Discuss the techniques you should follow to communicate concisely in a ...

Answer to #1

The following techniques will help you produce concise messages:
a. Eliminate redundancies. A redundancy is a phrase in which one word unnecessarily repeats an idea contained in an accompanying word.
b. Use active voice to reduce the number of words. Passive voice typically adds unnecessary words, such as prepositional phrases.
c. Review the main purpose of your writing, and identify relevant details needed for the receiver to understand and take necessary action. More information is not necessarily better information.
d. Eliminate clichs that are often wordy and not necessary to understand the message. They will only delay the major purpose of the message.
e. Do not restate ideas that are sufficiently implied. Wordy sentences should be made concise, yet the meaning should not be affected.
f. Shorten sentences by using suffixes or prefixes, making changes in word form, or substituting precise words for phrases.
g. Use a compound adjective. By using the compound adjective, you can reduce the number of words required to express your ideas and thus save the reader a little time.

Answer to #2

C

Answer to #3

The grammar and style checker feature of leading word-processing software calculates readability measures to aid you in writing for quick and easy reading and listening. The Fog Index, a popular readability index developed by Robert Gunning, and the Flesch-Kincaid Grade Level calculator available in Microsoft Word consider the length of sentences and the difficulty of words to produce the approximate grade level at which a person must read in order to understand the material. For example, a grade level of 10 indicates a person needs to be able to read at the tenth-grade level to understand the material. Fortunately, you do not have to calculate readability manually, but understanding the manual calculation of the Fog index will illustrate clearly how sentence length and difficulty of words affect readability calculations and guide you in adapting messages.
The value of calculating a readability measure lies in the feedback you gain about average length of sentences and the difficulty of the words. Revise and recalculate the readability index and continue revising until you feel the reading level is appropriate for the intended audience.

The grammar and style feature in word processing programs also locates grammatical errors, including misspellings and common usage errors, such as the use of fragments, run-on sentences, subject-verb disagreement, passive voice, double words, and split infinitives. Because it can only guess at the structure of a sentence and then apply a rigid set of rules, a grammar and style checker, such as a spell checker, must be used cautiously. It is not a reliable substitute for a human editor who has an effective writing style and is familiar with the rules the software displays. Allow the software to flag misspellings and writing errors as you write, accept or reject the suggested changes based on your knowledge of effective writing, and use the readability measures to adjust your writing levels appropriately.

Answer to #4

A

Answer to #5

The following are visual enhancements that draw attention to important information:
a. Enumerations and bullets emphasize units in a series, attract the receiver's attention, and are easy to locate when reviewing a page.
b. Headings direct the receiver from one section of a document to another.
c. Tables and graphs simplify and clarify information and add variety to long sections of dense text.
d. Lines and borders partition a text or cause the receiver to focus on a specific line.
e. Relevant images, such as call-out boxes, arrows, and clip art, highlight information and add appeal.

Answer to #6

D

Answer to #7

Careful writers use coherence techniques to keep receivers from experiencing abrupt changes in thought. Although the word coherence is used sometimes to mean clarity or understandability, it is used to mean cohesion in this context. If writing or speaking is coherent, the sentences stick together; each sentence is in some way linked to the preceding sentences. Avoid abrupt changes in thought, and link each sentence to a preceding sentence.
The following techniques for linking sentences are common:
a. Repeat a word that was used in the preceding sentence.
b. Use a pronoun that represents a noun used in the preceding sentence.
c. Use connecting words.
Just as sentences within a paragraph must link, paragraphs within a document must also link. Unless a writer or speaker is careful, the move from one major topic to the next will seem abrupt. A good transition sentence can bridge the gap between the two topics by summing up the preceding topic and leading a receiver to expect the next topic.

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