Shared Flashcard Set

Details

MCOM
final
100
Management
Undergraduate 3
12/12/2011

Additional Management Flashcards


 

 


 

Cards

Term

four basic management functions

Definition
  1. Planning - be proactive
  2. Organizing - identify roles and responsibilities for each position, provide training
  3. Monitoring - regularly document, review, and monitor performance, resolve performance violations in a timely manner
  4. Leading - provide a supportive environment that fosters growth, productivity, and encouragement
Term

Americans with Disabilities Act

Definition

1990; provides legislation to help anyone who has a “physical or mental impairment that substantially limits one or more major life activities.”

Term
Critical aspects of effective messages
Definition
  1. Subject
  2. occasion
  3. audience
  4. place
Term

Guidelines for writing to people for whom English is a second language

Definition
  • use simple concrete words; avoid abstract words and lengthy words
  • use the active voice, with strong verbs and simple verb tenses
  • use words consistently (avoid synonyms)
  • Avoid slang, puns, abbreviations, and culturally symbolic language
  • Use simple sentence construction
  • be careful with question marks and ampersands that are used differently in different languages
  • keep paragraphs short
  • avoid any symbolisms that mean one thing in one culture and another in another
Term

Successful v. Unsuccessful teams

Definition

successful teams understand the task, outline what they will do, and assign tasks skillfully

Term

Three main ways to write collaboratively

Definition
  • the entire group composes together
  • one person does all the writing, then everyone else critiques
  • assign different parts to different people according to interest, knowledge, ability and time availability
Term

Gantt chart and how is it used

Definition
  • basically a horizontal bar chart that shows projected completion times and actual completion times.
  • can be modified to meet varying project-management needs 
  • simple
Term

How PERT is different from Gantt?

Definition
  • process diagrams and sometimes preferred over Gantt charts for complex projects because they better reveal project sequences, interrelationships, and critical paths
  • PERT charts can show more information
Term

Major reasons for meeting failure

Definition
  • poor planning
  • poor management
  • poor follow-up
Term

3 Major tracks of activity that occur during meetings

Definition
  • Task
  • Procedure
  • Relationship
Term

3 main elements of delegation during a meeting

Definition
decide who will do what and when
Term

Four stages teams progress through

Definition
  • form
  • storm
  • norm
  • perform
Term

the four basic phases of writing

Definition

1. Content: determine the info you want to communicate (5W/2H)

2. Organization: arrange the info into an appropriate order/structure.

3. Writing: compose/revise

4. Design: apply appropriate formatting and visual design

Term

three main purposes of most written messages

Definition

1. inform

2. persuade

3. build relationships of trust: how do I want the audience to feel?; don’t write in anger, you want people to be on your side

Term

Why should you analyze the audience before you begin writing

Definition
  • because most people ask “what’s in it for me?” and knowing what they want out of something helps convince them.
  • knowing who they are and what they’re like, how they feel about the message, and how they feel about you will help
  • helps you know what approach will be suitable for the audience
Term

What is WIFM? Why is it important in writing and speaking to various audiences?

Definition
  • what’s in it for me?
  • cognitive-logical/rational; affective-psychological/emotional; both must be satisfied
Term

What is bottom-up outlining? In what context is it most useful?

Definition
  • Bottom-up=listing details then the main idea
  • useful if the person doesn’t know a lot about the subject, or it’s negative
Term

What is mind mapping? Why might you use it instead of traditional outlining?

Definition
  • big idea in the center shape, smaller ones coming out of it, then out of them
  • allows things to be added in easily, don’t have to fully organize from the get-go; flexibility, random like your mind.
Term

What steps are required to turn a free list into an outline?

Definition

categorize the info & sequence the info

Term

What is involved in the process of classifying?

Definition
  • choose headings - general ideas/categories and put all pertinent ideas under that; then sequence the categories/ideas
Term

Describe the five outline tests

Definition

1. Inclusion: presence; given the title or heading of a module, are all appropriate items included?

2. Exclusion: absence; given the title or heading of a module, are all inappropriate items 

    excluded?

3. Hierarchy: horizontal; are the items in the module hierarchically parallel?

4. Sequence: vertical; are the items in the appropriate sequence?

5. Language: wording; are the items in the module grammatically parallel?

Term

How can you fix an exclusion-test problem (outline test 2)?

Definition

remove irrelevant parts that should not be under a heading

Term

five key ways to analyze and evaluate communication channels

Definition
  • richness
  • convenience
  • speed
  • permanence
  • cost
Term

What are Aristotle’s three rhetorical strategies

Definition
  • logos: logic/numbers
  • pathos: emotional/remember how you felt when you...
  • ethos: ethical/this will benefit everyone in society
Term

Explain positive and negative strategies.

Definition
  • positive: focuses on benefits to be gained; tangible and intangible
  • negative: focuses on what the person might lose; tan/intan
Term

the difference between direct and indirect order

Definition
  • direct order is for good things; tell the basic part first, then the details; to inform; good news/routine messages
  • indirect order is good for if the mind of the reader isn’t prepared for the info; bad news
Term

What are the major differences between informative and persuasive messages

Definition
  • informative: may include info which defines, describes, classifies, explains, discusses, compares, analyzes, evaluates, illustrates, applies, or instructs; go from known to unknown; often organized around one or more of the 5W/2H factors
  • persuasive: generates action; include Aristotle's rhetorical strategies; support arguments with reason/evidence; must address alternative/opposite views and refute them; analysis, evaluation, synthesis (what? so what? now what?); indirect order for difficult persuasion

 

 

Term

What do the letters OABC represent

Definition

opening, agenda, body, closing

used as a pattern for writing/organizing a report/agenda etc.

Term

What are the four types of agendas

Definition
  • Quantify: tell the number of key content units
  • Identify: specify the subject matter that follows
  • Organize: explain the order or arrangement of the following content units
  • Symbolize: create a visual mental image
Term

CLOUD

Definition
  • Coherence: make sure content flows logically; one related idea to the next
  • Length: divide long paragraphs; the longer the less likely people will read it
  • Organization: generally use a direct approach; add summarizing sentences if needed
  • Unity: ensure all sentences refer to the same content introduced in the topic sentence
  • Development: give adequate supporting detail about the topic sentence; develop/support the main point of a paragraph in various ways (explanations, illustration, evaluations, applications)
Term

List three different ways to fully develop the key point in a business message.

Definition
  • explanations: details/logic
  • Illustrations: examples/metaphors/stories
  • Evaluations: qualitative comparisons
Term

What two main writing factors make readability more difficult

Definition
  • long sentences
  • difficult words
Term

What is the difference between findings, conclusions, and recommendations

Definition
  • Conclusion: generalized findings
  • Recommendations: a forward-looking suggestion
  • Findings: what you know, what’s in the body
Term

HATS

Definition
  • Headings
  • art
  • typography
  • spacing
Term

Legend

Definition

explanatory list of the symbols or colors used in a chart

Term

call out

Definition

explanatory text placed beside a graphic, with a line going from the explanatory text to the part of the graphic it is explaining

Term

braced heading

Definition

major headings over secondary headings

Term

five ways to add contrast to a page

Definition

different size, color, placement, number, or direction

Term

Repetition

Definition

type, color, object, shape, arrangement

Term

main purposes of the beginning, middle, and closing paragraphs in an employment cover letter

Definition
  • beginning/opening: explain the purpose for your communication (do an agenda)
  • middle: explain how your education, experience, and attributes qualify you for employment with the company (focus your arguments around your agenda)
  • closing: Ask for an interview (refer them to your enclosed resume and say you’ll call to request an interview time)
Term

3 guidelines to remember when being interviewed for a job.

Definition

1. Do your homework - learn about the company

2. Be prepared and on time

3. Be honest, don’t pretend to be something you’re not!

Term

What is a PAR story? Why are PAR stories so important in interviews?

Definition
  • Problem-Action-Result stories. 
  • highlight your best attributes; make you look better if they ask about a weakness; gives a compelling story to your attributes
Term

What is a behavioral question?

Definition

an open ended question that asks how the person acted in a specific situation. May be framed as a business case or problem to be solved. The ideal answer is a PAR story.

Term
how to arrange a presentation room
Definition
  1. wide with fewer rows
  2. arrange audio-visual stuff so everyone can see you and your visuals
Term
Presentation Types (delivery types)
Definition
  1. memorized
  2. manuscript
  3. extemporaneous
  4. impromptu
Term
5 steps in Monroe's motivated sequence
Definition
  1. Attention
  2. Need
  3. Satisfaction
  4. Visualization
  5. Action
  6. Attention, I need satisfaction, please visualize this action
Term
Rank's Persuasion Model
Definition
  1. Intensifying (emphasizing)
  2. Downplaying
Term
Gaber's 4 factors that affect a person's persuasive ability
Definition
  1. Audience must be open to persuasion
  2. presenter must have relevant information
  3. presenter needs good persuasion skills
  4. presenter needs internal capital
Term
Sequence options for discussing a decision table
Definition
horizontal and vertical
Term
Things which increase someon's ability to remember info
Definition
  1. simplicity
  2. including the unexpected
  3. explain in concrete terms
  4. make it credible
  5. arouse emotion
  6. tell a story
Term
Running agenda/why it's important
Definition
  • making the agenda obvious throughout your presentation
  • makes it easier for others to follow what you're talking about
Term
6x6 Principle of slide design
Definition

6 words/line

6 lines/page

Term
2 ways to contrast between text color & background color
Definition
  • value
  • color
Term
3 attributes an audience looks for in a presenter
Definition
  1. knowledgeable
  2. likeable
  3. genuine
Term
Most important visual language comes from where?
Definition
  • Eyes
  • Arms
Term
Guidelines for gesturing
Definition
  • maintain good eye contact with the audience
  • look at your visual for only a second or two
  • keep our eyes alive and active
  • keep hands at the side when not gesturing (or at your waist)
  • bring hands above your waistline to gesture
  • match motions and content
  • minimize meaningless gesturing
Term
Guides for successful question and answer sessions
Definition
  • make sure everyone heard the question
  • make sure you understand the question (paraphrase if needed)
  • involve everyone in the answer
  • invite others to respond
  • answer clearly and concisely
  • avoid long answers
  • move on
  • ask if you answered the question
  • if you don't know the answer, say so
  • use visuals if appropriate
Term
How to respond to audience fatigue
Definition
  • take a break (audience stretch)
  • group activities
  • cut it short
  • move closer to the audience
Term
How to respond to audience boredom
Definition
  • get more energy with variety of voice/gestures
  • ask a thought-provoking question
  • tell a story, joke, or humorous incident related to the subject
  • switch to more interesting, engaging or important info
  • involve audience in group activities
  • display a visual aid
Term
How to respond to disruptive audience behavior
Definition
  • move closer to the offending person
  • look at the person for a few seconds while talking
  • stop talking until they stop talking
  • ask the person a question about the topic being discussed
Term
How to deal with misunderstandings during presentations
Definition
  • give an example/metaphor
  • define the misunderstood points/terms
  • create a visual
Term
How to deal with equipment breakdown during a presentation
Definition
  • have a backup
  • take a moment to fix the problem
  • move on without the equipment/adapt
Term
How to deal with time reduction in a presentation
Definition
  • hit the high points and eliminate supporting info
  • give info in more general terms/omit details
Term
How to transition between presenters
Definition
  • have a dialogue between all presenters
  • all presenters give an agenda/give their segment/present and then introduce the next speaker
Term
Basic design principles (5)
Definition

Contrast

Allignment

Repetition

Balance

Spacing

Term
Factors to evaluate a communication channel
Definition

Richness

Convenience

Speed

Permanence

Cost

Term
Psychological strategies
Definition
  • Order (direct/indirect)
  • Aristotle's
  • Health/Well-being
  • Positive/Negative
  • Social
Term
Composition steps
Definition
  1. compose a working title
  2. follow an outlines
  3. strenthen the content
  4. strenthen the writing
Term
What should an opening do?
Definition
  • put the paper in the context of the reader
  • give background info, justify or give reason for the text
  • state who wanted this to be written
  • have an attention getter/hook
Term
4 Agenda types
Definition
  1. quantify
  2. identify
  3. organize
  4. symbolize
Term
Content should be:
Definition

Clear

Coherent

Effective

Term
How to organize an informative message
Definition
around the 5W/2H questions
Term
Three processes of a persuasive message
Definition
  1. Analysis (What?)
  2. Evaluation (So what?)
  3. Synthesis (What now?)
Term
What is a conclusion?
Definition
A generalized finding
Term
What is a recommendation?
Definition
A forward-looking suggestion
Term
How to strengthen content
Definition
  • give the most important idea first
  • three points are better than a lot
  • highlight a few key interpretations
  • use visuals
  • include imagery, stories, metaphors, concrete examples
  • give a name to a proposed idea
  • highlight and contrast differences
  • repeat key words/phrases
  • include info that touches human emotions/values
Term
11 types of fallacies
Definition
  1. bandwagon evidence
  2. either-or-thinking
  3. evaluation by association
  4. false analogy
  5. false causality
  6. hasty generalization
  7. lack of evidence to the contrary
  8. recency persuasion
  9. slippery slope
  10. tradition
  11. anonymous authority
Term
Logical tactics which damage the decion-making process
Definition
  1. Ad hominem
  2. Straw man
  3. Red herring
Term
3 problems with with writing weaknesses
Definition
  1. credibility
  2. time
  3. wrong conclusions
Term
What approach should be used for sales letters?
Definition
attention, persuasion, action
Term
How to de-emphasize bad news
Definition
  • bury it
  • avoid negative words
  • use subjenctive mood
  • focus on positive aspects of the message (what you can do)
Term
Parts/purpose of application letters
Definition
  • opening - tell your purpose for the letter
  • middle paragraphs - tell why you're qualified
  • closing - ask for an interview
Term
What to do when you're being interviewed
Definition
  • do your homework
  • be prepared and on time
  • be sensitive to appearance and body language
  • speak confidently, clearly, and fluently
  • he honest
  • tie your answers to the job requirements
  • give compelling answers
  • have two or three questions to ask them
  • be prepared to answer any suprise questions
Term
Guidelines for an interviewer
Definition
  • take good notes
  • prepare questions in advance
  • start with a warm up to put the person at ease
  • avoid illegal questions
  • use closed and open questions
  • use behavioral questions
  • be a good listener
Term
5 steps of creativity
Definition
  1. Understanding
  2. Incubation
  3. Insight
  4. Evaluation
  5. Implementation
Term
How to foster creativity
Definition
  • study the problem
  • enrich knowledge base
  • eliminate distractions
  • set aside large chunks of time to ponder
  • arise early
  • utilize alpha sleep state
  • keep the problem on your mind
Term
How to select a group
Definition
  • should be 6-12 people
  • members need a good knowledge of the problem
  • need to feel free to suggest creative ideas
Term
Brainstorming
Definition
  • think of people
  • think of opposites
  • think of other professions/occupations
  • add more of the same
  • delete an element
  • think of external factors
Term
Group Brainstorming
Definition
  1. select group
  2. select facilitator
  3. selct one/two recorders
  4. conduct the brainstorming session
Term
RFP
Definition
Request for proposal
Term
5 M's of Management resources
Definition
  1. Manpower
  2. Money
  3. Machines
  4. Materials
  5. Methods
Term
Types of business reports
Definition
  • periodic
  • progress
  • problem-solving reports
  • compliance reports
Term
Basic Components of Oral Presentations
Definition

Message

Media

Messenger

Term
4 major factors of preparing oral presentations
Definition

subject

occasion

audience

place

Term
Types of delivery
Definition

memorize

manuscript

extempoaneous

impromptu

Term
Three message attributes
Definition

Clear

Valuable

Memorable

Term
Important Messenger Attributes
Definition

Knowledgeable

Likeable

Genuine

Term
8 Comma Rules
Definition
  1. to divide main clauses joined by a coordinating conjunction
  2. after introductory elements
  3. to divide items in a series
  4. to divide adjacent adjectives
  5. to divide nonessential sentence elements
  6. in dates
  7. to divide elements in a mailing address
  8. where needed for clarification
Term
4 Semicolon rules
Definition
  1. to divide two independent caluses not joined by a corrdingating conjunction
  2. before a conjunctive adverb that joins two independent clauses
  3. to divide sentence elements with internal commas
  4. before e.g. and i.e. when there's no other punctuation
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