Communications - Chapter 7

Question 1

What are 2 paper based communications?

Answer 1

Business letters and Interoffice memos

Question 2

What are 7 electronic based communications?

Answer 2

1. Email 2. Instant messaging 3. Text messaging 4. Podcasts 5. Blogs 6. Wikis 7. Social Networking

Question 3

In professional emails, what do you put in the subject to remind the receiver a response is required?

Answer 3

REQ:

Question 4

When to use a business letter?

Answer 4

When you need a permanent record, confidentiality is important, sensitivity and formality are essential

Question 5

When to use interoffice memo?

Answer 5

To convey confidential information, or important messages. Good for explaining organizational procedures or policies.

Question 6

What is a podcast?

Answer 6

A podcast is a digital media file that is distributed over the internet and downloaded on portable media players.

Question 7

What is a blog?

Answer 7

A blog is a web site with journal entries usually written by one person with comments added by others.

Question 8

What is a wiki?

Answer 8

A wiki is a public or private web site that enables multiple users to collaboratively create, post, edit, and access information.

Question 9

What is social networking?

Answer 9

Facebook and LinkedIn are social networking websites which allow participants with various interest to connect and collaborate.

Question 10

What do you put in the subject line?

Answer 10

Summarize the central idea and explain how it relates to the reader

Question 11

What are 3 things to include in the opening?

Answer 11

1. Restate the purpose for writing but expand it. 2. If asking for information, begin with most important questions. 3. If responding give the answer immediately and explain details later

Question 12

What are 3 things to include in the closing?

Answer 12

1. action information, dates, or deadlines 2. summary of the message or 3. a closing thought

Question 13

What 4 things to include in the body?

Answer 13

1. Explain details. 2. Use short sentences, paragraphs. 3. Apply document design. 4. be cautious because anyone can get the email

Question 14

What are some document designs?

Answer 14

Bulleted lists, numbered lists, columns, tables, other graphics to improve understanding

Question 15

In professional emails, should you use indirect or direct openings?

Answer 15

Direct openings because business people are busy

Question 16

What to avoid in professional emails?

Answer 16

Avoid misleading subject lines, avoid sending anything you wouldn’t want posted on your office door, avoid sarcasm and humor

Question 17

Can you use company computers for personal matters?

Answer 17

No unless your organization allows it. Assume all email is monitored.

Question 18

What are smart email reading and replying practices?

Answer 18

1. Scan all messages before replying. 2. Provide a clear, complete first sentence. 3. Never respond when you are angry 4. Acknowledge receipt

Question 19

What are some email mistakes that can sabotage your career?

Answer 19

1. Including inappropriate content 2. Forgetting to check for spelling and grammar 3. Expecting an instant response 4. Copying and forwarding recklessly

Question 20

How do you use Instant messaging and texting professionally?

Answer 20

1. Learn your organization’s IM policies (rules)

2. Avoid chitchat. Keep messages simple. 3. Never send confidential or sensitive information

Question 21

Can IM or text messages be saved?

Answer 21

Yes so remember to send appropriate messages

Question 22

Should you blast multiple messages if you don’t hear from coworkers immediately?

Answer 22

No, they may be busy or away form their computer.

Question 23

What is instant messenger presence status?

Answer 23

You should keep your status up to date for Online, Away, Busy, etc.

Question 24

What are the first 3 steps to create a podcast for business?

Answer 24

1. Decide whether to record one or a series. 2. Download software; obtain hardware 3. Organize the message

Question 25

What are the last 3 steps for creating a podcast for business?

Answer 25

4. Choose an extemporaneous or scripted delivery 5. Prepare and practice 6. Publish and distribute your message

Question 26

What are 5 keys for creating a professional blog?

Answer 26

1. Attract search engines by choosing the right keywords. 2. Blog often 3. Monitor the traffic to your site. 4. Seek permission if you are employed. 5. Stay away from inappropriate topics.

Question 27

What are 5 main uses of wikis in businesses?

Answer 27

1. Keeping remote team members informed 2. Creating a database of info for large audiences 3. Facilitating feedback before and after meetings. 4. Providing a project management tool. 5 Helping document projects

Question 28

How do businesses use social networks?

Answer 28

1. Brainstorm and enhance team work 2. Boost brand image. 3. Provide a forum for collaboration. 4. Help recruiters find talent.

Question 29

What are tips for using social networking sites and keeping your job?

Answer 29

1. Observe company rules 2. Privacy is a myth 3. Refusing friend requests could hurt professional relationships 4. Don’t share info if you wouldn’t share in office. 5. No sexual pics in your profile, avoid profanity and negative comments

Question 30

What is Really Simple Syndication (RSS)?

Answer 30

1. A data file format capable of transmitting changing web content. 2. allows business people to monitor many news sources 3. increases traffic to syndicated web sites.

Question 31

Do you know how RSS works?

Answer 31

See page 210

Question 32

What do social bookmarking sites do?

Answer 32

1. Help users search, organize, manage, and store bookmarks on the web with the help of metadata or information tags or keywords. 2. They collect and list current popular news items that will most likely apleal to their readers.