Informal Reports

What are the main differences between formal and informal reports?

Formal reports:

·         A process of thorough investigations and analysis

·         Long in length, from 5 to 200 pages

·         Contains letter memo of transmittal, executive summary, list of figures and appendix.

·         Serious in tone

Informal reports:

·         Present data without analysis or recommendations

·         Tend to be short, usually 8 or fewer pages

·         Use letter or memo format

·         Personal in tone

Business Presentation

If Power Point is so effective, why are people speaking out against using it in presentations?

Power Point is quite effective when speakers know how to operate the equipment and prepare a well organize presentation.  However, some people still believe that Power Point is not for everyone. Speakers with little experience often sound unnatural; they memorize or read the entire presentation and lack maintaining eye contact with audiences.  Some speakers tend to talk too fast, displaying their nervousness and making it difficult for audience members to understand their ideas.

 To create an outstanding Power Point presentation, it takes time to prepare in advance and confidence.

Negative Messages

Critical Thinking #2

Some people feel that all employee news, good or bad, should be announced directly.  Do you agree or disagree? Why?

I agree that good news should be directly.  Good news makes people happy. However, bad news is very difficult for people to accept.  Unpleasant news should be slowly revealed indirectly.  Bad news is generally easier to accept when broken gradually.  A blunt announcement can cause the reader to stop reading and toss the message aside.  The indirect approach keeps the reader’s attention until you have been able to explain the reason for the bad news.  

Positive Messages # 2

Ch. 6 Critical Thinking # 3

Which is more effective in claim letters-anger or objectivity? Why?

Companies occasionally receive complaint claim letters from customers. The most effective way to reply is in a professional and objective manner instead of anger. Companies strive to retain the goodwill and the business of the customers.  Presenting the good news immediately is more effective than negative ones.

In responding to claim letters, companies sincerely want to correct the problems.  They want to do more than just make the customers happy.  They want to stand behind their products and services, and do what is right.

Positive Messages

Ch. 6 Critical Thinking # 1

An article in a professional magazine carried this headline, “ Is Letter Writing Dead?"  How would you respond to such a question?

Letter writing is absolutely not dead, it has just become less popular as e-mail, face book, and twitter became the main form of communication; nevertheless, I think many people  still enjoy writing letters, postcards, and thank-you notes. When I write letters, I take the time to convey my thoughts and give a more considerate and personal touch.

Many businesspeople nowadays want to get information as quick as possible. However, even with the new technology available today, letter remains one of the most powerful and effective ways to get your message across. Business letters are important for messages that require a permanent record, confidentiality, formality sensitivity, and a well-considered presentation.

Electronic E-mail Messages and Memorandums

Discuss the ramifications of the following statement: Once a memo or any other document leaves your hands, you have essentially published it.

Email is the preferred communication channel in most business today. However, wise e-mail business communicator are aware of the importance, as well as the dangers of e-mail messages can travel, intentionally or unintentionally, long distances.  A quickly drafted note can end up in the boss’s mailbox or other unwanted people. Unfortunately, electronic messages are difficult to erase and may become evidence in court.

Because e-mail seems like a telephone call or a person-to-person conversation, it is very important to become aware and conscientious not to send sensitive, confidential, inflammatory or potential embarrassing messages. E-mail creates a permanent record that does not go away even when deleted.  Every message is a corporate communication that can e used against you or your employer, family or a judge to read.  Beware!

Ch. 4. Critical Thinking #1, p. 87

Your deadline is due, but your document needs proofreading.  Should you speed the time necessary to proofread and miss the deadline?

If you really care about creating a clear and concise document, you should never wait until the last minute to proofread a document whether it is a long or short document.  When writing a document it is imperative to give yourself a day or so to take the time to proofread your document.  Print a hard copy. By doing this, you’ll have adequate time to carefully go over:

·         Sentences and paragraphs regrouping.

·          Any misspell words

·          Grammar errors, punctuations

·         Communication tone.

E-mail messages require a light proofreading usually on the screen; however, if you print a hard copy, you get a better view of your message writing.  A common excuse for sloppy proofreading is usually lack of time.

Composing Business Messages

Why is audience analysis so important in choosing the direct or indirect pattern

of organization for a business message?

Any organization big or small that requires writing business messages needs to know its readers.

It is important to analyze the audience receiving the message. When preparing the message, one needs to anticipate the audience’s reaction to the ideas and frame of the message accordingly.

 There are two patterns of communicating the message, direct and indirect pattern.  In the direct pattern, the main idea or good news of the message come first; one expects the audience to be pleased and interested; on the other hand, if one expects the audience to be uninterested, displeased or perhaps hostile, it is preferable to use the indirect pattern, with the main idea or unpleasant news following an explanation and evidence.

                               

        

Why is writing in a natural, conversational tone difficult for many people?

September 9, 2011

Critical Thinking pg. 45 Chapter 2

Writing in a natural, conversational tone is not difficult; however, many people who are not used to writing or are not well educated, tend to unconsciously write sloppy, unprofessional.  With the increase use of instant messages, e-mail, many people do not want to take the time to complete sentences, instead, they utilize abbreviations, slang, sentence fragments and overuse expressions.  

Some writers are too casual, others are overly formal; nevertheless, professional conversational tone can be achieved by improving proper writing skills. To project a professional image, we must strive to use a warm, friendly tone that sounds professional and mature.  We are not perfect, but we can strive for perfection in the workplace.

Video 1: Intercultural Communication at Work

After I watched the video, I was able to learn that culture affects verbal and non-verbal communication.  When we interact with businesspeople from different cultures, we need to become sensitive and aware about their culture ways of communication; for example, in Japan a nod can indicate “yes, comprehension, or approval”.

 We can’t assume that international businesspeople behave and communicate the same way as we do in North America.   Every country has a unique way of communicating verbally and non-verbally.  I believe that when we communicate with respect and behave professionally with people of different cultures and values, the results are successful, positive and productive.