Writing &Communication Strategies/study notes finals businesscom

Front

What are the three steps in the writing process?

Back

1. Planning (A.G.S.G): Analyze the Situation, Gather information, Select medium, Get organized. 2. Writing (A.C): Adapting to audience, Composing the message. 3. Completing (R.P.P.D): Revise, Produce the message, Proof-reading the message, Distributing the message.

Front

Why is analyzing your audience important for written communication?

Back

1. Tailors Content to Audience Needs: Ensures relevance and appropriate detail. 2. Determines Tone and Style: Dictates formal vs. informal tone and cultural sensitivity. 3. Facilitates Feedback and Interaction: Encourages response and adjusts based on feedback.

Front

What factors should be considered when selecting the medium for written messages?

Back

1. Audience: Preferences and technical capabilities. 2. Purpose of the Message: Informational, persuasive, or requires action. 3. Urgency: How quickly the message needs to be delivered. 4. Confidentiality & Security: Secure mediums for confidential information.

Front

What are the characteristics of good letters?

Back

1. Completeness: Provides all necessary information. 2. Clarity: Purpose is evident, avoiding complex language. 3. Accuracy: All information must be factual. 4. Conciseness: Communicates without unnecessary details.

Front

What should be included in a business letter?

Back

1. Letterhead 2. Address 3. Date 4. Recipient's name, title, company name, and address 5. Salutations 6. Body 7. Conclusion.

Front

What are the goals of delivering bad news?

Back

1. Convey the message 2. Ensure Acceptance 3. Promote Goodwill 4. Maintain a good corporate image 5. Minimize future Correspondence.

Front

What strategies can communicators use to deliver bad news?

Back

1. Prepare the Audience: Assess readiness and choose the right time and place. 2. Use the Indirect Approach: Buffering and gradual disclosure. 3. Be Clear and Honest: Use direct language and avoid euphemisms. 4. Offer Solutions or Alternatives: Present options and support resources. 5. Encourage Dialogue: Invite questions and listen actively. 6. Follow Up: Check in later and provide updates.