Module 25

Module 25 is about using visuals. When giving a presentation or providing information, it is often helpful to supplement your text with visuals. Facts and figures get boring after a couple pages, so add bar graphs or pie charts. These jump off the page or slide to grab your audience’s attention. These are also helpful you are looking for a specific number later on and you only have time to flip through a report.

But like all good things in live, too much of a good thing isn’t always good. There needs to be a good mix of text and visuals so there a nice balance on the page. Visuals have a greater effect when they are surrounded by text so they pop more.

It is also important to remember that these are professional documents. Use color sparingly. Avoid using clip art altogether because it takes away from the message you are attempting to get across.

One more thing the text mentions is to make sure your visuals are correct and ethical. It you did not create the visual yourself, make sure you have permission to use it. It is also important to make sure your visuals will not offend anyone. 

Module 20

Module 20 is about making oral presentations. There three different types of presentations: Informative, Persuasive and Goodwill.  Informative presentations teach the audience something like in a training session. Persuasive speeches focus on motivating the audience to do something.  Goodwill presentations are more to entertain the audience.

As you plan a presentation, make sure you choose the right type of presentation first of all. Depending on your goal, you’ll want to choose between monologue or sales presentations or even guided discussions. Once you have a type chosen, you need to make sure your message will make sense to your audience. Your message will come across even better when you use visuals and other ways to involve the audience.

There are also various ways to organize your presentation. These include: chronological, problem-cause-solution, excluding alternatives, Pro-con and 1-2-3. The book explains all in full detail.

The most important piece of the puzzle for your presentation will be your delivery. First you must conquer any fear you have of public speaking. The book has several excellent ways to accomplish this. While you are giving your presentation it is important to remember to make eye contact with your audience. This will make your message more like you are talking to them as oppose to lecturing.  Using notes is also acceptable but make sure you aren’t just reading your notes and forgetting about your audience. 

Module 3

Module three is focused on communicating between different cultures. A culture is a group with a set pattern of acceptable behaviors. While it is normal to not recognize these when surrounded by other members of the group it is common to notice the differences when you come into contact with people from other cultures.

When meeting these people in a business setting it is important to understand their culture and customs to prevent offending them. Many common actitives that Americans participate in on a daily basis in the workplace would be highly offensive to a business person from China, for example, shaking hands. It is common here we accept it as second nature, but in China the custom in a quick bow.

Another important thing to keep in mind when doing business across cultures is the difference in meanings. For example, here in the U.S. we consider any legal agreement that is in writing to be binding. If the agreement was with a company from Germany, they would agree. However, if the company was based in Japan they would think an oral agreement would be much more binging.

Not knowing that information could be the difference between having a deal go through or not. It is recommended that you study the culture you will be working with even before the first meeting with them. 

Module 23

Module 23 is about short reports. The book recommends writing a short report whenever possible. Long reports take up too much of your audience’s time and will therefore, probably, not be read. Short reports can still accomplish many things though. There are informative or closure reports that summarize completed work. Feasibility reports present alternatives to the problem and give reasons why one is the best. Justification reports are used when explanation or recommendation needs to be given on a large purchase or a organizational change such as hiring.

The text also goes into details about the various types of organization for these reports. It is best to use an organization style that works for your audience and your message. The seven types are: Compare/Contrast, Problem-Solution, Elimination of Alternatives, General to Particular or Particular to General, Geographic, Functional and Chronological. Pages 404 to 407 explain these in detail.

While reports follow the basic rules of business writing there are several key differences. First of all, reports tend to be more formal than memos or letters. Reports almost never use the word you. Reports should also be self-explanatory. There shouldn’t be a need to attach yet another document to explain your report. The recommends saying what you mean and having a very clear organizational style.

Module 27 & 28

Module 27 is about resumes. A resume is one of the few pieces of information a potential employer has about you when they are deciding whether or not you are right for their company. Although there are many formats for resumes the book illustrates several examples of resumes that can act as good examples for you when you begin putting yours together.

One of the most interesting points I found in the reading was the textbook’s suggestion to tailor your resume to the job you are applying for. For example, I have had various positions since I started working but when I applied for a position working with students I focused on my tutoring experiences to show my ability to work in that particular field. I also used references that could discuss my abilities as a tutor and my skills working with different types of people.

Module 28 is about job application letters, also called cover letters. There are two types of letters that are used in job applications: Solicited and Prospecting. Solicited is the type you would write if you knew they were hiring. For example, if you saw the application on a job search website or if a friend who works there recommended you apply then you would write a solicited letter. Prospecting is the type of letter you would write if you didn’t know if a company was hiring or if they were hiring but not in fields that interested you. This is a great way to put yourself on a company’s radar. In some cases they will even create a job for you if they know you would be an asset to the company. 

Module 22

Module 22 discusses the types of information you find, analyze and use for research. There are two types of research. The first type is called primary, or research that you do yourself. Surveys and interviews are both examples of primary research.  Secondary research is information that is gathered from other sources. Anytime you use a search engine such as www.google.com, you are conducting secondary research.

When you do use search engines, be careful how you phrase the search. Use “and” and “or” to reduce your findings into articles that will actually be helpful. The book also suggests using more print resources because those are more credible since experts review them before being published.

When creating questions for a survey or interview, the book recommends being specific and using different styles of questions so you get the best response. The two basic types of questions are closed and open. Closed questions have a list of possible options like a multiple-choice question on a test. Open questions allow the person answering to say anything like an essay question on a test.

When choosing who to ask these questions to it is important to understand the population. For a survey use a random sampling but for interviews use a judgment sample, or a group of people who’s views would be relevant to the subject matter.

When using the information you have found or collected yourself, make sure you use MLA or APA citation formats. Ask the person who requested the report of they have a preference. 

Module 21

Module 21 is explains what should go into a proposal or a progress report. A proposal must answer several questions including what the problem is and how you plan to solve it. A proposal must also include a good purpose statement which involves stating the problem and the questions that must be answered to solve the problem.

The book also lays out exactly what headings should go into a class research project proposal. Those are: Problem, Feasibility, Audience, Topics to Investigate, Methods/ Procedure, Qualifications/ Facilities/ Resources, Work Schedule and Call to Action.

Sales Proposals also have specific areas that must be covered. The book recommends beginning with something that will grab your audience’s attention while discussing the major benefits this purchase will bring them. The book also suggests to be a specific as possible when it comes to budget requests. This will prove to the buyer that you understand the entire project and what it will take to accomplish it.

Progress reports are more than a snapshot of where you are in project. These reports are also helpful in allowing you to communicate any issues to your investor/ employer before they become costly and time consuming problems.  There are three organization styles for progress reports: 1. To give a chronology, 2. To specify tasks or 3. To support a recommendation. In all three cases you need to be as direct and positive as possible. 

Module 17 & 18

Module 17 was about the importance of listening and how to best listen to a speaker. There are four rules that good listeners try to follow. The first one is to pay attention. This rule suggests going to meetings having already thought about what will e discussed and confirming at the end of the meeting what is understood by all parties. The next rule is to focus on the speaker in a generous way. This highlights the importance of listening to what they say not how they are saying it. Rule three is to avoid making assumptions by double-checking information. The last rule is listening for feelings. Speakers will place emotions as well as facts in what they are saying.

Module 18 is about working and writing in groups. While the same formats and rules to writing apply whether the author is one person or there is group, the composition is much more intricate when more than one person’s ideas are involved. The expression may be two heads are better than one but the more heads have a say in the final product the greater the likelihood that something will get lost in transition. This is why it is so important to never leave a group meeting will out going over everyone’s tasks before the next meeting. This will cut down on the confusion of who is doing what for the group. 

Module 15 & 16

Module 15 explains why carefully choosing your word is vital to getting your message across to the reader. Being long winded and confusing cannot only give people headaches but can lose you customers. However, simplifying you message with the wrong word can be even worse. If you use a word with a negative connotation you will only insult and/or anger your reader. You also need to be careful because connotations and even denotations can change from culture to culture.  It is also very important to make sure you are using the right spelling of a word so you are saying what you mean to say instead of not making any sense at all.

Module 16 talks about the style you should use when your writing. Although it varies from organization to organization, there are a few ideas that apply almost everywhere. One of the ideas that really surprised me was that your writing shouldn’t always sound informal. The textbook even said that while a letter to a supplier who is behind schedule may be on the side of formal, a message to your boss complaining about the supplier should be more like a friendly chat. This surprised me because I was always taught that you were suppose to write anything to a superior in a formal tone. 

Modules 11 & 12

Module 11

This module tells us how to actually be the bearer of bad news without losing all of the goodwill we have with the reader.  While it is important to make sure that the negative we are presenting is clear, it is also important that the reader does not become upset upon reading it. One of the best ways to insure this is to fully explain the reason behind the negative. Be careful not to place blame anywhere. It is also wise to finish the letter with a positive.  Offering a alternative and leaving the decision to the reader is the best way to accomplish this. 

Module 12

There is a song that says, “You can’t always get what you want.” This module tries to teach us otherwise. Persuasion will be a vital skill for us in the real world. There will come a time where we will need something from our boss or more work from our subordinates. Either way we need to know how to communicate that message and in turn accomplish our goal. In both situations we need to be direct without assuming the reader is just going to hand us what we want. Our boss may need to know the specifics of why we are asking and how agreeing will in fact improve the company. On the other hand, our subordinates may need to be convinced with benefits to themselves.

Modules 9 & 10

Module 9 focused on the importance of format when you write letters, memos, etc.  It explained how to make the format of what you are writing match the situation. For example, if you are writing a letter to someone you speak with regularly on the phone; you may address the letter with Dear (their first name). However, if this is not someone you are familiar with you should try to be as formal as possible. The text even suggests going as far as to call the person’s company to learn what they prefer to be addressed as. This is extremely important to learn titles. Women may prefer to go Mrs. If married or Miss if not. If the information cannot be obtained by the time the letter needs to be addressed the textbook recommends using Ms.

Module 10 informs us that in business writing, we will not always be the bearers of good news. Even if we believe the message is positive it will still be vital for us to give clear and concise explanations for what is going on. Especially when dealing with customers it is important that we present everything possible in a positive light while making the message easy to understand. Diluting the facts even if negative will only lead to more questions and work for the writer. When it comes to writing messages that will be transmitted inside the office, it is important to follow company protocol. This might include format or an inclusion of a number for the proper filing system.  

Website Analysis

Website Analysis #1

         Geico.com has the sole purpose of selling insurance. People go to their website because they believe they can save money by switching to Geico as the cleverly accented gecko claims. Because of this, Geico has focused their home page around the simple form you can fill out to get a quote on an insurance policy. This is a great business tactic.

         The website, however, is obviously designed for a more tech savvy audience because almost the entire screen is covered with information they are giving you or blanks where they want you to give them your information. The links are also substituting for titles so a casual Internet user may not recognize them as links at all.

         All of the white space is also concentrated to the sides, which leave the center of the page clutter with too many fonts and words. A cleaner design with information spread out would greatly improve this site.

Website Analysis #2

         After getting very distracted by the digital Target.com weekly ad, it was easy for me to see why this website is so successful. It is clearly labeled and easy to follow. If you are looking for toys you can click on that link but hovering over it will drop down a more specific menu where you can shop by type, brand, age, even clearance items. This is great if you know exactly what you are looking for.

         On the other hand if you are just browsing, the main page has a constantly changing picture of a product one of which is sure to spike your interest enough to pull you in. The constant reminder of free shipping stops you from saying “oh well I can just pick this up next time I’m there.” 

         Target.com also has an advantage that their company has a red and white logo. The red pops on the white background and the red text boxes with white text contrast brilliantly. It is also great for highlighting big sales, like the current “Biggest Summer water event” because it is showcased in blue, which immediately seizes your attention in the sea of red and white. Just in the course of my research I almost bought a bedspread and three dresses. Target.com is obviously doing something rights.

Response to Modules 4 & 5

Module four was focused on the writing process. Everyone has their own way of writing. Whether they turn on music or shut door because they need complete silence, they have found what works for them. This section discusses what we need to be doing technically once we get in our writing mode. The three steps we must remember are plan, write and revise. The text goes into further detail when it explains that  at least 2/3 of the time you have needs to be spent on planning and revising. This goes against instinct since we would typically think that the actual writing should take a majority of the time. However, it is easier to write if you have a plan and the pressure of getting it right the first time isn’t there. The book even suggests freewriting, which is 10 straight minutes of writing. If you don’t stop to edit yourself or think about what you are writing you can get much further in your writing. I have also found that if I start by making a list of everything I want to touch on then look at the list and rearrange it to be in a logical order it is easier to go from one point to the next without losing flow.

          Module five is about the importance of the layout of the message. Simply adding white space, headings, bullets, lists, etc. can make your message much easier to follow. It also increases the likelihood that someone will actually read it. People are constantly in a hurry now and they won’t take the time to read a three page report. They will however read a quick paragraph and a list of necessities. One point that the book mentioned that surprised me was that when these format adjustments add too much length to a document, you should cut text before white space. In a world that is so eco friendly, it seems hard to fight the urge to delete the white space to save the trees. However, even while I was thinking this I noticed that I merely skimmed the pages of the book that had a lot of text but retained more of the information in charts or in list format. This is valuable information to remember. 

Modules 1 & 2

The first module was about the necessity of communication, specifically writing, in a business setting. Although we may not realize it currently, writing will be a part of practically any job we have. That is why it is so important for us to learn the proper way to communicate in every situation. Module two focused on your message’s audience. Having a specific audience dictates how you communicate your message. Module two also emphasizes the importance of knowing your audience so you can construct your message for optimal understanding. You wouldn't write a letter to the company CEO using the same tone and vocabulary you used to write a memo to the shipping department.

While both of these topics are vital to business writing, one of the ideas discussed caught my attention. Section six of module two “What if my audiences have different needs?” was very interesting because of my current job. As the Student Government Chief of Staff my main responsibility is to act as a liaison between the Top 4 Executives and our 20 staff members. I have often struggled with how to communicate a message to my four superiors who have a vast knowledge of our student government and my 20 staff members who are in their first months of being involved with our organization. The textbook’s suggestion to focus the first part of the message on the “gatekeepers” was very helpful because our Top 4 are very busy and this will save them time that they spent weeding through my explanations that were necessary for the staff to understand my message. Now they can read the first paragraph and the rest can be my more detailed information that my staff can read so they will understand the message too.