BUSI 300 Homework 2 Aplia Communication Analysis Assignment solutions complete answers

BUSI 300 Homework 2 Aplia Communication Analysis Assignment solutions complete answers 

 

1. Adapt the Message to the Audience’s Needs and Concerns

Envisioning your audience members allows you to adapt your message to meet their needs. Professional messages that are adapted to the needs and expectations of the audience build and protect goodwill between you and the recipient of the message. Adaptations include focusing on the audience’s viewpoint, communicating ethically and responsibly, building goodwill, and using the right language.

 

One way to successfully adapt your message is by cultivating a “you attitude.” How do messages that appropriately employ a “you attitude” appeal to audiences?

They focus on the concerns of the sender, thereby highlighting the purpose of the message.

They send a direct signal of concern for the receiver’s interests.

They open up opportunities for insincerity and chitchat.

 

Which sentence applies a “you attitude” most successfully?

You are a valued customer.

Our company is proud to have you as our valued customer.

We are pleased to say you are one of our valued customers.

 

To create a receiver-centered message, you should cultivate a “you attitude” that focuses on the needs of the audience. Which of the following should you ask yourself when creating a receiver-centered message? Check all that apply.

Does the message address the receiver’s major needs and concerns?

Is the message sent promptly and through the preferred channel to indicate courtesy?

Does the message address all of my concerns?

Will the receiver perceive the ideas to be fair, logical, and ethical?

Will the receiver respond to me?

 

Read the scenario and related email message, keeping in mind that all messages should be adapted to the audience. Answer the corresponding questions.

Scenario

David Ortega works for WebLINE, a web hosting and design company. One of his clients, a musician named Harry Gorman, is posting copyrighted material by other artists on his website in a format that can be illegally downloaded and reproduced. This is a violation of the client’s contract with WebLINE. According to the terms of the WebLINE contract, the company can shut down any client’s website without prior warning if the terms of the contract are violated.

David has worked with Harry Gorman for more than seven years. Harry is a loyal client who has referred a good deal of business David’s way. Since David is unsure if Harry realizes that he is violating the WebLINE contract and is also unsure if any materials have been illegally downloaded yet, David decides to contact Harry before making the decision to shut down his site. David sends Harry the following email message.

Email Message

From: d.ortega@webline.com

To: harrygorman@webline.com

Subject: Your terms of contract with WebLINE

Hi Harry,

For the past seven years, we have appreciated your business. Recently, however, it was brought to my attention that you are posting copyrighted material by other artists. I think this is a problem because this content can be illegally downloaded from your website. This is a violation of your contract with us. It could cost our company hundreds of millions of dollars. If these actions continue, I might lose my job, and the whole company might be put out of business.

I want to give you a chance to take down the illegal content before it becomes a problem. You must comply by 5:00 p.m. today, or your website will be rendered inactive.

Please contact me if you have any questions.

Sincerely,

David Ortega

 

What advice would you give David to help him communicate ethically and responsibly? Check all that apply.

Preserve the reader’s self-worth by using tact and consideration.

Support your viewpoint with objective facts.

Don’t embellish or exaggerate the facts.

Be more direct and accusatory.

 

Determine the best revision for this sentence from David’s message.

I think this is a problem because this content can be illegally downloaded from your website.

You are problematic because you are helping people obtain content illegally.

You are violating the terms of service, which is illegal.

Posting copyrighted content that can be downloaded without payment or permission is a violation of WebLINE’s contract.

 

One way to successfully adapt your message is by cultivating a “you attitude.” A “you attitude” involves thinking in terms of the  interests and concerns.

 

Given my limited availability, I appreciate the time you are taking to meet with me next Tuesday.

Thank you for taking the time to meet with me next Tuesday.

I want to thank you for taking the time to meet with me next Tuesday.

 

Should the message be written using conjunctive adverbs?

Is the receiver kept clearly in the picture?

Is the message reflecting my opinion clearly enough?

Are the ideas expressed clearly and concisely?

Does the message reflect the high standards of a business professional?

 

State information as fairly as possible.

Avoid addressing difficult ideas.

 

Thank you for being a loyal customer for seven years. WebLINE appreciates your business.

WebLINE has appreciated your business for the past seven years.

Your business is appreciated.

 

Messages that are tailored to the concerns of the audience reflect 

 

You can pick up the package at the reception desk.

I will leave the package for you at the reception desk.

I’m leaving the package at the reception desk.

 

Which questions should you ask yourself as you cultivate a “you attitude” and adapt your messages to be receiver-centered? Check all that apply.

Are the ideas stated tactfully and positively and in a manner that preserves the receiver’s self-worth and cultivates future business?

Will the receiver perceive the ideas to be fair, logical, and ethical?

Does the message address the receiver’s major ideas and concerns?

Will my concerns be heard?

 

Express ideas clearly and understandably.

Be more exclamatory to emphasize the importance of the situation.

State information as honestly and as fairly as possible.

 

For your site to remain live, please remove other artists’ copyrighted material by 5:00 p.m. today.

I’m giving you a great opportunity by allowing you until 5:00 p.m. to remove all copyrighted material from the website. Otherwise, the site will be inactive.

Take the illegal copyrighted content down immediately, or we’ll have to shut you down.

 

2. Chapter 3 Review

Read the scenario, and then answer the corresponding questions.

Lorraine is a division manager for a consumer products manufacturing company. Lorraine’s company has to trim its budget in order to remain afloat. Lorraine needs to eliminate three administrative positions in her division, and she must inform the employees whose positions are being eliminated.

 

The purpose of Lorraine’s message is to   .

 

Which audience characteristics should Lorraine consider as she prepares her message? Check all that apply.

Rapport

Ethnicity

Relinquishment

Receiver needs and concerns

 

Read the following sentence, and answer the corresponding question.

I will let you use my stapler.

Which revision applies a “you attitude” most effectively for this sentence?

The stapler is available.

The stapler may be used with my permission.

You may use my stapler.

 

When a message shares details and explanation before offer a main idea, a (n)  is being used.

 

Read the scenario, and then consider the appropriate organizational approach.

Jennifer Pufall is a freelance writer. She has just been offered another project but is too busy to complete the project on the proposed schedule. She decides to propose an alternative schedule. She knows the web publishing company offering her the project works within tight deadlines.

Which organizational approach would be best in this situation?

Inductive

Deductive

 

Read the scenario, and then consider the sequencing of minor ideas in a message.

Karen is writing an email message to her team about the process for submitting travel receipts for reimbursements.

Which minor-idea sequence would be most appropriate for Karen to use?

Value

Time

Space

 

Lorraine is a division manager for a consumer products manufacturing company. Lorraine’s company has not weathered a recent recession very well. Due to the company’s hardships, Lorraine’s division is facing a 10 percent budget cut. To avoid eliminating positions, Lorraine would like to convince her employees to take a voluntary 3 percent pay cut.

 

The purpose of Lorraine’s message regarding the layoffs is to    .

 

We appreciate your business.

Our company appreciates you and your business.

Your business is what we appreciate.

Thank you for your business.

 

If the audience might be displeased by the contents of your message, use the  approach.

 

You work in customer service at a telecommunications company. You are instructed to write a letter to deny a customer claim. You know the customer will be upset when she receives the denial letter.

 

Josh is submitting a request to expand his department’s annual budget. Josh’s request will be considered in deciding budget allocations for the upcoming year.

Which minor-idea sequence would be most appropriate for Josh to use?

 

Lorraine is a division manager for a consumer products manufacturing company. Lorraine’s company has weathered a recent recession well. Due to the company’s success, Lorraine has the opportunity to promote one of her most diligent and hardworking sales representatives, and she must inform the employee of the advancement opportunity.

 

I will send you the proposal tomorrow

I will forward you the proposal.

You will receive the proposal tomorrow.

The proposal will be sent tomorrow.

 

In a(n)  the major idea of the message precedes the details.

 

Peter needs to inform his boss of the dates he will be out of the office during his upcoming paternity leave. Peter’s boss is supportive of Peter’s family involvement and is expecting Peter’s message.

 

Saqib is a regional sales representative. He is preparing his monthly report to his supervisor. He has no critical information to share; it has been a routine month.

Which minor-idea sequence would be most appropriate for Saqib to use?

 

3. Revise to Grab Your Audience’s Attention

Read the scenario, keeping in mind good communication practices. Then, answer the corresponding question about effective habits.

You have been instructed to respond to a customer complaint letter. In your opinion, the customer’s concerns are misplaced. You begin your letter as follows:

Dear Mr. Frank,

I want to let you know that I don’t agree with your position. While you may have experienced a disruption in service, I don’t believe it is due to our mistake. The fault is most likely that of your apartment complex manager.

What should you ask yourself as you revise this letter?

Should I send a memo or an email?

What evidence should I include that would convince Mr. Frank that I am correct?

How will my audience react to this letter?

 

Read the sentence, and then determine if further revision is necessary.

We thank you for your continued support.

What further revision does this sentence need, if any?

Revise to correct for grammatical errors.

No further revision is necessary.

Revise to reflect audience’s perspective.

 

Read the scenario, considering the frame of mind necessary for effective revision and proofreading, and then answer the question.

Laurice, Sean, and Maureen are working on a status report presentation for a client. Laurice and Maureen use Google Drive to share and collaborate. Their coworker, Sean, is reluctant to use Google Drive because he is uncomfortable sharing his work. Consequently, he works on his sections of the presentation in isolation. When the team gets together to run through the presentation, Sean’s part is noticeably different.

What advice should you give to Sean?

Sharing and allowing others to critique your work produces a better team message.

Allowing others to review your work will result in plagiarism.

Critiquing others’ work is unprofessional.

 

Leslie’s team is under a good deal of stress. They have a large project to finish and are behind schedule. At the team meeting this morning, the team had a serious disagreement regarding assigned tasks. Leslie just received an email from a team member that accuses Leslie of being a freeloader.

What should Leslie ask himself in order to ensure that he communicates effectively in his response to his teammate?

Are my reputation and credibility undermined?

Does my response convey a tone that will build goodwill?

Does my response make him realize his mistake?

 

I write to inform you that, due to the interest in the program, I will be sending out delayed application packets.

Revise to correct for a subordination error.

No further revision is necessary.

Revise to reflect the audience’s perspective.

 

Don’t share with others during the drafting process, or you will violate intellectual property laws.

Sharing will result in groupthink.

Be willing to allow others to make suggestions during your composition process.

 

Simona is preparing a project status report for her supervisor. When she sits down to outline her report, she first makes a list of the items that she wants her boss to see highlighted in the report. She then gathers the information she needs and begins writing.

What could Simona do to become a more effective communicator?

Before writing, she should design graphics to enhance her report.

Before writing, she should consider what information her supervisor would expect to see in the report.

Before writing, she should determine which headings would be most appropriate to highlight her ideas.

 

With your contribution our organization has been able to reach our annual goal.

No further revision is necessary.

Revise to correct for a subordination error.

Revise to include standard punctuation.

 

Allowing others to review your work and make suggestions will improve your message.

Don’t use Google Drive; do your own work.

Allowing others to review your work will result in plagiarism.

 

4. Chapter 4 Review

Business writing is just one of several genres of writing. Learning to be a good business writer often requires unlearning some of the conventions of academic or compositional writing you may have acquired in your previous training.

Which of the following are key characteristics of business writing? Check all that apply.

Business readers use a business message to gather information they need to move forward in their job duties.

Business audiences expect the writer to have a higher level of correctness and proofreading ability.

Business audiences may not analyze your writing for grammatical correctness and stylistic appeal.

Many business audiences work in fast paced environments, and for them, reading and writing is driven by a purpose.

 

Lucian is a recent college graduate and is relatively new at your firm. He has been asked to write a report on a customer site visit for his supervisor, and he is unclear as to what should be included in the report and the appropriate style of writing. He asks you for help.

What suggestions can you provide Lucian as he begins to write his report?

Concentrate on getting your thoughts down as quickly as possible.

Use a slow, deliberate writing process to minimize rewriting later.

Think through ideas carefully before developing them in to thought provoking sentences.

 

The  is used for routine messages to remind the recipient of an upcoming meeting or event.

 

When working to add visual enhancements to improve readability, when should a line or border be included in a document?

When you want to set information apart from other information or call attention to a specific area of the document

When you want to highlight information and add appeal

When you want to simplify and clarify information

 

Which of the following contains needless repetition or unneeded modifiers, creating a redundancy to avoid? Check all that apply.

Currently available

Personal friend

Month of May

Brief summary

 

When proofreading a document, focus on  to ensure the message is clear and the receiver will interpret the information correctly.

 

Business messages should include multiple “entry points” to help the reader skim the message.

Business audiences expect the writer to have a higher level of correctness and proofreading skills.

Business audiences tend to take a longer time to review a message, looking for accuracy and level of detail.

Business messages should be complete but should also be easy to skim.

 

Use an “active” voice to convey ideas.

Avoid using a conclusion so as not to make the reader feel action is required.

Use a complex sentence structure.

 

The  is used for more complex, informative messages, and reminds the reader of key points of the body of the message.

 

Which of the following should be used to emphasize units in a series, such as a series of questions?

Enumerations or bulleted lists

Lines or borders

Headings

 

Human relations can suffer when connotative words are inadvertently or intentionally used instead of denotative words. Which of the following are examples of writing using denotative words? Check all that apply.

The public response was overwhelming.

Please send me the changes by noon today.

More than 3 million emails were received from the public.

I would like the changes done ASAP.

 

When proofreading a document, focus on  to ensure all the details the receiver needs are included.

 

An important strategic goal of business writing is relationship building.

Business writing relies on using conservative rules of English language to create formality.

Using long sentences and multisyllabic words make business writing sound more believable and impressive.

Business writing uses less complex sentences, plain language, and a personable tone.

 

Consider application contextual forces when reading the final draft of the document.

Think about the needs of the audience before writing and write to address those needs.

Avoid topic sentences and transition so the writing sounds less forceful.

 

The  is often used as a conclusion in a sales or persuasive message and encourages the audience to take the next step in the process.

 

Headings are signposts that direct the reader from one section of a document to another. Which of the following will help to create a more effective heading?

Using noun phrases

Keep all heading the same size and in the same location on the document

Using parallel construction

 

Which of the following words and phrases include needless repetition or redundancy? Check all that apply.

Past experience

Each and every

Updated schedule

Will update

It goes without saying

 

When proofreading a document, focus on  to ensure the information is in a logical order, and that the document passes the “skim test”.