Business Writing Final Exam Chapter 6 Researching Your Subject Primary Research Primary research Primary research involves the gathering of raw data through direct observation and interaction 4 types of primary research 1 Firsthand experience 2 Interviews with experts 3 Direct observations of activities 4 Questionnaires to specific populations Using a questionnaire Information from many people quickly Can obtain responses from people in scattered geographical locations Yield more objective data Low costs Results can be tabulated quickly Che Some population may not have internet access or know English May be slanted in favor of those who have strong opinions on a subject May lack follow up questions May not get a respond cklist for creating a questionnaire Prepare a cover letter memo e mail introductory text for an outline survey explaining who you are the questionnaire s purpose the date by which you need a response and how and where to send the completed questionnaire For paper questionnaires include a stamped self addressed envelope if you are using regular mail Construct as many questions as possible that can be quickly answered with yes no or a checkmark Include a section for additional comments where respondents may clarify their overall attitude toward the subject Consider offering some tangible appreciation to those who answer the questionnaire by a specific date such as a copy of the results or for a marketing questionnaire a gift certificate Chapter 7 Designing Effective Documents and Visuals Principles of document design Grouping Contrast Repetition 4 goals of document design 1 Offer a simple uncluttered presentation of the topic 2 Highlight the content s structure hierarchy and order 3 Help readers find information easily 4 Reinforce an organization s image Design devices Typography Typeface o Max 2 o Serifs main text Sans serif headlines Type size o Text in paper 10 12 pt Highlighting devices Typographical devices o Can help achieve emphasis when used sparingly o Boldface italics color and all capital letters Headings and captions o Headings centered flush left intended or by themselves o Captions titles describing illustration blocks text Headers and footers o Contain information such as the topic subtopic of a section the section number the date the document was written the page number the document name or the section title Rules icons and color o Rulers vertical or horizontal lines used to divide one are of the page from another create boxes or isolate and highlight important information for ease of reading o Icons literal or metaphorical image especially used in international communication o Color and screening separate or unify parts of the document set of section within a document highlighting or warnings Integrating other design elements Thumbnail sketches Columns o Consider size and number of columns o Single column format larger typefaces and double spacing o Two column format smaller typefaces and single spacing White space o Visually frames information see paragraphs as units Left of full justified text alignment o Full justified documents aimed at a broad readership that expects a more formal polished appearance useful in multicolumn format Lists o Useful for 1 steps in sequence 2 materials or parts needed 3 items to remember 4 criteria for evaluation 5 concluding points and 6 recommendations Illustrations Checklist for laying out the page Select typefaces for legibility in style and size not simply for variety Emphasize important information with consistent typographical and design devices o Be selective in choosing all capital letters italic and boldface styles o Use headings in bold or italic to denote major sections and topic changes o Create captions to identify figures tables and boxed information o Include headers and footers to orient readers at the page level o Use rulers icons and color to highlight crucial information Integrate the typographical and page level design elements into a consistent coherent whole o Use thumbnail sketches to experiment with positions of text and visuals o Create a mock up copy of the whole document by assembling the thumbnail sketches for review o Experiment with columns o Use lists to highlight comparable types of information Visual aids To show objects and spatial relationships Drawings o Cut away drawing o Drawing o Clip art images Photographs To display geographic information Maps To show numerical and other relationships Tables Graphs o Bar and column graphs o Line graphs o Picture graphs o Pie graphs To show steps in a process or relationship in a system Flowcharts Schematic diagrams To show relationships in a hierarchy Organization charts To supplement or replace words Symbols or cons Guidelines for incorporating visuals Why include your visual Is the information in your visual accurate Is your visual focused and free of clutter Are terms and symbols in your visual defined and consistent Does your visual specify measurements and distances Is the lettering readable Is the caption clear Is there a figure or table number Are figure or table number referred to in your text Are visuals appropriately placed Do visuals stand out from surrounding text Is a list of figures or tables needed Chapter 8 Understanding the Principles of Business Correspondence Selecting the appropriate medium Audience expectations and preferences Your most effective communication style How widely information will be distributed What kind of record you need to keep Urgency of the communication The sensitivity confidentiality of the message The technological resources available Any organizational practices or regulations Correspondence media 1 E mail 2 Texting and instant messaging 3 Memos 4 Business letters 5 Web correspondence Style and tone Focus on a positive relationship and professional image Casual informal or restrained formal Common flaws 1 casual 2 affected 3 arrogant 4 demanding and 5 negative Use goodwill and you viewpoint Checklist for using tone to build goodwill Be respectful not demanding Be modest not arrogant Be polite not sarcastic Be positive and tactful not negative and condescending Direct pattern Main point Explanation of details of facts Goodwill closing Indirect pattern Context buffer Explanation or details Bad news negative message Goodwill closing Structuring effective correspondence Openings o Identify the subjects its relevance to your readers and often the main point o Do not state the main point early if 1 the