Ch 5 pg 107-112 Effective Text Development Techniques
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Questions and Answers

What is a primary function of a company journal or diary?

  • To serve as a historical record of the company. (correct)
  • To analyze market trends and competitor strategies.
  • To keep track of employee performance reviews.
  • To document the company's annual revenue.

Which writing style should be avoided to ensure clarity?

  • Conversational tone.
  • Extensive use of commas in long sentences. (correct)
  • Active voice.
  • Use of parallel structure.

What characterizes the format of meeting agendas and minutes?

  • They include extensive appendices.
  • They are structured as bullet points.
  • They are presented in a detailed narrative style.
  • They follow a chronological format. (correct)

What is recommended before finalizing any document?

<p>Have someone else proofread it. (C)</p> Signup and view all the answers

In which scenario is a more formal writing style required?

<p>In writing procedures and policy documents. (A)</p> Signup and view all the answers

Which type of documentation typically includes additional information in appendices?

<p>Narrative reports (A)</p> Signup and view all the answers

Which of the following is NOT a function of a company report?

<p>Recording customer feedback. (A)</p> Signup and view all the answers

What is emphasized under text development?

<p>Be clear and concise (B)</p> Signup and view all the answers

Which part is not typically included in a business letter?

<p>Signature block (A)</p> Signup and view all the answers

What is an essential aspect of writing reports?

<p>Reports should strictly adhere to factual information. (D)</p> Signup and view all the answers

Which statement about audience-centered writing is true?

<p>The message should be tailored to resonate with the audience. (D)</p> Signup and view all the answers

What is the primary audience for letters compared to memos and e-mails?

<p>External persons or organizations (D)</p> Signup and view all the answers

Why is good reporting important in a professional context?

<p>It documents incidents that may lead to funding requests. (B)</p> Signup and view all the answers

Which characteristic differentiates e-mails from letters?

<p>E-mails are less formal than letters. (D)</p> Signup and view all the answers

When composing a letter, which guideline should be followed?

<p>Personalize the letter when possible. (C)</p> Signup and view all the answers

How does an effective e-mail policy contribute to liability protection?

<p>It prevents the use of accounts that can be accessed by public records. (C)</p> Signup and view all the answers

What distinguishes the format of a memo or e-mail from that of a letter?

<p>Memos and e-mails are typically shorter than letters. (C)</p> Signup and view all the answers

Which of the following is true about the contents of letters?

<p>Letters may include information typically found in a report. (C)</p> Signup and view all the answers

What is a key aspect of professionalism in e-mail communication?

<p>Maintaining a concise and clear message. (C)</p> Signup and view all the answers

What aspect of e-mails supports their efficiency?

<p>E-mails provide the necessary information and do not need further explanation (C)</p> Signup and view all the answers

How does the formality of a memo compare to that of a letter?

<p>Memos can be formal or informal, while letters are always formal. (D)</p> Signup and view all the answers

What is the primary purpose of a memo within an organization?

<p>To request information or notify about a meeting (B)</p> Signup and view all the answers

Which of the following is NOT a recommended guideline for editing memo content?

<p>Use informal language to convey friendliness (A)</p> Signup and view all the answers

What information should a memo explicitly include?

<p>Who is responsible for the task or action (D)</p> Signup and view all the answers

Why should memos be proofread before distribution?

<p>To verify accuracy and clarity (C)</p> Signup and view all the answers

What could happen if a memo contains inappropriate content?

<p>It can lead to embarrassment and legal issues (A)</p> Signup and view all the answers

How do e-mails and memos differ in organizational context?

<p>E-mails are informal or formal. Memos are a quick and simple way of transmitting within an organization (D)</p> Signup and view all the answers

What is a significant caution to remember regarding digital memos?

<p>They cannot be retracted after being sent (C)</p> Signup and view all the answers

What should company officers keep in mind when sending electronic communications?

<p>Proper e-mail etiquette and organizational policies must be followed (A)</p> Signup and view all the answers

Which of the following characteristics is essential for a form-based report to be considered objective?

<p>It must express facts without subjective interpretation. (C)</p> Signup and view all the answers

What is the primary requirement for the information entered in form-based reports?

<p>It must be accurate and detailed. (B)</p> Signup and view all the answers

Which type of report would NOT typically require specific attention to detail when completed?

<p>General reflections on performance (A)</p> Signup and view all the answers

Why is legibility an important characteristic of a completed form-based report?

<p>It prevents misinterpretation of the information entered. (B)</p> Signup and view all the answers

In which scenario would it be most critical to ensure the report is complete?

<p>When it could affect safety or legal outcomes. (B)</p> Signup and view all the answers

What is the first step in preparing a narrative report?

<p>Determining the purpose of the report (B)</p> Signup and view all the answers

Which type of narrative report focuses on providing a variety of solutions to a problem?

<p>Recommendation report (B)</p> Signup and view all the answers

In which scenario would a progress report likely be required?

<p>To provide a current status update on long-term projects (C)</p> Signup and view all the answers

What should dictate the format and tone of a narrative report?

<p>The intended audience of the report (D)</p> Signup and view all the answers

Which component is NOT typically included in a narrative report?

<p>Bibliography (A)</p> Signup and view all the answers

How should footnotes in a narrative report be utilized?

<p>To keep information on the same page for easy reference (D)</p> Signup and view all the answers

Which type of narrative report combines justification with progress tracking?

<p>Progress and justification report (A)</p> Signup and view all the answers

Which of the following best defines a policy in an organizational context?

<p>A guideline for decision-making at various levels (C)</p> Signup and view all the answers

What distinguishes a procedure from a policy?

<p>Procedures outline specific actions to carry out policies (D)</p> Signup and view all the answers

What is typically found in the body of a narrative report?

<p>Main arguments supported by subtopics (D)</p> Signup and view all the answers

Narrative report topics do not include what topic?

<p>Financial reports (C)</p> Signup and view all the answers

Flashcards

Active Voice

Using a grammatical structure where the subject performs the action.

Parallel Structure

Using similar grammatical structures in a list or comparison.

Conciseness

Writing clearly and directly without unnecessary words.

Proofreading

Checking documents for errors, clarity, and professionalism.

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Bullet Points

Using bullet points to highlight key information.

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Appendices

Sections placed at the end adding extra information.

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Document Retention

Keeping copies of documents according to rules.

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Internal Communication

Communication within a company.

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External Communication

Communication with people outside the company.

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Memos

Internal notes with key details like who, what, when, why, and how.

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E-mail

Digital communication in an organization, following the chain of command and policy.

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Letter

Formal documents sent to external parties, with a structured format.

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Report

Formal documents providing data and analysis, can be form-based or narrative.

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Form-Based Report

Structured reports using a specific format with details.

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Narrative Report

Reports in essay format, detailing projects or events.

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Policy

Guidelines for decisions and actions within an organization.

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Procedure

Specific steps to implement a policy, often repeated.

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Meeting Agenda

List of items discussed during a meeting.

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Meeting Minutes

Record of the decisions made during a meeting.

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Company Journal/Diary

Logbook for recording activities, concerns, and events.

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Chain of Command

Formal hierarchy for communication and action.

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Study Notes

Text Development Guidelines

  • Clarity and conciseness are crucial in writing.
  • Use an active voice and parallel structure for better readability.
  • Sentences should be short, avoiding excessive commas.
  • Always proofread documents and encourage external proofreading.
  • Utilize bullet points, numbers, or indicators to highlight key points.
  • Appendices can provide additional information without cluttering the main text.
  • Retain copies of written documents in line with jurisdictional guidelines.

Document Types and Organization

  • Common document types include journals, memos, emails, letters, press releases, reports, and executive summaries.
  • Meeting agendas and minutes use a chronological format for organization.
  • AHJ documents, such as procedures and RFPs, adhere to a more formal style; model forms are available in technical manuals or online.

Company Journals/Diaries

  • Company journals can be in hard copy or digital format.
  • Functions include documenting each shift's activities, serving as pass-along logs, and reporting equipment tagged out of service.
  • They also record public concerns and internal occurrences like injuries and exposure risks.
  • Some locales may require these logs for historical documentation.

Memos

  • Memos are a concise means of internal communication that creates a record of communication.
  • They may serve various purposes: requesting information, issuing hazard warnings, or notifying of meetings.
  • Essential components to include:
    • Who (responsible person)
    • What (task or action)
    • When (deadline)
    • Where (location)
    • Why (reason)
    • How (implementation steps)
  • Always proofread for spelling, grammar, and formatting consistency.

E-Mail Messages

  • E-mail can serve both formal and informal communication needs within organizations.
  • Must follow the chain of command, and organizational e-mail policies guide etiquette and monitoring.
  • E-mails, like memos, may become public records and require professionalism.

Letters

  • Business letters are longer and more formal than memos and e-mails, usually addressing external audiences.
  • Standard letter format includes a heading, opening, body, and closing.
  • Key aspects include sincerity, audience-focus, and personalization where applicable.

Reports

  • Reporting constitutes a major part of a company officer's writing, with reliance on factual accuracy.
  • Reports are public documents and can be scrutinized in litigation.
  • Two main types of reports:
    • Form-Based: Includes incident and attendance reports requiring precise detail and objectivity.
    • Narrative: Written in essay form, covering project updates or analyses and usually formatted with clear introductions, bodies, and conclusions. Types include justification, recommendation, and progress reports.

Policies and Procedures

  • Policies guide organizational decision-making and are established by top management.
  • Procedures outline the specific steps to implement policies in recurring situations.

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Description

Test your knowledge on best practices for developing clear and concise text. This quiz covers essential strategies, including active voice usage, proofreading tips, and the importance of structure in writing. Enhance your writing skills with a focus on clarity and organization.

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