Ch. 11 Mind Map

Ch. 11 Summary

Chapter 11 teaches us strategies for our reports and proposals in the business world. We already learned about direct and indirect strategies for the overall report but these strategies are also applied to individual sections of reports or proposals. Now the thing that should be first considered in any communication activity is the audience. How your report is structured and how it sounds depends largely on the audience. Then you must think of the respond you want and tailor your strategy to that. You should use direct strategy if you need nothing from the audience but you should use an indirect strategy if you want some kind of investment from the audience. The strategy used also depends on what type of document is being created and for what purpose. Informative reports are usually delivered using the direct strategy. Indirect strategy is better with persuasive pieces and analytical reports should use a mixture of both. The chapter also says that the most important things to remember when writing any document are how to write clearly, how to be concise and how to organize and format the information. So with any piece of writing, you must have an introduction. The introduction should set the tone for the entire writing. Depending on the audience and reasons for the document, decide on either a formal tone, informal, or conversational. The introduction should try to capture the reader’s attention. Then there is the background of the report. This is where the reader encounters any essential and vital information that is needed for any analysis later or conclusions reached. Background should be delivered directly chronologically or through a situational approach. Statistics can also be used during this part of the report to give better understanding to the audience. Next are the problem and topic statements. These are the ones your report is focused on and why you gave background information and details. Next is the goals and objectives. This should always be delivered using a direct strategy. You want your audience to understand the goals of the report. You cannot be vague or ambiguous. Of course the reason you’ve written the report is not just to point out the problem, but the solutions for it. This is the final part of your report and it should also be direct. You may revisit some earlier points and tie them together with your recommendations. Ending your report on a positive note is a must. You don’t want the last thing your audience to read to be a negative point because that will leave a negative impression on them in general.

Ch. 9 Mind Map

Ch. 9 Summary - Direct and Indirect Communication Strategies

When dealing with any kind of communication in the business world, you’re going to be dealing with two kinds of strategies. Direct and Indirect strategies and each has it’s reasons and strengths. Direct communication strategy lets you deliver a message quickly and usually in the beginning. The direct strategy should be used when you know your message will please the listener or will be neutral. There are a few different kinds of direct communication messages. One is requests for information or action. Another is claims and positive adjustments. And then there are good news or goodwill messages. There is a such thing as a negative direct message, but this should only be used when you know the audience well. Indirect strategy should be used when your message is going to be negative or bad for the receiver. If you have to refuse, reject or deny a request, you should go with the indirect strategy. A indirect message should open with a buffer, a brief positive statement or statement of appreciation. Then your reasons should follow for the bad news with the actual refusal following afterwards. There are a few types of Indirect negative messages. One is refusals/denials. Another is collections messages and social refusals are also one. When you want to persuade action, the indirect persuasive approach is usually best. This lets you audience know why they accept before they hear what you want. A few types of this message are sales messages, fund-raising messages and directive changes. Using these strategies should help you in the business world.

Video - Talking with Confidence Mind Map

Ch. 8 Mind Map

Ch. 8 Summary Business Writing Design

One of the most important aspects of business communication is writing. You must have a good command of this or it will be difficult to succeed in the business world. Some of the typical written documents in business are proposals, reports, letters, contracts, forms, memos and manuals just to name a few. The writing process has four steps. The first step is generating ideas and the prewriting. You must know what purpose your writing for and what message goal you have. Freewriting, listing and clustering are prewriting strategies that may help you. In Freewriting, you just start writing all of the ideas that come to you without worrying about spelling, punctuation or grammar. In listing, you make a list of the items or ideas you want in your document or letter. Clustering is basically mind mapping. The second step in the writing process is the actual writing. This will be the first draft. It wont be perfect so don’t worry. The third step is revising and redrafting. In this part, you look over your first draft and make corrections and make the language more precise and clear if need be. The fourth step is editing and proofreading. In business writing, there are different styles. One style is the “you view”. In this, the writing is focused on the interests of the reader. Another style is positive expression. In this you emphasize what you can do instead of what you can’t do. When designing memos and letters, have a introduction, body and closing. Memos are internal written channels of communication. Internal meaning within the company and it’s employees. Letters are usually an external type of communication. The two common ways to write a business letter is Full Block style and Modified Block style. Full block style is when everything in the letter begins in the left margin and Modified block style is when the date and closing begin in the middle and everything else is on the left margin. The examples and sample memos and letters are helpful because I can always look back for help.