what are the 3 fundamental components of communication?:
-writer
-message
*audience
what is the problem with report writers often?
-writer
-message
*they often ignore their readers b/c they are preoccupied w/ thier own problems & w/ the subject matter of the communication
=
poorly designed, ineffective report
inexperienced report writer fails to design report effectively
b/c
he makes several false assumptions about the situation
ASSoutUandME
the reporter writer should realize that:
1. it is false to assume that the person addressed is the audience.
2. it is false to assume that the audience is a group of specialists in the field.
what are these assumptions indicating about a writer?
- his lack of awareness of the nature of his report audience
3. it is false to assume the report has a finite period of use.
4. it is false to assume that the author and the audience always will be available for reference.
5. it is false to assume that the audience is familiar with the assignment.
what are these assumptions indicating about a writer?
- his lack of appreciation of the dynamic nature of the system
6. it is false to assume that the audience has been involved in daily discussions of the material.
7. it is false to assume that the audience awaits the report.
8. it is false to assume that the audience has time to read the report.
what are these assumptions indicating about a writer?
- his lack of consideration of the demands of day-by-day job activity
example on page 170
what false assumptions did the student make during her internship with auto company?
what is the value of a report?
-the extent to which it is useful to an organization
Dynamic situation of the report:
-used often someone other than who requests it
-may respond to a variety of needs within the organization
-diverse audience w/ different understandings of the report
-often used over a period of time
- there is constant change in an organization and so the report should be designed for a dynamic situation.
how school writing can contribute to the problem:
- in school we only write for the one grader (usually the profess0r)
so... we learn to write for this audience of one (who knows more then us and hase no instrumental interest in what the report contains)
transition into the work place...
- it is easier to write a report for your own supervisor (no matter who uses it)
Audience components and Problems they pose:
to write a a report-
1st) understand how your audience poses a problem
2nd) analyze your audience in order to be able to design a report with optimum solution
*you must realize who your audiences are as related to the purpose and content of your report.
who is the ''who"?
"who" involves: - the specific operational function of the persons reading the report
- educational and business backgrounds
3 types of audiences along communication paths:
-horizontal
-vertical
-external
ex. figure 1, pg 173 - give an example of each.
-important to realize which path your report will travel
-important reports usually have complex audiences
- vertical, horizontal, and external
horizontal problems:
ex) systems engineer & naval architect
different understandings due to different technical understanding from different education and training
*also will have different concerns: budget, production, or contract obligations
verticle problems:
complexity: differences are magnified, horizontal reports have horizonatl audience components als.
external users:
differenting features especially involving need and value
- external audience juges an entire organization on the basis of the writer's report.
ex) annual reports
globalization and the reduction of communication barriers through satellite and fiber obtic cables have extended most corporations and organizations communication paths across the globe ex outsourcing
which can lead to many problems
A Method for Systematic Audience Analysis
Problems with:
the horizontal, vertical, and external concept of organization (is not helpful)
1st, the writer does not view from the outside tht tootal communication system modeled bye the company organization chart. He is w/in the system, so the view is always relative.
2nd, the conventional outsider's view does not yield sufficiently detailed information about the report audiences
3rd, the outsider's view does not haelp much to clarify athe specific routes of communication, as determined by audience needs, which an indivudual report will follow.
Solution:
prepare an egocentric organization chart to identify indvidual report readers, characterizing these readres, and classifying them to establish priorities
*this system should yield the information the writer must have to design a report effectively
Difference b/w egocentric organization chart and convential organization chart
1st) Egocenter - identifies specific individuals rather than complex organizational units.
2nd) - categorizes people in terms of theri proximity to the report writer rather than in terms of their hierarchial relationship to the report wrtier. - readers are not identified as organizationally superior, inferior, or equal to the writer but rather as near or distant from the writer.
pg 177
four degrees of distance-->
-Audiences in own group, (those who the writer associates w/ daily such as in the same project group)
-Audienes in close proximity to your group, (those in other offices with normal contact and interaction)
-Audiences elsewhere in the organization, (some distance but still in the same organization such as distant mgt, public relation, sales, legal department, production, purchasing)
-Audiences outside the organization. (may work for the same company but in another city/division)
*ex) pg 178 Chemical Engineer
you can see the difference in the operational converns b/w levels
2nd Step of audience analysis:
- systematic characterization of each person identified in the egocentric organization chart.
how?
in terms of operational, objective, & personal characteristics
operational--> Identify operational charactersitics for a person affected by your report
- identify significant differences b/w roles
- professional vlaues
- time, concern, and attitudes - these will effect the reactions to your report
objective characteriistics--> specific relevant background data about the person
personal characteristics--> note personal names, age, and characteristics that could impact your report
Classify Audiences in Terms of how They Will Use Your Report pg 181
-primary audiences - who make diecions or act on the basis of the information a report contains.
-secondary auidences - who are affected by the decisions and actions
-immediate audiences - who route the report or transmit the information it contains.
What to Report - Dodge
Engineering reports- define all the problems, set forth the objectives, give the reasons for doing the work, then follow with conclusions and end with the recommendations*The writer of a report for management should write at a technical level suitable for a reader whose educational and experience background is in a field different from his ownManagement Responsibilities1) Define the project and required reports2) Provide proper perspective for the project and the required reporting3) See that effective reports are submitted on time4) See that the reports are properly distributed*4 step conference method: beginning, completion of investigation, after report is outlined and after the report is written
Christian K. Arnold: The Writing of Abstracts
*most important part of the paper-provides the specialist in the field with enough info about the report to permit him to decide whether he could read it with profit and it provides the administrator or executive with enough knowledge about what has been done in the study or project and what results to satisfy most of his administrative needs1) your abstract much include enough specific information about the project or study to satisfy most of the administrative needs of a busy executive
2) must be a self-contained unit, a complete report-in-miniature3) must be short4) must be written in fluent, easy-to-read prose5) must be consistent in tone and emphases with the report paper, but it does not need to follow the arrangement, wording, or proportion of the original6) should make the widest possible use of abbreviations and numerals, but it must not conain any tables or illustrations
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Audience is KING!
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