Chapter 5 is all about revising and editing documents and the book outlines another acronym to help the the revision of documents. DOCS -- which stands for design, organization, content, and sentences -- works hand-in-hand with the processes of HATS (headings, art, typography, spacing), CLOUD (coherence, length, organization, unity, and development), and SPELL (structure, punctuation, errors, language, and length). Each letter of the DOCS process correlates with one of these other processes. DOCS is a sound way to holistically revise a document and make sure that everything has been accounted for.
The chapter talks about how a good revision of a document focuses specifically on content and the importance of knowing the purpose of a document before reading it over. Knowing the purpose helps the the one revising better edit the document so that the writer's objective is communicated clearly. I experienced this recently as I helped edit the personal statements my sister had written for nursing school applications. When she would give me a paper to revise, I always had her attach the questions the school wanted answered so that I might be able to see how "on-target" she was in answering the prompt. As I read her papers, I did my best to cut out "fluff" and check for the organization of her ideas.I found that more likely than not, when fluff was added to bulk up a statement, the fluff just ended up being a reiteration of a previously stated idea, and took away from the main topic being addressed. I found that being concise, organized, and to the point made for better writing and a read as a better understanding of the question and topic at hand. I also found that there were times when she would have me read her papers, and I wouldn't be invested in really reading through it. During those times, I wasn't able to give constructive feedback and it just ended up wasting both my time and hers. The chapter talks about finding someone to revise your work who will be "knowledgeable and will be forthright in their feedback," and from my time editing those essays, I couldn't agree more with that statement.
Wednesday, February 12, 2014
Ch. 4 Reading Reflection
Chapter 4 speaks at length about the presentation of a piece of writing. The acronym the book uses is HATS (headings, art, typography, and spacing). For me, the presentation of a piece of writing is a crucial component in my willingness to read something. I relate the topic of the presentation of writing and documents to textbooks and readings for a class. I get very easily overwhelmed by a reading within the first few seconds of looking it over, depending on how it is presented. There are a few things that contribute to my state of being overwhelmed while reading: small text, lines with little spacing in-between, and no pictures or visual aids. If a piece of writing comes across as cluttered and overwhelming, my attention span and openness to the topic go down rapidly. One is more likely in losing their reader due to fatigue and lack of interest if they do not consider the impact of each of the components of HATS. Each part of the acronym contributes to the clarity and understanding of the reader and lends to a better chance for the writers' ideas to be clearly communicated.
Wednesday, February 5, 2014
Ch. 3 Reading Response
Chapter three goes into great detail about the proper way to compose a business message and how to write clearly, concisely, and to the point. Before one even begins writing, they need to establish one thing: is the purpose of my message to inform or is it to persuade? Once the purpose has been established, there is a simple format one can use to outline the message. The acronym for this outline is OABC (opening, agenda, body, and closing). Following this format is essential to effective writing because each component of the outline has a specific purpose to contribute to clear and concise message overall.
For an opening, one must communicate the context to the reader, almost like an opening summary. The reader needs to know the subject of the message, giving them something to expect. Next comes the agenda. The agenda essentially gives the reader an outline of the rest of message. An agenda communicates to the reader the general points that will be covered throughout the remainder of the message. Following the agenda of the message comes the body. The body of a message delivers the "promise" laid out in the agenda. It is important to stick with the points covered in the agenda. The reader has specific information that they have prepped themselves to read more about. Don't add points that they were not expecting, it is irritating having to read something that was longer than anticipated. Similarly, don't leave points out. It becomes confusing when a reader has prepped themselves for specific information, and then there is no follow up to explain a point more. The body, which is generally the longest part of the message, is where the writer can go in depth to explain their purpose. To close one's message, it is important to summarize key points. The key points should be the things the writer wants the reader to remember, whether that be a call to action, a conclusion made through the information that was just presented in the document, or a statement that is relevant to the reader or the situation at hand. Just as the opening is the opening summary, the closing gives an overall summary of what was just read.
In reference to my last response for chapter two, effective communication and connection to the reader is essential for effective writing. I feel that this principle goes hand-in-hand with outlining and composing a successful message. The reason this outlining method works is because it makes the writer be mindful of the reader. In every step of this outline, the writer communicates to the reader what will be happening. It keeps the reader engaged and informed throughout the entirety of the document. Keeping the reader informed on what is currently happening and what will be happening next in their reading creates a trusting relationship. The reader can trust the writer of being organized and mindful of their needs and their time. Communicating the purpose and flow of the message is thoughtful. Leaving the reader confused creates feelings of irritation. The overarching theme throughout every aspect of business writing and communication is respect. When people and groups can respect one another, relationships of trust can be formed.
For an opening, one must communicate the context to the reader, almost like an opening summary. The reader needs to know the subject of the message, giving them something to expect. Next comes the agenda. The agenda essentially gives the reader an outline of the rest of message. An agenda communicates to the reader the general points that will be covered throughout the remainder of the message. Following the agenda of the message comes the body. The body of a message delivers the "promise" laid out in the agenda. It is important to stick with the points covered in the agenda. The reader has specific information that they have prepped themselves to read more about. Don't add points that they were not expecting, it is irritating having to read something that was longer than anticipated. Similarly, don't leave points out. It becomes confusing when a reader has prepped themselves for specific information, and then there is no follow up to explain a point more. The body, which is generally the longest part of the message, is where the writer can go in depth to explain their purpose. To close one's message, it is important to summarize key points. The key points should be the things the writer wants the reader to remember, whether that be a call to action, a conclusion made through the information that was just presented in the document, or a statement that is relevant to the reader or the situation at hand. Just as the opening is the opening summary, the closing gives an overall summary of what was just read.
In reference to my last response for chapter two, effective communication and connection to the reader is essential for effective writing. I feel that this principle goes hand-in-hand with outlining and composing a successful message. The reason this outlining method works is because it makes the writer be mindful of the reader. In every step of this outline, the writer communicates to the reader what will be happening. It keeps the reader engaged and informed throughout the entirety of the document. Keeping the reader informed on what is currently happening and what will be happening next in their reading creates a trusting relationship. The reader can trust the writer of being organized and mindful of their needs and their time. Communicating the purpose and flow of the message is thoughtful. Leaving the reader confused creates feelings of irritation. The overarching theme throughout every aspect of business writing and communication is respect. When people and groups can respect one another, relationships of trust can be formed.
Ch. 2 Reading Response
Chapter two of the books extensively covers planning and outlining messages. The chapter begins talking about the importance of writing and the major role it plays in professionalism. There are four major phases of writing: content, organization, writing, and design. In this specific chapter, content and organization are the main topics of focus along with how to effectively set up messages in order to get one's message across.
There are three main components that one must follow to create an effective and well-structured message. First, one must establish what their purpose is in writing a message. Next, they need to decide what their content will be and how to effectively organize their ideas. The last component in creating an effective message deciding how one will present their idea in the most effective way to achieve their goal. The topic that I want to speak more in depth about is the aspect of connecting to one's audience. Connection plays into every, single part of planning and outlining messages.
In deciding a purpose in writing, one needs to make sure that their message will inform, persuade, and build a relationship with their audience. To do this, it is of the utmost importance for one to come to understand their audience as they decide on their purpose of writing. Knowing the audience that will be receiving the message helps to create connections and through connections, trust will build and an audience will be more susceptible to accepting the writer's proposal or message. In deciding on content, one needs to understand what details are important to include depending on the audience they are speaking to. The last part of planning and outlining messages, deciding on an effective presentation, is heavily weighted on a knowledge and understanding of one's audience. If the writer understands who they are speaking to and how they will be receive information, they will effectively be able to choose a presentation format, because that presentation format will depend on the receivers of the message.
Communication, in business and in everyday life, is all about making connections with others. The better and more genuine the connection is, the more satisfied both parties will be in getting what they want. Working in sales, I have learned this principle first-hand. People buy from whom they trust. When people feel like there is an established feeling of trust and camaraderie, they are more willing to buy. In a friendship, when connections are made between two people, trust builds and the relationship becomes stronger. In communicating in business, the principle is the same. When people feel that the person they are receiving a message from genuinely cares and knows who they are and what they are about, the are more likely to be open to the information. People need to feel appreciated, they need to feel that they are understood. If those principles are absent in any kind of communication or connection, the interaction will fail. All in all, effective writing comes through careful consideration and connection of one's audience.
Communication, in business and in everyday life, is all about making connections with others. The better and more genuine the connection is, the more satisfied both parties will be in getting what they want. Working in sales, I have learned this principle first-hand. People buy from whom they trust. When people feel like there is an established feeling of trust and camaraderie, they are more willing to buy. In a friendship, when connections are made between two people, trust builds and the relationship becomes stronger. In communicating in business, the principle is the same. When people feel that the person they are receiving a message from genuinely cares and knows who they are and what they are about, the are more likely to be open to the information. People need to feel appreciated, they need to feel that they are understood. If those principles are absent in any kind of communication or connection, the interaction will fail. All in all, effective writing comes through careful consideration and connection of one's audience.
Friday, January 10, 2014
Ch. 1 Reading Reflection
Throughout the entirety of chapter one, the theme that seemed most prominent was communication. Communication is a key component in everything we do and can manifest itself in a myriad of different ways.
The chapter starts off talking about communication in organizations, and more specifically, the roles of communication in a management setting. It talks about how communication is both a function and a process in an organization. An organization relies on communication, it is an invaluable function necessary for success. It is also a process that is continually going on throughout everything an organization does. Communication drives everything. The text touches on how managers "work to achieve organizational objectives while striving to minimize resource use and maximize results" brought about through the use of productive planning, organizing, monitoring, and leadership. In all four of these aspects of successful management, successful communication is of the upmost importance.
With that being said, it makes sense that one would need to know and understand the different ways people communicate and the best ways of achieving effective communication. The books talks about communication in a cross-cultural setting, non-verbal communication, communication in a team setting, and the importance of networking, etiquette, and communicating interpersonally.
Effective communication is achieved through effort, teamwork, and being continually aware of others and oneself. Communication comes through inclusion and respect for others, being honest and open, and having trust of other individuals. This plays into almost every part of communicating: in a team setting, in a management setting, through networking efforts, in cross-cultural interactions, etc. For example, in a cross-cultural setting, one must be aware and respectful of another's way of interaction, behavior, and background. People have been raised to interact differently, but when a conscious effort is put forth to make another person comfortable and feel respected, a relationship of trust can be established and the opportunity for a successful exchange is increased substantially.
Along with everything mentioned above, one must also be aware of the different components of nonverbal communication, which can sometimes speak louder than words ever could. These include listening and being engaged in conversation, the use of body language, first impressions, and proper etiquette. The choice of attire, the way one holds their face, the manners used in meals and conversations shows another person what kind of individual they are interacting with. People are continually collecting information on other people; it is an innate process that is subconsciously happens. With that in mind, one must always be aware of themselves and whether or not they are being perceived professionally.
Communication is vital for everything we do in life. From day-to-day interactions, to negotiations, to working as a team, etc. It is a constant in a work place and in normal social settings and a skill that is necessary and important for everyone to learn.
The chapter starts off talking about communication in organizations, and more specifically, the roles of communication in a management setting. It talks about how communication is both a function and a process in an organization. An organization relies on communication, it is an invaluable function necessary for success. It is also a process that is continually going on throughout everything an organization does. Communication drives everything. The text touches on how managers "work to achieve organizational objectives while striving to minimize resource use and maximize results" brought about through the use of productive planning, organizing, monitoring, and leadership. In all four of these aspects of successful management, successful communication is of the upmost importance.
With that being said, it makes sense that one would need to know and understand the different ways people communicate and the best ways of achieving effective communication. The books talks about communication in a cross-cultural setting, non-verbal communication, communication in a team setting, and the importance of networking, etiquette, and communicating interpersonally.
Effective communication is achieved through effort, teamwork, and being continually aware of others and oneself. Communication comes through inclusion and respect for others, being honest and open, and having trust of other individuals. This plays into almost every part of communicating: in a team setting, in a management setting, through networking efforts, in cross-cultural interactions, etc. For example, in a cross-cultural setting, one must be aware and respectful of another's way of interaction, behavior, and background. People have been raised to interact differently, but when a conscious effort is put forth to make another person comfortable and feel respected, a relationship of trust can be established and the opportunity for a successful exchange is increased substantially.
Along with everything mentioned above, one must also be aware of the different components of nonverbal communication, which can sometimes speak louder than words ever could. These include listening and being engaged in conversation, the use of body language, first impressions, and proper etiquette. The choice of attire, the way one holds their face, the manners used in meals and conversations shows another person what kind of individual they are interacting with. People are continually collecting information on other people; it is an innate process that is subconsciously happens. With that in mind, one must always be aware of themselves and whether or not they are being perceived professionally.
Communication is vital for everything we do in life. From day-to-day interactions, to negotiations, to working as a team, etc. It is a constant in a work place and in normal social settings and a skill that is necessary and important for everyone to learn.
Subscribe to:
Posts (Atom)