ENG201 Lesson 5 Planning Business Messages

LESSON 5: Effective Communication – Defining Objectives-I

1. What are the four general categories of explicit purposes for creating a scientific or technical document?
   Answer: The four categories are to provide information, to give instructions, to persuade the reader, and to enact (or prohibit) something.
2. Define “explicit purpose” in the context of document writing.
   Answer: An explicit purpose is a goal for creating a document that is clearly stated and that both the writer and reader would readily agree upon.
3. What are the three common implicit goals mentioned in the lesson?
   Answer: The three common implicit goals are to establish a relationship, to create trust and establish credibility, and to document actions.
4. Where in a document should the explicit purpose typically be made clear?
   Answer: The explicit purpose should be made clear at the beginning of the document in an abstract, an executive summary, an introduction, or all of these.
5. What is a “statement of objective”?
   Answer: A statement of objective is a formal declaration, often placed at the beginning of a document, that alerts the reader to the document’s specific purpose and importance.
6. According to Guideline I, what is the first step in defining your communication objectives?
   Answer: The first step is to identify the final result you want from your communication.
7. Name one type of document that has the explicit purpose of “providing information.”
   Answer: A literature review or a specifications document has the explicit purpose of providing information.
8. What is the explicit purpose of a document that “enacts” something?
   Answer: The explicit purpose is to bring a rule, agreement, or authorization into effect, as seen in acceptance letters, regulations, patents, or authorization memoranda.
9. Explain the difference between explicit and implicit purposes, providing an example of each.
   Answer: Explicit purposes are stated directly (e.g., “This report provides instructions for operating the machine”). Implicit purposes are unstated but important (e.g., building a positive relationship with the reader through a helpful and courteous tone in those same instructions).
10. Why is it important to consider implicit goals when writing a document?
    Answer: Implicit goals, such as building trust or documenting actions, are crucial for the long-term success of the writer-reader relationship and for creating a permanent, accurate record, even if they are not the primary reason for writing.
11. How can a well-written letter of inquiry achieve an implicit goal?
    Answer: A well-written letter of inquiry can achieve the implicit goal of establishing a positive professional connection that may lead to future correspondence and collaboration.
12. Explain how documenting actions serves as an important implicit purpose in technical communication.
    Answer: Documenting actions creates a permanent record of thoughts, decisions, and procedures, which is crucial for a project’s accuracy, for establishing intellectual-property rights, and for providing a reliable history of events.
13. Why is precision important for creating trust and credibility in technical writing?
    Answer: Precision ensures that information is accurate and qualified appropriately, which justifies the reader’s confidence in the writer’s expertise and honesty, forming the foundation of trust.
14. How does defining the “final result” help a writer?
    Answer: Defining the final result helps the writer remember that writing is an action performed to achieve a specific outcome, which keeps the communication focused and goal-oriented.
15. Describe a situation where the implicit purpose “to document actions” would be critically important.
    Answer: This purpose is critically important when recording experimental procedures and results in a lab notebook, as it establishes a permanent record for verifying findings and securing patent rights.
16. Why might a writer need to identify the person or contract authorizing a document?
    Answer: Identifying the authorization provides context, establishes the document’s legitimacy, and shows the reader that the writer is acting within an official capacity, which can enhance credibility.
17. How do people respond simultaneously when reading, according to the lesson?
    Answer: People respond by thinking (understanding the communication) and feeling (forming an emotional or attitudinal response) at the same time.
18. You are writing a memo to your boss proposing a new software tool. Using Guideline I, what is the “final result” you desire?
    Answer: The final result I desire is for my boss to approve the purchase and implementation of the new software tool for our department.
19. A software engineer, Ali, is asked to write a progress report for the vice presidents. What should be his first step in defining his objectives for this report?
    Answer: His first step should be to identify the final result he wants, which is likely to inform the vice presidents accurately about his progress and to leave them with a confident impression of his work.
20. You are drafting a set of safety procedures. What is the explicit purpose of this document, and what is one potential implicit purpose?
    Answer: The explicit purpose is to give instructions for safe conduct. An implicit purpose is to create trust that the company is credible and cares about employee well-being, or to document that proper procedures were established.
21. Analyze the following statement of objective from a memo: “This memo outlines the new procedure for submitting expense reports.” Is this an effective statement? Why or why not?
    Answer: It is effective because it clearly and concisely states the document’s explicit purpose (to give instructions) at the very beginning, alerting the reader immediately.
22. You need to write a document that will persuade the board to fund a new research project. Which of the four explicit purpose categories does this fall under, and what document type could it be?
    Answer: It falls under the “persuade the reader” category, and the document type could be a proposal or a recommendation report.
23. You are writing a user manual for a new coffee maker. Besides the explicit goal of instructing users, what is one implicit goal you should keep in mind, and how would you achieve it?
    Answer: One implicit goal is to establish a positive relationship with the user. I would achieve this by writing in a friendly, helpful tone and designing the manual to be easy and pleasant to use.
24. A scientist is keeping a detailed lab notebook. What implicit purpose does this serve, and why is it crucial?
    Answer: The implicit purpose is to document actions and observations. This is crucial for ensuring the experiment can be replicated, for verifying results, and for establishing a legal record of discovery for patent purposes.
25. You receive a vague request for information from a colleague. Based on the lesson, what is one question you should ask to better define your objectives before responding?
    Answer: I should ask, “What final result do you want to achieve with this information?” or “How will you use this information?” to understand the underlying need and tailor my response effectively.