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Instructions for Clear and Concise Messages
Emme Chadwick
Southern New Hampshire University
IT 520: Technical Communications
Eva Hamburger 23 October 2023
1
Instructions for Clear and Concise Messages
As we begin to craft messages across the company for a variety of individuals to read, it has become even more important now to create documents that are clear and concise. Additionally, with the implementation of our new Knowledge Based Articles being our biggest feat yet, learning how to effectively communicate new product information is prevalent to the success of the company and individual departments. Further, failure to create documents that have clear messaging can result in overall confusion, miscommunication both internally and externally, and potential customer loss. This is why we find it necessary to create and distribute beginner friendly instructions on how to determine who your audience is and how to properly convey your message to them. Firstly, and arguably the most valuable is coming to the conclusion of who you want to talk to. For example, identifying the type or types of audience that will engage with your material
can help simplify the process. For example, one of the first things you should do is decide whether your readers are Experts, who are extremely knowledgeable in the design and testing of the product or Technicians, who are more hands-on and technical with product issues. Additionally, Executives are those who have little to no technical experience but have a say in the marketing or business side of things. Finally, the Non-Specialists have the least technical knowledge of all and are typically the consumers of the product (
Audience – Howdy or Hello? Technical and Professional Communication
, 2022). To simplify, our internal Knowledge Based Articles will be geared more to the “Executives” audience due to the fact that they have a mid range of knowledge about new or upcoming products and may have additional questions. However, cross-departmental communication between Tech Support and Product Development
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Related Questions
In the course of our day-to-day work, we need to write dozens of business letters, to colleagues, clients, consultants, or vendors. Think what would happen if you were to make a critical error in communication that will eventually affect a firm financially.
•What are the kinds of errors that are commonly committed in a business letter?
•What could be the results of such errors? Provide at least three examples.
• How would vou avoid such errors in the future? Explain in detail.
. What would you include in a best practices document for writing a business letter? Explain the dos and
don'ts.
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Suggest the best communication channels for the following messages. Assume that all ten channels shown are available, ranging from face-to-face conversations to instant messages, blogs, and wikis.
As part of a task force to investigate cell phone marketing, you need to establish a central location where each team member can see general information about the task as well as add comments for others to see. Task force members are located throughout the country.
You are sitting on the couch in the evening watching TV when you suddenly remember that you were supposed to send a Jeremy some information about a shared project. Should you text him right away before you forget?
As an event planner, you have been engaged to research sites for a celebrity golf tournament. What is the best channel for conveying your findings to your boss or planning committee?
You want to persuade your manager to…
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• Examine the four ways to improve communication through coding-decoding.
• Identify various practices to improve communication for each of these general categories.
• What do you anticipate being the greatest barriers between these two departments?
• Explain how this will impact the overall productivity of the high-tech company.
arrow_forward
33-
Mobile SMS-based notification is an example of an automated communication offer of Communication E-Government Services (G2C).
Select one:
a. True
b. False
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A writer compared letters and social media posts: “What is special about a letter is the time that is taken
in creating a letter—that someone went to the trouble of finding a piece of paper, sitting down, crafting their thoughts, putting them on paper, and that they created this document really just for me. A letter is a very singular expression, it’s a unique document, and for that reason, to get it in the mail feels almost like a gift. . . . It’s a piece of paper that I can feel. . . . There’s a physical connection.”35 How might these observations apply to business letters? What other special traits can you identify (L.O. 1)
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Is it really necessary to establish a policy for both email and communication?
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What led to the FAA’s SMS initiative?
Current Definitions of SMS and main components of a properly designed SMS.
How does one recognize an SMS when encountered?
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Think of a bad news message that you need to deliver to a family member, colleague, or a friend. Prepare the message with a proper buffer and also consider the other basic parts of a bad news message while drafting it?
arrow_forward
You have been hired as a consultant to improve communication between engineering and marketing staff in a large high-technology company. Use the communication model and the four ways to improve that process to devise strategies to improve communication effectiveness among employees between these two work units.
• Examine the four ways to improve communication through coding-decoding. • Identify various practices to improve communication for each of these general categories.• What do you anticipate being the greatest barriers between these two departments?• Explain how this will impact the overall productivity of the high-tech company.
arrow_forward
The manufacturer of Beats headphones by Dr. Dre decides to advertise in the "lifestyles" sections of big-city newspapers. However, this generates a limited response in sales. Which of these explains a likely breakdown in the communication process here?
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arrow_forward
Correct the following business messages keeping the 7C's of effective communication in consideration.
Revise the following message for conciseness:
In this time of the day, we are sending this announcement to let everyone know that new medicines ordered by the hospital which are mentioned on the list will be available from next month
arrow_forward
Based on what youâve read in the text about how business messages can use Social Media and electronic messages, consider what would be important when trying to reach Digital Natives? List the important elements that should be considered. If you wanted to use an electronic message that would appeal to both Digital Natives and Digital Immigrants, how do you compose a message that will reach both, and which medium or media would you use? What are other things you would need to consider?
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1) The term channel in communication meansA. the medium through which a message travels from sender to receiverB. the context of the communicationC. the volume at which a message is receivedD. the process of changing thoughts into symbols2) This preparation process involves looking at the characteristics of the receivers of the senderâs message.A. Determining the messageB. Audience analysisC. Channel evaluationD. Receiver response analysis3) A receiverâs response to a senderâs message is calledA. channelB. feedbackC. encodingD. decoding4) This act is involuntary and happens automatically.A. ListeningB. FeedbackC. HearingD. Responding5) This happens when you receive, construct meaning from, and respond to the senderâs message.A. RespondingB. AttendingC. ListeningD. Hearing6) With this type of response, you analyze or teach the sender about the cause of his or her concern.A. QuestioningB. InterpretingC. ParaphrasingD.…
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8
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Armond jokes with his employee, Toshi, that he noticed he submitted his timesheet late for the third time in a row. Toshi
infers that Armond is getting irritated with his lateness. Toshi is interpreting Armond's message through the
dimension.
Multiple Choice
a)instrumental
b)relational
c)content
d)contextual
e)identity
arrow_forward
During the Integrated marketing communication process, If you (as an audience) ever watched a television commercial and tried to figured out at the end of the advertisement message, and wondered what this company was promoting, you may have had trouble _____________ the IMC message.
transmitting
precoding
decoding
tracking
encoding
arrow_forward
Can you please help me identify the grammar errors with this message and what an appropriate buisness letterhead should look like ?
March 8, 2023 | Mr. Ernest Pitman, Manager | Luxe Couture | 9 Lincoln Circle | Newton, MASS 02461 | Dear Manager:
We agree that advertising in the Yellow Pages is impotent in attracting perspectives customers. We also agree that the more advertising we do, the better.
Lasted year we consider the possibility of altering our policy on telephone directory advertising. We calculated the cost of placing advertising for each of our 902 stores in all of the telephone directories within one hundred twenty-five miles of each location. It came to a staggering $2.4 million a year! Even for just hose directions in areas served by our stores, the cost was over $1.6 million.
Any increase in one areas of our advertising budget, would be at the expense of other areas, including our sponsorship of the Wedding Fair and our successful magazine and television advertising…
arrow_forward
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- In the course of our day-to-day work, we need to write dozens of business letters, to colleagues, clients, consultants, or vendors. Think what would happen if you were to make a critical error in communication that will eventually affect a firm financially. •What are the kinds of errors that are commonly committed in a business letter? •What could be the results of such errors? Provide at least three examples. • How would vou avoid such errors in the future? Explain in detail. . What would you include in a best practices document for writing a business letter? Explain the dos and don'ts.arrow_forwardReview the section of the text that talks about selecting the best channel for communication. Suggest the best communication channels for the following messages. Assume that all ten channels shown are available, ranging from face-to-face conversations to instant messages, blogs, and wikis. As part of a task force to investigate cell phone marketing, you need to establish a central location where each team member can see general information about the task as well as add comments for others to see. Task force members are located throughout the country. You are sitting on the couch in the evening watching TV when you suddenly remember that you were supposed to send a Jeremy some information about a shared project. Should you text him right away before you forget? As an event planner, you have been engaged to research sites for a celebrity golf tournament. What is the best channel for conveying your findings to your boss or planning committee? You want to persuade your manager to…arrow_forwardUse the scenario to write a narrative essay (minimum 1500 words) in which you address and discuss the questions and statements listed below. You have been hired as a consultant to improve communication between engineering and marketing staff in a large high-technology company. Use the communication model and the four ways to improve that process to devise strategies to improve communication effectiveness among employees between these two work units. • Examine the four ways to improve communication through coding-decoding. • Identify various practices to improve communication for each of these general categories. • What do you anticipate being the greatest barriers between these two departments? • Explain how this will impact the overall productivity of the high-tech company.arrow_forward
- 33- Mobile SMS-based notification is an example of an automated communication offer of Communication E-Government Services (G2C). Select one: a. True b. Falsearrow_forwardA writer compared letters and social media posts: “What is special about a letter is the time that is taken in creating a letter—that someone went to the trouble of finding a piece of paper, sitting down, crafting their thoughts, putting them on paper, and that they created this document really just for me. A letter is a very singular expression, it’s a unique document, and for that reason, to get it in the mail feels almost like a gift. . . . It’s a piece of paper that I can feel. . . . There’s a physical connection.”35 How might these observations apply to business letters? What other special traits can you identify (L.O. 1)arrow_forwardIs it really necessary to establish a policy for both email and communication?arrow_forward
- What led to the FAA’s SMS initiative? Current Definitions of SMS and main components of a properly designed SMS. How does one recognize an SMS when encountered?arrow_forwardThink of a bad news message that you need to deliver to a family member, colleague, or a friend. Prepare the message with a proper buffer and also consider the other basic parts of a bad news message while drafting it?arrow_forwardYou have been hired as a consultant to improve communication between engineering and marketing staff in a large high-technology company. Use the communication model and the four ways to improve that process to devise strategies to improve communication effectiveness among employees between these two work units. • Examine the four ways to improve communication through coding-decoding. • Identify various practices to improve communication for each of these general categories.• What do you anticipate being the greatest barriers between these two departments?• Explain how this will impact the overall productivity of the high-tech company.arrow_forward
- The manufacturer of Beats headphones by Dr. Dre decides to advertise in the "lifestyles" sections of big-city newspapers. However, this generates a limited response in sales. Which of these explains a likely breakdown in the communication process here? A) The message was decoded incorrectly. B) The message was not transmitted. C) The message was not received by its intended audience. D) The message was encoded incorrectly. E) The sender was not clearly identified.arrow_forwardCorrect the following business messages keeping the 7C's of effective communication in consideration. Revise the following message for conciseness: In this time of the day, we are sending this announcement to let everyone know that new medicines ordered by the hospital which are mentioned on the list will be available from next montharrow_forwardBased on what youâve read in the text about how business messages can use Social Media and electronic messages, consider what would be important when trying to reach Digital Natives? List the important elements that should be considered. If you wanted to use an electronic message that would appeal to both Digital Natives and Digital Immigrants, how do you compose a message that will reach both, and which medium or media would you use? What are other things you would need to consider?arrow_forward
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ISBN:9781337407137
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ISBN:9781337386494
Author:Mary Ellen Guffey, Dana Loewy
Publisher:Cengage Learning
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ISBN:9780134474021
Author:Marshall B. Romney, Paul J. Steinbart
Publisher:PEARSON
International Business: Competing in the Global M...
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