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CH 8,9,10,11 Business Comm

What defines business report?
orderly and objective communication of factual information that serves a business purpose
purpose: solve business problems.
problem statement- provides a clear description of the situation that created the need for your report. declarative.
“Management wants to know why sales are declining”
purpose statement- report’s objective, aim, or goal. “to determine the cause of decreasing sales” normally written as a question
subtopics: ex: production, sales and promotion, financial status, computer systems.
tb
Once you’ve defined the problem and identified the purpose of your research, you should determine
what factors you need to investigate. TRUE
determine hypothesis:
explanations or solutions for why something bad has happened. tested, and either proved or disproved.
gathering information needed
secondary research- material somebody else has published, ex books and websites
primary research- uncovers info firsthand. produces new info through use of experiments
conducting primary research
survey with sample, construct a questionnaire, ranking or scaling., conducting pilot study, observations and experiments, QUALITATIVE PRIMARY RESEARCH- focus groups- group come together to share beliefs or thoughts about something.
conducting personal interviews.
outline
grouping, ordering, or hierarchy.
conventional system- 1. A. a. (i)
Decimal system (1.0, 1.1, 1.1.2)
ex 8-32.
tb ch 8
16. Quantitative researchers use research tools that generate verbal data. FALSE
tb ch 8
21. A well-structured outline for a report clearly indicates the hierarchy of the information in the
report. TRUE
tb ch 8
31. The _____ statement of a business report provides a clear description of the situation that created the need for the report.
D. problem
tb ch 8888
33. The _____ in business reports is also called the study’s objective, aim, or goal.
E. purpose statement
formal report
formal reports- have prefatory pages, title fly, title page, table of contents, executive summary.
short report
only has a title page and report text. title page remains.
letter report
below short report,
even less formality, email or memo.
report components
title fly- just contains report title.
title page- identification information. title, id of the writer and reader and date.
transmittal message- transmits report to leader, takes letter form sometimes.
table of contents- over 1500 words. lists reports contents. headings and subheadings.
executive summary- preview of the report, summarize the report in order and in proportion.
identify the topic, purpose, origin of report, briefly what research was conducted.
short reports.
short report- forth and fifth steps of formality report
letter reports-people outside the organization, written personally. direct or indirect oder.
email and memo reports- heavily used in business.
routine operational reports-informed about companys operations
progress reports-progress towards goal.
meeting minutes
written report of group activities. reports the gist of what happened. prelim items, body items, closing items.
ch 9
16. The majority of the reports written within companies are routine operational reports.
TRUE
ch 999
21. A report’s form and contents should be based on _____ to meet the reader’s needs.
C. its formality and length
ch 99
25. As the need for formality decreases, the _____ is the first component to be omitted from a report.
E. title fly
ch 9
35. The _____ is the report in miniature. A. executive summary
ch 9
36. Which of the following is true of short reports?
A. Short reports such as inventory reports do not require introductory material.
ch 999
0. Which of the following differentiates short reports from long reports?
C. Short reports are more likely to be written in the direct order.
elements of professional talking
voice quality- pitch and sounds speaker makes, easy at fast rate, hard at slo rate,
style-set of voice behaviors, pitch, speed, and volume combined to give personality to oral expression.
word choice- vocabulary, need to be able to understand words. shouldn’t talk down to or above the listener.
adaptation to your audience- fitting message to intended listener.
affective oral communications
competence
sincerity
friendliness
appropriate appearance and physical actions
communication environment
personal appearance
posture
walking
facial expression
gestures
listening
sensing
filtering
remembering
active listening
to improve listening ability, focusing on what is being said, and reserving judgement, other components, acquewleding um-hmm and nodding
back-channeling
repeating what you think you heard
effective way to focus your attention, asking questions too.
ten commandments of listening
stop talking, talker at ease, show talker you want to listen, remove distractions, empathize with the talker, be patient, hold your temper, go easy on argument and critisism, ask questions, stop talking.
conducting meetings
prepare an agenda-
follow the agenda
move the discussion along
control those who talk too much- tactfully ask…
encourage talk from those who don’t talk
control time
take minutes
tech for participating in a meeting
follow the agenda
participate
don’t talk too much
cooperate
using phone
professional voice quality, talk as if you were face to face.
introduce yourself and ask question.
repeat phone number
giving speeches/presentations
determining topic and purpose-
prepare the presentation- introduction, body, conclusion,
choosing presentation method
presenting extremporaneously- prepare thoroughly and then you prepare notes and go off of that
memorizing- most difficult,
reading- read in an interesing way
choosing means of audience feedback
listenersn can be involved with live chats, and ask to email after.
support talk with visuals.
charts, tables, graphs- help listeners understand statistical information
photographs- help listeners form image of what you discuss
mutlimedia
techniques for using visuals
make sure everybody can see visuals
explian visual
talk to audience, not the visuals
avoid blocking views of audience
don’t make contents too small
don’t use too much animation
sometimes can save handout till the end
ch 1o
23. Voice quality refers to the _____.
A. set of voice behaviors that makes a person’s voice unique
B. pitch and resonance of the sounds a speaker makes and the sounds an audience hears C. way that pitch, speed, and volume combine to give personality to one’s oral expression D. way words are fitted to the listener’s level of understanding
E. average number of words spoken by a person during an informal conversation

its b.

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