Cracking the Code: Successful Strategies for Business Writing
Edition: 3
Copyright: 2022
Pages: 238
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For early-career professionals, your first contact with prospective employers or customers is usually through your writing. Email introductions, cover letters, and everyday correspondence play a large and important role in your professional success. Cracking the Code: Successful Strategies for Business Writing introduces you to the best practices for workplace messaging.
To successfully navigate the modern workplace, a solid foundation of written communication rules and standards is vital. You may think that sending an email or writing a report is something you do without planning, but learning the specific conventions and executing proven strategies will make your writing – and you – stand out.
Cracking the Code: Successful Strategies for Business Writing provides you with a blueprint for effective written deliverables that many workplaces require. Understanding your audience, determining an approach, and editing your work is made easy with this cleanly organized and clearly articulated textbook. Not only is each approach and type of document described in detail, examples are given so that you can see and understand what a polished finished product should look like. A strong grammar section refreshes rules you may have forgotten, and ample practice sections allow you to test your skills and learn where you need to brush up.
The book builds from beginning to end, introducing you to new skills and polishing others you may not have been called upon to use for a while. By the book’s end, you will know what types of documents business people routinely write in a day, and you will understand how to determine what your audience needs and deliver it in a cogent, succinct, and correct manner. Your editing skills will be top-notch, and you won’t fear mistakes that might undermine your professional reputation. In short, you will be confident in your ability to deliver what your boss needs!
The author team are accomplished Business Communication professionals with extensive experience in university teaching. This diverse group brings a wide range of industry experience and professional training to both the classroom and the written page. With close to 100 years of combined teaching experience, the team is highly skilled in training personnel at all career stages to succeed in their professional communication development. Their professional backgrounds range from working in the corporate world (film, publishing, consulting, and corporate communication) to the non-profit sector (with focuses on English as a Second Language, social justice, social services, and government agencies).
Preface
UNIT 1: COMMUNICATION FOUNDATIONS
Chapter 1: Strategic Business Communication and Standards for Success
Strategy Starts with Your Audience
Reaching Your Audience
Establishing the Purpose of Your Communication
Determining Your Strategic Approach
Skills to Succeed in the Business World
Business Communication Standards
Critical Thinking
Logic and Reasoning
Structural Coherence
Information Design
Error Interference
Application in the Workplace
Unit 1 References
UNIT 2: PROFESSIONAL WRITING
Chapter 2-1: Planning Your Message
Preparing to Write
You Are What You Write
Employer Expectations
Business Writing Is Different
How to Begin
Analyzing Your Audience
Identifying and Analyzing Your Audience
Defining Your Purpose
Setting the Right Tone
Chapter 2-2: Informative Messages
Overview
Prewriting
Structure
Common Organizational Patterns for Informative Messages
Introductions
Conclusions
Body
Chapter 2-3: Communicating to Persuade
Identifying Types of Persuasive Messages
Understanding Audience Responses to Persuasive Appeals
Receptive Audiences
Resistant Audiences
Matching Approach to Potential Audience Response
Using a Direct Persuasive Approach
Direct Persuasive Introduction
Direct Persuasive Body
Direct Persuasive Conclusions
Direct Persuasive Examples
Using an Indirect Persuasive Approach
Introduction
Alignment and Attention
Body
Interest and Information
Direct Benefits and Deflection
Conclusion
Action
Tailoring Your Tone For Persuasive Messages
Avoid Implied Entitlement
Respect Readers’ Autonomy
Maintain an Objective Tone
Make the Ask
Chapter 2-4: Delivering Negative News
Conveying an Unwelcome Message
Types of Bad News Messages
Understanding Audience Reaction to Bad News
Identifying Resistant Audiences
The Two Most Common Responses to a Threat are Fight or Flight
Writing the Bad News Message
Direct Approach: Delivering Negative News
Introduction
Body
Conclusion
Sample Direct Bad News Message
Indirect Approach: Delivering Negative News
Introduction
Body
Conclusion
Sample Scenario and Indirect Bad News Message
Sample Scenario and Indirect Bad News Message
Tone—Indifference or Empathy; What Do Your Words Convey?
So, What Do You (the Writer) Have to Gain?
Chapter 2-5: Reports
Common Purposes of Business Reports
Reporting Findings
Drawing Conclusions
Making Recommendations
Informal & Formal Reports
Informal Reports
Informal Report Sample Document: Research Summary
Informal Report Sample Document: Strategy Summary
Transmittal Messages
Formal Reports
Under Armour Final Communication Plan
Chapter 2-6: Correspondence Messages
Correspondence Messages
Composing Business Correspondence
Thank You Messages
Meeting Invitation
Chapter 2-7: Document Design
Maximum Effectiveness, Minimum Effort
Margins
Paragraphs
Words
Not Words
All Right, Break it Up
Section Headings/Subheadings
Bullets and Outline Lists
Unit 2 References
UNIT 3: GRAMMAR
Chapter 3-1: Understanding Grammar
A Word about Consision
Grammar
The Basics: Nouns and Verbs
Principle #1: Use Active Verbs
Principle #2: Use Concrete Nouns
Principle #3 Avoid There is/There are & It is/It was
Principle #4: Avoid Why/How, The Reason For, Due to the Fact That
Principle #5: Watch out for Misplaced and Dangling Modifiers
Principle #6: Keep Structures Parallel
Chapter 3-2: Understanding Punctuation
Punctuation
Credibility Errors
Sentence Structure
Four Ways of Combining Sentences
Way #1: Use Simple Sentences
Way #2: Commas after Introductory Phrases and Clauses
Way #3: Use Coordinaating Conjunctions and Commas in Compound Sentences
Choosing Compound or Complex Sentence Structures
Way #4: Using Semicolons; Comma’s Snobby Cousin
Colons: The Real Story
Putting It All Together
Chapter 3-3: Sample Messages
Email
Letter
Memo
Industry Report
Direct Informational Memos with APA Citations
Annotated Bibliography
Unit 4 References
UNIT 4: CASE STUDIES
Chapter 4-1: Spotify Case Study
Songs or Censorship
History of Controversies
Rumble with Apple
The Joe Rogan EXPERIEINCE
Stock Market Repercussions
Spotify Responds
Apple Music goes in for the kill (or at least a tweet)
Greed, Free Speech, or the Free Market
Practice Assignments Context
Practice Assignments
Chapter 4-2: Zoom Case Study
All I Wanna Do is Zoom Zoom Zoom!
Bombs Away! Security Concerns
Zing! Pow! Watch out Zoom
What’s Next?
Practice Assignments Context
Practice Assignments
Chapter 4-3: Volvo Case Study
Introduction
Background on Climate Change and Transportation
Public Outcry
Industry Response
Advertising
Practice Assignments Context
Practice Assignments
Chapter 4-4: Iowa Caucus Case Study
Iowa Caucus Calamity
What Happened?
Disappearing Shadow?
Integrity of Technology Questioned
Conclusion
Practice Assignments Context
Practice Assignments
Chapter 4-5: NRA Case Study
National Rifle Association – Out of Ammunition
A Series of Misfires
New Sheriffs in Town?
The Ultimate Showdown
Practice Assignments Context
Practice Assignments
Unit 4 Appendix: Sample Practice Messages
Spotify Practice Messages
Direct Bad News Sample Answer
Spotify Indirect Bad News Sample Answer
Spotify Indirect Persuasive Sample Answer
Zoom Practice Messages
Zoom Direct Bad News Message Sample Answer
Zoom Indirect Bad News Sample Answer
Zoom Direct Persuasive Sample Answer
Volvo Practice Messages
Volvo Direct Bad News Sample Answer
Volvo Indirect Persuasive Sample Answer
Volvo Informational Summary Report Sample Answer
Iowa Practice Messages
Iowa Direct Persuasive Sample Answer
Iowa Indirect Bad News Sample Answer
Iowa Introduction and Conclusion Sample Answer
NRA Practice Messages
NRA Direct Persuasive Sample Answer
NRA Indirect Bad Sample Answer
NRA Informational Summary Report Sample Answer
Cherilyn Boyer specializes in teaching Business Communication, Intercultural Competency, and English as a Second Language. She has taught at the University of Arizona since 1989, serving international and domestic students at both the graduate and undergraduate levels. She has presented on teaching methodology at conferences in both the U.S. and five foreign countries.
Cheryl Brodersen is a long-time college lecturer with an M.A. in Linguistics, and is a doctoral candidate in Higher Education. Her academic interests include grammar, pedagogy, writing instruction, learning disabilities, and collaborative learning. Through extensive experiences teaching abroad, she is an expert in English as a Second Language and English as a Foreign Language pedagogy.
Mikel Chertudi has a strong foundation in start-up business development, international business, cross-cultural communication, and strategic marketing. He draws from this experience to help students achieve their goals and succeed in the workplace.
Caitlin Hills has worked in Washington, D.C. for fifteen years as an advisor to a U.S. Senator and legislative director for several non-profit organizations. She has been an instructor of effective communication at the University of Arizona since 2015.
Michael Mandel spent much of his career in nonprofit senior-level communication and management positions. Since 2005, Mr. Mandel has also been the principle of Mandel Management Solutions, specializing in communication and management strategies for nonprofits and small businesses. Armed with an MBA, he jumped to academia in 2013, focusing on the practical applications of management and communication concepts. His pedagogy includes national conferences and trainings, domestic and international undergraduate classes, and MBA courses. He served as executive editor for this text.
Kim Marchesseault brings a wealth of experience from both the public and private sectors. An award winning teacher, Kim’s training and focus are on experiential learning in the classroom, preparing students for the professional world by guiding them through live consulting projects. Kim is committed to hands on learning and positive community impact.
Marisa Michaels is a communication specialist and serves as the Associate Director of the Business Communications Program at the Eller College of Management. Marisa has over 15 years of consulting and teaching experience. Prior to joining the University of Arizona, she served an Adjunct Professor of Communication Studies at University of San Francisco, and Partner in The Tangerine Group, a boutique consulting firm serving the San Francisco Bay Area. Marisa holds a B.A. and Ed.D. in Communication and Organization from the University of San Francisco and an M.A. in Communication from San Francisco State University.
Diza Sauers is the Director of the Business Communication Program at Eller College of Management. As a Professor of Practice, she oversees the core design and delivery of communication curriculum for all platforms the college offers: Executive Education, MBA, Undergraduate, and Online. The recipient of multiple teaching awards and research grants, Diza is also a published author in a variety of disciplines.
For early-career professionals, your first contact with prospective employers or customers is usually through your writing. Email introductions, cover letters, and everyday correspondence play a large and important role in your professional success. Cracking the Code: Successful Strategies for Business Writing introduces you to the best practices for workplace messaging.
To successfully navigate the modern workplace, a solid foundation of written communication rules and standards is vital. You may think that sending an email or writing a report is something you do without planning, but learning the specific conventions and executing proven strategies will make your writing – and you – stand out.
Cracking the Code: Successful Strategies for Business Writing provides you with a blueprint for effective written deliverables that many workplaces require. Understanding your audience, determining an approach, and editing your work is made easy with this cleanly organized and clearly articulated textbook. Not only is each approach and type of document described in detail, examples are given so that you can see and understand what a polished finished product should look like. A strong grammar section refreshes rules you may have forgotten, and ample practice sections allow you to test your skills and learn where you need to brush up.
The book builds from beginning to end, introducing you to new skills and polishing others you may not have been called upon to use for a while. By the book’s end, you will know what types of documents business people routinely write in a day, and you will understand how to determine what your audience needs and deliver it in a cogent, succinct, and correct manner. Your editing skills will be top-notch, and you won’t fear mistakes that might undermine your professional reputation. In short, you will be confident in your ability to deliver what your boss needs!
The author team are accomplished Business Communication professionals with extensive experience in university teaching. This diverse group brings a wide range of industry experience and professional training to both the classroom and the written page. With close to 100 years of combined teaching experience, the team is highly skilled in training personnel at all career stages to succeed in their professional communication development. Their professional backgrounds range from working in the corporate world (film, publishing, consulting, and corporate communication) to the non-profit sector (with focuses on English as a Second Language, social justice, social services, and government agencies).
Preface
UNIT 1: COMMUNICATION FOUNDATIONS
Chapter 1: Strategic Business Communication and Standards for Success
Strategy Starts with Your Audience
Reaching Your Audience
Establishing the Purpose of Your Communication
Determining Your Strategic Approach
Skills to Succeed in the Business World
Business Communication Standards
Critical Thinking
Logic and Reasoning
Structural Coherence
Information Design
Error Interference
Application in the Workplace
Unit 1 References
UNIT 2: PROFESSIONAL WRITING
Chapter 2-1: Planning Your Message
Preparing to Write
You Are What You Write
Employer Expectations
Business Writing Is Different
How to Begin
Analyzing Your Audience
Identifying and Analyzing Your Audience
Defining Your Purpose
Setting the Right Tone
Chapter 2-2: Informative Messages
Overview
Prewriting
Structure
Common Organizational Patterns for Informative Messages
Introductions
Conclusions
Body
Chapter 2-3: Communicating to Persuade
Identifying Types of Persuasive Messages
Understanding Audience Responses to Persuasive Appeals
Receptive Audiences
Resistant Audiences
Matching Approach to Potential Audience Response
Using a Direct Persuasive Approach
Direct Persuasive Introduction
Direct Persuasive Body
Direct Persuasive Conclusions
Direct Persuasive Examples
Using an Indirect Persuasive Approach
Introduction
Alignment and Attention
Body
Interest and Information
Direct Benefits and Deflection
Conclusion
Action
Tailoring Your Tone For Persuasive Messages
Avoid Implied Entitlement
Respect Readers’ Autonomy
Maintain an Objective Tone
Make the Ask
Chapter 2-4: Delivering Negative News
Conveying an Unwelcome Message
Types of Bad News Messages
Understanding Audience Reaction to Bad News
Identifying Resistant Audiences
The Two Most Common Responses to a Threat are Fight or Flight
Writing the Bad News Message
Direct Approach: Delivering Negative News
Introduction
Body
Conclusion
Sample Direct Bad News Message
Indirect Approach: Delivering Negative News
Introduction
Body
Conclusion
Sample Scenario and Indirect Bad News Message
Sample Scenario and Indirect Bad News Message
Tone—Indifference or Empathy; What Do Your Words Convey?
So, What Do You (the Writer) Have to Gain?
Chapter 2-5: Reports
Common Purposes of Business Reports
Reporting Findings
Drawing Conclusions
Making Recommendations
Informal & Formal Reports
Informal Reports
Informal Report Sample Document: Research Summary
Informal Report Sample Document: Strategy Summary
Transmittal Messages
Formal Reports
Under Armour Final Communication Plan
Chapter 2-6: Correspondence Messages
Correspondence Messages
Composing Business Correspondence
Thank You Messages
Meeting Invitation
Chapter 2-7: Document Design
Maximum Effectiveness, Minimum Effort
Margins
Paragraphs
Words
Not Words
All Right, Break it Up
Section Headings/Subheadings
Bullets and Outline Lists
Unit 2 References
UNIT 3: GRAMMAR
Chapter 3-1: Understanding Grammar
A Word about Consision
Grammar
The Basics: Nouns and Verbs
Principle #1: Use Active Verbs
Principle #2: Use Concrete Nouns
Principle #3 Avoid There is/There are & It is/It was
Principle #4: Avoid Why/How, The Reason For, Due to the Fact That
Principle #5: Watch out for Misplaced and Dangling Modifiers
Principle #6: Keep Structures Parallel
Chapter 3-2: Understanding Punctuation
Punctuation
Credibility Errors
Sentence Structure
Four Ways of Combining Sentences
Way #1: Use Simple Sentences
Way #2: Commas after Introductory Phrases and Clauses
Way #3: Use Coordinaating Conjunctions and Commas in Compound Sentences
Choosing Compound or Complex Sentence Structures
Way #4: Using Semicolons; Comma’s Snobby Cousin
Colons: The Real Story
Putting It All Together
Chapter 3-3: Sample Messages
Email
Letter
Memo
Industry Report
Direct Informational Memos with APA Citations
Annotated Bibliography
Unit 4 References
UNIT 4: CASE STUDIES
Chapter 4-1: Spotify Case Study
Songs or Censorship
History of Controversies
Rumble with Apple
The Joe Rogan EXPERIEINCE
Stock Market Repercussions
Spotify Responds
Apple Music goes in for the kill (or at least a tweet)
Greed, Free Speech, or the Free Market
Practice Assignments Context
Practice Assignments
Chapter 4-2: Zoom Case Study
All I Wanna Do is Zoom Zoom Zoom!
Bombs Away! Security Concerns
Zing! Pow! Watch out Zoom
What’s Next?
Practice Assignments Context
Practice Assignments
Chapter 4-3: Volvo Case Study
Introduction
Background on Climate Change and Transportation
Public Outcry
Industry Response
Advertising
Practice Assignments Context
Practice Assignments
Chapter 4-4: Iowa Caucus Case Study
Iowa Caucus Calamity
What Happened?
Disappearing Shadow?
Integrity of Technology Questioned
Conclusion
Practice Assignments Context
Practice Assignments
Chapter 4-5: NRA Case Study
National Rifle Association – Out of Ammunition
A Series of Misfires
New Sheriffs in Town?
The Ultimate Showdown
Practice Assignments Context
Practice Assignments
Unit 4 Appendix: Sample Practice Messages
Spotify Practice Messages
Direct Bad News Sample Answer
Spotify Indirect Bad News Sample Answer
Spotify Indirect Persuasive Sample Answer
Zoom Practice Messages
Zoom Direct Bad News Message Sample Answer
Zoom Indirect Bad News Sample Answer
Zoom Direct Persuasive Sample Answer
Volvo Practice Messages
Volvo Direct Bad News Sample Answer
Volvo Indirect Persuasive Sample Answer
Volvo Informational Summary Report Sample Answer
Iowa Practice Messages
Iowa Direct Persuasive Sample Answer
Iowa Indirect Bad News Sample Answer
Iowa Introduction and Conclusion Sample Answer
NRA Practice Messages
NRA Direct Persuasive Sample Answer
NRA Indirect Bad Sample Answer
NRA Informational Summary Report Sample Answer
Cherilyn Boyer specializes in teaching Business Communication, Intercultural Competency, and English as a Second Language. She has taught at the University of Arizona since 1989, serving international and domestic students at both the graduate and undergraduate levels. She has presented on teaching methodology at conferences in both the U.S. and five foreign countries.
Cheryl Brodersen is a long-time college lecturer with an M.A. in Linguistics, and is a doctoral candidate in Higher Education. Her academic interests include grammar, pedagogy, writing instruction, learning disabilities, and collaborative learning. Through extensive experiences teaching abroad, she is an expert in English as a Second Language and English as a Foreign Language pedagogy.
Mikel Chertudi has a strong foundation in start-up business development, international business, cross-cultural communication, and strategic marketing. He draws from this experience to help students achieve their goals and succeed in the workplace.
Caitlin Hills has worked in Washington, D.C. for fifteen years as an advisor to a U.S. Senator and legislative director for several non-profit organizations. She has been an instructor of effective communication at the University of Arizona since 2015.
Michael Mandel spent much of his career in nonprofit senior-level communication and management positions. Since 2005, Mr. Mandel has also been the principle of Mandel Management Solutions, specializing in communication and management strategies for nonprofits and small businesses. Armed with an MBA, he jumped to academia in 2013, focusing on the practical applications of management and communication concepts. His pedagogy includes national conferences and trainings, domestic and international undergraduate classes, and MBA courses. He served as executive editor for this text.
Kim Marchesseault brings a wealth of experience from both the public and private sectors. An award winning teacher, Kim’s training and focus are on experiential learning in the classroom, preparing students for the professional world by guiding them through live consulting projects. Kim is committed to hands on learning and positive community impact.
Marisa Michaels is a communication specialist and serves as the Associate Director of the Business Communications Program at the Eller College of Management. Marisa has over 15 years of consulting and teaching experience. Prior to joining the University of Arizona, she served an Adjunct Professor of Communication Studies at University of San Francisco, and Partner in The Tangerine Group, a boutique consulting firm serving the San Francisco Bay Area. Marisa holds a B.A. and Ed.D. in Communication and Organization from the University of San Francisco and an M.A. in Communication from San Francisco State University.
Diza Sauers is the Director of the Business Communication Program at Eller College of Management. As a Professor of Practice, she oversees the core design and delivery of communication curriculum for all platforms the college offers: Executive Education, MBA, Undergraduate, and Online. The recipient of multiple teaching awards and research grants, Diza is also a published author in a variety of disciplines.