Module 24
Formal reports or "long reports" are different from informal letter and memo reports because of their length and their components. A forma report may contain a cover, a title page, a letter of transmittal, a table of contents, a list of illustrations, and executive summary, and a report body.
When organizing your time during writing a long report make sure you write parts as soon as you can. Also, spend most of your time on sections that support your recommendations.
The introduction of the report contains a statement of purpose and scope and may include: purpose, scope, limitations, assumptions, and methods.
The conclusion of the report summarizes the main points that were made in the report and recommendations are given. recommendations are action items that would solve or partially solve the problem.
Saturday, June 18, 2011
Module 23
Module 23
In most cases writing a short report is more effective than a long one. You should never feel obligated to put information in a report just because you have the information or because it took you a long time to find it. Information should only be put in a report if it is necessary to help the reader to make a decision.
Different kinds of reports use different kinds of organization. The book states that informative, feasibility, and justification reports will be more successful when you work with the readers' expectations for that kind of report.
An informative report summarizes completed work or research that does not result in action or recommendation. Informative reports include: an introductory paragraph that summarizes the problem or success of the project; chronological account of how the problem was discovered, what was done, and what the results were; and a concluding paragraph with suggestions for later action.
In most cases writing a short report is more effective than a long one. You should never feel obligated to put information in a report just because you have the information or because it took you a long time to find it. Information should only be put in a report if it is necessary to help the reader to make a decision.
Different kinds of reports use different kinds of organization. The book states that informative, feasibility, and justification reports will be more successful when you work with the readers' expectations for that kind of report.
An informative report summarizes completed work or research that does not result in action or recommendation. Informative reports include: an introductory paragraph that summarizes the problem or success of the project; chronological account of how the problem was discovered, what was done, and what the results were; and a concluding paragraph with suggestions for later action.
Tuesday, June 14, 2011
Modules 27 & 28
Module 27
A resume is defined as a persuasive summary of your qualifications for employment. In order to encourage the employer to pay attention to your resume you must show how your qualifications fit the job and the company. Highlight your skills based on the needs of the company. For example, if you are applying for a secretary job mentioning your excellent typing skill may be a good idea.
There are two basic kinds of resumes: chronological and skills. You should choose the one that makes you look best. A chronological resume summarizes what you have done in a timeline. You start with the most recent and go backwards; know as reverse chronology. This type of resume emphasizes degrees, job titles, and dates. A skills resume emphasizes the skills you've used, and not the job in which or the date when you used them.
In both types of resumes you should not use the word I or sentence fragments punctuated as complete sentences. You can use complete sentences when they are brief and needed to affectively present information. Both resumes can also use bullet points. The two resumes differ because they handle experience, activities, and volunteer work differently.
Module 28
The main purpose of a job application letter is to simply get an interview. The letter is your first step in showing a specific company what you can do for it.
In your letter you want to focus on: major requirements for the job for which you are applying, points that separate you from other applicants, points that show your knowledge of the organization, and qualities that every employer is likely to value; such as, the ability to write and speak effectively, to solve problems, and to get along with people.
The kind of letter used is based on whether the company has asked for applications. You would write a solicited letter when you know that the company is hiring. If you aren't sure that the company is hiring you would write a prospecting letter. These letters help you tap into the hidden job market. The differences in these letters is that they begin and end differently.
Important Points
Job application letters should be one full page. A short letter throws away an opportunity to be persuasive and may suggest that you have little to say for yourself or aren't interested in the job.
In job application letters use you-attitude and positive emphasis.
A resume is defined as a persuasive summary of your qualifications for employment. In order to encourage the employer to pay attention to your resume you must show how your qualifications fit the job and the company. Highlight your skills based on the needs of the company. For example, if you are applying for a secretary job mentioning your excellent typing skill may be a good idea.
There are two basic kinds of resumes: chronological and skills. You should choose the one that makes you look best. A chronological resume summarizes what you have done in a timeline. You start with the most recent and go backwards; know as reverse chronology. This type of resume emphasizes degrees, job titles, and dates. A skills resume emphasizes the skills you've used, and not the job in which or the date when you used them.
In both types of resumes you should not use the word I or sentence fragments punctuated as complete sentences. You can use complete sentences when they are brief and needed to affectively present information. Both resumes can also use bullet points. The two resumes differ because they handle experience, activities, and volunteer work differently.
Module 28
The main purpose of a job application letter is to simply get an interview. The letter is your first step in showing a specific company what you can do for it.
In your letter you want to focus on: major requirements for the job for which you are applying, points that separate you from other applicants, points that show your knowledge of the organization, and qualities that every employer is likely to value; such as, the ability to write and speak effectively, to solve problems, and to get along with people.
The kind of letter used is based on whether the company has asked for applications. You would write a solicited letter when you know that the company is hiring. If you aren't sure that the company is hiring you would write a prospecting letter. These letters help you tap into the hidden job market. The differences in these letters is that they begin and end differently.
Important Points
Job application letters should be one full page. A short letter throws away an opportunity to be persuasive and may suggest that you have little to say for yourself or aren't interested in the job.
In job application letters use you-attitude and positive emphasis.
Monday, June 13, 2011
Module 22
Module 22
Finding, analyzing and documenting information is an essential part to the writing process. Researching for a report may be as simple as getting a computer printout of sales for the last month, or it may involve fining online or published material or even surveying or interviewing people.
There are two types of research: primary research and secondary research. Primary research gathers new information such as surveys, interviews and observations. Secondary research retrieves information that someone else gathered. Library research and online searches are good examples of secondary research.
In order to write appropriate questions for surveys and interviews test your questions to make sure they are neutral and clear. The easiest way to ask many questions is to create a questionnaire. A questionnaire is a written list of questions that people fill out.
In order to decide who to survey or interview you use a random sample for surveys and you use a judgement sample for interviews. The sample you choose depends on the purpose of your research and is specific to each case.
Sunday, June 12, 2011
Module 21
Module 21
Reports have a very important purpose; they provide the information that people in organizations need to make plans and to solve problems. Reports include five steps: defining the problem, gathering necessary information, analyzing the information, organizing the information, and writing the report.
There are many different kinds of reports. Formal reports contain formal elements such as a title page, a transmittal, a table of contents, and a list of illustrations. Informal reports may be letters, memos, or computer printouts of production or sales figures. Reports can simply provide information or provide and analyze the information.
A proposal should include what you're going to do, how and when you'll do it, and evidence that you will do it well. "Proposals suggest a method for finding information or solving a problem."
There are many types of proposals that are different in content. Some of these proposal types are: proposals for class research projects, sales proposals, proposals for funding, and figuring the budget and cost.
Reports have a very important purpose; they provide the information that people in organizations need to make plans and to solve problems. Reports include five steps: defining the problem, gathering necessary information, analyzing the information, organizing the information, and writing the report.
There are many different kinds of reports. Formal reports contain formal elements such as a title page, a transmittal, a table of contents, and a list of illustrations. Informal reports may be letters, memos, or computer printouts of production or sales figures. Reports can simply provide information or provide and analyze the information.
A proposal should include what you're going to do, how and when you'll do it, and evidence that you will do it well. "Proposals suggest a method for finding information or solving a problem."
There are many types of proposals that are different in content. Some of these proposal types are: proposals for class research projects, sales proposals, proposals for funding, and figuring the budget and cost.
Friday, June 10, 2011
Modules 17 & 18
Module 17
Listening is the form of communication that we use most often. Listening is something that we do without even giving it a second thought; because of this is may be one form of communication that we do most poorly. We rarely have training in this form of communication.
Good listeners consciously follow four practices. They pay attention. You must resist distractions and tune out any other noise. They focus on the other speaker in a generous way. Do not focus on what the speaker is wearing or how they act, but on what they are saying. Good listeners avoid making assumptions. Making assumptions can cause listening errors. They listen for feelings as well as facts. Pay attention to tone of voice, facial expression, and body language. Don't assume that silence means consent. Invite the other person to speak.
Active listening is feeding back the literal meaning, the emotional content, or both. In active listening the listener actively demonstrates that they have heard and understood the speaker by feeding back either the literal meaning or the emotional content or both. These five strategies create active responses: paraphrase the content, mirror the speakers feelings, state your own feelings, ask for information or clarification and offer to help solve the problem.
Module 18
Working and writing in teams is essential to success in an organization. Interpersonal communication is communication between two people. Listening and dealing with conflict are some skills used in one-on-one conversations, in problem-solving groups, and in writing groups.
Different messages are appropriate at different points in a group's development. For example, group messages fall into three categories: informational messages, which focus on content; procedural messages, which focus on method and process; and interpersonal messages, which focus on people, promoting friendliness, cooperation, and group loyalty.
Roles in a group can be positive or negative. Positive roles and actions help the group build loyalty, resolve conflicts, and function smoothly. Negative roles hurt the group's product and process.
Important Points
There are three kinds of leadership in groups: informational leaders, interpersonal leaders and procedural leaders.
Conflicts should be handled by getting the real issue and then by repairing the bad feelings.
Listening is the form of communication that we use most often. Listening is something that we do without even giving it a second thought; because of this is may be one form of communication that we do most poorly. We rarely have training in this form of communication.
Good listeners consciously follow four practices. They pay attention. You must resist distractions and tune out any other noise. They focus on the other speaker in a generous way. Do not focus on what the speaker is wearing or how they act, but on what they are saying. Good listeners avoid making assumptions. Making assumptions can cause listening errors. They listen for feelings as well as facts. Pay attention to tone of voice, facial expression, and body language. Don't assume that silence means consent. Invite the other person to speak.
Active listening is feeding back the literal meaning, the emotional content, or both. In active listening the listener actively demonstrates that they have heard and understood the speaker by feeding back either the literal meaning or the emotional content or both. These five strategies create active responses: paraphrase the content, mirror the speakers feelings, state your own feelings, ask for information or clarification and offer to help solve the problem.
Module 18
Working and writing in teams is essential to success in an organization. Interpersonal communication is communication between two people. Listening and dealing with conflict are some skills used in one-on-one conversations, in problem-solving groups, and in writing groups.
Different messages are appropriate at different points in a group's development. For example, group messages fall into three categories: informational messages, which focus on content; procedural messages, which focus on method and process; and interpersonal messages, which focus on people, promoting friendliness, cooperation, and group loyalty.
Roles in a group can be positive or negative. Positive roles and actions help the group build loyalty, resolve conflicts, and function smoothly. Negative roles hurt the group's product and process.
Important Points
There are three kinds of leadership in groups: informational leaders, interpersonal leaders and procedural leaders.
Conflicts should be handled by getting the real issue and then by repairing the bad feelings.
Wednesday, June 8, 2011
Modules 15 & 16
Module 15
At times it is difficult to choose the right word to use. The right word depends on the situation, your purpose, your audience, and the words that you have already used. Use should use words that are accurate, appropriate, and familiar. You should not use technical jargon unless it is essential and known to the reader.
Using the right word helps your image. It lets people know that you know what you are talking about and essentially makes you look better. It also helps you to get the response that you want. It helps you build credibility and demonstrate your professionalism.
There are some words that confuse some writers. These words include words with similar sounds that can have very different meanings. Some examples are accede and exceed, accept and except, access and excess, adept and adopt, advice and advise, just to name a few. It is important that as a writer you understand the differences in words like these.
Module 16
Revision is a very important step in the writing process. As the book says, revising sentences and paragraphs can make the difference between a not-so-great document and a really effective paper or e-mail message.
On the first round of revision you will focus on content and clarity. You'll add, expand, modify and maybe delete sentences and paragraphs. In the second round of revision you will focus on organization and layout. At this point you will change the order of sentences and paragraphs to make them flow better.
Good writing style is both businesslike and friendly. It sounds like a person talking to another person. Most writing rules are general guidelines because each writing piece depends on the specific circumstances and who the audience is.
When revising sentences use active verbs most of the time, Use verbs to carry the weight of your sentence, tighten your writing, vary sentence length and sentence structure, use parallel structure, and put your readers in your sentences.
Important Points
Organizational culture affects style because different cultures may prefer different styles.
When revising paragraphs begin most paragraphs with topic sentences and use transitions to link ideas.
At times it is difficult to choose the right word to use. The right word depends on the situation, your purpose, your audience, and the words that you have already used. Use should use words that are accurate, appropriate, and familiar. You should not use technical jargon unless it is essential and known to the reader.
Using the right word helps your image. It lets people know that you know what you are talking about and essentially makes you look better. It also helps you to get the response that you want. It helps you build credibility and demonstrate your professionalism.
There are some words that confuse some writers. These words include words with similar sounds that can have very different meanings. Some examples are accede and exceed, accept and except, access and excess, adept and adopt, advice and advise, just to name a few. It is important that as a writer you understand the differences in words like these.
Module 16
Revision is a very important step in the writing process. As the book says, revising sentences and paragraphs can make the difference between a not-so-great document and a really effective paper or e-mail message.
On the first round of revision you will focus on content and clarity. You'll add, expand, modify and maybe delete sentences and paragraphs. In the second round of revision you will focus on organization and layout. At this point you will change the order of sentences and paragraphs to make them flow better.
Good writing style is both businesslike and friendly. It sounds like a person talking to another person. Most writing rules are general guidelines because each writing piece depends on the specific circumstances and who the audience is.
When revising sentences use active verbs most of the time, Use verbs to carry the weight of your sentence, tighten your writing, vary sentence length and sentence structure, use parallel structure, and put your readers in your sentences.
Important Points
Organizational culture affects style because different cultures may prefer different styles.
When revising paragraphs begin most paragraphs with topic sentences and use transitions to link ideas.
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