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The Essentials Of Technical Communication 5th Edition Elizabeth Tebeaux, Sam Dragga - Solutions
□ How will you meet your readers’ expectations about style for the specific kind of document you are writing?
□ How will you adjust your writing style to accommodate your readers’ knowledge of the subject?
If you were a technical communicator at the USDA responsible for monitoring news and social media coverage of the agency, how would you advise the appropriate officials to address this series of objections?
Consumer advocacy organizations immediately raise objections to the labeling specifications and accuse the USDA of being deliberately deceptive by using the word “bioengineered” instead of the widely familiar phrase “genetically modified.” Critics also think the image on the label
Instructions on the package to “Text [command word] to [number] for bioengineered food information”
Instructions on the package to “Scan here for more food information” (or similar language) with a telephone number
USDA-authorized logo (see Figure 3-6)
Words on the package (e.g., “Bioengineered Food”)
6. The US Department of Agriculture issues regulations regarding the labeling of foods containing genetically modified organisms (GMOs). The regulations give manufacturers several options for disclosure:
You know that your company has a policy barring.pngts to foreign officials, but you don’t know that it necessarily applies in this case. In the taxi on the way to the building site, you mention the suspicious envelope to the vice president. He advises you that policies are “nice words” but
5. You have been assigned as the project manager for a new museum of modern art that your company hopes to build in a foreign city. You visit that city with the project’s lead architect and your company’s vice president of international operations, scouting the site for the museum and meeting
4. You have noticed a practice in your office that you consider unethical: your colleagues do a lot of unnecessary printing, wasting both paper and ink cartridges. For example, the agendas for upcoming meetings are printed for all potential participants instead of distributed in text or e-mail
3. Certified B Corporations ( bcorporation.net) are businesses that “consider the impact of their decisions on their workers, customers, suppliers, communities, and the environment” in their effort to make a profit while doing good in the world. Search the directory of corporations by industry
Based on your review of the two codes of conduct, which employer would you prefer to work for? Why?Summarize your findings in a memo, and share this memo with your colleagues.
What can you tell about each employer from the code of conduct?
What additional ethics resources does each employer make available to employees?
What does each employer expect from its executives?
What does each employer expect from its employees?
What are the values that each employer espouses?
2. Visit the website of two major employers in your field. Locate the code of conduct for each and answer the following questions:
1. The Ethisphere Institute ( ethisphere.com) every year publishes a list of the world’s most ethical companies. Check this year’s list, and choose one of the companies to investigate. What makes it one of the world’s most ethical companies? Do you agree or disagree with this assessment?
□ How will you explain or justify your decision?
□ What are you unwilling to do? What are you willing to do?
□ Does your professional association’s code of conduct address this issue?
□ Does your company’s code of conduct address this issue?
□ What advice does a trusted supervisor or mentor offer?
□ What are your competing obligations in this dilemma?
□ What are the specific aspects of this dilemma that make you uncomfortable?
What is the nature of the ethical dilemma?
ensures that the completed document has a single style throughout and contains all information and required segments.
monitors development so that the report is completed as required; and
creates a safe and supportive environment that allows team members to work effectively and efficiently;
launches the effort and provides everyone with the document requirements (purpose, audiences, rationale), format, timetable for completion, and methods of communicating about the document (see Figure 3–5);
ensures that all team members know their tasks and have the resources (equipment, access to information sources, etc.) to complete their tasks;
Assign one member the task of editing the document to make the style consistent throughout.The team leader.Collaborative projects must have a team leader. This person may be the project manager or someone appointed to the position. This person will convene meetings, virtual or on-site, and serve as
Learn to work together. (Note: When people from different countries and cultures collaborate, the need for sensitivity to cultural differences is critical.)
Determine the deadlines and work schedule for each document segment.
Decide who will do what.
Decide when, where, and how you will meet.
To the public: Your obligation to society is to contribute to the public good through greater safety, fuller liberty, and a better quality of life. Your decisions and actions on the job could allow communities to thrive in resilient and sustainable environments or to deteriorate from private greed
To your colleagues: You have a duty to your colleagues on the job to do your fair share of the work assigned and to do it with integrity, accuracy, and efficiency. You also have a responsibility to use no more than your fair share of the resources allotted and to take no more than your fair share
To your employer: Your responsibility as an employee is to serve the legitimate interests of your organization, to promote its products and services, to support its mission, and to shield confidential information and intellectual property, especially if doing so offers a competitive advantage.
To your academic institution: You have a moral obligation to the institution that trained you for your profession. Your successes or failures will signal the strengths and weaknesses of that institution and its faculty. If you disgrace yourself by illegal or unethical actions, for example,
To your discipline and profession: As a member of your profession, you have a responsibility to advance the knowledge and reputation of your field. You must share information with your colleagues that will improve the practices of your profession, offer new insights, and advance the training of
To yourself: You will have to make decisions and take actions that allow you to support yourself financially while establishing and maintaining your reputation in your field. You can’t quit (or lose) your job every time that you object to a policy or decision of your boss.
□ Have you checked manually for misspellings and for mechanical errors such as misplaced commas, semicolons, colons, and quotation marks?
□ Have you checked all points of the completed draft where your word processing application indicates that you might have errors in wording, sentence structure, mechanics, or spelling?
□ Are all illustrations placed in the appropriate locations within the text? Is the format consistent—font, size, placement of headings?
□ Is your system of documentation complete, consistent, and correct? Are your pages numbered?
□ Have you included all the formal elements that your report needs or is required to include?
□ Have you had someone read your draft and suggest improvements?Editing
□ Is your document easy to read? Are your paragraphs well organized and of a reasonable length?
□ Have you checked all facts and numbers? Could any material be deleted?
□ Have you included all required items—report sections and essential information?
□ Will your readers be able to follow your logic?
□ Is your tone appropriate?
□ Have you stated clearly the purpose of your report? Does the information support your purpose?
□ Have you noted where you will use illustrations? Have you noted the source of any illustration borrowed or adapted from another document, publication, or website?Revising
□ Have you recorded the sources of all information you will use so that you can develop correct citations after you have completed your draft?
□ Have you inserted information under each of your headings?
□ Can you include headings that announce each major section to your reader? Does all information have relevance to your purpose?Drafting
□ Have you sorted your material into specific groups?
□ In what order should you put the information? What does your reader need to know first?
□ What types of illustrations (e.g., tables, graphs, photos, diagrams) are you considering? How will they help to convey your message?Arranging Information
□ What structure do you plan to use? If you have required report sections, what are they? What information resources do you have available? What resources do you need to locate?
□ What topics do you need to cover? What do your readers need to know? What do you want your readers to do?
□ Why are you writing? Why is this document required? What is the situation that led to the need for this document? Who cares about this situation or this document?Selecting Information
□ Who are your readers, known and potential? What problems could your readers encounter with your message?
□ What is the purpose of the document?
□ What is your subject or topic?
6. If you are willing to participate in this study, please click on the link http://www.surveymonkey.com/PineAvenueBooks and complete the survey. If you wish to participate in a follow-up interview, please include contact information at the end of the survey.
5. Completion of the survey and follow-up interviews is voluntary; you may skip questions and can quit any portion of the study at any time.
4. All data for surveys and follow-up interviews will be strictly confidential. Your identity will never be revealed in any results, discussions, or presentation of the research. In addition, all information will be destroyed after I have analyzed the data.
3. If you agree to do so, you will also participate in a 15- to 20-minute follow-up session (that will occur by telephone or e-mail as you choose).
2. If you complete a survey, your responses will be returned to me anonymously. (I will not be able to identify your e-mail address, your IP address, or any other information that would inform me as to your identity or your location.)
1. You will complete a short, anonymous survey via the Internet that will require approximately 5 minutes of your time and will be returned to me via Survey Monkey, an online data collection service.
The composing process, integral to your analysis of audience, has six main stages:1. Analyzing the situation 2. Choosing/discovering information 3. Arranging information 4. Drafting 5. Revising 6. Editing the finished draft
Once your document reaches its intended destination, the recipient may place it in a stack for later reading; may skim it and then route it to the person responsible for action on it; may read it, copy it, and distribute it to readers unknown to you; may read it and use it as an agenda item in a
How will readers use your writing?
How do you want your message to sound?Knowing how your message should sound will always be critical. Always try to convey a respectful tone appropriate to your position in the organization. How a message is presented may often prove as important as the information itself.Anticipate the context in
How should you arrange your ideas?Once you have analyzed your readers and your purpose, you can decide what you want and need to include and how you will phrase and arrange your ideas.
What ideas should you omit?
What ideas should you use to achieve the goals of the message?
What position do you have in the organization?As an employee, you will be hired to perform the duties that define a particular job. As the one responsible for performing specific tasks, you will communicate with employees above you, below you, and on your own level. In writing to individuals in any
What do you want to achieve with your document?Determining why you are writing is as important as determining who your readers are. Purpose always relates to readers. And you may have more than one purpose. For example, you may be writing to provide information and to recommend action. In addition,
Why do you need to write this document?
What situation led to the need for this document?Often, you can better understand your readers’ perspective if you understand the situation that requires you to write the document. The need for written communications develops from interactions of people involved in a work environment. To select
How much does each person on this list know about your topic?Sometimes your primary reader may know the situation you are discussing, and the purpose of the report may be to inform others within the organization by going through proper channels.
Why is each person on the distribution list receiving a copy?
Who else might read what you write?Most reports and letters have distribution lists with the names of those who receive copies. A person on the distribution list may be the person who will ultimately act on what you write. Thus, you must consider the needs and perceptions of those who receive
How well do you know your readers?You may not know your readers personally. However, if you know an individual’s level in the organization, the responsibilities associated with that level, and the kind of technical expertise your reader has, this information will help you decide what you need to
What kind of relationship do you have with these readers? Do you know the readers’ attitude toward you, the subject matter you need to communicate, the job you have, and your area within the organization? Do you have credibility with these readers?A host of factors determine your readers’
Will your readers have interest in what you write? If not, how could you present your message to make it appealing?
Do you know your readers’ cultural backgrounds?If you work in an organization that does business with readers from other cultures, plan to do background reading on these cultures.
Do you know or can you estimate your readers’ educational levels?
How much do your readers know about your topic?
Do your readers have expertise in this area?Readers with technical expertise in the area you discuss have different needs (and often different perspectives)from readers who lack technical expertise.
Who else may read what I write?How much do your readers know about your topic?
Who will act on what I write?
Who will read what I write?
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