Types of Documents
What are the four goals of a business document?
purposeful
persuasive
economical
reader-orientated
What is bias-free language?
Not using
Gender
Racial
Age
Disability
Negative
Less courteous
Unfamiliar
What % of data loss is due to human error?
60
What is a boilerplate?
a 'what about us' section
a common elevator pitch for your company
What is the use of a mail merge?
form documents (templates) sent to multiple clients. consistency of message
Who are the three types of interlocutor?
collogues
decision makers
customers
What are the five basic purposes in business documents?
investment
safety
marketing
human resources
copyright
Why are documents archived indefinitely?
It is a legal requirement. If it does not exist, it did not happen
what is the biggest difference between an abstract and a summary
abstract is at the beginning, and the summary is at the end
Why are we always trying to verify all of our documents as from a company's style?
What is a style sheet?
The style, font, and layout of a company, which is set as defaults in a company for all business documents
What is a pivot paragraph?
compare and contrast
•Starting with negative/limiting sentence before delivering the main sentence
What are the three types of summary
key points
summarize long into shorter documents
recommendation
What is an executive summary?
a summary at the beginning of the document to summarize a large document. Salient points of all the major sections
all business documents have similar components. What is consistent between the different formats?
email, report, business letter, memo, etc.
verification of where it came from
where it is going, or who gets the document
subject line
date
signature or authorization mark
What are the main components of a business letter?
Letterhead, Dateline, Inside address, Salutation, Introduction, Body, Closing, Complimentary close and signature
what are the nine sections of a normal
Title Page, Abstract, Table of Contents, Introduction, Body, Conclusion, Recommendations, References, Appendix
How is tracking used?
it tracks who and when changes were done. They are approved or rejected. It also shows comments
What are the six rules for making a good presentation?
grab their attention as soon as possible
don't sabotage yourself by saying bad about others
give praise to the target and use high labels
NVC is as important as your words
use stories
end no a high
What is the formula wizard for (assuming you don't have a Mac)?
tells you which formula you need based on a query
What does the Acronym 'Colour CRAYONTIP' mean
1.Color, 2.Contrast, 3.Repetition, 4.Arrangement, 5.“Why”, 6.Organization, 7.Negative Space, 8.Typography, 9.Iconography, 10.Photography
Name five of the ten tips for proofreading.
Go through many times
Reading each page from the bottom to the top
Placing your finger under each word Making a slit in a sheet of paper that reveals only one line of type at a time
Reading the document aloud and pronouncing each word carefully
Temporarily reformatting the document so that it looks fresh to your eyes
Double check for accuracy
Give yourself some distance
Stay focused
Take your time
Review complex electronic docs on paper
Why is versioning done?
as a backup, in case, changes have to be undone, and to see the transition from previous versions
Ultimately, what is your goal in your presentation?
Overall company presentation (based on the Executive Summary)
Opportunity
Market Analysis
Execution (action plan, implementation)
Company & Management
Financial Plan
What is a speculative letter, and when is it used?
It introduces, builds relationships, rapport, and is a elevator pitch to get into the hidden job market.