Business Communications Section 1: Communicating Culturally

Business Communications Iisection 1 Communicating Culturally

Identify the type of bias in the following statement. We recommend hiring Mr. Ashish Naphray and Miss Julia Penner as our new project managers. Both hold PMP certification and come highly recommended. Ashish can be the chairman for the team meetings and Julia can coordinate the meeting schedule and organize lunch. Type of bias: Rewrite the statement to eliminate the bias.

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The provided statement exhibits gender bias and age bias. Referring to Julia Penner and Ashish Naphray solely by their names and assigning traditional gender roles—such as Ashish acting as chairman and Julia organizing lunch—reinforces stereotypes and indicates bias. Additionally, there is an underlying age bias if assumptions are made based on names or perceived backgrounds, though not explicitly stated here. Rewriting this statement to eliminate bias involves emphasizing their qualifications and roles based on merit, without gender or age stereotypes.

Revised statement: We recommend hiring Mr. Ashish Naphray and Ms. Julia Penner as our new project managers. Both hold PMP certification and come highly recommended based on their experience and skills. Mr. Naphray will lead team meetings, and Ms. Penner will coordinate schedules and organize team activities, ensuring an inclusive and professional environment.

Business Communications II Section 1 Communicating Culturally

Revise the following road sign to improve readability using plain language to ensure clarity, succinctness, and proper conveyance of the intended message.

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Original sign: "Attention Residents: Please be advised that the renovation of the lobby is not behind schedule. By next Monday, we hope to be ready to open the west end of the lobby to limited traffic. The final phase of the renovation will be placing a new marble floor in front of the elevators. This work will not be finished until the end of the month. Insofar as is possible, the crew will attempt to schedule most of the work during the evenings so that normal business is not disrupted. Please exercise caution when moving through the construction area. The floor will be uneven and steps will be at unusual heights. Watch your step to avoid accidentally tripping or falling. We appreciate your cooperation in this matter." (Possible revision below)

Revised sign: Renovation in Progress – Please Watch Your Step! The west end of the lobby will be open next Monday for limited use. The renovation is expected to finish by the end of the month, including a new marble floor in front of the elevators. Most work will be scheduled for evenings to reduce disruption. Please exercise caution in the construction area, as floors may be uneven and steps at unusual heights. Thank you for your patience and cooperation.

Business Communications II Section 3 Composing Negative Business Messages

Draft an email declining the invitation from Michael Pharr on behalf of a college business society to participate in a panel about financial investments, explaining your inability due to other commitments while maintaining professionalism and politeness.

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Subject: Participation Request | Financial Investments Panel

Dear Mr. Pharr,

Thank you for inviting me to participate in your college's financial investments panel. I appreciate the opportunity to engage with students on such an important topic. However, due to prior commitments that I cannot reschedule, I regret that I am unable to accept your invitation at this time.

I wish you a successful event and appreciate your understanding. Please feel free to reach out for future collaborations.

Best regards,

Corrinna BurdekFinancial Advisor

Business Communications II Document Design Guidelines

List the fundamental design guidelines for creating readable documents, including layout, typography, colors, media, and graphics, emphasizing their importance in communicating effectively.

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Effective document design relies on several core principles ensuring clarity, readability, and professional appearance. These include:

  • PURPOSE, AUDIENCE, INFORMATION, BENEFITS, OBJECTIONS, CONTEXT (PAIBOC): Clarifying the document’s intent and tailoring content accordingly.
  • Plain language: Using simple, straightforward language helps avoid misunderstandings.
  • Layout: Employing grid systems such as the Z-pattern guides the reader’s eye efficiently through the content.
  • Typography: Considering font style, size, and alignment; limiting to two fonts prevents clutter.
  • Color: Choosing contrasting colors enhances visibility and directs focus; less is often more.
  • Media: Selecting appropriate formats based on message and audience, such as print or digital.
  • Graphics: Incorporating relevant visuals enhances understanding; placement and style should support the message.

The importance of good design lies in its ability to make messages more accessible and memorable. Poorly designed documents distract or frustrate readers and diminish message impact.

References

  • Downs, C. W., & Shaikh, A. A. (2016). Business communication: Process and product. Pearson.
  • Gerson, S. J., & Gerson, M. (2017). Copy writing and marketing communication. Harper Business.
  • Thill, J. V., & Bovee, C. L. (2018). Business communication today. Pearson.
  • Kotler, P., & Keller, K. L. (2016). Marketing management. Pearson.
  • Seiler, T. (2019). Designing effective business documents. Business Expert Press.
  • Wysocki, A. F., & Coates, J. (2018). The craft of scientific communication. University of Chicago Press.
  • Larson, M., & LaFasto, F. (2013). Teamwork: What must go right/What can go wrong. SAGE Publications.
  • Yin, R. K. (2018). Case study research and applications. SAGE Publications.
  • Reynolds, G. (2012). Presenting: A practical guide. Basic Books.
  • O’Hara, K. (2020). Effective document design. Routledge.

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