Business Communication PDF

Business Communications W5 Who? What? Where? When? Why? How? Who who are you trying to communicate with? details, details details job, hobbies, socio-economic class, age, education stalk em if you have to! What? instructional informational persuasion transactional Where? where...

Business Communications W5 Who? What? Where? When? Why? How? Who who are you trying to communicate with? details, details details job, hobbies, socio-economic class, age, education stalk em if you have to! What? instructional informational persuasion transactional Where? where is communication going? where will it be stored? where are you going to work on it? where will it be needed? When? DEADline? when will work get done? when will it be used Why? why are you communicating? purpose? goal? know what you’re trying to do! How? Formal or Informal Instructional Informational Persuasive Transactional TYPES OF BUSINESS COMMUNICATION instructional -how to do something informational -provide information persuasive -inspire and convince transactional -day-to-day communications TIPS FOR EFFECTIVE WRITING Know your audience Know your message Think like a reporter Banish buzzwords and clichés Junk the jargon Keep it tight Make it plain and simple Leave the symbols and abbreviations on your phone Get active Proofread Basic Punctuation Review Why is it important to pay attention to spelling or punctuation usage? To write clear Standard American English (SAE) messages. To meet expectations of communication and be understood. To meet your personal writing standards or your need to write well in your academic, business and personal lives. To learn how to assess and evaluate your writing strengths or deficits. USING PROPER PUNCTUATION “Some people write well, yet allow themselves to be disabled by a fear of punctuation and grammar. They know how to pre-write, organize, and revise, but proofreading for punctuation and grammar causes them difficulties. There’s no need to fear these conventions of standard written English. In fact, these conventions can help you become a more effective communicator.” – Gary A. Olson Common Punctuation Period (.) Apostrophe ( ’ ) Comma (,) Parentheses ( ) Brackets [ ] Semicolon (;) Colon : Hyphen - Dash -- Quotation Marks “” END MARKS An end mark is punctuation that comes at the end of a sentence to let you know when the sentence ends. Punctuation supports reading by helping readers know when the writer has fully expressed an idea or point. THE PERIOD is the most famous end mark. It comes at the end of statements and commands. -It is raining today. -Do not interrupt while I am talking. A QUESTION MARK means something is being asked. Are you going to lunch? What time are you leaving? An EXCLAMATION MARK shows excitement or strong feeling. That is a huge dog! Watch out! THE PERIOD is also used as more than just an end mark. It is used in abbreviations, too: 1290 College Rd. E. B. White Ms. Johnson Dr. AtchleyThe Colon THE COLON is made with two periods. It is used for time, and it comes before a list. 11:35pm I will need the following items from the store: bananas, grapes, watermelon, and lemons. “She just texted me and said I can still smell your COLON on my pillow. This is why spelling matters.” THE SEMI-COLON The semi-colon is made with a period over a comma. It is a punctuation mark (;) used to separate parts of a sentence or list and indicating a pause longer than a comma, but shorter than a period. In a sentence, a transition word may follow the semi-colon. ex: Latte is strong; however, he is no match for the heroic energy of the sun. THE DASH -- A dash is a punctuation mark that writers use to denote a sudden break or shift in thought. (One dash = Two hyphens) Use the dash to indicate: a break or shift in thought: ex: Do we -- can we — dare we ask for more money? a word or group of words which you wish to emphasize. ex: What he needed most he never got—love. a strongly distinguished parenthetical material: ex: I think--no, I am positive--you should go. omission of letters and words: ex: Senator S-- was from my hometown. THE HYPHEN - Mark of separation used between parts of a word. Use a Hyphen: To Separate (Join) The Parts Of Compound Words: ex: fast-moving; sister-in-law; half-asleep; X-ray; know-it-all; forty-seven To Indicate The Division Of A Word Broken At The End Of A Line: ex: know- ledge Never divide a monosyllable: ex: strength, laughed Do not divide a syllable with a silent vowel: ex: climbed, yelled Do not divide a word with only 4 letters: ex: also, only, open Divide two consonants standing between vowels: ex: struc-ture, alter-native, exis-ten-tialism  Do not divide sums of money. Do not divide initials in a name or proper names. Do not divide units of time. QUOTATION MARKS"" Use quotation marks: To enclose every direct quotation and each part of an interrupted quotation: ex: “What will my starting salary be?” I asked the manager. “Well,” he replied, “I’m not sure.” In a dialogue. Use a separate paragraph for each change of speaker. ex: “Dad!” cried Neil. “There, there, everything will be just fine,” his dad said. To enclose words with a widely different level of usage: ex: The person who has “had it” so far is his mother. To enclose chapter headings and the titles of articles: ex: Grant Wood’s famed painting, “American Gothic,” was recently reproduced in American Gothic Journal. Use single quotation marks (‘) to enclose a quotation within a quotation.| ex: The coach said, ”When you say, ‘I’ll be there on time,’ I expect you to mean what you say.” THE APOSTROPHE’... looks like a single quotation mark, but is used for a different purpose. Use an apostrophe: To form a possessive. ex: Joe’s mother’s brother To indicate a contraction. ex: It’s, which translates to It is. To indicate the omission of a letter from words or a figure from numerals. ex: Yes, ma’am. To indicate the plurals of letters, numerals, symbols, and abbreviations. ex: Only A’s, B’s and C’s are considered passing grades at the Art Institute. THE COMMA , The comma is used to separate a list. ex: My favorite animals are giraffes, dogs, cats, and birds. It is also used between the date and the year. ex: Today is March 6, 2007, and I plan to enjoy today. A comma can also tell you where to pause in a sentence. ex: All is well, but not necessarily forgotten. PARENTHESIS () A pair of shallow, curved signs ( ) used to enclose an additional inserted word or comment and distinguish it from the rest of the sentence. The plural is parentheses. ex: Riva (Her name means “one who captivates or possesses an “ensnaring beauty.”) wandered off into the forest and was lost for three days and two nights. BRACKET [] A pair of symbols [ ] used in keying or printing to indicate the insertion of special commentary, such as that made by an editor or as an alternative to parentheses. ex: Riva [Her name means “one who captivates or possesses an “ensnaring beauty.”] wandered off into the forest and was lost for three days and two nights. GENERAL NUMBER SPELLING RULES Small numbers, such as whole numbers smaller than ten, should be spelled out. Spell out any number if it starts a sentence. Be as consistent as possible. Ex: Ten students passed the exam Only 1000 students passed the exam. One thousand students took the exam. Of the 1000 students that took the exam, only 25 passed it with at least a grade of D and only 9 students scored a grade of C or better on it. K.I.S.S. KEEP IT SIMPLE STUPID Technical Communications - Chapter 12 - Designing Visuals Visuals reduce reader resistance help clarify condense organize emphasize illustrate analyze enhance understanding help process information increase understanding help with remembering encourage critical thinking reveal trends and problems show possibilities show visual relationships save space universal language Viewers ask themselves: What is most important? Where should I focus What do all these numbers mean? What should I be thinking What should I be doing? What should I remember? What does it look like? How is it organized? How is it done? How does it work? Today’s readers resist pages and pages of only text. Written information can be repetitious, tedious and hard to interpret. When to use a visual whenever visuals make your point clearer than just words to instruct to persuade  to draw attention or focus to clarify to motivate NEVER just to decorate Types of Visuals Graphs - display numerical relationships, used to sort or emphasize numerical relationships, bar graphs, line graphs Charts - display parts of a whole, show relationships, pie charts, flow charts, Gantt charts, organizational charts, tree charts, pictorial charts Graphic Illustrations - actual or virtual views, how it looks, how it’s done, how it happens, where it is, represen- tational diagrams, exploded diagrams, cutaway diagrams, block or schematic diagrams, maps Infographics - representation of data or information presented visually How to Choose Which Visuals to Use What is my purpose? Who is my audience? Which type of visual will work best? Where should visuals be placed? How do you want viewer to feel about the information? Technical Communications Chapter 13 - Designing Pages and Documents Why is page design important? first impressions guides help understand help remember accessible captures interest makes work more enjoyable organizes overcomes resistance Page Design Guidelines use headers and footers in long documents use white space use adequate margins use justified or unjustified text line length easy to read consistent line spacing break up text with lists use font size that is easy to read decide on serif or sans serif font use design elements for emphasis make headings informative, specific, grammatically and visually consistent Technical Communications Chapter 14 - Definitions Definitions explain a term using plain English and/or list basic properties and do not include opinions.  Parenthetical - in brackets (like this) give a clairifying phrase Clarifying - use ; that is to expand or clarify your message Sentance - use when you need to give 1-2 sentances to explain the definition Expanded - you start with the sentance and then expand it with questions -Etymology - word history -Negation - what it doesn’t mean -operating principle - how it works -analysis of parts - identify and explain the peices’ Definitions Tips & Tricks Place appropriately -important to understanding - at the begining -clairifies a part - in that part -as a reference - in appendix -hyperlinks and popup notes Use visuals Use compare and contrast, use analogies -like a… -as something as a something… -as many as… List required materials and conditions Use examples Use expanded definitions Technical Communications Chapter 15 - Descriptions and Specifications Subjective Descriptions offer an opinion or attitude, an impartial opinion and focus on observable details. Objective Descriptions are impartial and list observable details. Ethical writers express opinions based on objec- tive and responsible research and observations. Specifications (specs) are an exacting type of description that prescribes standards for performance, safety and quality. Descriptions give information to a viewer who will: use it buy it operate it assemble it manufacture it needs to know more about it methods of manufacturing, building, installing materials and equipment[pment to be used size, shape and weight of product Descriptions And Specifications Tips & Tricks record details to visualize and provide visuals use precise and informative language  have a clear and limiting title list overall appearance and parts state the function of the parts use an appropriate level of detail follow provincial and federal regulations write for a broad audience use the clearest description sequence: Spatial Sequence - visualize as a static object Functional Sequence - how it works Chronological Sequence - order it is assembled Combined Sequence - alternate between spatial, functional and chronological Descriptions And Specifications Guidelines Do you need a description or definition? Look closely at the item or process Maintain objectivity Use a clear and limiting title Give the big picture first Incorporate visuals Provide appropriate details Use the clearest descriptive sequence Write specifications only when appropriate Understand ethical and legal issues Know government and industry standards Write for a broad audience Keep it simple Technical Communications Chapter 16 - Process Analysis, Instructions, and Procedures Process Analysis - Identifies, describes and explains the sequence of events in a repeatable process. Emphasizes the process and not the reader. Written in 3rd person. Use standard paragraphs, follow a chronologi- cal order, formal writing and visuals. Instructions - How to carry out a process. Have ethical and legal implications. Procedures - a special kind of instructional set where the reader already knows how to perform but needs to know when to do tasks and when to coordinate with team. Process Analyses, Instructions And Procedures Guidelines Are process analyses, instructions or procedures right for your audience and purpose? for process analyses: write for your audience include measurements give background information remain for- mal remain write in the third person for instructions: write for your audience provide clear and limiting title write for the general reader keep word- ing simple and clear write in the third person notes, cautions, warnings and danger very visible divide into steps write chronologically do not include unnecessary information use visuals make procedures readily acceptable Using Online Media Chapter 25 Technical Communications and more Effective Web Page audience and purpose accessible worthwhile sensible clean uses visuals Writing for the Web audience and purpose short bursts of information clear simple English Search Engine Optimization (SEO) Blogs - an informational website consisting of discrete, often informal diary-style text entries. business - general info, product updates, interaction with customers and the market personal - self-expression, engaging and socializing, sharing interests, supplements resume video blogs podcasts Wikis - a website that allows collaborative editing of its content and structure by its users. generalize collect and update information - Wikipedia create, discuss, centralize and organize content Social Networks - a dedicated website or other application which enables users to communicate with each other by posting information, comments, messages, images, etc. gain valuable customer insights increase brand awareness and loyalty run targeted ads high conversion richer customer experience increase traffic and search spy on competitors share content fast geo-target build relationships “Are Social Media Worth the Effort? In the era of digital marketing, business enterprises and individuals have to weigh the potential benefits of social marketing against inherent risks and the sheer time and effort required to manage social media” - Technical Communication, Eighth Edition, Chapter 25, page 504 Social media is a powerful communications medium, with a widespread influence. Digital transformation has influenced businesses and made the world more accessible, but it has also changed the way we communicate. Choosing a Social Media Platform Target audience There’s no point in joining a social media platform unless your target customers are using it. Think about the people you want to engage, including their age, gender and interests. Then choose the platforms they are most likely to use. You can do market research to find out what platforms your customers are on. Your goals Consider what you want your social media presence to achieve: get new customers communicate with existing customers position yourself as an expert in your field promote your brand to a new market Competitors Research the social media platforms your competitors use and see if they could work for you too. Most platforms recommend content to users based on what they already engage with. So you’ve got a chance to convert your competitors’ customers into your customers. Your time and resources It takes time and effort to manage each social media channel. Consider what you can realistically do when deciding how many platforms to sign up for. It’s better to use 1 or 2 social media channels well than a lot of platforms badly. Creating Social Media Content Tips Think about the sort of content your customers are interested in. Focus on images and videos. Visual posts are more engaging than text. Don’t go for the ‘hard sell’. Sharing information with no direct sales pitch is a great way to build your brand and fanbase. Plan and create content in advance. Use a content calendar to keep track of what you have coming up. Organic VS Paid Content Social media posts can be organic or paid. Organic content does not cost but the number of people who see it will depend on: how many followers you have the platform’s algorithms. Paid content is a type of advertising. You pay the platform to show your post to more users, including people who don’t follow you. You can choose the types of people who will see the post. Search Engine Optimization (SEO) Optimize your social media content to show up higher in search results. Think about the keywords your customers are likely to use when searching for this type of content. Use some of these keywords in the text of your social media content. Make sure the text still reads naturally. Write for people first, search engines second. Stay active - A neglected social media presence can be worse than no social media presence at all. Post regularly to show you’re still in business and ready to help. Managing Your Social Media Channels Tips for scheduling content Post regularly, but not too often – 3 to 5 times a week is ideal for most platforms. Post when your customers are most likely to be online. Look for special days, events or trends you can use in your posts. Use a social media management system to schedule posts in advance. Monitoring channels Customers on social media expect quick responses. Check your channels at least daily to reply to comments and direct messages. Social media management tools have ‘listening’ features that you can use to track what people on social media are saying about your business and any other topics. Complaints & Negative Reviews Customers use social media to make complaints or leave negative reviews. Here are some tips for handling com- plaints on social media: Don’t delete a public complaint or review. This will annoy the customer more. An exception is if the customer uses offensive or threatening language. Respond quickly. This shows the customer making the complaint and your other customers that you take their feedback seriously. Acknowledge the complaint, even if you don’t agree with it. Don’t give a generic response, and never blame the customer or resort to personal attacks. Once you’ve responded publicly, continue the conversation with the customer in private. Use their preferred communication method, like private message, email or phone. Update your procedures for managing complaints to include social media. Measuring Success Most social platforms have features for analysing post data. Looking at this data helps you see the types of con- tent that work best for your customers. You can use this to plan future posts. A social media management system lets you compare success across platforms. This can help you decide where to devote your social media resources. Privacy and Legal Issues You need to protect your customers’ privacy on social media. Never share anyone’s personal information on your public channels. Under consumer law, you need to make sure there are no false or misleading claims on your social media. Don’t make any false claims about a product or service, and remove any false or misleading posts made by others. Cyber Security Like any online platform, social media has security risks. To avoid your social media accounts getting hacked: choose strong passwords turn on multi-factor authentication teach your employees about cybersecurity only share social media passwords with staff who need them change your passwords when a staff member leaves your business VISUAL LITERACY making sense of what we see Visual Literacy is our ability to ‘read’ things we see and analyze their literal and inferred meaning and use visuals to communi- cate our thoughts and feelings. It is a concept that relates to art and design but also has much wider applications. Digital technology impacts our understanding of visuals and has produced some highly developed visual literacy instincts. With the proliferation of fake and doctored imagery, it is more important than ever that we have the skills to “read” images and understand and interpret them critically. Visual literacy must be learned and practiced to enable us to communicate, exchange ideas, and navigate our world. Design Elements and Principles By being aware of the elements and principles of design, you may be able to understand and communicate with visual media more creatively. It is good to be aware of these guidelines but not become obsessed by them. Rules are made to be broken. Design Elements - the building blocks of design Format - the “canvas” or frame in which you are working, e.g. page or screen Space - the space between items and around the edge, including white space Line - straight or curved, thick or thin, real or implied, help provide feeling and guide the eye Texture - can give direction and rhythm, a sense of depth and tactile feeling Value - refers to tonality, shades of gray from black to white Colour - creates impact and strongly affects the mood and feeling Design Principles - the rules of design Emphasis - the most important part, what you want the viewer to see above all else Contrast - the difference between elements engages the viewer, makes the design more interesting Balance - a sense of balance or symmetry affects emotional response, symmetrical designs may result in tra quillity, while an asymmetrical design may create excitement Rhythm - directing the viewer's eyes around the design, can create emotion. Proportion - allows for comparison, sense of depth created using a horizon line, the relative size and scale of objects, colour and value. Unity - consistency and cohesiveness in the overall design so everything works together to make one unified whole. Use repetition of elements and alignment. Design TIPS & TRICKS Add the right colour Add the right shading Avoid visual distortions Incorporate visuals with text Align everything Use traditional serif or sans serif fonts 10-14pt Use white space and margins Keep line length 7-10 words or 45-75 characters Use triplicity Use lists Use columns and grids Create emphasis and a hierarchy Create headings by rank use consistent: line spacing page numbers headers footers, fonts, font sizes ,colours Writing Tests Test Anxiety Test anxiety is that nervous feeling you may get when you're about to take a test. It's normal to feel some pressure before an exam, and a little stress can help you focus and do better. For some, the worries are so strong that they can't concentrate and don't do as well as they'd like. Preparation Get good sleep the night before  Know when and where your test is Get to your test site early so you can relax and breathe Start studying early Review old tests Look at or create a study guide Do not cram unless you absolutely have to Preparation Plan out your week before so you do not get swamped with homework during test week Start studying, highlighting, and reading before your test week so you don’t feel overwhelmed Plan out when and how you are going to study Take breaks while studying For every 30-45 minutes of studying take a 5-10 minute break Get a good night’s sleep The Day of the Test Arrive early and prepared Preview your exam Read directions slowly and carefully (annotate if needed) Write down key words or mnemonics at start to refer to Chew gum or eat candy to relieve stress Have confidence: believe in your success Positive Self-Talk Before the exam I’m going to take it one question at a time. I’m not going to panic if I don’t know the first question. I can come back to it. This exam might be difficult, but I believe in my abilities. During the exam It’s ok if someone finishes before me, that doesn’t impact me. Drawing a blank is perfectly natural. I’ll skip it and come back to it later. I knew the material well when I studied. After the exam I finished the exam and I’m proud that I. I am pleased with the progress I’m making. I did what I could for that exam. Now I can focus on what’s next. Free Writing Write about and acknowledge your fears Realize that you have studied as much as possible and that you are going to do your best on the test. Write about why it is going to be okay Let your anxieties go and breathe Relax Anxious thoughts can distract us from important tasks, such as studying. Try these if you’re feeling over- whelmed: 4-7-8 breathing: Take a slow, deep breath into your belly as you silently count to 4. Hold your breath for a count of 7 Exhale completely for a count of 8. Repeat 3 to 7 times until you feel a sense of calm  Tension-relaxation exercise: Tense all the muscles in your body starting from your neck and moving down. With your muscles tensed, hold your breath for a few seconds. Exhale as you relax your muscles starting from your toes and moving up. Multiple Choice Try and answer the question before looking at the given choices Read all choices carefully Eliminate answers that you know are wrong Use caution with superlatives like always and never Better choices: almost always/never, often, and rarely Pay attention to words like not and except Fill-in-the-Blank Try and answer the question before looking at the given choices Substitute each choice in the blank and “hear” which choice works Keep track of items used if a list of choices is provided True/False If any part is false, then it’s all false Use caution with superlatives like always and never Better choices: almost always/never, often, and rarely Matching Read all items first Narrow options by completing those you are sure of first Written Answer Read the prompt and directions carefully. Do you need to cover all five points or does the professor only want you to talk about three? How many points is the question worth? Think before you write. W5. Create a brief outline for your essay by jotting down a few words to indicate ideas you want to discuss. Be specific in your answers, don’t write general statements Know what these words are asking you to do: Describe, Summarize, Compare/Contrast, Justify, Evaluate, Iden- tify, Explain, Discuss, Trace After the Test Make note of: Type of test questions General concepts or details Lecture or textbook Knowledge, comprehension, application, analysis, evaluation, creation BE PROUD OF YOURSELF! Business Reports What are business reports? Documents designed to record and convey information to a reader Document specific information for a particular audience that has specific goals Length or size depends on audience, function and use It’s STILL All About the Audience! Knowing your audience is key. What does your audience expect to learn from your report? What type of ethos should you establish? How much research does your audience expect you to have? How current does your research need to be? What type of sources does your audience expect you to have? What is the age of your audience? What is the educational level of your audience? How much background information does your audience need? What technical terms will your audience need to be defined? What terms will they know? What is the cultural background of your audience? Informal vs Analytical Reports Informal informs, instructs, and presents details of events, activities, individuals, conditions ‘just the facts’ with no analysis or conclusions short for use within an organization Analytical problem-solving analysis demonstrates relationships make recommendations Informal vs Formal Formal long, detailed usually used outside an organization Formal Reports Questions to ask Who is the report for? Who is asking for it? Who is the audience? What was done? What problems does it address? What are the results? Where and when was the subject studied? How did it operate, and function? When is it needed? Why is it being written? Format of a Formal Report no universal format check with your organization for standards all formal reports contain: 1.Prefatory Matter (at the start) 2.Body 3.Back Matter Prefatory Matter What to include at the beginning of a formal report: Title Page - Includes the report title, name of organization and author, name of recipient and their organization. Table of Contents - List of sections and their page numbers, all headings and subheadings.  Executive Summary - One page overview of the whole report, summary of topic, methods, data, evidence, results, and conclusions or recommendations. Body What to include in the body of a formal report: Introduction - Includes background information, problem or purpose, research questions, significance, scope, methods, organization, and sources. Discussion of Findings - Some useful organizational patterns include: Best Case/Worst Case Compare Contrast Chronology Geography Importance Journalism Pattern Conclusions and Recommendations - Include key results from the discussion of findings. Answer research questions. Offer a course of action. Back Matter What to include at the back of a formal report Works Cited - Documents ALL the sources cited within the report. Use citation formatting style appropriate to your industry (APA, MLA, Chicago) Appendices - Include anything that doesn’t fit in the main part of the report but can’t be left out. Things like large tables of data, code, maps, or large illustrations. Anything too large or distracting from the body of the report. Formating Styles What is formating styles? A writing format style is the citation style that is being used within the structure of the writing. A citation is a way of giving credit to people who have offered their own creative or intellectual work for a writ- er to make their own key points. It proves that a writer has done their research and also helps to eliminate a form of plagiarism that is common in today’s writing efforts. This is especially key for self-publishing writers. Avoid plagiarism! Citing properly in one of the major writing formats! You often don’t get to choose your writing format. A manager or professor will often assign the format to you. Knowing this will add professionalism and credibility to your writing, and remove the threat of a plagiarism accusation. The Three Major Types of Format Styles 1.APA 2.MLA 3.Chicago APA Created in 1929 by the American Psychological Association. Three kinds of information to be included in the body: the last name of the author the date of publication if necessary, the page the information can be found Information is within parentheses after the information that is sourced. An APA citation might look like this: (Smith, 2016, p. 22) APA (American Psychological Association) is used by Education, Psychology, and Sciences List all sources cited on a Works Cited page in the back matter. APA format guidelines for your document: Use an easy readable font like 12 pt Times New Roman  Set page margins to 1 inch on all sides. Double-space all text, including headings. Indent the first line of every paragraph 0.5 inches. Include a page number on every page. Citations are placed in parentheses indicating the author, publication year of the source, and the page number if relevant. Examples of APA citation (Jackson, 2005, p. 16) MLA Some forms of MLA allows citing of last name of author only. The page where the information is found may also be included. An MLA citation might look like this: (Smith) or (Smith 22) A sub-quoted MLA citation might look like this: (qtd in Jones 22) MLA (Modern Language Association) style is used by the Humanities, language or literature. List all sources cited on a Works Cited page in the back matter MLA format guidelines for your document: Use an easily readable font like 12 pt Times New Roman Set 1 inch page margins Use double-line spacing Include a ½” indent for new paragraphs Include a four-line MLA heading on the first page Center the paper’s title Use title case capitalization for headings Cite your sources with MLA in-text citations List all sources cited on a Works Cited page in the back matter Chicago Originally published by the Chicago University Press in 1906 and is generally used by Business, History, and the Fine Arts. Footnote or endnote numbers appear at the end of the relevant clause or sentence. A Chicago citation might look like this: (Smith 2015, 22) Citations appear in Chicago footnotes at the bottom of the page the citation is on or in the back matter as end- notes in a bibliography. Chicago format guidelines for your document: Use a standard font like 12 pt. Times New Roman. Double-space the text. Use 1 inch margins or larger. Indent new paragraphs by ½ inch. Place page numbers in the top right or bottom center. Cite your sources with Chicago in-text citations List all sources cited in the footnotes or on a bibliography page in the back matter MLA vs APA vs Chicago WRITING FOR EMPLOYMENT Here’s what we will learn: Know how to prepare for a job search Describe the difference and what is required of each type of resume: functional  reverse chronological combined résumé Identify the main sections of a cover letter Starting the Job Search Planning, understanding and gathering information Know yourself Know your field Know the job Know Yourself education, skills, and experience Do you work better independently or in groups? Have you always imagined working for a large company, with the structure and perks that offers? Or do you see yourself working on a smaller team, perhaps taking risks for a project you believe in personally? Do you like developing new ideas and planning? Do you like seeing through a complex project to the finish? Skills Assessment Quizzes Try skill assessment quizzes to get to know yourself Soft Skills Unrelated experiences teach valuable transferable skills: organization leadership teamwork communication problem-solving meeting deadlines These skills are high on employer lists of desired attributes and should be described in language employers recog- nize as valuable. Know Your Field Resources to look for when researching your chosen field Organizations and conferences Company blogs or white papers Social media Local networking or meetup groups Know the Job Job descriptions often focus on the perfect candidate, but few people have all the qualifications listed. When finding a job advertisement, read it carefully. highlight relevant keywords and skills highlight specific qualifications required Use highlighted information to describe your qualifications and transferable skills in your cover letter and ré- sumé. Designing a Résumé A resume summarizes your information clearly for employers and should: represent relevant professional information demonstrate the relationship between information and the problem or challenge get you an interview Before writing a resume consider: the audience (It’s STILL All About the Audience!) the situation the intended effect how the document will be accessed What to Include in Your Resume Contact Information Career Objective Summary of Relevant Qualifications Education Work Experience Skills Other relevant qualifications Activities References Résumé Formats Functional, Chronological and Combination Functional résumés focus on skills. Chronological résumés focus on work history. Combination résumés list skills and experience first, then employment history and education. Writing Tips & Tricks Information placed at the top of the document typically has the most impact Focus on the audience’s needs (It’s STILL All About the Audience!) Be confident as you make decisions on what goes where Look for ways to include things that express your personality and passion Keep it one page long unless necessary Use the same wording used in the job posting Use strong action verbs: achieved, analyzed, assessed, built, calculated, collaborated, completed, coordinated, created, defined, delivered, designed, developed, documented, evaluated, examined, improved, interpreted, man- aged, monitored, prepared, presented, programmed, provided, reduced, resolved, reported, researched, resolved, supervised, solved, succeeded, supported, surpassed Visual Tips & Tricks Clear headings White space Vertical alignment Coherence and consistency Fonts and typography Tailor it to match the job and employer Different professions require different formats Choose the right format for submission  Update it regularly Writing the Cover Letter The cover letter goes with your resume and provides more details explaining why you are a strong candidate for a specific position. Don’t repeat your resume, but go into detail about how you fit their needs. It gives the audience a better sense of your voice and who you are and should be written in a formal, professional tone. What to Include In Your Cover Letter Introductory paragraph Education paragraph Employment paragraph Other qualifications paragraph Concluding paragraph Cover Letter - Introductory Paragraph Introduce yourself in a concise, functional, and personable manner State the position you are applying for and that you have enclosed your resume for additional information Summarize your best qualifications relevant to that position Show enthusiasm for the field and knowledge about the employer Cover Letter - Education Paragraph Detail your training and credentials relevant to the position Explain activities and knowledge gained that are important for the employer Discuss how academics shaped your understanding of the field and how the skills you gained align with the employer's needs Cover Letter - Education Paragraph Detail your training and credentials relevant to the position Explain activities and knowledge gained that are important for the employer Highlight key experiences in multiple paragraphs if necessary Discuss how academics shaped your understanding of the field and skills that align with the employer's needs Cover Letter - Employment Paragraph Prior experience, whether in field or not, is valuable Highlight skills, outcomes, and company details Explain relevance to position, focusing on transferable skills Emphasize value to the reader and company Cover Letter - Other Qualifications Paragraph You may want to include any relevant awards, publications, extracurricular activities, clubs or volunteer work Mention specific actions honestly and connect to transferable skills and job posting keywords Cover Letter - Concluding Paragraph Tie everything together and end on a positive note Politely express interest in an interview Reiterate interest in the position and the employer Provide contact information Cover Letter Tips  Use formal letter formatting, use an online template Use the same wording used in the job posting Keep it short Use the same fonts and a similar layout as your resume Submit your cover letter in the file format and the way the job advertisement specifies K.I.S.S. Proofread Career Portfolios a collection of samples of work A dynamic, expanded version of a résumé Be selective Focus on items relevant to potential employers: design, schematics writing samples lesson plans, project man- agement Can be physical or electronic for easy distribution Having a good knowledge of your interests, qualifications and skills is important to help you decide which jobs suit your personal and career goals. While the information included in résumés and cover letters tends to be standard, the way you present it can help you stand out as a strong candidate.