Aplia Assignment 2 CHP 3-4 BUS 300 Week 2
1. Adapt the Message to the Audience’s Needs and Concerns
Envisioning your audience members allows you to adapt your message to meet their needs. Professional messages
that are adapted to the needs and expectations of the audience build and protect goodwill between you and the
recipient of the message. Adaptations include focusing on the audience’s viewpoint, communicating ethically and
responsibly, building goodwill, and using the right language.
One way to successfully adapt your message is by cultivating a “you attitude.” How do messages that appropriately
employ a “you attitude” appeal to audiences?
They focus on the concerns of the sender, thereby highlighting the purpose of the message.
They open up opportunities for insincerity and chitchat.
They send a direct signal of concern for the receiver’s interests.
Which sentence applies a “you attitude” most successfully?
You are a valued customer.
Our company is proud to have you as our valued customer.
We are pleased to say you are one of our valued customers.
Which questions should you ask yourself as you cultivate a “you attitude” and adapt your messages to be receiver-
centered? Check all that apply.
Does the message address the receiver’s major ideas and concerns?
Will the receiver perceive the ideas to be fair, logical, and ethical?
Will my concerns be heard?
Are the ideas stated tactfully and positively and in a manner that preserves the receiver’s self-worth
and cultivates future business?
Read the scenario and related email message, keeping in mind that all messages should be adapted to the audience.
Answer the corresponding questions.
Scenario
David Ortega works for WebLINE, a web hosting and design company. One of his clients, a musician named Harry
Gorman, is posting copyrighted material by other artists on his website in a format that can be illegally downloaded
and reproduced. This is a violation of the client’s contract with WebLINE. According to the terms of the WebLINE
contract, the company can shut down any client’s website without prior warning if the terms of the contract are
violated.
David has worked with Harry Gorman for more than seven years. Harry is a loyal client who has referred a good deal
of business David’s way. Since David is unsure if Harry realizes that he is violating the WebLINE contract and is also
unsure if any materials have been illegally downloaded yet, David decides to contact Harry before making the decision
to shut down his site. David sends Harry the following email message.
Email Message
From: [email protected]
Subject: Your terms of contract with WebLINE
Hi Harry,
For the past seven years, we have appreciated your business. Recently, however, it was brought to my attention that
you are posting copyrighted material by other artists. I think this is a problem because this content can be illegally
downloaded from your website. This is a violation of your contract with us. It could cost our company hundreds of
millions of dollars. If these actions continue, I might lose my job, and the whole company might be put out of
business.
I want to give you a chance to take down the illegal content before it becomes a problem. You must comply by 5:00
p.m. today, or your website will be rendered inactive.
Please contact me if you have any questions.
Sincerely,
David Ortega
What advice would you give David to help him communicate ethically and responsibly? Check all that apply.
State information as fairly as possible.
Support your viewpoint with objective facts.
Preserve the reader’s self-worth by using tact and consideration.
Avoid addressing difficult ideas.
Determine the best revision for this sentence from David’s message.
For the past seven years, we have appreciated your business.
Thank you for being a loyal customer for seven years. WebLINE appreciates your business.
WebLINE has appreciated your business for the past seven years.
Your business is appreciated.
1. Adapt the Message to the Audience’s Needs and Concerns
Envisioning your audience members allows you to adapt your message to meet their needs. Professional messages
that are adapted to the needs and expectations of the audience build and protect goodwill between you and the
recipient of the message. Adaptations include focusing on the audience’s viewpoint, communicating ethically and
responsibly, building goodwill, and using the right language.
One way to successfully adapt your message is by cultivating a “you attitude.” A “you attitude” involves thinking in
terms of the interests and concerns.AUDIENCE’S
Which sentence applies a “you attitude” most successfully?
I want to thank you for taking the time to meet with me next Tuesday.
Given my limited availability, I appreciate the time you are taking to meet with me next Tuesday.
Thank you for taking the time to meet with me next Tuesday.
To create a receiver-centered message, you should cultivate a “you attitude” that focuses on the needs of the
audience. Which of the following should you ask yourself when creating a receiver-centered message? Check all that
apply.
Does the message address all of my concerns?
Will the receiver respond to me?
Does the message address the receiver’s major needs and concerns?
Will the receiver perceive the ideas to be fair, logical, and ethical?
Is the message sent promptly and through the preferred channel to indicate courtesy?
Read the scenario and related email message, keeping in mind that all messages should be adapted to the audience.
Answer the corresponding questions.
Scenario
David Ortega works for WebLINE, a web hosting and design company. One of his clients, a musician named Harry
Gorman, is posting copyrighted material by other artists on his website in a format that can be illegally downloaded
and reproduced. This is a violation of the client’s contract with WebLINE. According to the terms of the WebLINE
contract, the company can shut down any client’s website without prior warning if the terms of the contract are
violated.
David has worked with Harry Gorman for more than seven years. Harry is a loyal client who has referred a good deal
of business David’s way. Since David is unsure if Harry realizes that he is violating the WebLINE contract and is also
unsure if any materials have been illegally downloaded yet, David decides to contact Harry before making the decision
to shut down his site. David sends Harry the following email message.
Email Message
From: [email protected]
Subject: Your terms of contract with WebLINE
Hi Harry,
For the past seven years, we have appreciated your business. Recently, however, it was brought to my attention that
you are posting copyrighted material by other artists. I think this is a problem because this content can be illegally
downloaded from your website. This is a violation of your contract with us. It could cost our company hundreds of
millions of dollars. If these actions continue, I might lose my job, and the whole company might be put out of
business.
I want to give you a chance to take down the illegal content before it becomes a problem. You must comply by 5:00
p.m. today, or your website will be rendered inactive.
Please contact me if you have any questions.
Sincerely,
David Ortega
What advice would you give David to help him communicate ethically and responsibly? Check all that apply.
State information as honestly and as fairly as possible.
Be more exclamatory to emphasize the importance of the situation.
Preserve the reader’s self-worth by using tact and consideration.
Express ideas clearly and understandably.
Determine the best revision for this sentence from David’s message.
I want to give you a chance to take down the illegal content before it becomes a problem. You must comply by 5:00
p.m. today, or your website will be rendered inactive.
For your site to remain live, please remove other artists’ copyrighted material by 5:00 p.m. today.
I’m giving you a great opportunity by allowing you until 5:00 p.m. to remove all copyrighted material from the
website. Otherwise, the site will be inactive.
Take the illegal copyrighted content down immediately, or we’ll have to shut you down.
1. Adapt the Message to the Audience’s Needs and Concerns
Envisioning your audience members allows you to adapt your message to meet their needs. Professional messages
that are adapted to the needs and expectations of the audience build and protect goodwill between you and the
recipient of the message. Adaptations include focusing on the audience’s viewpoint, communicating ethically and
responsibly, building goodwill, and using the right language.
Messages that are tailored to the concerns of the audience reflect a “you attitude.”
Which sentence applies a “you attitude” most successfully?
I’m leaving the package at the reception desk.
You can pick up the package at the reception desk.
I will leave the package for you at the reception desk.
Which questions should you ask yourself as you cultivate a “you attitude” and adapt your messages to be receiver-
centered? Check all that apply.
Should the message be written using conjunctive adverbs?
Are the ideas expressed clearly and concisely?
Is the receiver kept clearly in the picture?
Is the message reflecting my opinion clearly enough?
Does the message reflect the high standards of a business professional?
Read the scenario and related email message, keeping in mind that all messages should be adapted to the audience.
Answer the corresponding questions.
Scenario
David Ortega works for WebLINE, a web hosting and design company. One of his clients, a musician named Harry
Gorman, is posting copyrighted material by other artists on his website in a format that can be illegally downloaded
and reproduced. This is a violation of the client’s contract with WebLINE. According to the terms of the WebLINE
contract, the company can shut down any client’s website without prior warning if the terms of the contract are
violated.
David has worked with Harry Gorman for more than seven years. Harry is a loyal client who has referred a good deal
of business David’s way. Since David is unsure if Harry realizes that he is violating the WebLINE contract and is also
unsure if any materials have been illegally downloaded yet, David decides to contact Harry before making the decision
to shut down his site. David sends Harry the following email message.
Email Message
From: [email protected]
Subject: Your terms of contract with WebLINE
Hi Harry,
For the past seven years, we have appreciated your business. Recently, however, it was brought to my attention that
you are posting copyrighted material by other artists. I think this is a problem because this content can be illegally
downloaded from your website. This is a violation of your contract with us. It could cost our company hundreds of
millions of dollars. If these actions continue, I might lose my job, and the whole company might be put out of
business.
I want to give you a chance to take down the illegal content before it becomes a problem. You must comply by 5:00
p.m. today, or your website will be rendered inactive.
Please contact me if you have any questions.
Sincerely,
David Ortega
What advice would you give David to help him communicate ethically and responsibly? Check all that apply.
Be more direct and accusatory.
Preserve the reader’s self-worth by using tact and consideration.
Don’t embellish or exaggerate the facts.
Support your viewpoint with objective facts.
Determine the best revision for this sentence from David’s message.
I think this is a problem because this content can be illegally downloaded from your website.
You are problematic because you are helping people obtain content illegally.
You are violating the terms of service, which is illegal.
Posting copyrighted content that can be downloaded without payment or permission is a violation of
WebLINE’s contract.
2. Chapter 3 Review
Read the scenario, and then answer the corresponding questions.
Lorraine is a division manager for a consumer products manufacturing company. Lorraine’s company has to trim its
budget in order to remain afloat. Lorraine needs to eliminate three administrative positions in her division, and she
must inform the employees whose positions are being eliminated.
The purpose of Lorraine’s message is to INFORM EMPLOYEES THAT THEIR POSITIONS ARE BEING
ELIMINATED
Which audience characteristics should Lorraine consider as she prepares her message? Check all that apply.
Relinquishment
Receiver needs and concerns
Rapport
Ethnicity
Read the following sentence, and answer the corresponding question.
We appreciate your business.
Which revision applies a “you attitude” most effectively for this sentence?
Our company appreciates you and your business.
Thank you for your business.
Your business is what we appreciate.
If the audience might be displeased by the contents of your message, use the approach.INDUCTIVE
Read the scenario, and then consider the appropriate organizational approach.
You work in customer service at a telecommunications company. You are instructed to write a letter to deny a
customer claim. You know the customer will be upset when she receives the denial letter.
Which organizational approach would be best in this situation?
Inductive
Deductive
Read the scenario, and then consider the sequencing of minor ideas in a message.
Josh is submitting a request to expand his department’s annual budget. Josh’s request will be considered in deciding
budget allocations for the upcoming year.
Which minor-idea sequence would be most appropriate for Josh to use?
Familiarity
Time
Importance
2. Chapter 3 Review
Read the scenario, and then answer the corresponding questions.
Lorraine is a division manager for a consumer products manufacturing company. Lorraine’s company has not
weathered a recent recession very well. Due to the company’s hardships, Lorraine’s division is facing a 10 percent
budget cut. To avoid eliminating positions, Lorraine would like to convince her employees to take a voluntary 3
percent pay cut.
The purpose of Lorraine’s message regarding the layoffs is to PERSUADE THE E MPLOYEES TO ACCEPT A
VOLUNTARY PAY CUT
Which audience characteristics should Lorraine consider as she prepares her message? Check all that apply.
Receiver needs and concerns
Economic level
Culture
Rapport
Read the following sentence, and answer the corresponding question.
I will send you the proposal tomorrow.
Which revision applies a “you attitude” most effectively for this sentence?
You will receive the proposal tomorrow.
I will forward you the proposal.
The proposal will be sent tomorrow.
In a(n) the major idea of the message precedes the details.DEDUCTIVE
Read the scenario, and then consider the appropriate organizational approach.
Peter needs to inform his boss of the dates he will be out of the office during his upcoming paternity leave. Peter’s
boss is supportive of Peter’s family involvement and is expecting Peter’s message.
Which organizational approach would be best in this situation?
Deductive
Inductive
Read the scenario, and then consider the sequencing of minor ideas in a message.
Saqib is a regional sales representative. He is preparing his monthly report to his supervisor. He has no critical
information to share; it has been a routine month.
Which minor-idea sequence would be most appropriate for Saqib to use?
Importance
Familiarity
Space
2. Chapter 3 Review
Read the scenario, and then answer the corresponding questions.
Lorraine is a division manager for a consumer products manufacturing company. Lorraine’s company has weathered a
recent recession well. Due to the company’s success, Lorraine has the opportunity to promote one of her most diligent
and hardworking sales representatives, and she must inform the employee of the advancement opportunity.
The purpose of Lorraine’s message is to INFORM THE EMPLOYEE OF THIS CHANCE TO ADVANCE HER CAREER
Which audience characteristics should Lorraine consider as she prepares her message? Check all that apply.
Expectations
Receiver needs and concerns
Age
Rapport
Read the following sentence, and answer the corresponding question.
I will let you use my stapler.
Which revision applies a “you attitude” most effectively for this sentence?
You may use my stapler.
The stapler may be used with my permission.
The stapler is available.
When a message shares details and explanation before offer a main idea, a (n) is being used.INDUCTIVE
Read the scenario, and then consider the appropriate organizational approach.
Jennifer Pufall is a freelance writer. She has just been offered another project but is too busy to complete the project
on the proposed schedule. She decides to propose an alternative schedule. She knows the web publishing company
offering her the project works within tight deadlines.
Which organizational approach would be best in this situation?
Inductive
Deductive
Read the scenario, and then consider the sequencing of minor ideas in a message.
Karen is writing an email message to her team about the process for submitting travel receipts for reimbursements.
Which minor-idea sequence would be most appropriate for Karen to use?
Value
Space
Time
3. Revise to Grab Your Audience’s Attention
Read the scenario, keeping in mind good communication practices. Then, answer the corresponding question about
effective habits.
Leslie’s team is under a good deal of stress. They have a large project to finish and are behind schedule. At the team
meeting this morning, the team had a serious disagreement regarding assigned tasks. Leslie just received an email
from a team member that accuses Leslie of being a freeloader.
What should Leslie ask himself in order to ensure that he communicates effectively in his response to his teammate?
Does my response make him realize his mistake?
Are my reputation and credibility undermined?
Does my response convey a tone that will build goodwill?
Read the sentence, and then determine if further revision is necessary.
With your contribution our organization has been able to reach our annual goal.
What further revision does this sentence need, if any?
Revise to correct for a subordination error.
No further revision is necessary.
Revise to include standard punctuation.
Read the scenario, considering the frame of mind necessary for effective revision and proofreading, and then answer
the question.
Laurice, Sean, and Maureen are working on a status report presentation for a client. Laurice and Maureen use Google
Drive to share and collaborate. Their coworker, Sean, is reluctant to use Google Drive because he is uncomfortable
sharing his work. Consequently, he works on his sections of the presentation in isolation. When the team gets
together to run through the presentation, Sean’s part is noticeably different.
What advice should you give to Sean?
Don’t share with others during the drafting process, or you will violate intellectual property laws.
Sharing will result in groupthink.
Be willing to allow others to make suggestions during your composition process.
4. Chapter 4 Review
Business writing is just one of several genres of writing. Learning to be a good business writer often requires
unlearning some of the conventions of academic or compositional writing you may have acquired in your previous
training.
Which of the following are key characteristics of business writing? Check all that apply.
Business writing uses less complex sentences, plain language, and a personable tone.
An important strategic goal of business writing is relationship building.
Business writing relies on using conservative rules of English language to create formality.
Using long sentences and multisyllabic words make business writing sound more believable and impressive.
Lucian is a recent college graduate and is relatively new at your firm. He has been asked to write a report on a
customer site visit for his supervisor, and he is unclear as to what should be included in the report and the appropriate
style of writing. He asks you for help.
What suggestions can you provide Lucian as he begins to write his report?
Use a complex sentence structure.
Use an “active” voice to convey ideas.
Avoid using a conclusion so as not to make the reader feel action is required.
The is often used as a conclusion in a sales or persuasive message and encourages the audience toCALL TO ACTION
take the next step in the process.
When working to add visual enhancements to improve readability, when should a line or border be included in a
document?
When you want to highlight information and add appeal
When you want to set information apart from other information or call attention to a specific area of
the document
When you want to simplify and clarify information
Human relations can suffer when connotative words are inadvertently or intentionally used instead of denotative
words. Which of the following are examples of writing using denotative words? Check all that apply.
Please send me the changes by noon today.
More than 3 million emails were received from the public.
The public response was overwhelming.
I would like the changes done ASAP.
When proofreading a document, focus on STYLE to ensure the message is clear and the receiver will interpret the
information correctly.
4. Chapter 4 Review
Business writing is just one of several genres of writing. Learning to be a good business writer often requires
unlearning some of the conventions of academic or compositional writing you may have acquired in your previous
training.
Which of the following are key characteristics of business writing? Check all that apply.
Business readers use a business message to gather information they need to move forward in their
job duties.
Many business audiences work in fast paced environments, and for them, reading and writing is
driven by a purpose.
Business audiences expect the writer to have a higher level of correctness and proofreading ability.
Business audiences may not analyze your writing for grammatical correctness and stylistic appeal.
Lucian is a recent college graduate and is relatively new at your firm. He has been asked to write a report on a
customer site visit for his supervisor, and he is unclear as to what should be included in the report and the appropriate
style of writing. He asks you for help.
What suggestions can you provide Lucian as he begins to write his report?
Avoid topic sentences and transition so the writing sounds less forceful.
Think about the needs of the audience before writing and write to address those needs.
Consider application contextual forces when reading the final draft of the document.
The is used for routine messages to remind the recipient of an upcoming meeting or GOODWILL CONCLUSION
event.
Which of the following should be used to emphasize units in a series, such as a series of questions?
Headings
Enumerations or bulleted lists
Lines or borders
Which of the following words and phrases include needless repetition or redundancy? Check all that apply.
Each and every
Will update
Past experience
Updated schedule
It goes without saying
When proofreading a document, focus on CONTENT to ensure all the details the receiver needs are included.
4. Chapter 4 Review
Business writing is just one of several genres of writing. Learning to be a good business writer often requires
unlearning some of the conventions of academic or compositional writing you may have acquired in your previous
training.
Which of the following are key characteristics of business writing? Check all that apply.
Business messages should be complete but should also be easy to skim.
Business messages should include multiple “entry points” to help the reader skim the message.
Business audiences tend to take a longer time to review a message, looking for accuracy and level of detail.
Business audiences expect the writer to have a higher level of correctness and proofreading skills.
Lucian is a recent college graduate and is relatively new at your firm. He has been asked to write a report on a
customer site visit for his supervisor, and he is unclear as to what should be included in the report and the appropriate
style of writing. He asks you for help.
What suggestions can you provide Lucian as he begins to write his report?
Think through ideas carefully before developing them in to thought provoking sentences.
Concentrate on getting your thoughts down as quickly as possible.
Use a slow, deliberate writing process to minimize rewriting later.
The is used for more complex, informative messages, and reminds the reader of key SUMMARY CONCLUSION
points of the body of the message.
Headings are signposts that direct the reader from one section of a document to another. Which of the following will
help to create a more effective heading?
Keep all heading the same size and in the same location on the document
Using parallel construction
Using noun phrases
Which of the following contains needless repetition or unneeded modifiers, creating a redundancy to avoid? Check all
that apply.
Month of May
Currently available
Personal friend
Brief summary
When proofreading a document, focus on ORGANIZATION to ensure the information is in a logical order, and that
the document passes the “skim test”.
