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29 Cards in this Set
- Front
- Back
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What six questions should you ask yourself when analyzing a communication situation? |
1. What is the purpose 3. Internal / External 4. Vertical / Horizontal 5. Formal / Informal 6. Potential barriers |
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Why is analyzing the receiver so important? |
It's all about the receiver. Adopt message to audience goals, interests, and needs |
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What questions would you ask yourself in analyzing what channel to use for communication? |
- Purpose - Audience - Formal / Informal - Need for feedback (if and how soon) - Written record - Privacy and security issues - Are human relations sacrificed if i use this channel |
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What are the two organizational plans we discussed in class? |
1. Deductive 2. Inductive |
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Give basic explanation of Deductive |
- Deductive means DIRECT - Main ideas first, then supporting details follow |
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Give basic explanation of Inductive |
- Inductive means INDIRECT - Supporting details first, the main ideas follow
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Which plan would you use for a routine claim? Why? |
- Deductive - Routine would lead to believe in a positive response |
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In what other situations would you use the deductive plan? |
- Sympathy - Good news - Neutral information - Receivers preference |
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What are the parts of the Deductive Play? (in order) |
1. Main idea (purpose) 2. Support 3. Goodwill ending |
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When would you use the Inductive plan? |
- Bad news - Persuasion - Receiver preference |
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Why use the Inductive plan for bad news? |
- Softens or buffers bad news - Avoid immediate negative reaction - Put receiver in best frame of mind to accept bad news
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What are the five parts of the Inductive plan? |
1. Buffer (positive / neutral) 2. Reasons for bad news (logical and objective) 3. Bad news (positive word choice) 4. Alternatives / Solutions (if we have them) 5. Goodwill ending |
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Why would you use Inductive plan for persuasion? |
- Need to do convincing and explaining on how request is beneficial - Managing receiver reaction and put them in the best frame of mind to accept the offer. |
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What are the four parts to the Inductive plan for persuasion? |
- Positive / Neutral opening (get attention) - Explanations or reasons (logical / objective) - Persuasive request - Goodwill ending |
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Do you always have to use the Inductive plan for bad news or persuasion? |
- No, receiver preference trumps all. |
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What determines whether to use a letter or memo? |
- Receiver preference - Internal = memo - External = letter
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What is a solution? Is it found on letter, memo, or both? |
- Greeting part of LETTER - "Dear. Ms. Schulz" |
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Give an example of business appropriate closing. |
- Sincerely - Best Regards - Cordially |
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What are the four parts of memo heading? |
TO: FROM: DATE: SUBJECT: |
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Do you sign a memo? |
- NO! - Initial at the top in the FROM line (memos also don't have greetings) |
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What is the basis of business reports? |
- Convey information to help people make decisions and solve problems
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What are the four steps in solving problems that should be completed before writing a report? |
1. Define problem 2. Select method of solution 3. Gather necessary information 4. Arrive at an answer |
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Difference between primary and secondary research? |
Primary - original research Secondary - research that has already been done |
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Why do secondary research before primary research? |
- See if the information already exists
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What is the difference between a table and a chart? |
Table - Depicts info -> used for exact values Charts - Graphical -> used for making comparisons visually |
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Difference between analytical and recommendational reports? |
Analytical - prepare research and come to a conclusion Recommendational - Gives conclusion and gives recomendation |
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What is an Informational report? |
- No conclusion or recommendation - Communicate gather information
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tWhat is an Executive Summary? |
- Summary of the whole thing, introduction through conclusion and it includes a recommendation. |
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What are the parts of a Short report? |
- Problem and purpose - Method - Findings - Conclusion |
