管理沟通以案例分析为视角英文版第5版教辅文件IM 5e Chapter 05Word文档格式.docx

管理沟通以案例分析为视角英文版第5版教辅文件IM 5e Chapter 05Word文档格式.docx

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C.Donotmakeanyspellingorgrammaticalerrors.

D.Beresponsivetotheneedsofthereader.

E.Beclearandspecific.

F.Trytousethepresenttense.

G.Makeyourwritingvigorousanddirect.

H.Useshortsentencesandparagraphs.

I.Usepersonalpronouns.

J.Avoidclichesandjargon.

K.Separatefactsfromopinion.

L.Usenumberswithrestraint.

M.Writethewayyoutalk.

N.Neverbecontentwithyourfirsteffort.

O.Makeitperfect!

IV.Thestrategyofwritingmemos.

A.Goodmemosgettothepoint,focusonjustoneissue,andsupportthewriter’scentralideaswithcoherent,relevant,convincingevidence.

B.Memosareusuallyinternaldocumentsandthereforeareusedtopassinformation,ideas,andrecommendationstootherpeopleinthesameorganization.

C.Theopeningoroverviewparagraphofamemoshouldrevealacommunicationstrategyfortheentiredocument.

1.Purpose:

Whyareyouwritingthememo?

2.Mainidea:

Whatdoyouwanttotellthereader?

Or,whatdoyouwantthe

readertodo?

3.Opinion:

Whatisyourpointofviewonthesubject?

V.Whenyouknowwhatyouwanttoachieve–andwhatyouwantyourreadertolearnfromyourwriting–youwillneedacommunicationstrategy.

A.Informationstrategies.

1.Toconfirmagreement.

2.Toprovidefacts.

3.Toprovideapoint-of-view.

B.Actionstrategies.

1.Torequestassistance.

2.Togivedirection.

3.Toseekagreement.

VI.Theoverviewisthefirstparagraphareaderwillseeandisoneofthemost

importantelementsofamemo.

A.Keepthewordssimpleandthesentencesshortsothatanyonewhoreceivesthedocumentwillunderstandit.

B.Keeptheoverviewbriefasitistoactasan“executivesummary”ofthememothatfollows.

C.Dealwith“what”isbeingaddressed,not“how”tofixit.

D.Includeandidentifythewriter’sopinion.

E.Reflecttheneedsofthereader.

F.Althoughbrief,theoverviewshouldbethoroughandcomplete.

VII.Interofficememoshavetwopurposes:

toinformorpersuade.Youwillwanttothinkaboutthefollowingasyouwrite:

A.Makeyourreasonsforwritingcleartothereaders.

B.Writeaboutjustonesubject.

C.Beginwiththebigpicturefirst,thenmovetothedetails.

D.Providejustasmuchdetailasyouthinkyourreaderwillneed.

E.Groupsimilarinformationtogether.

F.Provideapoint-of-contactforyourreaders.

G.Avoidgratuitoususeofthefirst-personsingular

H.Sticktothefacts.

VIII.Apersuasivememomustprovideacomplete,logicalargumentwithwhichthereader

cannotdisagree.

A.Consideryourobjectiveagainstthereader’sattitudes,perceptions,andknowledgeofthesubject.

B.Constructanoutlineonpaper,focusingontheSituationAnalysisandRationalesections.Thiswillhelpdevelopalogicalargumentandidentifymissinginformation.

C.Includeaplanofactiontoaddcredibilityandpracticalitytotheideaspresentedinthememo.

D.Avoidcontroversialissues,opinions,andunsupportedassertionsintheSituationAnalysis.Sticktothefactstoensurethereaderwillagreewiththissectionofthememo.

E.PresentyourRecommendationandRationalebeforeyoudiscussotheroptionsthatyouhaveconsideredandrejected.

F.Alwaysleadfromstrength.

1.Starttheproposalwithastrong,confidentOverview.

2.Bringimportantideastothebeginningofeachsection.

3.IntheRationalesection,alwayspresentyourargumentsinorderofperformance.

G.Useprecedenttomaketheproposalappearlessspeculative.

I.Geartheargumenttothedecisioncriteriaofthereader.

IX.Theoutliningofaproposalmemo.

A.Theflowoftheoutlinefollowsthreebasicsteps.

1.SituationAnalysis:

Wherearewetodayandwhyarewehere?

2.Recommendation:

Whatshouldwedoaboutit?

3.Rationale:

Whyisthisagoodthingtodo?

B.Theseven-stepoutliningprocedurehelpsthewritertoimprovetheirthinkingandreduceconfusionforthereader.

1.Reviewthestrategytoensurethegoalofthememoisestablished.

2.Assemblealloftheinformationthatwillgointothememo.

3.Identifyandseparatetheinformationthereaderneedstoknowtounderstandthesituation.

4.Identifyandseparatetherecommendedcourseofaction.

5.Developtherationalebyeliminatinginvalidargumentsandstrengtheningareasthatappearunclear.

6.Ranktheargumentsfrommostpowerfultoleastimportant.

7.Testtheargumentagainstthereader’sdecisioncriteria.

X.Standardformatsformemos.

A.Helpthewritertoorganizeinformationandconceptsquickly.

B.Helpthereadertoknowimmediatelywheretofindpiecesofinformationandhowtheyfittogether.

C.AsuggestedformatforbusinessmemosisTheBusinessStrategyMemo,foundinAppendixDattheendofthestudenttextbook.

1.Thisformatisappropriateregardlessofhowlongandcomplexthememois.

2.Notetheformatsuggestedhereseparatesthecontentsofamemointofourorfivesections,eachnomorethanaparagraphortwo,andeachclearlymarkedwithaboldfaceheading.

D.Ifyouworkforanorganizationthathasadetailedcorrespondencemanual,youneedonlytofollowthedirectionsitprovides.

XI.Meetingandconferencereportsareusedtorecorddecisionsmadeatameeting.

A.Avoidlongdescriptionsofmeetingevents.

B.Useastandardformatthatincludesthenameofagroups,personsattending,andsubjectscovered.

C.Brieflyreportonwhatwasdiscussedorpresentedaswellaswhatwasdecidedandwhy.

D.Focusyourreportontheseissues:

1.Whatactionisrequired.

2.Whoisresponsible.

3.Whatthetimingwillbe.

XII.Projectlistskeeptrackofcurrentandproposedactivities.

A.Simpledescriptionsofwhattheorganizationisdoingtoachievegoalsorserveitscustomers.

B.Separateeachprojectbycategory,thenlistprojectsinorderofpriorityorimportance.

C.Eachprojectshouldinclude:

atitleandbriefdescription,status,nextsteps,responsibleparties,anddatesdue.

D.Completedorterminatedprojectsshouldbeshownassuchthefollowingmonth,withabriefnotationaboutwhytheprojectwillnotappearonfutureprojectlists.

XIII.Makememosinvitingandattractive.

A.Grabattentionupfrontbypresentingastrongoverviewsection.

B.Varysentenceandparagraphlength-butkeepthemshort.

C.Useheadingstoimproveorganization.

D.Usebulletsandnumberstoidentifygroupings.

E.Useparallelstructureforlists.

F.Underlineoruseboldfacetypetofocusontopicsentences,keywords,andphrases.

G.Leaveadequatemarginstomakethedocumentmoreinviting.

H.Don’tsettleforasloppyorillegibleduplication.

XIV.Editingyourmemoisnecessarytoproducequalitywriting.

A.Thisprocesshelpstotrim,clarify,andsimplifythedocument.

B.Toedityourmemo,putyourselfinthereader’splaceandgothroughthedocumentseveraltimes,eachtimeaskingyourselfoneofthefollowingsevenbasicquestions.

1.Isitclear?

2.Isitcomplete?

3.Isitpersuasive?

4.Isitaccurate?

5.Isitconcise?

6.Isitinvitingtoread?

7.Isitperfect?

XV.Writinggoodbusinessletters.

A.Unlikememos,businesslettersareprimarilyexternaldocuments.

B.Likememos,goodlettersarecrisp,concise,spokenintone,andorganizedsothatreaderscanfollowandunderstandwithaminimumeffort.

C.Employthefollowingthoughtswhenwritingabusinessletter:

1.Answerthemailwithinthreebusinessdaysordropthereaderanoteexplainingthesituation.

2.Showbyyourwordsandactionsthatyouaregenuinelyinterestedinthemandtheissuetheyhavewrittenabout.

3.Donotbetooshort,brief,orcurt.

4.Softentheblowofbadnewsbysayingyouaresorryithappened,youregrettheoutcome,orsomesimilarselectionofwords.

5.Shareinthereader’sgoodfortuneifitisgoodnews.

6.Givethereaderthebenefitofthedoubtiftheissueisnotclear.

7.Neversendoffanangryletter.

8.Ifanoddcharactercrossesyourpath,bepolite,doyourjob,andtheywillusuallygoaway.

9.Showthatyouhaveasenseofhumorifsomeonemakes（orattempts）ajoke.

10.Makesureyourletteranswersallofthequestionsyouraudienceislikelytohave;

respondtotheirfears,doubts,andconcerns.Becarefulwithformlettersbecausetheirone-size-fits-allapproachoftendoesnotaddressalltheissues.

XVI.Guidelinestofollowwhenyouarerequiredtoexplainsomething.

A.Nothingisself-explanatory.Explaininsimple,ordinaryEnglishwhatyouwantyourreadertoknow.

B.Explainanyscientificortechnicallanguageusedinthedocument.

C.Besequentialinyourexplanations,movingstep-by-stepthroughprocessesthatarecomplex.

D.Makecertainyouprovideenoughtoanswerquestions,allayfears,andquelldoubts.

E.Don’toverdoit.Provideenoughdetailtosatisfythe