Applying and Interviewing for Employment

- Use a 3 step process to create attention getting letters
- Impress with knowledge and professionalism
- opening paragraph should convey the reason your writing and keep the reader compelled.
- Middle section should expand your opening and present more strengths
- Do not bring up salary, unless previously for a requirement
- Final paragraph, ask for a specific action and how they should respond.
- Think about a follow up message: show any additions to your skills or how you have learned more about the company
- May be interviewed several times before an offer.

The following is a website with many videos of job interviews:

http://www.best-interview-strategies.com/videos.html

- Differentiate yourself from other candidates in the screening stage.
- selection stage: may interview with several people
-final stage: interviewer may try to sell you on working at the firm
- Follows a set sequence and allows the interview team to compare answers of different potentials.
-Open ended interview: adapts line questions based on your responses.
- Panel interview: meet several interviewers at once
- Group Interview: one employer, group of candidates
- Behavioral interviews: address how you handled situations in the past
- Situational interview: asked to explain how to handle various situations
- Working interview: preform real or fake work tasks
- Stress interviews: show how you will handle things in the future

Here are websites with tips for different interviews:

Panel Interviews: http://www.best-job-interview.com/panel-interview-tips.html

Group Interviews:http://www.job-application-and-interview-advice.com/group-interview-tips.html

Behavioral Interviews:http://www.brockport.edu/career/behave.htm

Situational Interviews:http://www.careerchoiceguide.com/situational-interview.html

Working Interviews:http://www.careercc.com/interv3.shtml

Stress Interviews:http://www.indobase.com/resumes/stress-interview.html

- Use a variety of media when interviewing ex: virtual meetings

- A telephone interview is just as important as if it were in person
- if interviewing by email, be sure to double check responses before sending
- If video interviewing, speak to the camera as though you are addressing a person
- Computer based interviews can be simple structured to realistic job situations
-Suitability is based on (1) academic preparation (2) work experience (3) job related personality traits
- Compatibility with an organization is based on a personal, background, attitudes, and style.
- Expect questions about personal interests, world events, and many other topics
- Pre-employment tests shows objectives, quantitative information, and information about skills and habits
- employers expect you to know something about the company and the industry.
- Be prepared to relate your qualifications to he organization's needs.
- practice answering questions and be prepared, so you can respond with confidence.
- Plan questions to ask the interviewer to see if the job meets your goals as well.
- Think of how to relate to skills and accomplishments
- Build confidence to prepare thoroughly and address shortcomings as best as you can
- Stage mock interviews to prepare
- Nonverbal behavior has an effect on the interviewer's opinions.... The way you speak is just as important as what you say
- be well groomed and dress conservatively, the employer will judge you on your view of what is appropriate
- Be ready as soon as you arrive at the interviewing site, do not fumble when you get to the site
- Stay on your toes
- Be prepared to face substantial questions at the beginning of the interview.
- Make sure to emphasize tour strengths
- Pay attention to your verbal and non verbal messages you are sending-
- Interviewers know what they shouldn't and think about how you would respond to an unlawful question
- Make sure to end with courtesy and enthusiasm

Here is a website of how and why job interviews should be followed up:

http://www.quintcareers.com/job_interview_follow-up.html

- Six types of Follow Up Messages
1. Thank you message
2. Message of inquiry
3. Request for a time extension
4. letter of acceptance
5. Letter of declining a job offer
6. Letter of resignation

This following is a link to a video of what not to do at a job interview:
http://video.google.com/videoplay?docid=-2664192855320111160#

Building Careers and Writing Resumes

-Important to know when looking for a job: The easiest way for you to find a job, help wanted advertisements, is the least preferred way for company's to find employees.
- Most preferred: Someone inside the organization
- Least preferred: Solicit resumes through advertising
- Because of newer technologies of today, easy to stay in touch with whats happening in the business world.
- Look beyond a company's communication materials. Look at other firms in the industry to see what they think about the company.
- Start networking early, classmates and friends can be some of the best business contacts.
-Be a contributer to the networking process.
-Look at your college's placement office as they can be some of the best resources.
-By viewing your resume as a business message, its easier to decide what should be written in it.
About.com gives us some tips for writing resumes:
http://jobsearchtech.about.com/od/resumes/Writing_Resumes.htm

-Key to resumeorganization: connect your personal strengths with the qualities the employer is looking for.
-Weakness to employers: frequent job changes and gaps in work history---> be prepared to explain.
- Chronological resume: most commonly used, but may not be right for a particular stage in your career.
- Functional resume: used by people with little employment history or gaps in their history, employers may use this approach as hiding a weakness.
- Combination resume: highlights your skills and provides a timeline history of your employment.
- make information clear and compelling, this may be the only information your employer has about you.
The Ivy League addministration published a website that documents all of the differences in ways to organize your resume:

http://www.ivyleagueadmission.com/organization.html

- Be honest and keep your integrity, do not just reply on your resume.
- Make your qualities apparent to the potential employer, they will not search through to find you among many applicants.
- a resume should tell your story and give employers a layout of who you are as an employee.
- use short phrases using strong verbs and nouns.
- Provide complete and accurate information
- Get a professional sounding email for better business purposes.
- Objective should be phrased to meet the employers needs and not your own.
-Qualifications give a quick view of how you can be valuable to employees
- Education may be your stronges selling point, present carefully
- Relate past expierence to the current position you are applying too.
- qualify your accomplishments in quantity: scores and numeric increases
- Indicate special skills and qualities that are personal, but make sure they are relevant
- Do not add personal data unless there is a reason to.
- have a list of references
- Avoid common errors, it will get your resume looked over
- keep your design simple, clean, and effective
- Start with a traditional print, with a clean classy look.
- Use a powerpoint to supplement, but realize your employer may not use them.
- Create a scannable resume, as it can be easier for employers.
- a plain test version is a computer file with no formatting. Verify what is needed and make sure your word processing program is compatible.
- Think about privacy and security when posting your resume online.
- proofread thoroughlt and ask other to as well, it improves your chances when employers are reading.
- Pay close attention to the specific wishes of each employer.
- Spend time looking at the best way to post your resume.

Here are some helpful examples for resumes and cover letters:

http://www.resume-resource.com/

I found this link very helpful when it came to look at resumes and cover letters:
http://jobsearch.about.com/od/resumes/a/resumecenter.htm

Writing Reports and Proposals

1. Adapting to your audience
- Being sensitive to your audience’s needs
--- long and complex reports demand a lot from readers, “you” attitude is important
- Building strong relationships with your audience
--- reports can be read for years after written and may reach audiences not specifically intended - Controlling your style and tone
--- adj. level of formality to match the situation and audiences expectations
The following is a useful site in adapting to your audience:

http://www.hawaii.edu/mauispeech/html/analyzing_your_audience.html

2. Composing Reports and Proposals
--- review your outline and verify the wording of your headings
--- Inrto needs to provide context for the reader, introduce the subject, preview main ideas, and establish tone
--- Body presents analysis and interpretation
--- Closing emphasizes main points and summarizes audience benefits
- Drafting report content
--- Content must be accurate, complete, balances, clear, logical, and properly documented
--- Report introduction
------ Carefully select elements to include, and don’t include what your audience doesn’t need
--- Report Body
------ Contain only enough information to convey your message, don’t overload with excessive details
--- Report close
------ depends on the type of report and the approach
------ Long reports => divide your close into separate sections for conclusions, recommendations, and actions
-Drafting Proposal content
--- AIDA model works well

--- 6 strategies to persuasive argument: (1) demonstrate your knowledge (2) Provide concrete information and knowledge (3) research the competition (4) prove it is a workable proposal (5) Adopt the “you” attitude (6) Package the proposal activities
Here is a helpful site for the AIDA model:
http://www.google.com/imgres?imgurl=http://www.davedolak.com/graphix/aida.gif&imgrefurl=http://www.davedolak.com/advtg.htm&h=250&w=323&sz=9&tbnid=XukCUAKU75CwvM:&tbnh=91&tbnw=118&prev=/images%3Fq%3Dthe%2BAIDA%2Bmodel&usg=__52NPFNitlOY1SLBiXUyqoQFNo6E=&ei=1L_dS8ahFIP-8AaokfmRCA&sa=X&oi=image_result&resnum=4&ct=image&ved=0CBoQ9QEwAw

--- Proposal introduction
------ convince readers that a problem or an opportunity exists
--- Proposal Body
------ willing to accommodate a promotional style, as long as it is professional and focused
------ indicates how you will accomplish the solution presented
--- Proposal Close
------ last chance to convince the reader=> make it be clear, compelling, and audience oriented
- Drafting Online Content
--- transmitting the content and adapting to local culture norms and practices
--- Effective links in online reports let readers know exactly what to expect
---search engine optimization: (SEO) fine tuning your content to make it more findable by visitors
--- Focus : (1) offer fresh, high quality, content (2) use relevant key words (3) encourage links to your site from other sites
- Collaborating on Wikis
--- Understanding the Wiki Philosophy
------ requires a shift in your mindset from the approach you use for individual writing
--- Adapting the 3 step process for successful Wiki writing
------ when adding, make sure it fits in smoothly with organization and content
- Helping readers find their way
--- provided through style guidelines or document templates
--- Heading and links
------ provided through style guidelines or document templates
------ improves the documents readability
--- Transitions
------ Connects ideas by helping readers move from one thought to the next
--- Previews and reviews
------ helps readers prepare for upcoming info and reviews, verify them and clarify them





3. Using technology to create Reports and Proposals
--- Technological tools include: templates, linked and embedded documents, electronic forms, electronic documents, multimedia documents, and proposal- writing software
--- utilizing technology can reduce mechanical work involved in writing long reports


This site gives us exapmles of useful technology to create reports and proposals:


http://www.microsoft.com/enable/business/plan.aspx

Planning Reports and Proposals

1. Creating Effective Reports and Proposals
--- reports: written accounts the objectively communicate information about some aspect of a business
---informal reports: offer data, facts, feedback, and other types of info without analysis or recommendations
--- analytical reports: offer both information and analysis and included recommendations
---proposals: special category of reports that combine information delivery and persuasive communication
--- reports can be for internal and external readers
Here is a site for the wrtiting of effective reports and proposals:
http://www.writinghelp-central.com/business-reports.html

2. Applying the 3 step writing process to reports or proposals
- Analyzing the situation
--- because of the length and complexity of most reports, it is important to define your purpose
--- Defining your Purpose
------ sometimes you are told and sometimes you must identify
------statement of purpose: defines why you are preparing the report
--- Preparing your work plan
------ saves time and produces a more effective report
------ formal work may contain (1) statement of the problem (2) state the purpose and scope (3) discuss tasks to be accomplished (4) describe any additional products and activities (5) review project assignments, schedules, and resources (6) plans for the follow up delivery of the report (7) working outline
- Gathering information
---some reports require formal research projects to gather necessary information
- Selecting the right medium
--- may be required to use a specific medium
--- deliver more formal reports electronically
- Organizing your information
--- most business reports use the direct approach
--- indirect approach to build support for the main idea or to avoid being arrogant
--- Long reports combine direct and indirect approaches, build support for interm conclusions or recommendations
--- Consider audience expectations when deciding on the organization of report
- Organizational strategies for informational reports
--- topical organization is built around the content itself using: comparison, importance, sequence, chronology, spatial orientation, geography, or category
---Creating successful business plans
------ Particularly to solicit investment, must meet specific expectations
------ cover: summary, mission and objectives, company and industry, products or services, market and competition, management, operations plan, overall schedule, risks and problems, and exit strategy
--- Organizing website content
------ make sure to keep in mind: (1) web readers are demanding (2) reading online can be difficult (3) nonlinear, multidimensional medium
------ multiple purposes and multiple audiences need to be addressed during planning
------ informative architecture: describe the structure and navigational flow of all parts of a website
------ map various paths and different types of users are to take through your website and develop content to fit
Here is a website with strp by step instructions in making your first website:
http://www.adobe.com/devnet/dreamweaver/articles/first_website_pt1.html

3. Planning Analytical reports
--- to analyze, understand, and explain and to think through a problem or a opportunity
--- 3 Categories: (1) reports to assess opportunities (2) reports to solve problems (3) reports to support decisions
--- clarify the problem by determining what to analyze, why the issue is important, who is involved, where the trouble is located, and how and when it started
--- problem factoring: a series of logical, connected questions
---hypothesis: potential explanation that needs to be tested
- Organizational Strategies for analytical reporting
--- before choosing, determine whether your audience is receptive or skeptical
--- Focusing on conclusions
------ best approach when addressing a receptive audience
--- Focusing on Recommendations
------when readers want to know what you think they should do =>focus on recommendations
------ If there is a risk involved, inform your audience
--- Focusing on Logical Arguments
------2+2=4 Approach: convinces readers of your point of view by demonstrating that everything adds up
------Yardstick approach: use a number or criteria to evaluate one or more possible solutions
This is a website showing how to write an analytical report:
http://www.ehow.com/how_5142708_write-analytical-report.html

4. Planning proposals
--- requests for proposals: (RFP) includes instructions that specify exactly the type of work to be performed or products to be delivered. Buyers solicit proposals by punishing a request
--- unsolicited proposals require additional persuasive element => audience isn’t expecting a proposal and might not be conscious of the problem you propose to solve
--- every proposal competes for something
- Organizational Strategies for Proposals
--- using the indirect approach is the best way to build a case in an unsolicited proposal
This site gives examples of project and business proposals:
http://www.writinghelptools.com/proposal-sample.html

Designing Visual Communication

1. Understanding Visual Communication
- The power of images
---visuals often carry a powerful meaning
---visual symbolization: colors, shapes, and design elements have them; symbolic, connotative meaning can evolve and mean different things in different cultures
- Visual Evolution in Business Communication
--- becoming more visual due to advances in technology and changing audience expectation
--- visual literacy: ability to create and interpret individuals
- Visual Design Principles
--- all aspects of a visual design must set audience expectations
--- 6 Fundamental Principles: consistency, contrast, balance, emphasis, convention, and simplicity
- Ethics of Visual Communication
--- power of visuals= responsibility to communicate ethically
--- ethical guidelines
-----1. Consider all interpretations and misinterpretations
-----2. Provide context
-----3. Don’t hide negative information that runs counter to your argument
-----4. Don’t exaggerate what supports argument
-----5. Don’t oversimplify complex situations
-----6. Don’t imply cause/ effect relationships without proof
-----7. Avoid emotional manipulation
-----8. Careful the way you aggregate data

Here are the business ethics that today's business world concentrates on:

http://managementhelp.org/ethics/ethics.htm

2. Identifying Points to illustrate
--- effective visual messages are: clear, complete, concise, connected, and compelling
--- step back and visualize the flow of your message from the audience’s perspective

3. Selecting the right type of visual
--- many types of visuals and each is best suited to a particular communication problem
- Presenting Data
--- Tables
----- can display extensive amounts of data, but can be simple for online display and electronic presentations
--- Line and surface charts
----- line: use to show trends over time or relationship between two or more variables
----- surface chart: (area) form of a line chart with a cumulative effect. All lines add to the top line which is the total
--- Bar charts, pictograms, and Gantt Charts
-----bar chart: portrays numbers by the height or length of its rectangular bars, making numbers easy to read
-----pictogram: chart that portrays numbers as symbols instead of words or numbers
-----time line chart: shows how much time is needed to complete each task in a given project
-----Gantt chart: used to track progress toward completing a project
--- Scatter and Bubble Diagrams
----- scatter diagram: (XY) used to complete several entities on two or more variables
-----bubble diagram: expands to 3 variables with the size of the bubbles representing the third
--- Pie Charts
----- shows how the parts or a whole area are distributes, pie charts are easier for audiences to understand parts within a whole

This site is called "Microsoft Excel Library" and shows and informs how to process data on microsoft excel:

http://www.businessbookmall.com/Microsoft_Excel_Directions_For_Beginners.htm

---Data visualization
----- help readers make sense of massive data sets
- Presenting information, concepts, and ideas
--- Flow charts and organization charts
----- flow chart: illustrates a sequence of events from start to finish
----- organization chart: shows positions, units, or functions of an organization and how they relate
---maps
----- used to represent statistics by geographical area or showing spatial relationships
--- Drawings, diagrams, and photographs
----- Drawings/ diagrams to show how something works or is used or made
----- Drawings are sometimes better then photos as they can show detail
----- Use photos to show exact appearances and for visual appeal
----- Guidelines for using photographs: (1) consider if a diagram is more effective than a photograph (2) learn to use basic image processing tools (3) match the file to the application (4) make sure photos have communication value (5) be aware of copy writes and model permission
--- Animation and Video
----- if done right, often an unparalleled visual impact
----- can be used to recruit customers or get employees involved in the promotional process

Here is a link to a video that informs us of visualization of business

http://channel9.msdn.com/pdc2008/BB26/

4. Producing and Integrating Visuals
- Creating Visuals
--- computers can offer many tools but does not give the design sensibility that is needed for visual effects
--- Computer tools can save time and produce better results
- Integrating visuals with text
--- The level of sophistication should match the communication situation
--- maintaining a balance between illustration and words
----- place visuals to accent key points in text
----- balance visuals and texts
----- must match needs, expectations, and interpretation skills from the audience
--- Referencing Visuals
----- introduce and place them near the points they illustrate
----- helps readers understand why text is important
--- Placing Visuals
----- Place the closest to its in text reference as possible- helps understand relevance and minimum effort or reading
--- Writing Titles, Captions, and Legends
----- title: identifies the content purpose of the visual
----- descriptive title: identifies the topic of illustration
----- informative title: draws attention to the conclusion that needs to be drawn from the data
-----caption: offers additional discussion of the visuals
-----legend: helps readers “decode” the visual explanation
-Verify the quality of your visuals
--- Is the visual accurate?
--- Is the visual properly documented?
--- Is the visual honest?

Finding, Evaluating, and Processing Information

1. Supporting your messages with solid research
--- make sure your reporting, analysis, and recommendations are supported by solid research

2. Planning your research
--- no planning wastes time and makes unsatisfactory results
- Maintaining ethics and etiquette in your research
--- take precautions to avoid ethical lapses and problems. Remember:
------ don’t force a specific outcome
------ respect privacy of participants
------ document sources and give credit
------ respect intellectual property and digital rights of sources
------ don’t extract more that sources provide
------ don’t misrepresent with your results
- Familiarizing yourself with the subject
--- familiarize yourself with a new subject before you start research
--- develop a problem statement: defines the problem or purpose of research- guides investigation
- Identifying information gaps
--- focus research by identifying most important gaps in information
- Prioritizing Research Needs
--- not enough time or money to answer every question, setting priorities is important

This site concentrates on advice in planning your research:
http://managementhelp.org/research/planning.htm

3. Locating Data and Information
---secondary research: research done previously for another purpose
---primary research: research done specifically for the current project
- Evaluating Sources
--- know your sources to avoid embarrassing and damaging mistakes
--- To evaluate, ask some questions:
------ 1. Does the source have a reputation for honesty and reliability?
------2. Is the source biased?
------3. What is the purpose of the material?
------4. Where did the source get its information? Is the author credible?
------5. Is the material current? And complete?
------6. Are all the claims supported by evidence?
- Conducting secondary research
--- conduct secondary research first
--- Finding information at the Library
------ offer information and resources that you cannot find anywhere else=> including research labs
------ can locate info in: newspapers, business books, directories, almanacs, general publications, and electronic databases
--- Finding information Online
------ most information online has not been subjected to offline publishing
------ start with a reliable web directory
------ gather information from the company websites, but keep in mind they are biased
------ understanding search engines, web directories, and databases
------search engines: identify individual webpages that contain specific words from your search
------ powerful but have limits
------ specialized search engines help reach hidden information
------web directories: have human editors to evaluate and select websites
------metacrawlers: save time by using multiple search engines
------ online databases: give access to most important resources that search engines can’t reach=> Make sure you are aware of how the operate so you don’t get unpredictable results
------ use research tools effectively: read instructions, pay attention to details, review search and display options carefully, try term variations, adjust the scope of your search
------ take advantage of innovative research technology: latest technology includes desktop and enterprise search engines, research and content managers, social bookmarking sites, and newsfeeds
- Documenting your sources
--- proper documentation is an ethical responsibility and an important resource
--- copywrite protections may prevent your form using some materials without permission
This is a college site that tells us the most important reasons to document our sources:
http://writing.colostate.edu/guides/documents/review_essay/com2b4.cfm

- Conducting Primary Research
---Conducting Surveys
------ must be based on a sample of a population of interests
------ provide clear instructions to prevent mistakes in answers
------ test your survey before using it
------ online surveys are quick and inexpensive but require some planning
--- Conducting interviews
------ easy to conduct but require planning for useful results
------ use both open ended, closed questions, and focus groups
------ face to face interviews give opportunity to gage nonverbal responses



4. Processing Data and Information
---after collecting research, next step is to convert to useable info
-Quoting, Paraphrasing, and Summarizing
---quoting: reproducing the content and indicating who created it initially
---paraphrasing: expressing someone else’s ideas in your own words
---summarizing: distills content into fewer words
- Analyzing your data
---Gaining Insights
------mean: average
-----median: “middle of the road” or midpoint
------mode: number that occurs most often in a series
------trends: patterns that repeat over time
------causation: shows cause and effect relationships
------correlation: indicates simultaneous changes in 2 variations that may not necessarily be related
--- Guarding against mistakes and misinterpretations
------ errors that might have crept in during collection and processing data
------ avoid faulty comparisons, don’t push results beyond their limits, steer clear of misleading representations
This site gives examples of how to process and anaylze data:
http://classweb.gmu.edu/ndabbagh/Resources/IDKB/info_processing.htm


5. Applying your findings
- Summarizing your research
--- unbiased presentation of information regarding a particular topic, without attempts to draw conclusions or make recommendations
- Drawing Conclusions
--- a logical interpretation of research results
- Making recommendations
--- a suggested course of action
--- knowledge management systems keep organization and share research results
The following site is strategies for drawing conclusions:
http://leo.stcloudstate.edu/acadwrite/conclude.html


6. Managing information
--- knowledge management: (KM) a set of technologies, policies, and procedures that let colleagues capture and share information throughout an organization

Writing Persuasive Messages

1. Using the 3 step writing process for persuasive messages
--- persuasion: an attempt to change an audience’s attitudes, beliefs, or actions
- Step 1: Planning a Persuasive Messages
--- failing to clarify your purpose is a common mistake
- Analyzing the Situation
--- knowing the audiences demographics (age, gender, occupation, income, and education) and psychographics (personality, attitudes, and lifestyles)
--- must be aligned with the audience’s motivations
--- can influence he need, action, and outcome
- Gathering information
--- gather info necessary to create a compelling message
- Selecting the right medium
--- may use multi medias to reach entire audience
- Organizing your information
--- include only the information needed to help your audience take the next step toward a favorable decision
--- if ready to hear your proposal, use direct approach
--- direct or indirect: influenced by your authority, enterprise, and power in the organization
- Step 2: Writing a Persuasive Message
--- use the “you” attitude to try and change the negative message
---encourage by using (1) positive and polite language (2) understanding cultural differences (3) be sensitive to organizational culture (4) take steps to establish credibility
- Step 3: Completing a persuasive message
--- judge your arguments when evaluation and do not overestimate credibility
--- meticulous proofreading

For business communications, this is a site for concentrating on the important points:

http://www.associatedcontent.com/article/5043/effective_persuasive_messages_for_business.html

2. Developing Persuasive Business Messages
--- your success will always depend on your ability to craft persuasive messages
- Structuring for persuasive business messages
--- persuading is more effective that forcing as people think they made a decision themselves
- Structuring Persuasive Business Messages
--- Use the AIDA model: Attention, Interest, Desire, Action
--- AIDA model is ideal for indirect approach, however it has limitations and needs to be motified for social media
- Balancing Emotional and Logical Appeals
--- to find balance, factors (1) the actions you hope to motivate (2) your reader’s expectations (3) the degree of resistance (4) how far empowered you feel to sell your point of view
--- emotional appeals: attempt to connect with the reader’s feelings or sympathies
--- logical appeals: are based on the reader’s notions of reason; and can include analogy, induction, and deduction
---logical flaws: include hasty generalizations, circular reasoning, attacks on opponents, oversimplification, false assumptions of cause and effect, and faulty illogical support
- Reinforcing your Position
--- choose words carefully and use abstractions to enhance emotional content
--- highlight direct and indirect benefits of complying with your request
- Anticipating Objections
--- Present both sides of an issue when you expect to encounter strong resistance
--- Powerful persuasive messages can encounter strong resistance
- Common examples of persuasive business messages
--- many opportunities to write persuasive messages including business reports and memos, websites, and letters requesting adjustments
- Persuasive requests for Action
--- explain why the request is reasonable
--- sometimes just to encourage people to try a new idea
- Persuasive Presentations of Ideas
--- asking your audience to reexamine their options or assumptions or to adapt to a new way of thinking
- Persuasive claims and requests for adjustments
--- if a routine claim or request is unsuccessful, may need to craft a more persuasive message to explain why you deserve a more satisfactory response

3. Developing Marketing and Sales Messages
--- marketing and sales messages can use the same techniques as persuasive messages
--- marketing messages: urge potential buyers through purchasing process w/o asking for an immediate decision
---sales messages: makes a specific request for people to purchase a specific product or service
- Assessing Audience Needs
--- purchasing decisions often involve more than the basic product or service
--- begin by assessing audience needs, interests, and emotional concerns as for any other business
- Analyzing your competition
--- most marketing and sales messages have to compete for the audience’s attention
--- avoid themes, writing styles, and creative approaches that are similar
- Determining key selling points and benefits
--- selling points=> focus on the product
--- benefits=> focus on the user
--- prioritize the items you plan to discuss
- Anticipating Purchasing Objectives
--- crucial to effective marketing and sales messages
--- price can be a tricky issue- be from a position of prominence
- Applying AIDA of a similar model
--- getting attention: use a variety of messages in marketing and sales messages including: your product’s strongest feature, a piece of genuine news, an appeal to the reader’s emotions, a promise of savings, or a solution to a problem
---building interest: expand on and support the promises in your attention- getting opening
---increasing desire: add details and benefits to increase desire for the product or service. Avoid being so enthusiastic that you lose credibility. Provide support for your claims
--- Motivation Action: after generation interest and desire=>time to persuade readers to the preferred action
- Writing persuasive Messages for social media
--- conversation marketing: companies initiate and facilitate conversations in a networked community of customers, journalists, and bloggers.
--- social commerce: involves the use of social media in buying and selling and customer support
--- requires a more conversational approach: facilitate community building to initiate and respond to conversations in the community, identify and support you champions, don’t rely on news media, and use the AIDA model at the right time and right place
- Maintaining high standards of ethics, legal compliance, and etiquette
--- stealth marketing: customers do not know they are being catered to
--- marketing and sales messages are covered by a variety of regulations. Including:
------ must be truthful and non-deceptive
------ must back up claims with evidence
------ considered binding contracts in many states
------ do not use a person’s name, picture, or identification without permission
--- high ethical standards is a key aspect a good communication
--- Communication technology can help you be sensitive to audience needs

Writing Negative Messages

In business, negative messages may be the most difficult to write because they can make the reciever upset and this differently of you.

1. Using the 3 step writing process for negative messages
- 5 goals of negative messages
--- 1. Give the bad news
---2. Ensure acceptance of the bad news
---3. Maintain reader’s goodwill
---4. Maintain organization’s good image
---5. Minimize or eliminate future correspondence on the matter as appropriate
- Step 1: Planning a negative message
--- analyze, investigate and adapt to the situation to avoid alienating readers
---carefully choose a medium
--- carefully organize your message as it helps reader’s accept
- Step 2: Writing a negative message
--- unclear or unkind messages may cause the audience stress
--- use languages that convey respect and avoid an accusing tone
--- lay out your qualifications for making the decision
- Step 3: Completing a Negative Message
--- revise to ensure that your message is clear, complete, and concise
--- make sure they are delivered promptly and successfully
This link is to a power point presentation that shows how to create and write negative business messages:
http://webcache.googleusercontent.com/search?q=cache:Og8xU35ZlNwJ:wps.prenhall.com/wps/media/objects/1741/1783509/PPT/STUTODAY08.ppt+developing+negative+messages&cd=1&hl=en&ct=clnk&gl=us

2. Developing Negative Messages
- Choosing the better approach
--- to choose direct or indirect, answer the following questions:
-----1. Will the bad news come as a shock?
-----2. Does the audience prefer short messages that get right to the point?
-----3. How important is the news to the audience?
-----4. Do you need to maintain a close working relationship with the audience?
-----5. Do you need to get the audience’s attention?
-----6. What is your organization’s preferred style?
Here is another site for writing business messages:
http://www.docstoc.com/docs/23876612/Writing-Negative-Messages/

- Using the Direct Approach Effectively
--- Use the direct approach when your negative info will have a minimal impact
--- State bad news at the beginning to (1) make a shorter message (2) allows the audience to reach the main idea of the message in less time
--- open with a clear statement of bad news
--- provide reasons and additional information
--- closing on a positive note
- Using the indirect approach effectively
--- use when some preparation will help your audience accept your bad news
--- opening with a buffer: a buffer is a neutral, noncontroversial statement that establishes common ground with the reader
---Provide reasons and additional information
--- continuing with a clear statement of the bad news
--- close on a positive note: avoid a negative or uncertain conclusion, limit future correspondence, be optimistic about the future, and be sincere
- Adapting to your audience
--- Cultural Variations
------ expectations for handling of bad news can vary from culture to culture
------ use the tone, organization, and cultural conventions that the audience expects
--- Internal verses external audiences
------ internal audiences often except more detail in negative messages
------ may need to adjust content for external audiences
-Maintaining high standards of etiquette
--- sharing bad news effectively required commitment from everyone in the organization
--- some employees that are unable to resolve problems resort to whistle-blowing: which is expression their concerns through company ethics hotlines or even going to the news media if they perceive no other options
- Negative situations can put your sense of self- control and business etiquette to the test

3. Exploring common examples of Negative Messages
- Sending negative messages on routine business matters
--- Refusing Routine Messages
------ before turning down an invitation or request, consider your relationship with the reader
------ Manage your time carefully; if the matter is closed, don’t imply that it’s still open; offer alternative ideas if you can; don’t imply other assistance if it is not available
--- Handling Bad news about transactions
------ some negative messages regarding transactions carry significant financial/ legal ramifications
------ your response depends on the customer’s expectations
------ if you fail to meet customer expectations, consider including an element of apology
--- Refusing claims and requests for adjustment
------ Use the indirect approach in most cases
------ Demonstrate your understanding of the complaint, explain your refusal, and suggest an alternative action
------ Avoid deflamation by not responding emotionally or abusively
- Sending negative Organizational News
--- Communication under normal circumstances
------ Extensive planning for negative organizational messages externally
------ Give audiences as much time as possible to react
------ Ask for legal help or other assistance if unsure of how to handle a significant negative announcement
--- Communication in a crisis
------ rumors can spread unpredictably and customers, employees, and communities will demand information
------ anticipation and planning are key
------ Crisis management planning
- Sending negative Employment Messages
--- take the direct approach and use great care when choosing media
- Refusing requests for employee references and recommendation letters
--- be brief and direct
--- use diplomacy and be sure to prepare to ensure acceptance
--- make positive comments as to not hurt feelings of readers
- Rejecting Job Applicants
--- poorly written rejection letters tarnish your company’s reputation and can invite legal troubles
-Giving negative performance reviews
--- to improve employee performance by (1) clarifying job requirements (2) giving employees feedback on the efforts and (3) guiding efforts by a plan of action
--- address performance problems in private
--- ask for a commitment from the employee
- Termination Employment
--- Three goals: (1) present the reason for difficult action (2) avoid statements that might expose a lawsuit (3) leave the relationship as favorable as possible
This site shows us the most important points in writing business messages:
http://homepages.wmich.edu/~bowman/badnews.html

Class Notes 3/2/10

During this class, we talked about chapters 8 and 9, concentrating on positive, routine, and negative messages.
- First anf formost, when responding to any message, BE COURTEOUS!
--- even if people are rude to you, it will all pay off in the end
- Be sure to know how to respond to a claim: (pages 220-223)
--- If you are at fault-> admit responsibility and try to do something to make the customer happy
--- If a 3rd party is at fault-> try not to blame the 3rd party directly, tyr and smooth things over to the customer and say you will take care of it
EX: to change a grade- speak to someone's ego and show them that you will gladly do more work
We also discussed more about NLP or Neuro Linguistic Programming
- Surface Structure vs deep structure
---ex: blaming "them" and actually meaning"I'm not at fault"
- deleting information
- Using vague subjects
--- "I don't agree"
- Using Vague actions
--- needs specifics-> can get "in your face"
--- not to critize -> just to get help
- make comparisons
--- comparing things that do not actually compare to eachother
- Add absrtactions
- Use opinions as facts
- Generalizations
-Distortions
-EX: "Everything your baby needs and nothing it doesn't" => meaning whatever you want is in there and nothing you don't want is not
- try to evoke feelings in your customer, almost like brainwashing
* We were also introduced to Dan Kennedy*
- studying copywriting is the best way to become a good copywrite
- keep a small file of what impresses you and what intrigues your mind
Copywriting Process
1. Get into your audience
--- Knowing who you are writing to is "90% of the battle." Learn to speak their language, give yourself time to know the audience and what is most important to them
2. When selling a product, come out with the flaws in the open.
--- called "damaging emission" and is when you admit the problem, most audiences will follow. They view you as human and will take notice. Most people won't admit a problem
3. Get your sales letter delivered
--- For printed materials, don't go bulk mail as most customers will ignore. Personalize the letter and send it first class. Use a plain white envelope with no business name-> known as the "sneak up approach."
** Gary Halbert quoted by Dan Kennedy " America sorts its mail over a waste basket"
** add headlines or warnings
EX:: " They didn't think I could __________, but I did"
-----" WHo else wants _____"
-----"How _____ made me _____"
-----" Are you _____"
-----"How I _____"
-----"If you are ____ you can ______"
-----" Warning __________"
4. Offer Something for free
--- like a free consultation EX: "My price is____ but if you are not satisfied with your services, it is no cost today."
5. Give it to someone else to look at
--- use a child if possible, if a child can understand it, anyone can
6. Make the letter stronger
--- Give and example about how product will be used. Try and find quotes and testimonials from customers. Take advantage of the "PS" never added at the end. An added break down summary is important at the end=> keeps all the main points visible to the customer
7. Spark an immediate action
--- Connect to your audience and what interests them
***TIPS***
1. Problem, Aggitation, Solution
--- bring up a problem, aggitate the person reading it, and offer them a solution
2. Fortune Telling
--- clear and present danger in the future
3. Stronger Gaurentee
--- give the strongest possible gaurentee to the customer ex: a product and gift
4. Redundencies
--- Repeating yourself reminds the customer

Assignments
Due 3/9- " Best Practice for Putting together a blog"
-- 2 pages
-- use outside sources

Due 3/23- "Letter to Professor"
-- 1. Write a checklist for all the edits on paper
-- 2. rewrite the letter in the correct form using chapters 8 and 9

Due 3/30- "Brainwash Deconstruction"
-- Find 10 slogans or stories on food products or toiletrees around your house. Break them down and tear them apart to show the brainwashing by companies

Reminder:
3/23- Quiz on Chapters 1-10!

Writing Routine and Positive Messages

* Using the three step process for routine and positive messages
--- Step 1: Planning a Routine or Positive Message
----- analyze he situation, make sure your purpose is cleas and you know ebough about your audience
----- Gather the information your audience needs to know
----- Select the right medium for your audience, the message, and the situation
----- Organize your information effectively
--- Step 2: Writing a routine or Positive Message
----- be sensative to the needs of your audience
----- establish credibility and protect the company image
----- keep in mind: some messages need to be more formal than others
----- use plain English and the active voice
----- open by stating the main idea
----- give necessary details in the body
----- close with a cordial request for specific action
--- Step 3: Completing a Routine or Positive message
----- revise your message be evaluating content and organization
----- design the document to suit your purpose and audience
----- proofread the final version
----- choose an inexpensive and convenient distribution method

This is a link to a slide show with routine and positive messages. I found it very informative:

http://webcache.googleusercontent.com/search?q=cache:A7p6K9O1KVcJ:faculty.business.utsa.edu/bjwilson/BCE03/bovee_bce03_ppt_07.ppt+Routine+business+messages&cd=3&hl=en&ct=clnk&gl=us

* Making routine requests
--- Strategy for Routine Requests
-----> Stating your request upfront
1. place initial requests first where it can get you the most attention
2. Be sure to: pay attention to tone, assume that your audience will comply, and be specific
----->Explaining and Justifying your request
1. help readers sort through multiple questions or requests
2 be sure to: ask the most important questions 1st, ask only relevant questions, deal with only one topic per question
-----> Request specific action in a courteous close
1. Use 3 important elements: (1) request for a specific action (2) information about how you can be reached (3) an expression of appreciation
--- Common examples of Routine Requests
----- Asking for information and action
1. for simple straight forward requests, use the direct approach
2. in a business, tend to use a more formal tone
----- Asking for recommendations
1. ALWAYS ask for permission before using someone as a reference
2. refresh the memory of any potential reference you haven't been in touch with for a while
----- Making claims and requesting adjustments
1. an adjustment is the settlement of a claim
2. use claim letters to (1) explain the problem and give details (2) provide backup information (3) request specific action
3. document your claim: send copies and keep the original

* Sending routine replies and positive messages
----- Goals: to communicate the info or good news, answer all questions, provide any required details, leave a reader with a good impression
--- Strategy for Routine replies and Positive messages
----- Starting with the main idea
1. use the direct approach
2. prepare your audience for the details that follow
----- Providing necessary details and explanation
1. details so your audience will not be confused
2. Present negative info in a positive context
----- End with a courteous close
1. Make sure audience members understand what to do and how it will benefit them
---Common examples of routine message and Positive messages
----- Answering requests for Information and Action
1. Goals: respond to the inquiry and answer all questions, leave your reader with a good impression, and encourage future sale
--- Granting claims and Requests for Adjustment
----- Responding to a claim when your company is at fault
1. acknowledge receipt of the customer's claim
2. Take responsibility for setting matter straight
3. Sympathize with the customers inconvenience or frustration
4. Explain precisely how you resolve or plan to resolve the situation
5. Take steps to repair the relationship
6. Follow up to verify that your response was correct

-----Responding to a claim where your customer is at fault
1. If you grant a claim when the customer is at fault, look for ways to errant behavior in the future
----- Responding to a claim when a third party is at fault
1. any response depends on your agreements with the third party
2. evaluate the situation and know the policies before responding
----- Providing recommendations
1. Convince the reader that the person being recommended has characteristics for what they are looking for
2. Shortcomings cannot be ignored, but: include only relevant and factual information, avoid judgments, and balance criticisms
----- Creating Informative Messages
1. State the purpose in the opening and briefly mention the nature of the information you are providing
2. Provide the necessary details in the body
3. end with a courteous close
4. May require additional care
----- Announcing Good News
1. God business to spread positive messages
2. need careful planning and evaluate to avoid legal troubles
3. new (press) releases: a specialized documents to share relevant information with local or national news media
----- Fostering goodwill
1. Positive feeling that encourages people to maintain a business relationship
2. make sure compliments are sincere and honest
3. Noting specific events in a person's life helps cement business relationships
4. A message of appreciation documents a person's contribution
5. Condolence messages let the reader know that you and the organization care about their loss
6. Keep all goodwill message brief, write in your words, be tactful, take special care, and include special qualities

Interesting Sites:
http://homepages.wmich.edu/~bowman/gdnews.html
This website shows how to convey positive business message and how important they actually are in business today.

Crafting Messages for Electronic Media

*Choosing electronic media for messages
- Many delivery options for brief messages- the challange is to figure out which delivery method is best: social networking and user generated content sites, emails, instant messaging, text messaging, blogs, podcasts, or online video
-More beneficial to use printed messages: create a more formal impression, when legally you are required to do so, to stand out from electronic messages, for a permanent/ secure record

* Cresting content for a social media
- writing for social media requires a different approach that traditional busniness media
--- remember that it is a conversation
--- write informally
--- create consise, sepecific, and informative headlines
--- get and stay involved
--- if you need to promote, do so indirectly
--- be transparent and be honest

* Creating effective email messages
--- approach email as a professional communication media
- Treating email as a professional communication meduim
--- expectations of writing quality is higher and consequences of poor writing is worse
--- many companies have formal email policies- restrictions on using compny email for personal or objective messages
--- email hygiene: all efforts that companies are making to keep email clean and safe
- Adapting the 3 step process for successful email
--- Planning email messages
----- attention to etiquette is vital
----- make sure you dont spend unnecessary messages or "cc" people who don't really need the message
----- be sure to check the chain of command
--- Writing email messages
----- well crafted messages show professional and respect for your audience
----- careless writing can save you time but cost your readers time
----- writing effective subject lines-> a prooly written one can lead to an email being deleted or ignored
----- keeping your emotions under control-> flaming emothions can damage relationships and reputations
--- Completing email messages
----- proofreading can save toyr audeince hours
----- take advantage of your emails signature option
----- do not send urgent messages unless it is truely a priority
The following site includes 10 important steps for email messaging:
http://jerz.setonhill.edu/writing/e-text/e-mail.htm

* Creating effective instant messages and text messages
--- taking the place of email for routine communication with companies
--- phone- based text messages are fast and portable but not as versatile as computer based IMing
-Understanding risks/ benefits of IMing
--- benefits: rapis response, low cost, ability to mimic conversation, and wide availability
---risks: security problems, need for user authentication, challenge of logging and archiving messages, and imcompatabitlty between IM services
The following site speaks about effective business messaging:
http://www.tmcsms.com/sms-references/creating-an-effective-text-messaging-sms-campaign-14-07-08.aspx

- Adapting the 3 Step process for Successful Instant Messaging
1. Planning => view every IM exchange as a conversation, think the more successful and effective way to state a question
2. Writing => use appropriate writing style for business being more formal and avoid using acronyms
3. Completing => qucikly scan the message to proofread in the usual sense before sending
--- be aware of potential for interruptions and wasted time
--- understand how to be successful before you begin to use it

*Creating effective business blogs
--- Play close attention to several elements:
1. communicating with personal style and an authentic voice
2. delivering new information quickly
3. choosing topics to peak audiences interests
4. encouraging audiences to join the conversation
-Understanding the business applications of blogging
--- include internal and external communications; including:: project management and team communication, company news, customer support, public and media realtions, recruiting, policy and issue decisions, crisis communication, market research, brainstorming, viral marketing, email replacement, news syndication, and community building
The following is a site about writing effective business blogs:
http://webbiquity.com/business-blogging/how-to-write-an-effective-business-blog/

- Adapting a 3 step process for successful blogging
1. Audience=> defining can be challengine and make sure you understand what your target audience wants
2. Purpose=> must be business related and important to your company and audience; mus drive content for months or years
3. Scope=> can be tricky; borad enough to keep discussion for years but narrow enough to have an identifiable focus
--- write in a comfortable style but not careless
--- evaluate content and readability before publishing

* Creating effective podcasts
--- can be use to deliver a wide range of audio and visual messges
- Adapting the 3 Step process for successful podcasting
--- make sure your podcast has "legs"- enough interesting topics to sustain ongoing effore
--- use of previews, transactions, and reviews helps pod cast audiences follow the thread of your reading
--- plan podcast content carefullly as edits are mor difficult to make
- Assembling a podcast system
--- your PC has more of the hardware needed, just download rcording software
--- for higher quality podcast, need extra hardware and software
The following give us choices of many business podcasts:
http://www.ibizradio.com/

* Distributing Blog and Podcast Content
- Syndicating your content
--- syndicating: distribution process for blogs and podcasts
--- feed: file that contains info about the items you have written or recorded
---RRS: really simple syndication
---aggregator: automatically collects info about new blog poss and podcasts
---podcatchers: aggregators specifically for podcasts
- Connection with audiences
--- adding feed capability is the most important step in staying connected with your blog or podcast audiences
---tagging: involves assigning descriptive words to each post or podcast

Interesting Sites:
http://www.iblogbusiness.com/
This website is one of the most dominent on the internet when it comes to technological media that help communications grow in business.

Completing Business Messages

*Moving beyond your first draft
- rarely as effective as they could be, improve through revising

* Revising your message
--- readers tend to believe quality of writing is equal to quality of thinking
--- put aside your draft for a while before revision
- Evaluating your content, organization, style, and tone
--- evaluate content by questioning:
----- Is information accurate?--- Is infotmation relevant to the audience?--- Is there enough information to satisfy the reader's needs?--- Is there a good balance between general information and specific information?
- Review organization with:
----- Are all points covered in the most logical order? --- Do most important ideas recieve the most space? --- Are there any points repeating unnecessariy?
--- Beginning and end of message have the greatest impact => be clear, concise, and compelling
- Reviewing for readability
--- readability indexes measure: word length, number of syllables, sentence length, and paragraph length
--- cannot measure document design, the "you" attitude, clear sentence structure, smooth transactions, and proper word usage
--- varying your sentence length
----- Creative way to make messages interesting and readable
----- Short senetnces can be processed quickly
----- Medium messages can show relationship among ideas
----- Long sentences convey complex ideas, list realted points, and summerize information
--- Keeping paragraphs short
----- Long paragraphs are difficult to read and can be intimidating
----- Use one sentence paragraphs only occasionally for emphasis
--- Using lisits and bullets to clarify emphasis
----- Highlights and simplifies material
----- Bullets are preferred over numbers unless the list is in some logical sequence
----- Easier to locate and read
----- Lists should use the same gramatical pattern
--- Adding headings and subheadings
----- headings: brief title that informs readera about the content of the sections
----- subheadings: subsections within a major section
----- descriptitve headings: identify a topic but do little more
-----informative headings: guide readers to think a certain way about a topic

This site is an example of revising and editing business messages:

http://owl.english.purdue.edu/owl/resource/648/01/

* Editing for clarity and conciseness
--- break up overly long sentences
--- rewrite hedging sentences
--- impose parallelism
--- correct dangling modifiers
--- reword long now sentences
--- replace camoflagued verbs
--- clarify sentence structure/ awkward references
--- delete unnecessary words
--- shorten long words and phrases
--- eliminate redundancies
--- rewrite "it is/ there are" starters
- Evaluating, editing, and revising the work of others
--- important responsibility
--- do not impose your wirting of writing style
--- understand writers intent before making changes
- Using technology to revise your message
--- can help you add, delete, more text, "cut and paste," and "search and replace"
--- can track your revision process when multiple reviewers are imvolved
--- 4 revisions tools include spell checkers. grammer checkers, style checkers, and computerized thesauruses

* Producing your message
--- production quality: affects readability and audience perceptions of your message
- Designing for readability
---1. can improve the effectiveness of your message
---2. visualize design influences audiences perceptions before they read
--- to achieve effective design, pay attention to: consistency, balance, restraint, and detail
--- white space
-----seperates elements in a document and helps guide the reader's eye
--- Margins and justifications
----- can be (1) justified (2) flushed left with a ragged right margin (3) flushed right with a ragged left margin (4) centered
----- most business documents use flushed left with a regged right margin
--- Typefaces
----- refers to the physical design of the letters, numbers, and other text characters (font)
----- serif types: used for regular paragraph text
----- sans serif types: use for headings or subheadings
--- Typestyles
----- any modification that lends contrast or emphasis to type => including bold, italic, underlinging, color, and highlighting
----- do not use if interfering with reading
- Designing multimedia documents
--- contains a combination of text, graphics, photographs, audio, animation, video, and interactivity
--- can be powerful communication tools
--- to design, consider: creative and technical skills, tools, time and cost, content, message structure, and compatibility
- Using technology to produce your message
--- Tech tools can vary widely
--- Learning the basic cmoounication tools will help to produce messages in less time
--- be proficient with: templates and stylesheets, page setup, column formatting, paragraph formatting, numbered bulleted lists, tables, pictures, textboxes, and objects
- Formatting formal letters and Memos
--- elements include: preprinted letterheads, date, inside address, salutation, complimentary close, and signature block
This site gives examples of how to format business messages:

http://wps.ablongman.com/long_johnsonshe_tct_1/27/7024/1798363.cw/content/index.html

* Proofreading your message
--- "quality inspection stage"
--- look for 2 problems (1) indetected mistakes for writing, design, and layout (2) mistakes that crept in during production
--- use a methodical approach to help find fixible problems
--- can be fooled into overlooking proofreading errors
--- some techniques include: making multiple passes, using perception tricks, double check high priority items, give yourself distance, be viligant, stay focused, review complex electronic documents, and take time

* Distributing your message
--- make sure your delivery message is convienent for your audience
--- When distributing consider: cost, convienence, security, and privacy.

Interesting Sites:
http://www.scribd.com/doc/17736080/The-Process-of-Preparing-Effective-Business-Messages
This site is important to us as students because it contains a powerpoint that explains why it is important to edit business messages and also the best ways of going about revising and editing.

Writing Business Messages

*Bringing idea to life
- Adapting to audience
--- Readers/ listeners want to know how your messages will benefit them
--- May need to alter your communication style to match specifications
-Benefits ensitive to your audience's needs
--- Using the "you" attitude
----- speak and write in terms of your audience's wishes, interests, hopes, and preferences
----- do not (1) sound dictatorial (2) make someone feel guilty (3) go against your style (4) innappropriate for the culture
The following is a site speaking all about the "you" Attitude:
http://grammar.about.com/od/qaaboutrhetoric/f/youattitudefaq.htm
---Maintain standards of etiquette
----- Show audience consideration and foster a more successful environment for communication
----- express facts in a kind and thoughtful manner
----- add more courtsey when communication with people higher in the organization or outside the company
--- Emphasizing the Positive
----- don't be negative when communicating negative news
----- when giving advise => focus on what the person can do to improve
----- show how audience members will benefit from complience
----- use meaningful words, not negative connotations
--- Use bias free language
----- Words ad phrases that unfairly and even unethically categorize or stigmatize people in a way related to gender, race, ethnicity, age, disability

*Building strong relationships with your audience
- Requires poritive messages with the sender and reciever
- Establishing your credibility
--- credibility: measure of your believability, how reliable you are, and how much trust you evoke in others
--- people will react better to you if thet have confidence in you
--- emphasize: honesty, objectivity, awareness of audience needs, credenticals, knowledge, enterprise, endorsements, performance, confidence, communication style, and sincerity
--- can take time to establish
- Protecting your company's image
--- Company's interests and reputation come before your communication style

*Controlling your style and tone
--- style: the choices you make to express yourself: the words, how you use them, sentences, and how you build paragraphs
---tone: overall impression in your messages, created by style
- Using a conversational tone
--- aim for a " warm but businesslike" tone
--- guidelines:
1. understanding the differences between texting and writing
2. avoid stale and pompous language
3. Avoid preaching and bragging
4. Be careful with intimicy
5. Be careful with humor
- Using plain language
--- audiences can understand and act on it without reading it many times
--- to be clear, not lifeless, dull, or boring
- Selecting the active/ passive voice
--- use active tone when the subject performs he action and the subject recieves the action
--- use paccie voice when the subject recieves the action
--- active voices are usually stronger than passive
--- use passive mostly too:: soften bad news, put yourself in the background, and create an impersonal tone

* Composing your message
--- be creative and not perfect in your 1st draft
--- introduction is often hardest to write
- Choosing strong words
--- first consider correctness of the word
--- if you are unsure of correct grammer=> look it up; avoid mistakes and learn more
--- also consider effectiveness= many options
--- Understand denotion and connotation
----- denotive meaning is the literal or dictionary meaning
----- connotative meaning is the associations evoked by the word
--- Blanace abstraction and concreteness
----- abstract words express a concept, quality, or characteristic
----- concrete word is something you can touch, see, or visualize
----- Use abstractions in communications only when necessary
--- Finding wrds that communicate well
----- powerful and familiar words
----- avoid cliches and be careful of buzzwords
----- use jargon carefully
- Creating effective sentences
--- Four types of sentences
1. a simple sentence has one main clause
2. a compound sentence has 2 main clauses- independent and dependent
3. a complex sentence has one main clause and one subordinate clause
4. a compound/ complex sentence has 2 main clauses and at least one dependent clause
This website gives different types of sentences and their forms:
http://learningnerd.wordpress.com/2006/09/12/english-grammar-types-of-sentences/
--- Using sentence style to emphasize key thoughts
----- can emphasize ideas by: (1) devoting more words (2) putting them at the beginning/ end of sentences (3) making them the subjuect
----- depenent clauses and positioning them is a sentence can determine emphasis
- Crafing united, coherent paragraphs
--- organizing sentences in a unified manner- focusing on a single topic
--- elements in a paragraph
1. Topic sentence
--- the sentence that introduces the topic of the paragraph
--- generally explicit and first sentence in the paragraph
--- helps write say focused and on topic
2. Support Sentences
--- explaination, justification, and extention of topic sentences
--- more specific and relates to the general idea
3. Transitions
--- words/ phrases that tie together ideas by showing how one thought is realted to another- arrangement and connection of thoughts
--- can use by connecting works, repeat words or phrases, pronouns, and words that are frequently paired
- five ways to develope a paragraph
1. illustration
2. compare or contrast
3. cause and effect
4. classification
5. problem and solution

*Using technology to compose and shape a message
- Capabilities of more word processing systems:
1. style sheets and templates: preesigens designs to help your message be organized and designed to company standards
2. smart documents: word processor files based on special templates that can retrive info from documents
3. master documents: can organize and integrate all subdocuments when ready to print/ distribute a report
4. Autocompletion: inserts a ready-made block of text when you type the first few characters, shich saves time and reduces errors
5. Endnotes, footnotes, indexes, and tables of contents: computer can track endnotes and footnotes, renumbering them when you add references
6. Wizards: guide processes of creating letters, resumes, web pages, and common documents
7. Mail Merge" personalize form letters by inseting names and addresses form a database

Interesting Sites:
http://www.writing-business-letters.com/business-letter-format.html
This site lays out in a visually pleasing form how to write business messages as well as what are the most important aspects to include in your messages.

Planning Busniess Messages

*Understanding the 3 step writing process
-- Ensures your messages are effective and efficient

--- Step 1 Planning Business Messages
> define a purpose and develope an audience profile
> gather information
> how to deliver the message
> organize the information

---Step 2 Writing Businesses Messages
> adapt to your audience
> compose the message

---Step 3 completing Business Messages
> revise the message
> proofread the message
> distribute the message

- Optomizing your writing time
--- ex: allow half of your time for planning, a quarter for writing, and a quarter for completing the messages
--- very important to set aside time for completing

- Planning Effectively
--- skimping on one of the main steps. like planning, can cause more time used in the long run
* Analyzing Your Situation
--- a successful message connects the sender's needs with the audiences needs

- Defining your purpose
--- general purpose: to inform, to persuade, or to collaborate with the audience
--- defines the degree of audeince participation and the amount of control you have
--- specific purpose: identifies what you hope to accomplise with your message and what your audience should do or think after recieving the message

--- 4 Questions to test your purpose?
-----1. Will anything change as a result of your message?
-----2. Is your purpose realistic?
-----3. Is the time right?
-----4. Is your purpose acdeptible to your organization?

- Developing an audience Profile
--- audience needs to be interested in what you are saying
--- Steps to an audience analysis:
1-> Identify your primary audience
2-> Determine audeince siae and geographic distribution
3-> Determine audience size and geographic distribution
4-> Guae audeince members' level of understanding
5-> Understand sudience expectations and preferences

The following link is how and why you should know your audience before giving a presentation:
http://www.school-for-champions.com/speaking/audience.htm

* Gathering Information
--- assemble the information that you will include in your message
--- some info may be on hand and some may need considerable research
--- consider the audience's perspectives, read reports, and other company documents, talk with supervisors, colleagues, and customers, and ask your audience for their imput

- Uncovering Audience Needs
--- some audience needs may be obvious whil others may be vague= ask questions
--- include additional info that mey be helpful even if not specifically asked

- Finding your focus
--- Free writing: write whatever comes to mind without stopping to make correctons for a set time period
--- Use if a topic is to vague you are unsure how to get started in determining what the audience needs to know

- Providing required information
--- to test completeness: make aure you answer the 6 journalistic approach questions: who, what, when, where, why, and how
--- check to ensure the information is accurate, ethical, and pertinent
--- Accurate: information is accurate and the commitments made are kept
--- Ethical: clear sense of ethics should guide decisions when determining detail
--- Pertinent: audiences respond to filtered and priortized info to meet their needs, rely on common sense

* Selecting the right medium
--- the form in which you choose to communicate a message
- Oral Media
--- Best when you need to encourage interaction, express emotions, or monitor emotional responses
- Written Media
--- memos: breif printed documents used for routine exchange of info within an organization
---letters: brief written messages that generally are sent to recipants outside the organization
--- printed messages have been replaced in many instances by electronic media-> still has a place in business
- Visual Media
--- a message that is mostly visual and is supported by text can be more effective that a message that relies on text
- Electronic Media
--- Used to deliver messages quickly, to reach wide spread audiences and to take advantage of multimedia formats
---lack of integration in media can cause frustration in the workplace
--- electronic media can be oral (phone calls and teleconferences), written (emails, ims, or blogs), or visual (power point presentations)

* Factors to consider when choosing Media
1. Media richness: the ability to (1) convey a message through more than one ino=formational cue (2) facilitate feedback and (3) establish personal focus
2. Message Formality: nonverbal communication that affects the style and tone of your message
3. Media Limitations: every form of media has limitations inculding face to face
4. Urgency: media can deliver messages differently than others-> don't use instantanious delivery to create false urgency
5. COst: is is a real financial factor and a percieved verbal signal
6. Audience Preferences: Keep your audience's preferences and expectations

* Organizing your information
--- organizing information is an essential business skill
- Recognizing the importance of good organization
--- help audience members understand your message, accept your message, and save time
--- saves time and energy in the writing and completing phases

- Defining your main topic
--- topic: the overalll subject
--- main topic: specific statement about the topic
--- techniques to generate ideas:
----- brainstorming-> generate as many ideas as you can without stopping to critize or organize
----- Journalistic approach-> answers who, what, when, where, why, and how
-----question and answer chain-> start with the most important question in the audience's perspective and work toward your message
----- Story teller's tour-> talk through a communication message before it is written- record yourself
----- Mindmapping-> start with a main idea then connect every other idea that comes to mind
- Limiting your scope
--- scope: is the range of information presented and the length of the message in full detail
--- limit the number of support points: have fewer, stronger points, less weaker points
--- easy to understand and to accept if short

* Choosing between direct and indirect approach
--- direct: start with a main idea and continue with supporting evidence
--- indirect: start with evidence and build you case before stating the main topic
- Routine and Positive Messages
--- always use direct approach
--- involve daily matters from placing orders to updating employees about process changes
- Negative Messages
---lighten the blow of a negative message with following up with a positive one
---most likely profitable to use the indirect approach
- Persuasive Messages
--- indirect approach is usually ideal
--- usually you have to persuade the audience to give up something such as time, money, benefits, and habits
- Outlining your content
--- figure out a logical way to present major points and supporting details
---save time and get better results
--- can help visualize how all the points will fit together
--- experiment with organizational schemes in addition to traditional outlines
--- Start with the main idea
-----1. what you want your audience member to do or think
-----2. why your audience members should do it
--- State main points
-----clarify and explain your main idea
----- to inform and ensure the material is factual
--- Illustrate with evidence
----- each main point should have enough evidence to be convincing
----- not so much evidence that it is lengthy and boring
--- Needs to be in a logical hierarchy
--- Vary the type of detail you include

Interesting Sites:
http://highered.mcgraw-hill.com/sites/0070880581/student_view0/sample_letters.html
I found this site compelling to us as students as it gives several examples as to how business messages should look.

Communicating in a World of Diversity

This is all about understanding opportunities and challanges in communication!
- diversity: all characteristics and expierences that define individuals
- intercultural communication: sending and recieving message between people whose cultural backgrounds could lead them to interpret verbal and nonverbal signs differently.

The following is a link to a video that shows how diversity impacts business today:
http://www.youtube.com/watch?v=ui4kjsWH-78

- The opportunities in a global marketpalce include:
--- local markets are open to worldwide competition and business
--- most companies rely on exports for businesses = communication with other cultures

- Advantages of a Diverse Workforce
--- Broad range of views and ideas
--- better understanding of diverse, fragmented markets
--- more talent from which to recruit from
--- diversity is a given for most companies

- Challanges of intercultural communication
---can effect how business messages are recieved, conceived, composed, deliveres, and interpreted
---cultural and communication can go hand in hand including: language, non-verbal signals, word meanings, time and space issues, and rules of human relationships
- Enhancing your sensitivity to clture and diversity
--- Communication is largly automatic when relating to your own culture
- Understanding the concept of culture
---culture is a shared sysem of symbols, beliefs, attitudes, values, expectations, and norms for your behavior
--- influences your priorities, helps define what is apropriate in the situation, and establishes the rules of behavior
--- learned directly and indirectly
--- offer views on life that are coherent (logical) and complete (answers life's big questions)

-Overcoming ethnocentrism and stereotyping:
--- ethnocentrism: tendency to judge other groups according to standards, behaviors, and customs of one's own group
---stereotyping: assigning a wide range of generalized attributes to an individual on the basis of membership in a particular group
---cultural pluralism: acceptance of multiple cultures on their own terms
--- to aviod ethnocentrism and stereotyping:
-----1. avoid assumptions
-----2. avoid judgements
-----3. acknowledge distinctions

- Recognizing Variations in a diverse world
--- 8 types of Cultural Differences
1. Contextual differences
> cultural context: pattern of physical cues, environmental stimuli, and implicit understanding btwn members of the same culture
> high context: rely heavily on non-verbal acts and environmental setting convey meaning view adherence to laws as being flexible
> low context: rely on explicit verbal communication. Value written agreements and interpret laws strictly
2. Legal and ethical differences
>honestly and respect are important to all cultures in ethical communication
> basic principles:
> 1. Actively seek mutual ground
> 2. Send and recieve messages without judgement
> 3. Send messages that are honest
>4. show respect for culture differences
3. Social Differences
> formal rules are defines but informal rules are learned
> Social differences can be:
>>>attitudes toward work and success
>>>roles and status
>>>concepts of time
>>>use of manners
>>>future orientation
>>>openness and individualness
4. Nonverbal differences
> vary from culture to culture
>people's nonverbal nehavior can include greetings, personal space, toughing, facial expressions, eye contact, posture, and formality
5. Age Differences
> culture's view on youth and aging effects how people communicate
>society's that value are and seniority: earns respect and increasing freedom and power
6. Gender differences
> in mostly all sultures, men and women have differnnt communication styles
> men emphasize content
> women emphasize relationship maintenance
7. Relationship Differences
> may be a dominent force for many cultures
> law requires employers to accommodate employees' religious beliefs- reasonably
8. Ability differences
> imporant aspect of diversity in the culture
>assistive tech help employers create inclusive workplaces and benefit from contributions of people with impairments

- Adapting to other business cultures
--- 4 guidelines to help communication
-----1. be aware of your own biases
-----2. ignore the "Golden Rule"
-----3. exercize tolerence, flexability, and respect
-----4. be patient and remian with a sense of humor

The following is a website that tells us the differences in manycultures and their communications:
http://www.eruptingmind.com/communication-gestures-vary-different-cultures/

-Adapting to U.S. business cultures
---U.S. values individualism, equality, privacy and personal space, time and schudules, religion, and communication style
- Improving intercultural communication skills
--- communicating inerculturally requires many skills
--- study other cultures and languages respect communicaion styles, write and speak clearly, listen carefully

- Studying other Cultures
--- may require changing communication habits
--- if you know about the culture of other's is a sign of respect
--- info can be found all over

- Studying other Languages
---although English is the most used language in communication, not everyone understands or speaks it
--- learn comparison phrases in other languages

- Respecting Preferences for Communication Style
--- can include a level of directness, degree of formality, preferences for written verses spoken communication

- Writing Clearly
--- clarity and simplicity are essential when communication with those who don't speak your language
--- recommendations: simply and clear language, be breif, use transitional elements, address international correspondence property, cite numbers and dates carefully, avoid slang, idiomatic phrases, and business jargon and avoid humor and other references

- SPeaking and listening carefully
--- languages differ in tone, pitch, speed, and volume
--- processing of everyday conversations can be difficult
--- key points: speak clearly and get pleanty of feeedback
--- listening-> accept what you hear without judgement and let people finish what they say.

- Using interpreters, Translators, and Translation Software
--- use a professional translator (written) or interpreter (oral) for business communications
--- Machine translation: any form of computerized intelligence used to translate one language to another

-Helping others adapt to you culture
--- create a more productive work place and help learn the cultures of others
--- the more help you can provide the greater the communication and the better business.

Interesting Sites:
http://edis.ifas.ufl.edu/hr022
This website is almost a handbook as to how one should communicate in the business world as well as how diversity problems can be overcome.