BUSINESS AND ADMINISTRATIVE COMMUNICATION STUDY QUESTIONS UNIT 2 1) What are the three basic jobs of managers? to collect and convey information to make decisions to promote interpersonal unity

2) How do the managers collect information? They collect information from conversations, the grapevine, phone calls, memos, reports, databases and the internet. 3) How do the managers convey information and decisions? They convey information and decisions through meetings, speeches, press releases, videos, memos, letters and reports.

4) Who are internal and external audiences? Internal audiences are other people in the same organization. External audiences are people outside the organization. 5) Name a few of the external audiences. Customers, suppliers, unions, stock-holders, potential employees, governmental agencies, the press, and the public.

6) Is informal listening important in an organization and why should a new-comer in an organization listen to others in the organization? Yes, it is as important as writing formal letters and giving oral presentation. To find out what he’s supposed to do and to learn about the organization’s values and culture.

7) What are the three basic purposes of organizational writing? To inform To request or persuade To build goodwill 8) What is the aim of informing? To explain something to the reader To tell the reader to do something

9) What must you do to persuade the reader? You must motivate and convince the reader to act. 10) What happens if you cannot build goodwill? You cannot create good image of yourself and the organization, so people don’t want to do business with you. 11) How much does a short one-page business letter cost? It costs between $13.60 and $20.52 depending on how it is produced.

12) How much time is spent on planning, composing and revising a one-page letter? 54 minutes 13) What is the aim of cycling an external document before it is sent out? To prevent any mistakes. 14) What is the result of poor correspondence? Wasted time Wasted efforts Lost goodwill

15) How do you waste time when your writing is not good? it takes longer to read it needs to be rewritten ideas are not clear the reader has to ask more questions 16) What happens if your writing is not effective? You cannot get result because the reader may guess wrong, so you have to write again.

17) What are the four benefits of better writing? It saves time It makes your effort more effective. It communicates your point more clearly. It builds goodwill 18) What are the five criteria for effective messages? clear complete correct saves the reader’s time builds goodwill