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BCOM 2050 - Chapter 9 Flashcards | StudBud
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BCOM 2050 - Chapter 9
BCOM 2050 - Chapter 9
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Writing Negative Messages
Flashcards
40 cards
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Practice quiz
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Questions
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Answers
1
In a negative message, the explanation section should
clearly indicate the bad news
establish common ground with the reader
distract readers with current events
lead readers to your conclusion before you state it
2
When preparing to respond to negative messages, it is important to consider
how to combat the negative information
who the audience is
the source, tone, and content
legal ramifications of the comment
3
One way to be tactful when giving your reasons for bad news is to
explain why the decision is good for you and your company
focus on facts and imply the bad news.
apologize for having to be the bearer of bad news
explain how hard the decision was to make
4
Employees who observe illegal or unethical behavior in the workplace may resort to ________
whistleblowing
calling the game
stacking the deck
blackmail
5
One important goal of a buffer is to
shift the blame to the reader or a third party
delay stating the bad news
establish common ground with your reader
make your reader wonder what the message is about
6
If you deliver bad news, determine ________ to help you choose the direct or indirect approach.
how much you care about the audience
your writing style preferences
how much time is available to develop a message
how important the news is to the reader
7
When composing negative messages, don't use language that
avoids an accusing tone
conveys respect
protects your reader's pride
pinpoints the reader's shortcomings
8
To avoid awkward situations, it's best to deliver bad news in writing whenever possible
False
True
9
According to the indirect approach for delivering bad news, you should place the negative news
at the very end
immediately after the reasons
immediately before the reasons
immediately after the buffer
10
Performance reviews in the workplace are designed to
give employees negative feedback on their performance
limit job requirements
promote personal action plans for improving performance
offer incentives and salary increases
11
When you deliver negative messages, you
should not worry about tone
should always begin with a buffer
should not include reasons for the decision or information
should use language that conveys respect
12
When rejecting a request because of company policy, you should
admit that the policy is unfair, but you have to follow it
simply cite the policy as the reason for your decision
explain violating the policy will get you in serious trouble
explain it so they can better understand the requirements
13
If you choose to apologize in a negative message, you should
always demonstrate sincerity, but never accept blame
be sincere and make it a true apology
imply that not all of the blame lies with you or the company
always urge the reader to avoid legal action
14
Social media and other communication technologies have created a major new challenge:
communicating up and down the corporate supply chain
responding to online rumors and attacks on reputation
competing in the global marketplace
researching and developing new products and services
15
If the stakes are high for you or your receiver, use a(n) _____ to deliver negative information
persuasive approach
indirect approach
hybrid approach
direct approach
16
A letter rejecting a job applicant should
point out the applicant's shortcomings
always offer an apology
avoid explaining why he or she was not selected
be as personal as possible
17
When rejecting a job applicant, you can soften the blow by
expressing appreciation for his or her application
apologizing for wasting the person's time
praising competitive applicants
implying future consideration
18
In responding to rumors & countering negative information in social media, a company should
not
monitor online conversations
evaluate any negative messages
rely on its reputation to protect it
engage customers early and often
19
One of the primary goals of a negative message is to
gain acceptance for the bad news
rally support for unpopular causes
sell products and services to unwilling customers
empathize with fellow employees
20
As a member of an online social network, the recommendations you write
must include extensive detailed information
become part of your online brand
require little thought or planning
don't affect your online profile
21
When a crisis hits, corporate communicators should
deflect blame to third parties
minimize the amount of information given to the public
get top management involved immediately
go into lockdown mode when asked questions
22
When the audience is aware of the possibility of negative news, the writer should
consider emotional involvement of the reader to the message
thank the audience for their understanding
use an indirect approach
encourage audience response to questions they may have
23
When announcing the bad news up front, you can open with a ________ to establish common ground.
a humorous anecdote
buffer statement
series of facts and figures
a heartwarming story
24
Consider the following statements. Which one of them is phrased in a negative way?
Your payment is late
Your copier will be repaired next week
Please clarify your request
Please verify the enclosed statement provide a correct copy
25
Use the ________ when you deliver bad news, and the audience has an emotional investment.
indirect approach
persuasive approach
direct approach
blended approach
26
During the process of composing a negative message, you should try to
gain the reader's acceptance of the bad news
surprise the audience with the bad news
choose a buffer that will distract your reader
avoid stating the bad news
27
The buffer of a negative message
is a form of apology
implicitly says no
should be neutral and noncontroversial
should be very vague about the subject
28
To avoid being accused of defamation is to stick to the facts when communicating with customers
True
False
29
An advantage for a direct approach in communicating bad news is that it keeps the message short
False
True
30
Using the direct approach for negative messages
is rude and unprofessional
makes a shorter message possible
requires more time for your audience to understand
means you end with a statement of your main idea
31
When bad news appears to be a logical outcome of reasons that precede it, they tend to accept it
True
False
32
Proactive companies use social media to engage with their stakeholders as a long-term strategy.
False
True
33
Negative messages about business transactions are designed to
confirm the customer's expectations
let audience know which of your employees caused the problem
show whatever has happened, your company is not at fault
explain how you plan to resolve the situation
34
In most cases, withholding or delaying negative information in the workplace
can help your audience accept it
may be unethical or illegal
will increase your credibility
will allow the situation to resolve itself
35
If you ________, you can close a negative message in a positive way.
suggest alternative actions
pretend the bad news didn't happen
repeat the bad news
invite future correspondence
36
Do all of the following except ________ if you must refuse a claim.
suggest alternative action
show that you understand the claim
argue heatedly for your point of view
explain your refusal
37
To avoid being accused of defamation, you should
refuse to communicate with unhappy clients
avoid any kind of behavior that could be considered abusive
use hedge words such as "company policy" and "appears"
frequently refer to company policy
38
To avoid a negative surprise during a performance evaluation, managers should
let the employee know ahead of time the review is coming
allow peers to provide input on the performance review
provide regular feedback and coaching throughout the year
keep a list of examples of poor performance
39
When terminating an employee,
focus on problem resolution
make sure reasons are objectively verifiable
emphasize judgmental language
avoid confrontation by withholding negative feedback
40
When making negative announcements about routine business matters,
the indirect approach is best in most cases
it is best to combine the direct and indirect approaches
using a buffer is not acceptable
the direct approach is generally best