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Lecture 5, 6 and 7 Notes

by: Stephanie Lazcano

Lecture 5, 6 and 7 Notes Business 100W

Stephanie Lazcano

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These notes are from lectures 5, 6, and 7 (week 3) of winter 2016. They begin to prepare you for assignments 2 and 3. Don't underestimate these assignments as you will not be able to write this in ...
Managment Writing and Communication
Dr. Paul Beehler
business, Business writing, Business management writing, UCR, UC, riverside, bus 100W, 100w, Winter 2016 100W
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This 9 page Bundle was uploaded by Stephanie Lazcano on Sunday March 6, 2016. The Bundle belongs to Business 100W at University of California Riverside taught by Dr. Paul Beehler in Winter 2016. Since its upload, it has received 45 views. For similar materials see Managment Writing and Communication in Business at University of California Riverside.


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Date Created: 03/06/16
Lecture FIVE Notes: Common Reports:  Periodic reports  Computer reports  Progress reports (update to senior management)  Trip reports (rise in 2005, short reports that provide details on the rational strategies and results on a business trip) (accounting, information, analytical/ where, why, who) Analytical and info based  Determining the problem  Rule: relax and gain perspective  Example: walk, breathing, heart rate, gravity meditation.  (Authors tip: Take breaks, you will need them. You will also need to start very early on each assignment in order to avoid the stress of writing a short report and accomplish the mandatory criteria.) Ten steps to writing a short report: Milton Says: think about W.O.R.M o 1. Who’s going to read the report? o 2. What’s the object of the report? o 3. What’s the range “ ”?  How broadly you describe topic?  Summarize facts  Intemperate facts  Predict future patterns of growth o 4. What’s the method of the presentation in the report?  Graphics  Tables  Topic headings  White space  First impressions Know what the audience wants: Example: Request: on the minority hiring situation at Cierra’n Co. Limits: Affirmative action hiring at Cierra’n Co. since 2013 Example: Topic: plant security Specific problem: Points of security vulnerability at the south gate path. Brain storm about your topic Use pointed questions:  Why does someone care about the subject?  If you had to divide the topic into parts, what would they be?  What forces led to the event?  What kind of person is interested in the subject?  What aspect is most interesting? Least interesting?  What background is necessary to understand the subject?  How could the subject be explained to a ten year child? Consider factors that need to be researched:  Hypothesis  Test through research  Avoid logical fallacies (use chart in book)  What characteristics to evaluate? Also consider:  Purpose  Qualifications  Validity  Structure Not typical to have a work cited page in a real business report. Arrange major points:  Outline or table of contents  Common headings Write a rough drafts:  Point of perspective  Review of report  Use overview  General overview  What company and what are looking at?  Approach report (remember to take breaks) Revise your rough draft: Replace weak verbs (“to be”) with strong vivid verbs. Weak: is, are, were, have, has, was. Strong: fix vague “this” by replacing and identifying the word.  Organize the topics into a logical order  Use headings to highlight and clarify organization  Use short paragraphs to make the report readable  Review your word choices  Check for spelling, language, mechanics, and grammar errors.  Replace weak verbs with strong vivid words  Use strong slot (first phrase) for meaningful words and phrases. Review the appearance of your rough draft Use of:  Underline important things  White space  Margins  Single space  Appropriate graphics Prepare your final copy:  Make enough copies  Try different fonts for appeal, to create emphasis  Consider binding a report Present your repot advantageously  Hand deliver reports  Initial statements  Expected for assignments two and three Feel free to use for assignment 2: Problem statement: “Our company needs a strong investment opportunity to protect its future position” & Purpose Statement (definitive statement): “to identify a viable company in which to invest heavily” -Dr. Beehler Writhing the report: Note:  All the research should be outlined and organized before writing  Beginning and ending are important  “You” factor and reader centered approach Overview of beginning:  Facts about the authorization for the study  Title page  Table of content  Executive summary Ending should be concise:  Facts  Interpretations  Recommendations Milton says: “Strong reports focus on facts!” Debate over use of personal pronouns: I, we, you… (avoid). Personal pronouns = Soft approach and are less objective and professional. Lecture SIX Notes: By some recent estimates, team writing accounts for up to 60% of managerial writing. In collaborative writing you need:  What can go wrong?  What advantages are there in a writing team?  Group problems can be avoided  How to participate as members in the writing team  How to be a leader in a writing team Many people dislike and distrust collaborative writing projects Four complaints:  One person does all the work  The meetings become delayed without forward progress  Members only work on what they’re interested in  Time miss spent on meetings leads to despair Advantages of collaborative writing:  One writer can’t write everything  Trust and competent people, dyad= two people.  Time is money  Team provides a safety net (if someone lacks, others can help)  collaborative writing leads to a joint ownership and contribution (multiple perspectives) Avoid pitfalls of collaborative writing  One person does all the work  Project loses momentum  Everyone has a different style  Waste time by trying to work with each other Qualities of a successful collaborative writing team member:  Empathy  Be candid  Use negative judgments constructively  Avoid sole ownership of ideas  Respect and value differences  Singular perspective can become catastrophic Leading a collaborative writing team:  this is a difficult task  You need to make all members feel valuable  You may be questioned as the authority  Delays will occur  Negative criticism  Respond to questions (24 hours but email) Technologies for collaborative writing:  Webs: content management system  Wikis: crowdsourcing  Shared workspace (online virtual offices) o Internet versus extranet o Extranet: inviting people from outside of the office to visit  Social networking: be careful with what you saying, these can be pulled up again Meetings: transmission of information not brainstorming  Decide whether a meeting is really necessary  Define your purpose  Select participants for the meeting  Choose a venue and time  Set the agenda Tips: Goal:  Can exchange information  Can be used to reach decisions  Collaborate to solve problems or identify opportunities  Distribute agenda  What do we need to do in this meeting to accomplish our goals  What issue will be of great importance to all participants  Only people that belong to group not unknown people  Exceeding 10 to 15 people can be unwieldy. Physical meetings:  Theater seating versus conference seating  Refreshments  Lighting  Temperature  Ventilation  What information will be available  Morning meetings = more alert and focused As a meeting leader:  Keep the discussion on track  Follow agreed-upon rules  Roberts rules of order ( preliminary procedure)  minutes taken, agenda  Smaller meetings are less formal  Encourage participation  Participate actively  Close effectively Effective listening: Beehler says:  Strengthens organizational relationship  Alerts the organization for opportunities of innovation  Allows the organization to manage diversity Recognizing different types of listening:  Content listening-transmission of information, understanding speakers message  Critical listening-evaluate logic of arguments and strengthen the evidence, validity of conclusions, implications of the message, speakers motives, intentions, emotions if any.  Empathic listening- no judging  Active listening-body language, turn off all technology Choosing a company/ establishing a good foundation for papers 2,3 and 4:  2,3 and 4 will all potential he draw on the same company  choose a company to invest in.  No Huffington post etc. use better resources i.e. library etc.  Think about audience  Summary for body, only one page, part of work count Relationship, procedure, cross-section Reasons for using visual aids:  To clarify  To emphasize  To simplify  To unify  To impress You first need to determine what visual aids you need: Beehler says:  What is it that your audience needs  What needs to be clarified  What needs to be emphasized  Avoid using visual aids DO:  Point out conclusions you want the reader to draw  Don’t expect a reader to automatically see your point  Do you locate your visual aids next to the text that explains them  Don’t expect your reader to be patient DOs AND DON’Ts:  Do simplify your visual aids  Do provide keys, legends, captions, and titles.  Don’t assume the reader will understand the intent and symbols of your visual aids  Do skill your graphic aids  Credibility Note:  Avoid using visual aids for distortions Beehler says:  Any writing credibility seeing outside of the university is not credible, thus unreadable and invalid.  Use visuals to reinforce ideas Choosing a form:  Identify complex information  Comparing, revealing a trend, or showing parts of a whole.  Describing a process, illustrating a concept, or portraying an emotion. o Flowcharts o Diagrams o Drawings o Photos Milton says: “Place visuals next to the element that explain”. Visuals must be evaluated for integrity, accuracy, clarity, audience appeal. Beehler says: credibility for use of visual aids:  Are people or things over under represented  Are the numbers a minute and women appropriate to the context  Are their ages appropriate  Is ethnicity appropriately representEd  Have colons been used appropriately and not to evoke or manipulate emotion.  Are the numbers of visuals and size appropriate for the emphasis that the topic deserves. Errors of scale:  Uniform scale size  Still distortion (accurate and truthful)  Zero points  Left to right and bottom to top need equal dimensions Errors of Format:  Choice a wrong chart type  Distracting use of grids, shading, and background.  Misuse of typeface  Problems with labels Types of visual communication:  Text based visual  Data generated charts  Layout Text based visual:  Tables: o General table o Special purpose table  Beehler says:  1.when the row is long, make sure to repeat the row’s name on the left and right. th  I.e. Volunteer archives as of February 16 :: Nam Name es s Januar John Sam Nicol Rick Louis y e Februa Frank Rick Stace Brad Michell ry y e March Jeffre Sara Rick N/a N/a y h  Every field in the table should be filled, no blanks. Use n/a for blank spaces.  Footnotes with legend  Totals and subtotal so whenever possible  Units shoul be clear.  Pool quotes Beehler says:  visuals that create variation, don’t use too often.  Key sentence change certain words fonts and styles etc.  Bullet lists Beehler says:  Use only known’s alter the way through changing the tab. (I.e. Like this)   Text-based charts: o human resources usually hierarchical information o flow chart bill to law data generated charts  Bar and club charts  Pictographs, emoticon and witness  No a lot if creativity  Pie chart (proportions much be accountable


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