'll avoid many ethical problems in your messages.

Answer 32

Be sure the information is ethical

Question 33

When gathering information for your message, remember that some points will be more important to your audience than others.

Answer 33

Be sure the information is pertinent

Question 34

Is the form through which you choose to communicate a message.

Answer 34

Medium

Question 35

What are the 4 mediums?

Answer 35

• Oral Media • Written Media • Visual Media • Electronic Media

Question 36

One of the mediums where include face-to-face conversations, interviews, speech and in-person presentations and meetings.

Answer 36

Oral Media

Question 37

Oral media are useful for encouraging people to ask questions, make comments, and work together to reach a consensus or decision.

Answer 37

TRUE

Question 38

It is printed messages take many forms, form traditional memos to glossy reports that rival magazines in production qualities.

Answer 38

Written Media

Question 39

______ are traditionally used for the routine,day-to-day exchange of information within an organization.

Answer 39

Memo

Question 40

The importance of visual elements in business communication continues to grow.

Answer 40

Visual Media

Question 41

Multimedia refers to the use of two or more electronic media to craft a single message.

Answer 41

Electronic Media

Question 42

multimedia are typically some combination of what are they?

Answer 42

audio, video, text, and visual graphics

Question 43

Multimedia advances continue to create intriguing communication possibilities that business communicators can take advantage of.

Answer 43

TRUE

Question 44

What are the 6 factors that should consider in choosing media?

Answer 44

1. Media Richness 2. Media Formality 3. Media Limitations 4. Urgency 5. Cost 6. Audience Preferences

Question 45

Richness is a medium's ability to:

Answer 45

1. Convey a message through more than one informational cue 2. Facilitate feedback 3. Establish personal focus

Question 46

What are the three informational cue in media richness?

Answer 46

verbal, visual, vocal

Question 47

The ________ is face-to-face communication; it's personal, it provides immediate feedback (verbal and nonverbal), and it conveys the emotion behind a message.

Answer 47

Richness medium

Question 48

Your media choice is a nonverbal signal that affects the style and tone of your message.

Answer 48

Media formality

Question 49

It is ideal for communicating simple, straightforward messages but it is less effective for sending complex messages.

Answer 49

Media limitations

Question 50

Some media establish a connection with the audience faster than others, so choose wisely if your message is urgent.

Answer 50

Urgency

Question 51

_______ is both a real financial factor and a perceived nonverbal signal.

Answer 51

Cost

Question 52

Be sure to consider which medium or media your audience expects or prefers.

Answer 52

Audience Preferences

Question 53

What are the two types of approach?

Answer 53

1. Direct approach 2. Indirect approach

Question 54

It starts with the main idea (such as recommendation, a conclusion, a request) and follows that with supporting evidence.

Answer 54

Direct approach

Question 55

The ________ starts with the evidence and builds up to the main idea.

Answer 55

Indirect approach