Chapter Review 2 Business Communication [PDF]

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Full name: Lưu Trà My – 14040543

Chapter review unit 2: Planning Business Messages 6. How can a writer make a message audience oriented and develop audience benefits? Provide an original example. The world of work is changing dramatically. Many changes in the workplace require communicating information. So, a writer need to know how to make a message audience oriented. He or she will concentrate on looking on at a problem from the perspective of audience instead of seeing it from his or her own. Messages should be audience oriented. The writer can develop audience benefits. This has become a fundamental guideline for business communicators. According to Franklin’s counsel, a contemporary communication consultant gives the solid advice to his business clients such as: show them how you are going to save them frustration or help them meet their goals, so you can have the makings of a powerful message. 7. List the three phases of the writing process and summarize what happens in each phase. Which phase requires the most time? The process will be easier if we follow a systematic plan which breaks the entire task into three phases: Prewriting, writing and revising:  The first phase of the writing process prepares to write. It involves analyzing and anticipating the audience and then adapting to that audience.  The second phase involves researching, organizing, and then composing the message.  The third phase of the process involves revising, proofreading, and evaluating your message. The third phase takes the most time because of its importance and the writer’s familiarity with it. Revising is a major component of the writing process. 8. What six factors are important in selecting an appropriate channel to deliver a message? What makes one channel richer than another? Six important factors in selecting an appropriate channel to deliver a message:  Importance of the message  Amount and speed of feedback and interactivity required  Necessity of a permanent record  Cost of the channel  Degree of formality desired  Confidentiality and sensitivity of the message A richer medium, such as face-to-face conversation, permits more interactivity and feedback. Richer media enables the sender to provide more verbal and visual cues, as well as allows the sender to tailor the message to the audience. 9. How does profilling the audience help a business communicator prepare a message? Profiling the audience before writing can help a business communicator identify the appreciate tone, language, and channel for his or her message.

10. Liss three specific techniques for developing a warm, friendly, and conversational tone in business messages?   

Empathy involves shaping a message that appeals to the receiver Emphasize the word you to promote audience benefits because receivers are most interested in themselves. Emphasize you but don’t eliminate all I and we statements

11. Why is it OK to use instant messaging annreviations (such as BTW) and happy faces in messafes to friends but not OK in business messages? We need to remember to strive for conversational expression, but also remember to be professional. We cannot use instant messaging abbreviations (such as BTW) and happy faces in business messages because it makes a businessperson sound like a teenager, which is informal. To project a professional image, we must sound educated and mature. Our goal is a warm, friendly tone that sounds professional. For example, using big words, long sentences, legal terminology and third-person constructions. 12. Why does positive language usually tell more than negative language? Give an original example? Because positive languages generally conveys more information than negative language does. Moreover, they are uplifting and pleasant to read. They create goodwill and gives more options to receivers. For example: Your order can not be shipped by January 10 is not nearly as informative as Your order will be shipped January 20. 13. List five examples of sexist pronouns and nouns.  Every attorney has ten minutes for his summation  Nga often listens to music in her free time.  It is rude to turn down her invitation  Tom collected the evidence all by himself.  If a physician is needed, he will be called 14. List at least five principles of the Plain Engligh movement.  Use the active voice with strong verbs  Don’t be afraid of personal pronouns  Bring abstractions down to earth  Omit superfluous words  Prefer short sentences 15. Why should business writers strive to use short, common, simple words? Does this “dumb down” business messages? Clear messages contain words that are familiar and meaningful to receiver because short, common, simple words will make messages more readable for most people.