Assignment One



Whyeffective business communicator should vary sentence and paragraphlength

Everyeffective business communicator knows that it is important to varysentence and paragraph length. This is linked to various reasons. Tostart with, the majority of readers have a preference on short andaverage length paragraphs or sentences. They are considered as beingeasily readable, understandable while boosting clarity incommunication. Nevertheless, maintaining the entire sentences andparagraphs short may result in idealistic and monotonous message. Insome cases, they may fail to fully communicate what is requiredconsidering that every paragraph elaborates a single key point.

Onthe other hand, keeping all sentences long may result in wordinessand lack of meaning. They are also not easy to understand besidesbeing unattractive to read. Long paragraphs may put away readers whomay perceive the document boring.

Therefore,effective and organized communication is only attained by varyingsentences and paragraphs. It means incorporating both short and longsentences and paragraphs in a piece of writing. This ensures that thefinal work is easy to understand, clear as well as appealing.

Visualenhancements a writer can use to draw attention to importantinformation

Visualenhancements are used to enhance readability of a message. There arevarious visual enhancements which a writer can employ to ensure thatvital information is given more attention. They encompass:

  • Bullets and enumerations give emphasis to units or points in a certain series. Most significantly, they are used to give emphasis to key points. They are simple to find while re-assessing a page. Bullets and enumerations play a major role in attracting readers’ attention.

  • Graphs and tables help in clarifying and simplifying information. In most cases, they are used while communicating quantitative information. Tables and graphs are used when summarizing information thus, increasing understanding among the readers.

  • Headings help the readers differentiate various sections of the document. They also direct the reader from one segment to the other. Most importantly, using headings helps any piece of writing be clear compared to others. In this case, they should be all-inclusive and contain key words.

  • Images highlight important information while adding appeal. They include clip art, arrows as well as symbols.

  • Lines assist in partitioning the message. They also cause the reader to focus on a certain line.

Thevalue of using the reading level feature when word processing adocument

Whileword processing a document, the reading level employs the length ofthe sentence as well as complexity of words to generate the estimatedgrade level required by an individual to comprehend the message. Thefeedback assists the communicator improve the information thus,making it more appealing to the audience. Further revising is alsodone with the aim of revising the message for additional appeal.

Howproofreading can be seen as an ethical responsibility of acommunicator

Inany written material, proofreading is the last and the most importantstep taken by a communicator before considering a document complete.Proofreading is done for various purposes including determiningwhether the document communicates the intended message, estimatingwhether the title signals the purpose of the paper, and paragraphflow among others. This makes sure that the end product is accurate,well-written as well as easily readable.

Mostimportantly, the key aim of proofreading any work is to correcterrors. Errors can result in negative impacts ranging from financialto humiliation. For instance, formatting, punctuation, spelling, wordusage, and content errors can generate a negative outlook regardingthe writer as well as the company he represents. Other errors maylead to inaccurate communication of financial data, resulting in lossof sales as well as legal consequences. Therefore, it is the ethicalresponsibility of a communicator to proofread their work in order toprevent liability both for themselves as well as the firms theyrepresent.


Case1: Email Request to Employees

Thecurrent financial year is coming to an end. In this regard, theaccountant has recommended that the money allocated to capitalequipment in the budget be used as soon as possible. Therefore, inline with our past practice, everybody is requested to compile acomprehensive list outlining their requests for new equipment thatmay not have been considered earlier. Besides, it would beappreciated if the information is provided at the beginning of nextweek. This would allow for immediate processing of orders before theexpiry of the fiscal year. It is anticipated that the departmentalheads will submit a multitude of requests at the same time. There isalso a high probability that requests for equipment will be processedin the order received, meaning that delayed requests may not befunded. By and large, I sincerely appreciate your cooperation in ourefforts to upgrade some of the capital equipment.

Case2: Revising for Visual Enhancements

TO: John Henry, Personnel Director

FROM: LenaRose, Vice President

April 29, 2015


Youwill recall the recent survey we conducted to determine why so manyof our workers leave our firm to take jobs elsewhere. The analysisof the data gathered on employee terminations has been completed. Our investigation resulted in two findings that are particularlynoteworthy. (i) Most workers who leave our firm to work elsewhere donot leave because they believe they are poorly paid. Their primarycomplaint is that they did not have satisfactory workingrelationships with their supervisors while working for us. (ii) Theneed for better communication throughout our work force is clear.

Thesteps that will be taken to meet this important need

  • All supervisors will interview their subordinates once each quarter rather than once each year, as in the past.

  • Besides, seminars in management communication skills will be provided for all supervisors and department heads to help them develop more effective communications techniques. We believe these efforts will open channels of communication among our employees and eliminate most of the frustration revealed by former workers in our recent survey.

  • We have also designated an employee-relations officer to personally deal with worker complaints of a particularly serious nature.

  • Finally, a company newsletter will be published monthly to provide an opportunity for employees to express their views publicly and to improve the flow of information throughout the firm. Appointments to the newsletter staff will be announced shortly.

Needfor the initiatives

Thesechanges will go into effect only July 1st and will be officiallyannounced to all employees the previous week in the first edition ofthe newsletter. We believe these initiatives will be effective inour efforts to improve communications among employees, upgrade workermorale, and reduce the firm’s costly and disruptive employeeturnover problems. We will need your support as well as that ofother first-level officers if the desired results are to be obtainedin this undertaking. Feel free to make suggestions orrecommendations that you believe may be helpful. We are hopeful thatthese changes will be well received by employees at all levels.