Business Communication Flashcards - Quizlet PDF

5/2/2020 Business Communication Flashcards | Quizlet
Business Communication
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Terms in this set (80)
Reporting in the • Routine reports keep managers

DigitalAge Workplace informed about completed
tasks, projects, and work in progress.
• Reports help executives understand
the challenges
they encounter in business.
• Report findings may be presented
https://quizlet.com/289856930/business-communication-flash-cards/ 1/19
orally in meetings or
shared digitally in email messages, PDF
files, or slide
decks.
Three Main Purposes of Convey information, Answer Questions,

Business Reports Solve Problems
Characteristics Report Fuctions And Organization

of Business Reports Strategiesd
Report Fuctions Informationalrepor

ts
Analytical reports
Organizational Direct
Strategies Indirect
Informational Reports Present data

without analysis or
recommendations
• Are routine and often periodic
Analytical Reports • Provide data or findings, analyses, and

conclusions
• May also supply recommendations
• Intend to persuade readers
Audience Analysis and Direct strategy, Indirect Strategy

Report Organization
Direct Strategy Readers

•are informed
•are supportive
•want results first
Indirect Strategy Readers

• need to be educated
• need to be persuaded
• may be disappointed or hostile
Report Writing Style • Friendly, casual tone

Informal Style • Firstperson pronouns, contractions
• Shorter sentences, familiar words
• Conversational language
Report Writing Style • Emphasis on objectivity, accuracy,

Formal Style fairness
• Professional distance between writer
and
reader
• May use third person
(the researcher)and passive voice
• Absence of humor, figures of speech,
"editorializing"
Report Formats Letter, memo, manuscript, preprinted

forms, digital
Informational Report - Tips for Letter Reports:

Letter Format • Use letter format for short, informal
reports sent
to outsiders.
• Organize the facts section into logical
divisions
identified by consistent
headings.Singlespace the body.
• Doublespace between paragraphs.
• Leaveone or two blanklines above
each side
heading.Create side margins of 1 to 1¼
inches.
• Add a secondpage heading, if
necessary,
consisting of the addressee's name, the
date, and the page number.
Analytical Report - Tips for Memo Reports:

Memo Format • Use memo format for short (ten or
fewer pages)
informal reports within an organization.
• Leave side margins of 1 to 1¼ inches.
• Sign your initials on theFromline.
Informal Reports- Tips for EMail

EMailand Memo and Memo Reports:
Formats • Chunk similar information into groups
for
quick comprehension.
• Use concise headings to quickly
identify groups.
Informal Reports - • PDF documents are a popular delivery

EMail and Digital format.
Formats • Some reports are animated and may be
hyperlinked
to other content.
• Slide presentations can be converted
to video.
• Slide decks are a condensed imagerich
format not
intended for verbal delivery.
Effective Report Write short but

Headings clearheadings.Experiment with
wording that
tells who, what,
when, where,
why, and how.Include at least

one heading per
report page.Try to create
headings that
are parallel.
• Creating Team Motivation
• Treating Employees Like
Customers
5
6
Construct a
hierarchy of
heading levels
using placement,
size, and font.
Don't use more
than three
heading levels.
Types of Headings Fuctional and talking headings
FunctionalHeadings Executive Summary

Introduction
Findings
Discussion
Talking Headings The Best Business Laptop Money

Can Buy
Tablet Computers Displace
Notebooks
Texting: The New Smoking Gun
Defining the Purpose Analyze the prblem and purpose,

and Gathering Data anticipate the audience and purpose ,
prepare a work plan, conduct research
,Organize, analyze,
interpret, and illustrate
the data.,Compose the first

draft.Edit, proofread, and
evaluate.
Gathering Company records,Printed

InformationFrom material,Electronic
Primary and resources,Observation,Surveys and
SecondarySources questionnaires
Trip, Convention, and Identify the event (name,

Conference Reports date, and location).,Preview the topics to
be
discussed.,Summarize the
main topics that
might benefit others in the
organization.Use headings and
bullets to enhance
readability.Express
appreciation.,Mention the value of the
trip or event.Ofer to share the
information.,Submit
Ofer to share the information.
itemized expenses,
if requested, separately.
Progress, or Interim, Specify the purpose and nature of the

Reports project.
Provide background information
ifnecessary.
Describe the work completedsofar.
Explain the work currently in
progress,includingactivities, methods
used,
and locations.
Describe any problems encountered,
and discuss future plans and
expected completion dates.
Summaries State the main idea or purpose

of the summary.
• Highlight the research methods,
findings, conclusions, and
recommendations.
• Omit illustrations, examples,
and references.
• Organize for readability by including
headings and bulleted or enumerated
lists.
• If requested, include your reaction or
overall evaluation of the document.
Direct Strategy Explain the problem or need briefly.

Announce the recommendation,
solution, or action concisely
and
with action verbs.
Explain more fully the benefits of the
recommendation or steps
necessary to solve the problem.
Include a discussion of pros, cons, and
costs.
Conclude with a summary specifying the
recommendation and
necessary action.
Indirect Refer to the problem in general terms in

Strategy the subject line or title.
Describe the problem or need your
recommendation
addresses.
Use specific examples, supporting
statistics, and
authoritative quotations to lend
credibility.
Discuss alternative solutions, beginning
with the least likely to

succeed.
Feasibility Reports Announce your decision immediately.

Provide a description of the background
and problem necessitating the
proposal.
Discuss the benefits of the proposal.
Describe the problems that may result.
Calculate the costs associated with the
proposal.
Show the time frame necessary for
implementing the proposal.
Yardstick Reports Describe the problems or need.

Explain possible solutions and
alternatives.
Establish criteria for comparing the
alternatives.
Tell how the criteria were selected or
developed.
Discuss and evaluate each alternative in
terms of the criteria.
Draw conclusions and make
recommendations.
Speaking skills: Can lead to career success

May increase opportunities for
promotion
Are useful at every career stage
Are the most desired soft skill sought in
job
applicants
Types of Business briefings, reports, podcasts, virtual

Presentations npresentations, webinars
Succeeding With friendly, neutral, uninterested, hostile

Four Audience Types
The Introduction Capture listeners' attention and get

them involved.
• Identify yourself and build your
credibility.
• Preview your main points.
How to Build Credibility Describe your position, knowledge, or

education
experience.
Dress professionally.
Maintain eye contact.
Connect with your audience.
Structuring the Focus on a limited number of main

Presentation points.
• Develop each point with adequate
explanation and details.
• Use a clear organizational strategy, for
example,
chronological order or importance.
The Conclusion • Summarize the presentation's main

themes.
• Leave audience with a specific,
noteworthy takeaway.
• Include a statementor closing thought
that indicates you are
finished.
Building Audience effective imagery, verbal signposts,

Rapport nonverbal messeges
Purposes of Good Emphasize and clarify main points.

Visual Aids • Improve comprehension and retention.

• Increase audience interest.
• Make speaker appear more
professional, better prepared, more
persuasive.
• Jog the speaker's memory.
Types of Visual Aids multi media slides, handouts, zoom

presentations
Preparing Business :A proposal is a written offer to solve

Proposals problems, provide
services, or sell products.
Preparing Business Proposals can mean life or death for an

Proposals organization.
Importance:
Kinds of Business :Internal proposalsare often justification

Proposals and recommendation
reports.External proposalsusually
respond to Requests for Proposals
(RFPs).
Components of Informal Proposals

Informal Proposals Introduction
Background, problem, purpose
Proposal, Plan, Schedule
Staffing
Budgett
Conclusion or Authorization
Formal Letter of transmittal, 2. Abstract

Summary, 3. Title page, 4.Table of
contents, 5. List of figures 6. Introduction
of body. 7. Background problem
purpose, 8. Proposal Plan Schedule, 9.

Staffing 10. budget 11. Authorization
Informal Proposal intro Explain why the proposal is being

written.
Highlight the writer's qualifications.
Strive for persuasive "hook" such as
• Extraordinary results
• Low costs, speedy results
• Your remarkable resources
• Serious problemwith promised solution
Background, Problem, Identify the problem and your goals.

and Purpose of For unsolicited proposals, describe an
informal proposal existing
problem.
For solicited proposals, use the
language of the RFP
and show that you understand the
problem.
Proposal, plan, Present yourproposal forsolving the

schedule problem.
Describe implementationplan and
methods used to
gather data.
Include ascheduleor timetable
ofactivitiestoward
completion.
Informal Proposals Explain thecredentials and

Staffing expertiseofmain project
leaders.
Showthe superiority of supportstaff
andnecessary
resources.
Prove to clients they have qualified staff
to implement the
project.
Informal, Budget Itemize costs carefully because

Authorization proposals arelegal
contracts.
Mention adeadline foraccepting bids, if
needed.
Request approval or authorization. Make
iteasyfor
reader to respond.
Definition:A ...
formal report is a
document in
which the writer
analyzes findings,
draws
conclusions, and
makes
recommendations
intended to solve
a problem.
Formal reports ...

and formal
proposals are
similarin
•Length•Organizat
ion•Professional
tone
However, unlike ...

proposals, formal
reports do
notproposes
changes
or respondto an
RFP.
Steps for Writing Determine the purpose and scope of

Formal Business the report.
Reports ② Anticipate the needs of the audience.
③ Decide on a work plan and
appropriate
research methods.
④ Conduct research using primary and
secondary sources.
⑤ Organize, analyze, and draw
conclusions.
⑥ Design graphics to clarify the report's
message.
What to Review When Consistencya, Format, Graphics,

Editing Formal Business Headings Level, Mechanics, Accuracy
Reports
OnlineDatabases ABI/INFORM Complete (ProQuest)

Factiva (Dow Jones)
JSTOR Business
Business Source Premier
(EBSCO)
Print Resources Books - rarely accessed by print

catalog (mostly online)
Periodicals - print indexes (now
electronic indexes)
Giving credit is ethical Strengthens your argument

and offers these • Protects you from charges of
benefits: plagiarism
• Lets readers know where to learn more
about the topic
To avoid plagiarism, Another person's ideas, opinions,

you must give credit examples, or theory
whenever you use the Any facts, statistics, charts, and drawings
following: that are not
common knowledge
Another person's exact spoken or
written words
Paraphrases of another person's spoken
or written
words
Visuals, images, and any kind of
electronic
media
Practice the fine art of Read the original material intently to

paraphrasing: comprehend its
full meaning.
2. Write your own version without
looking at the original.
3. Avoid repeating the grammatical
structure of the original
and merely replacing words with
synonyms.
. Reread the original to be sure you
covered the main
points but did not borrow specific
language.
When and How to To provide objective background data

Quote and establish the
Beware of overusing severity of a problem as seen by
quotations. Use direct experts.
quotations for three 2
purposes only: 3
To repeat identical phrasing because of
its precision,
clarity, or aptness.
To duplicate exact wording before

criticizing.
Four factors for testing .Purpose and character of the use,

fair use rule: particularly
whether for profit
©
2.Nature of the copyrighted work
3.Amount and substantiality of portion
used
4.Effect of the use on the potential
market
How to avoid copyright •Assume that all intellectual property is

infringement: copyrighted.
©
•Realize that Internet items and
resources are NOT
in the public domain.
•Observe fair-use restrictions.
•Ask for permission.
•Don't assume that a footnote is all that is
needed.
©2016CengageLearning. All Rights
Reserved. May not be scanned, copied
or duplicated, or posted to a publicly
accessible website, in whole or in part.
Two documentation Modern Language Association ,

Formats American Phycological Association
Modern Language Author's name and page

Association (Smith 100) placed in text
• Complete list of sources in
Works Cited
American Author's name, date of publication, and

Psychological page number placed
Association near the text reference (Jones, 2015, p.
99)
• Complete list of sources inReferences
Graphics fulfill the Clarify data, create visual interest,

following functions: Simplify complex data, Making
numerical data easy to understand
Formal Report Choose a professional binder orreport

Components: Front cover.
Matter Balance the following parts on the title
Cover and title page page:
Name of report
Receiver'sname, title, and organization
Author's name, title, and organization
Date submitted
Letter or memo of Announce the topic and explain who

transmittal authorized it.
Briefly describe the project.
Highlight the findings, conclusions, and
recommendations (if the
receiver is supportive).
Close with appreciation for the
assignment, follow-up actions,
acknowledgment of help from others, or
offers of assistance in
answering questions.
Table of contents Show the page numberof

eachreportheading.
List ofillustrations Include tables, illustrations, or figures

showing thetitles and page
numbers.
May place the list on the same page
with the table of contents
ifspace allows.
Executive Summary To prepare an executive summary:

Begin with the purpose:
The purpose of this report is to...
Include strategicwords and sentences.
Prepare an outline with headings for the
purpose, findings,
conclusions, and recommendations.
Formal Report Describe events leading to the problem

Components:Body or needs.
Introduction Explain the report topic and why it is
important.
Clarify the scope and boundaries of the
report.
Identify who commissioned the report.
Include a literature review, especially in
academic and scientific
reports.
Explain secondary and primary sources;
define key terms.
Formal Report Present your research findings or a

Components: Body solution
to the initial problem.
Discuss, analyze, and interpret the
findings in
logical segments.
Use clear, descriptive headings.
Formal Report Explain what the findings mean in

Components: relation to
Conclusions the report.

Draw conclusions based on the findings.
Formal Report If requested, write recommendations

Components: in a numbered list.
Recommendations Strive forpractical, feasible, and
ethicalrecommendations.
Formal Report Include incidental or supporting

Components: Back materials not
Matter relevant to all readers.
Appendix Include such items as survey forms,
copies of other
reports, tables, large graphics, and
correspondence.
Works Cited or List all references in Works Cited (MLA

References style) or
in References (APA style).
List sourcesalphabetically.
Formal Report Allow sufficient time.

Components: Final Finish collecting data before beginning
Writing Tips to write.
Work from a good outline.
Provide a proper writing environment.
Use your computer features wisely.
Write rapidly; revise later- unless you
prefer a more
deliberate style.
Formal Report Save difficult sections until you have

Components: Final gained
Writing Tips confidence.
Use verb tenses consistently (the survey
showed; the
respondents said).
Generally avoidIandwe.
Let the first draft sit.
Revise for clarity, coherence, and
conciseness.
Proofread the final copy three times.
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Terms in this set (80)

Reporting in the • Routine reports keep managers

Three Main Purposes of Convey information, Answer Questions,

Characteristics Report Fuctions And Organization

Report Fuctions Informationalrepor

Informational Reports Present data

Analytical Reports • Provide data or findings, analyses, and

Audience Analysis and Direct strategy, Indirect Strategy

Direct Strategy Readers

Indirect Strategy Readers

Report Writing Style • Friendly, casual tone

Report Writing Style • Emphasis on objectivity, accuracy,

Report Formats Letter, memo, manuscript, preprinted

Informational Report - Tips for Letter Reports:

Analytical Report - Tips for Memo Reports:

Informal Reports- Tips for EMail

Informal Reports - • PDF documents are a popular delivery

Effective Report Write short but

why, and how.Include at least

Types of Headings Fuctional and talking headings

FunctionalHeadings Executive Summary

Talking Headings The Best Business Laptop Money

Defining the Purpose Analyze the prblem and purpose,

the data.,Compose the first

Gathering Company records,Printed

Trip, Convention, and Identify the event (name,

Progress, or Interim, Specify the purpose and nature of the

Summaries State the main idea or purpose

Direct Strategy Explain the problem or need briefly.

Indirect Refer to the problem in general terms in

with the least likely to

Feasibility Reports Announce your decision immediately.

Yardstick Reports Describe the problems or need.

Speaking skills: Can lead to career success

Types of Business briefings, reports, podcasts, virtual

Succeeding With friendly, neutral, uninterested, hostile

The Introduction Capture listeners' attention and get

How to Build Credibility Describe your position, knowledge, or

Structuring the Focus on a limited number of main

The Conclusion • Summarize the presentation's main

Building Audience effective imagery, verbal signposts,

Purposes of Good Emphasize and clarify main points.

Visual Aids • Improve comprehension and retention.

Types of Visual Aids multi media slides, handouts, zoom

Preparing Business :A proposal is a written offer to solve

Preparing Business Proposals can mean life or death for an

Kinds of Business :Internal proposalsare often justification

Components of Informal Proposals

Formal Letter of transmittal, 2. Abstract

purpose, 8. Proposal Plan Schedule, 9.

Informal Proposal intro Explain why the proposal is being

Background, Problem, Identify the problem and your goals.

Proposal, plan, Present yourproposal forsolving the

Informal Proposals Explain thecredentials and

Informal, Budget Itemize costs carefully because

Formal reports ...

However, unlike ...

Steps for Writing Determine the purpose and scope of

What to Review When Consistencya, Format, Graphics,

OnlineDatabases ABI/INFORM Complete (ProQuest)

Print Resources Books - rarely accessed by print

Giving credit is ethical Strengthens your argument