Informal Reports

Informal business reports include information reports, progress reports, justification/recommendation reports, feasibility reports, minutes of meetings, and summaries. Formal reports are formatted on plain paper with manuscript design, whereas routine reports may be formatted on prepared forms. Formal reports are much longer and necessary for major investigations and research such as report proposals and research methods. Informal reports include short memos/letter format, and are in personal tone.

The reports I write at work are very similar to the ones we learn in the book such as progress reports, letters of approval, information reports, and a recommendation report. I have delivered business letters/reports in person, by mail, by fax, by email, online.

SPAM Alert!

Chapter 8 Blog “Junk Mail”

3.) Because of the burden that “junk mail” places on society (depleted landfills, declining timber supplies, an overburdened postal system), how can it be justified?

We receive junk mail daily in the mail, spam mail through email, and even text message alerts of persuasive messages. Businesses look to sending out junk mail to try to persuade customers. Businesses are also sending out claims to catch the customers’ attention but in the small fine prints are statements that are usually ignored. All those junk mails are just junk depleting landfills, mailboxes, trying to scam customers. I get a lot of junk mail trying to sell me something or give me discounts. I get a lot of offers trying to persuade me for their business. I think with the rising use of emails and internet advertising, our spam mails are increasing instead of the mailbox. I still get a lot of junk mail in the mail but not as much as before. I did notice more junk mail in my spam mail. Businesses are counting on ignorance and the uneducated customers. It is important to educate ourselves and not fall for the bait of false advertising.     

Bad News Travels Faster

Chapter 7-Critical Thinking Blog

Does bad news travel faster and farther than good news? Why? What implications would this have for companies responding to unhappy customers?

Bad news disappoints, irritates, and sometimes angers the receiver; such messages travel faster and farther than good news. We live in a society where bad news has more attention because of the suspense and anticipation. When you receive bad news, you want to tell someone else because you want to vent your frustrations and irritations. It all depends on how you receive the message, tone of voice, content of letter/email, and timing. When you receive bad news from a company, customers want to share their frustrations with others to “ruin” the company’s reputation. It is important to deliver bad news effectively to make the reader understand and accept the bad news without hurting their feelings. When delivering bad news, the receiver should know the reasons for the rejection, feel that the news was revealed sensitively, think the matter was treated seriously, and believe that the decision was fair. There are strategies and goals of delivering bad news to customers. It is important for business’ to protect their reputation and knowing how to deliver the bad news strategically and deciding what is the best channel.

Goodwill Messages

Chapter 6 Critical Thinking Blog

The best goodwill messages include what five characteristics?

Selfless-be sure to focus the message solely on the receiver not the sender.

Specific-personalize the message by mentioning specific incidents or characteristics of the receiver.

Sincere-let your words show genuine feelings.

Spontaneous-keep your message fresh and enthusiastic.

Short-try to accomplish your purpose in only a few sentences.

In my workplace, I like to send goodwill messages to my colleagues that are very helpful.  I always include a thank you in all my emails. It feels good to receive goodwill messages. You can always go back and read them when you are having a bad day or keep it for documentation for appraisal time.  Goodwill messages expresses thanks for a gift, thanks for a favor, and extends thanks for hospitality.  Sending goodwill messages shows appreciation.     

Permanent Record

Chapter 5 Critical Thinking Blog

Discuss the ramifications of the following statement: Once a memo or any other document leaves your hands, you have essentially published it.

“Don’t send anything you wouldn’t want published.” Emails are just like telephone calls or in person conversation. Email creates a permanent record that does not go away even when deleted. Every message is a corporate communication that can be used against you or your employer. Don’t write anything that you wouldn’t want your boss, your family, or a judge to read. (110)

We communicate through email 90% of the time for documentation purposes.  Any type of request requires an email for documentation of request and approval. We don’t have a clock in system so we require lots of documentation supporting our work day. We use emails to clock in and out, leave requests, following up, approval letters, sending memorandums, inquiries, and conversation in the workplace. It is important to proofread what you send because once it is sent, it is in the reader’s hands and it is a permanent record.

Deadline

Chapter 4 Critical Thinking

Your deadline is due, but your document needs proofreading. Should you spend the time necessary to proofread and miss the deadline?

I would ask my supervisor if I could extend the deadline to proofread the document. It’s very important to proofread documents before submission. I’m sure the employer wouldn’t want the document with errors and would probably proofread it also. I would spend the time necessary proofreading the document. I would also submit it to my supervisor and ask them to take a second look and ask them for their input for the document. I wouldn’t want to miss the deadline but I also wouldn’t want to submit a document with errors so I would probably ask my supervisor for an input or ideas for the document.

Short and Simple

Chapter 3 Critical Thinking

Why are short sentences and short paragraphs appropriate for business communication?

In business communication, we communicate through email, business letters, text messages, and verbal communication. People prefer short concise sentences and short paragraphs that state clearly what the main points are.
Where I work, we communicate through email 90% of the time. I have lots of email correspondence and would like to get through to every email. I like to read direct and to the point responses that answer my questions. Some of my coworkers like to compose long, detailed, and wordy emails. Some of my other coworkers don't answer the question I'm asking or give me a different answer. People are busy replying to other colleagues and would like to get through to everyone.
Short, direct, concise sentences and short paragraphs are appropriate and preferred in business communications over long wordy emails. You can state your point in less than 3 sentences instead of long detailed paragraphs.

Short and Direct Messages

Chapter 2 Blog-Critical Thinking pg. 45

Why do you think employers prefer messages that are not written like high school and college essays?

Time is money. I think employers prefer short and direct messages that state a clear message instead of a long essay.  You can state your message in just a few sentences that is clear and concise rather than explaining everything in detail and getting to the point at the end of the essay.  Employers don’t have the time to sit through long messages/emails just to get to the point at the very end of a long message. In my work place, we communicate mostly through emails constantly and need to respond to emails promptly. I usually read through emails and search for the main points and reply answering the questions. I don’t have the time to compose long emails. We work in a fast pace work and we are expected to keep up through quick correspondence that is clear and to the point.  

Blog 2-Importance of Developing Good Communication Skills

Question: Why is it important for business and professional students to develop good communication skills, and why are writing skills especially essential?

Good written and oral communication skills are essential in being successful in the business and professional environment.  Today’s job market is ever changing and very challenging. If you want to advance in your career, land the job you’ve been dreaming about, and succeed in the business/professional world, good communication skills are important.  In order to be a good communicator, we must understand the process of communication-listening, nonverbal communication, and culture.  We send messages through letters, emails, instant messages, text messages, memos, verbally, and body language.  We receive and decode messages from what we hear, read, and observe.  It is important to understand the message by providing feedback by asking questions for clarification. Understanding the barriers to effective listening is also essential so we can become better listeners. Listening is part of good communication skills.

Business and professional writing skills are essentially important for stating the purpose (problem solving and/or expression information), being persuasive in writing by presenting ideas clearly, and targeting the appropriate audience. 

Hard Work is Rewarding

My major is in Administrative Assisting.  I am taking this course to satisfy the requirement for the associate’s degree and to improve my written, oral and communication skills in the business work environment.  I am a hard working student and employee.  I am back at Skyline College as an adult and notice the difference going to school from when first attended Skyline College at 18 years old.  Back then I was undecided and indecisive of a major at that time.  Now, at almost 28 with more responsibilities, school is taking more seriously.  I also noticed the privileges and more resources are available to students.  Everything now is done electronically.  We have student email accounts, smartphones, updated state of the art classrooms, electronic books, and many more.  I am also a hardworking employee.  I have been a temporary employee at my workplace for almost 2 years now.  I started as an office temp scanning and filing paper files.  I am now an administrative assistant doing admin reviews for protocols.  I was recently sent to a conference to enhance my knowledge, skills, and abilities.  Hard work can be measured through personal developmental growth.  What I like about this course is what I will learn in school can be directly applied to work.