Ebc10e ch02-instructor ppt-final
- 1. 2 ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. ©denphumi/ThinkStock Instructor PowerPoint 1
- 2. Learning Objective 1 ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. © MelisendeVector.com/Fotolia Ch. 2 / Slide 2 Discuss the five steps in the communication process. Communication: the transmission of information and meaning from a sender to a receiver.
- 3. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. © yuuen/Fotolia Ch. 2 / Slide 3 The Communication Process Sender has idea Sender encodes idea Sender selects channel and transmits message Receiver decodes message Feedback returns to sender
- 4. Learning Objective 2 ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 4 Recognize the goals of business writing, summarize the 3-x-3 writing process, and explain how it guides a writer. A digital message is one that is generated, stored, processed, and transmitted electronically by computers using strings of positive and nonpositive binary code (0s and 1s).
- 5. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. © bloomua/Fotolia Ch. 2 / Slide 5 Defining Your Business Writing Goals • Purposeful • Economical • Audience- oriented
- 6. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. © bloomua/Fotolia Ch. 2 / Slide 6 Introducing the 3-x-3 Writing Process Analyze audience & purpose Research background, collect info Edit for clarity Anticipate audience and its reaction to message Adapt message to audience Organize info Draft first version Proofread Evaluate whether the message will accomplish goals
- 7. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 7 Pacing the Writing Process Revising 50% Prewriting 25% Drafting 25%
- 8. Learning Objective 3 ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 8 Analyze the purpose of a message, anticipate its audience, and select the best communication channel. Secondary Purpose: To promote goodwill Why are you sending the message What do you hope to achieve? Primary Purpose: To inform and to persuade
- 9. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. © kyoko/Fotolia Ch. 2 / Slide 9 Anticipating and Profiling the Audience Who is my primary reader or listener? Personal and professional relationship? What position is held in organization? How much is known about topic? Person’s education, beliefs, culture, attitudes? Will reaction be neutral, positive, or negative? How is secondary audience different from primary? Supply more background information? Reshape message for secondary audience?
- 10. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 10 Remember that receivers will be thinking… WIIFM(What’s in it for me?)
- 11. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. © yuuen/Fotolia, © Andrey/Fotolia, © mostafa fawzy/Fotolia Ch. 2 / Slide 11 Factors Affecting Channel Choice Message importance Amount and speed of feedback Need for permanent record Cost: How expensive? Degree of formality Confidentiality and sensitivity Receiver’s preference Receiver’s technical expertise
- 12. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. © raven/Fotolia Ch. 2 / Slide 12 Ten Levels of Richness in Workplace Communication Channels 1 2 3 4 FACE TO FACE Richest medium. Best for persuasive, bad-news, and personal messages TELEPHONE Best choice when two people cannot meet in person VIDEO CHAT Best for group inter- action and consensus- building when members are dispersed E-MAIL Best for routine messages that do not require immediate feedback 5 IM Best for short online messages that need a quick response Richest to Leanest
- 13. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. © raven/Fotolia Ch. 2 / Slide 13 Ten Levels of Richness in Workplace Communication Channels 6 7 8 9 10 LETTER For external messages that require formality, sensitivity, or a written record MEMO To distribute interoffice information, especially when e-mail is unavail- able BLOG To share ideas with a wide Internet audience and encourage responses REPORT To deliver considerable data internally or externally WIKI To provide a repository for digital information that can be easily changed Richest to Leanest
- 14. Learning Objective 4 ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 14 Employ adaptive writing techniques such as incorporating audience benefits, developing the “you” view, and using conversational but professional language.
- 15. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 15 Expert Writing Techniques Spotlight audience benefits. Develop the “you” view. BUT: The warranty starts working for you immediately. NOT: The warranty begins right away. NOT: We have created an account dashboard that we love. BUT: Your account dashboard gives you complete control.
- 16. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 16 Expert Writing Techniques Be conversational but professional. NOT: BTW, your report was totally awesome! BUT: By the way, your report was well written. NOT: The undersigned requests that all appropriately completed performance reviews be returned to the writer by the deadline of June 15. BUT: Please return all performance reviews by June 15.
- 17. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 17 Developing Reader Benefits and the “You” View Sender Focus Receiver Focus We are requiring all staffers to complete these forms in compliance with company policy. Please complete these forms so that you will be eligible for health and dental benefits. Because we need more space for our new inventory, we are having a two-for-one sale. This two-for-one sale enables you to buy a year’s supply of supplies but pay only for six months’ worth.
- 18. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 18 Developing Reader Benefits and the “You” View “I” and “We” View “You” View We take pleasure in announcing an agreement we made with HP to allow us to offer discounted printers in the student store. An agreement with HP allows you and other students to buy discounted printers at your student store. I have a few questions on which I would like feedback. Because your feedback is important, please tell us your thoughts.
- 19. Learning Objective 5 ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 19 Develop additional expert writing techniques including the use of a positive and courteous tone, bias-free language, plain language, and precise words.
- 20. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 20 Expert Writing Techniques Be courteous. Employ bias-free language. BUT: Please complete the report. NOT: You must complete the report. BUT: Our office workers can do this. NOT: Our office girls can do this.
- 21. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 21 Expert Writing Techniques Prefer plain language and familiar words. Use precise, vigorous words. BUT: The salary is… NOT: The remuneration is… BUT: Please e-mail me. NOT: Please contact me.
- 22. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 2 / Slide 22 Negative Expressions and Their Hidden Messages Negative Expression Hidden Message You overlooked You state that You claim that You are wrong You do not understand Your delay You forgot to You are careless. But I don’t believe you. What were you thinking? It’s probably untrue. I am right. You are not very bright. You are at fault. You failed to Besides being inefficient, you are stupid and careless.
- 23. ©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. ©denphumi/ThinkStock Ch. 2 / Slide 23