Module 25 discusses how to use visuals effectively and ethically. The number of visuals used depends on the purpose of the presenter. More visuals are good for showing relationships and persuading, when information is complex or contains extensive numerical data, and when the audiences values visuals. Visuals should tell a story that supports your claim, challenges so-called “common knowledge”, shows trends or changes you didn’t know existed, has commercial or social significance, provides information needed for action, or is personally relevant to you or the audience. Focusing on a topic, simplifying data, or looking for relationships and changes can create stories.
The type of visual used should also be taken into consideration. Tables are used to identify exact values. Charts or graphs are used to have the reader focus on relationships. Pie charts, for example, compares parts to a whole, while bar charts or line graphs compare one item to another item, or items over time.
Every visual needs to contain: 1) a title, 2) clearly stated data, 3) clearly labeled units, 4) identifiable axes, colors, symbols, etc., 5) the source of the data, and 6) the source of the visual.
Visuals should also be checked for accuracy and ethicality. This can be done by differentiating between actual and estimated or projected values, avoiding perspective and three-dimensional graphs, avoiding combining graphs with different scales, careful use of people in histographs to avoid sexist, racist, or other exclusionary visuals statements. Also, presentation visuals should simplify the paper visuals in the document. Making effective visuals comes down to making them informative and appealing.
Sunday, June 26, 2011
Monday, June 20, 2011
Module 24
Long reports are complex and take time to write and organize effectively. The problem-solving report format is a common format in the business world. There are some parts of the long report that can be transferred from the proposal with some revision. The introduction can be revised with the Purpose, Scope, Assumptions, and Methods from the proposal. The bibliography from the proposal can form the references or works cited. A long report should contain: (1) Cover, (2) Title Page, (3) Letter of Transmittal, (4) Table of Contents, (5) List of Illustrations, (6) Executive Summary, and (7) Report Body. Each section has it’s own way to be organized.
When determining whether to use a letter or a memo of transmittal, employees use memos while non-employees should use a letter. The transmittal’s purposes are to transmit the report, to orient the reader to the report, and to build a good image of the report and its writer.
The executive summary informs the reader what the document is about. It summarizes the recommendation and the reason for choosing the recommendation. It should be organized with the main points first, then the supporting points, followed by brief description of the methods used during the research.
A good way to write long reports is to write all headings and mark which ones would be most important to the reader and spend the most time on them. This will prevent spending too much time on sections that aren’t important to the reader.
When determining whether to use a letter or a memo of transmittal, employees use memos while non-employees should use a letter. The transmittal’s purposes are to transmit the report, to orient the reader to the report, and to build a good image of the report and its writer.
The executive summary informs the reader what the document is about. It summarizes the recommendation and the reason for choosing the recommendation. It should be organized with the main points first, then the supporting points, followed by brief description of the methods used during the research.
A good way to write long reports is to write all headings and mark which ones would be most important to the reader and spend the most time on them. This will prevent spending too much time on sections that aren’t important to the reader.
Sunday, June 19, 2011
Module 23
Short reports need to be organized according to the reader’s expectations. An informative or closure report summarizes completed work or research that doesn’t result in action or recommendation. This pattern includes and introductory paragraph summarizing the problems or successes of the project, a chronological account of the history of the problem, and a concluding paragraph with suggestions for later actions.
Feasibility reports are structured to evaluate alternatives and should open by explaining the decisions made, followed by evaluations of each alternative, and finally the recommendation. Justification reports recommend or justify a purchase, investment, hiring, or change in policy. They should be organized by (1) indicating what is being asked for and why it’s needed, (2) a brief background of the problem or need, (3) explain each possible solution, (4) summary of action needed to implement recommendation, then (5) ask for the action wanted.
There are seven basic strategies for organizing information in reports: comparison/contrast, problem-solution, elimination of alternative, general to particular or particular to general, geographic or spatial, functional, and chronological.
Typically, reports should be written in the same style as other business documents with three exceptions: (1) reports need to be written with a formal style, (2) avoid the word “you”, and (3) all definitions and documents needed to understand recommendation needs to be included in the report.
Feasibility reports are structured to evaluate alternatives and should open by explaining the decisions made, followed by evaluations of each alternative, and finally the recommendation. Justification reports recommend or justify a purchase, investment, hiring, or change in policy. They should be organized by (1) indicating what is being asked for and why it’s needed, (2) a brief background of the problem or need, (3) explain each possible solution, (4) summary of action needed to implement recommendation, then (5) ask for the action wanted.
There are seven basic strategies for organizing information in reports: comparison/contrast, problem-solution, elimination of alternative, general to particular or particular to general, geographic or spatial, functional, and chronological.
Typically, reports should be written in the same style as other business documents with three exceptions: (1) reports need to be written with a formal style, (2) avoid the word “you”, and (3) all definitions and documents needed to understand recommendation needs to be included in the report.
Tuesday, June 14, 2011
Modules 27 & 28
Module 27: Resumes
A resume is a persuasive summary of qualifications for employment. The qualifications need to fit the job and company in order to get noticed by the employer. Employers look for skills that help their needs, so those should be emphasized. Depending on your work history, choosing the right type of resume is instrumental in drafting a successful resume. Chronological resumes should be used if someone has a long work history and should be drafted in reverse chronological order, or latest job listed first, then previous and so on. Chronological resumes also emphasize job titles, degrees, and dates. A skills resume emphasizes the skills that you have that will meet the needs of the position you’re applying for. This type of resume is good for someone that doesn’t possess a long work history or recent graduates.
No matter which type of resume you choose, the word “I” should be omitted, bullet points can be used, and the career objective, summary of qualifications, education, honors, and references should be included. The differences between the two is how experience, activities, and volunteer work is handled.
Module 28: Job Application Letters
Job application letters are used to get an interview. It is used to show the company what you can do for them. The focus of the letter needs to be on the major requirements of the job, any points that separate you from other applicants and the knowledge of the organization, and qualities that are universally accepted by most employers i.e. effective writing and speaking skills, problem solver, and able to get along with others.
There are two different types of job application letters depending on whether the company has asked for applications or not. If the company is hiring, a solicited letter should be used. For companies that haven’t announced openings, a prospecting letter should be written. The difference between the two letters is the beginning and ending of each. However, both letters need to include your qualifications in the body paragraph. A job application letter should be kept to one-full page and use a you-attitude and positive emphasis.
A resume is a persuasive summary of qualifications for employment. The qualifications need to fit the job and company in order to get noticed by the employer. Employers look for skills that help their needs, so those should be emphasized. Depending on your work history, choosing the right type of resume is instrumental in drafting a successful resume. Chronological resumes should be used if someone has a long work history and should be drafted in reverse chronological order, or latest job listed first, then previous and so on. Chronological resumes also emphasize job titles, degrees, and dates. A skills resume emphasizes the skills that you have that will meet the needs of the position you’re applying for. This type of resume is good for someone that doesn’t possess a long work history or recent graduates.
No matter which type of resume you choose, the word “I” should be omitted, bullet points can be used, and the career objective, summary of qualifications, education, honors, and references should be included. The differences between the two is how experience, activities, and volunteer work is handled.
Module 28: Job Application Letters
Job application letters are used to get an interview. It is used to show the company what you can do for them. The focus of the letter needs to be on the major requirements of the job, any points that separate you from other applicants and the knowledge of the organization, and qualities that are universally accepted by most employers i.e. effective writing and speaking skills, problem solver, and able to get along with others.
There are two different types of job application letters depending on whether the company has asked for applications or not. If the company is hiring, a solicited letter should be used. For companies that haven’t announced openings, a prospecting letter should be written. The difference between the two letters is the beginning and ending of each. However, both letters need to include your qualifications in the body paragraph. A job application letter should be kept to one-full page and use a you-attitude and positive emphasis.
Monday, June 13, 2011
Module 22
Module 22: Finding, Analyzing, and Documenting
Researching for reports can be done by either secondary research (library or online search of already gathered information from someone else) or by primary research (surveys, interviews, or observations to gather new information). Closed and open questions can be included in surveys and questionnaires, but shouldn’t probe the complexities of the subject at hand. Surveys should consist of respondents from a random sample of the population that you want to make statements are about. Convenience samples consist of easy-to-get respondents like students or coworkers, but harder to generalize to the larger population. Judgment samples consist of a group of people whose views seem useful. They should be used for interviews.
When analyzing numbers, the mean, median, and range can be used but can also produce different results. Checking for logic can be done with causation and correlation. Causation is when one thing causes or produces another; correlation is when two things happen at the same time. Identifying the patterns that represent the causes of the problems can help when trying to find the best solutions. Testing the ideas against reality and being able to present evidence strengthens the argument convincingly.
Sources should be documented using MLA or APA formats. Citations must be used to attribute ideas or facts to its source in the report. Providing documentation, or bibliographic information, allows readers to go back and check the original source. MLA and APA formats are used regularly in courses that require research papers and the citing of the sources and quotes helps protect against plagiarism, enhance credibility, and demonstrate honesty in the writer.
Researching for reports can be done by either secondary research (library or online search of already gathered information from someone else) or by primary research (surveys, interviews, or observations to gather new information). Closed and open questions can be included in surveys and questionnaires, but shouldn’t probe the complexities of the subject at hand. Surveys should consist of respondents from a random sample of the population that you want to make statements are about. Convenience samples consist of easy-to-get respondents like students or coworkers, but harder to generalize to the larger population. Judgment samples consist of a group of people whose views seem useful. They should be used for interviews.
When analyzing numbers, the mean, median, and range can be used but can also produce different results. Checking for logic can be done with causation and correlation. Causation is when one thing causes or produces another; correlation is when two things happen at the same time. Identifying the patterns that represent the causes of the problems can help when trying to find the best solutions. Testing the ideas against reality and being able to present evidence strengthens the argument convincingly.
Sources should be documented using MLA or APA formats. Citations must be used to attribute ideas or facts to its source in the report. Providing documentation, or bibliographic information, allows readers to go back and check the original source. MLA and APA formats are used regularly in courses that require research papers and the citing of the sources and quotes helps protect against plagiarism, enhance credibility, and demonstrate honesty in the writer.
Module 21
Module 21: Proposals and Progress Reports
This module focuses on the first of five basic steps to writing reports:
1. Define problem
2. Gather information
3. Analyze information
4. Organize information
5. Write the report
Reports are used to provide organizations with information needed to make plans to solve problems. Reports can be written in many different kinds of documents, memos, letter, or even Power Point slides. Formal reports will contain a title page, a transmittal, a table of contents, and a list of illustrations. Informal reports can be letters, memos, or computer printouts of production or sales figures. There are also three levels of reports dependant upon what is included in the report. Information reports collects data for the reader. Analytical reports interpret data but don’t recommend any action. Recommendation reports recommends action or a solution.
Proposals suggest solutions to organizational problems. One-fourth of research needs to be done before drafting proposals to define the problem the report will discuss and to identify topics to investigate. A purpose statement is written to make three things clear:
1. The organizational problem or conflict
2. The specific technical questions that must be answered to solve the problem
3. The rhetorical purpose (to explain, recommend, request, or propose) the report is designed to achieve
A proposal must answer:
What is the problem?
How to solve it?
What you will provide?
Can you deliver your promise?
What are the offered benefits?
When will you complete the work?
How much will you charge?
For class research projects, use the following headings: problem, feasibility, audience, topics to investigate, methods/procedure, qualifications/facilities/resources, work schedule, call to action. Long sales proposals need to have a one-page cover letter organized to 1.) Catch the reader’s attention/summarize three major benefits offered, 2.) Discuss each benefit in the order mentioned, 3.) Deal with the readers’ potential objections or concerns, 4.) Briefly mention other benefits, and 5.) Ask for approval and provide a reason for prompt action.
Progress reports are used to reassure the funding agency or employer that you’re making progress and allow solutions to any problems that may arise.
Progress reports can be organized chronologically (Summary, work completed, work remains, and completion on/off schedule), by task (organized by tasks worked during the period), or recommendation (increase of funding, direction change, or cancellation). Progress reports can also be used to enhance your image (provide details), float trial balloons (provide other alternatives), and minimize potential problems (challenges that may lie ahead).
This module focuses on the first of five basic steps to writing reports:
1. Define problem
2. Gather information
3. Analyze information
4. Organize information
5. Write the report
Reports are used to provide organizations with information needed to make plans to solve problems. Reports can be written in many different kinds of documents, memos, letter, or even Power Point slides. Formal reports will contain a title page, a transmittal, a table of contents, and a list of illustrations. Informal reports can be letters, memos, or computer printouts of production or sales figures. There are also three levels of reports dependant upon what is included in the report. Information reports collects data for the reader. Analytical reports interpret data but don’t recommend any action. Recommendation reports recommends action or a solution.
Proposals suggest solutions to organizational problems. One-fourth of research needs to be done before drafting proposals to define the problem the report will discuss and to identify topics to investigate. A purpose statement is written to make three things clear:
1. The organizational problem or conflict
2. The specific technical questions that must be answered to solve the problem
3. The rhetorical purpose (to explain, recommend, request, or propose) the report is designed to achieve
A proposal must answer:
What is the problem?
How to solve it?
What you will provide?
Can you deliver your promise?
What are the offered benefits?
When will you complete the work?
How much will you charge?
For class research projects, use the following headings: problem, feasibility, audience, topics to investigate, methods/procedure, qualifications/facilities/resources, work schedule, call to action. Long sales proposals need to have a one-page cover letter organized to 1.) Catch the reader’s attention/summarize three major benefits offered, 2.) Discuss each benefit in the order mentioned, 3.) Deal with the readers’ potential objections or concerns, 4.) Briefly mention other benefits, and 5.) Ask for approval and provide a reason for prompt action.
Progress reports are used to reassure the funding agency or employer that you’re making progress and allow solutions to any problems that may arise.
Progress reports can be organized chronologically (Summary, work completed, work remains, and completion on/off schedule), by task (organized by tasks worked during the period), or recommendation (increase of funding, direction change, or cancellation). Progress reports can also be used to enhance your image (provide details), float trial balloons (provide other alternatives), and minimize potential problems (challenges that may lie ahead).
Thursday, June 9, 2011
Modules 15 & 16
Module 15: Choosing the Right Word
Choosing the right words for business messages depends on context: the situation, purpose, audience, and words already used. Words need to be accurate to your meaning, appropriate for the situation, and familiar to the reader. Using the right word creates credibility and professionalism for the writer. Since most English words have two meanings, it is important to make sure that the reader is understanding the writer’s same meaning of the words used. When it comes to using jargon in messages, jargon should only be used if it’s essential. In job applications, it is OK and shows competence in the field. In other messages, essential jargon should be defined if you think the reader might not understand it. Having been in the military for 6 years, I became very accustomed to technical military jargon that has now use out in the professional business world. Finding “plain English” equivalent words always sounds more appropriate and familiar to the reader.
Module 16: Revising Sentences and Paragraphs
Revision should happen at least three times. The first, focus on content and clarity to expand, add, modify, and delete sentences and paragraphs. The second should focus on the structure of the message and changing the order of sentences and paragraphs to help the flow and promote reader benefits. The third revision should improve the style and tone of the sentences and paragraphs. Editing will be done later to check for grammatical corrections. Maintaining a businesslike but friendly level of formality is a good style for business writing. The style used in term paper writing will differ in business writing.
When revising sentences, six techniques can be used to help make the writing easy to read.
1. Use of active verbs
2. Use verbs to carry the weight
3. Make the writing tight
a) Eliminate words that say nothing
b) Use gerunds and infinitives to makes sentences shorter and smoother
c) Combine sentences to eliminate unnecessary words.
d) Make the subject and verb the meaning of the sentence to eliminate words
4. Have varying sentence lengths and structure
5. Use parallel structure
6. Place readers in the sentences – “you-attitude”
Topic sentences should begin a paragraph to form unity, or to stick with one idea or topic throughout the paragraph. Use transitions help guide the reader along between topics and paragraphs. Ultimately, the style used depends upon the organizational culture. Bosses may prefer other ways of writing, but if it seems unreasonable, ask if a more effective writing style can be used.
Choosing the right words for business messages depends on context: the situation, purpose, audience, and words already used. Words need to be accurate to your meaning, appropriate for the situation, and familiar to the reader. Using the right word creates credibility and professionalism for the writer. Since most English words have two meanings, it is important to make sure that the reader is understanding the writer’s same meaning of the words used. When it comes to using jargon in messages, jargon should only be used if it’s essential. In job applications, it is OK and shows competence in the field. In other messages, essential jargon should be defined if you think the reader might not understand it. Having been in the military for 6 years, I became very accustomed to technical military jargon that has now use out in the professional business world. Finding “plain English” equivalent words always sounds more appropriate and familiar to the reader.
Module 16: Revising Sentences and Paragraphs
Revision should happen at least three times. The first, focus on content and clarity to expand, add, modify, and delete sentences and paragraphs. The second should focus on the structure of the message and changing the order of sentences and paragraphs to help the flow and promote reader benefits. The third revision should improve the style and tone of the sentences and paragraphs. Editing will be done later to check for grammatical corrections. Maintaining a businesslike but friendly level of formality is a good style for business writing. The style used in term paper writing will differ in business writing.
When revising sentences, six techniques can be used to help make the writing easy to read.
1. Use of active verbs
2. Use verbs to carry the weight
3. Make the writing tight
a) Eliminate words that say nothing
b) Use gerunds and infinitives to makes sentences shorter and smoother
c) Combine sentences to eliminate unnecessary words.
d) Make the subject and verb the meaning of the sentence to eliminate words
4. Have varying sentence lengths and structure
5. Use parallel structure
6. Place readers in the sentences – “you-attitude”
Topic sentences should begin a paragraph to form unity, or to stick with one idea or topic throughout the paragraph. Use transitions help guide the reader along between topics and paragraphs. Ultimately, the style used depends upon the organizational culture. Bosses may prefer other ways of writing, but if it seems unreasonable, ask if a more effective writing style can be used.
