Deck 6: Preparing Good- and Neutral-News Messages

Question 1

What's involved in the revision process? Is revision still necessary in a digital age when workplace messages fly back and forth in split seconds?

Answer 1

The revision process focuses on editing, proofreading, and evaluating your message. Even in today's "Digital Age," revision is needed to maintain your message's integrity.

Question 2

In this digital age of rapid communication, how can you justify the time it takes to stop and revise a message? (Objs. 1-5)

Answer 2

In today's fast-paced, digital world, you can justify the time it take to proofread your message by understanding that:
• Your emails are permanent
• Your communications may be read by managers and supervisors
• A poorly written email may take several follow up emails to properly convey the message, meaning time lost.
• Because the world is fast paced, you need short concise messages to get your point across as quickly as possible.

Question 3

What's wrong with a message that begins, I am writing this announcement to let everyone know that... ?

Answer 3

Writing a message prefaced by "I am writing this to…" is sloppy because it makes the message obtuse. You should shoot for short concise statements with little introduction. The reader should be able to understand why you are writing.

Question 4

Assume you have started a new job in which you respond to customers by using boilerplate (previously constructed) paragraphs. Some of them contain clichés such as pursuant to your request or in accordance with your wishes. Other paragraphs are wordy and violate the principle of using concise and clear writing that you have learned. What should you do?

Question 5

What is microblogging, and why is conciseness especially important in microblogging messages?

Question 6

Because business writing should have high "skim value," why not write everything in bulleted lists?

Question 7

Why would a good writer avoid this sentence? When I received your message, I read your message and am now replying.

Question 8

Conciseness is valued in business. However, can messages be too short?

Question 9

What's wrong with familiar business phrases such as as per your request and enclosed please find?

Question 10

Ethical Issue: What advice would you give in this ethical dilemma? Brittani is serving as interim editor of the company newsletter. She receives an article written by the company president describing, in abstract and pompous language, the company's goals for the coming year. Brittani thinks the article will need considerable revising to make it readable. Attached to the president's article are complimentary comments by two of the company vice presidents. What action should Brittani take?

Question 11

Why should writers avoid expressions such as first and foremost and think outside the box?

Question 12

What are buried verbs and zombie nouns? Give an original example showing each. Why should they be avoided?

Question 13

What is white space and why is it important for readability?

Question 14

How do bulleted and numbered lists improve readability?

Question 15

Should headings be used in correspondence such as e-mail, memos, and letters?

Question 16

What is the difference between serif and sans serif typefaces? What is the preferred use for each?

Question 17

What are five specific items to check in proofreading? Be ready to discuss methods you find useful in spotting these errors.

Question 18

In proofreading, why is it difficult to find your own errors? How can you overcome this barrier?

Question 19

List four or more effective techniques for proofreading complex documents.

Question 20

How can you overcome defensiveness when your writing is criticized constructively?