Quiz 2 Eng1 Midterm

Minutes of the Meeting

The written record of everything that happened during a meeting.

Purpose of Meeting Minutes

To document key issues raised during a meeting and inform absent members.

Key Information Captured in Minutes

Names of participants, date and time, agenda items, decisions made, follow-up actions.

Tips for Writing Meeting Minutes

Write shortly after the meeting, ensure clarity and brevity, and review for necessary edits.

Informal Reports

Simpler and shorter reports often communicated person-to-person.

How to Write an Informal Report

Define the problem, cite sources, establish a work plan, collect and analyze data.

Solicited Proposals

Proposals that are requested by the recipient.

Unsolicited Proposals

Proposals that are not requested but aim to convince the recipient of a need.

Internal Proposals

Proposals written by and for individuals within the same organization.

External Proposals

Proposals sent outside of the writer's organization, usually more formal.

7 Cs of Communication

Clear, Concise, Concrete, Complete, Correct, Courteous, and Considerate writing principles.

Minutes of the Meeting

The written record of everything that occurred during an official gathering.

Purpose of Meeting Minutes

To document key decisions and discussions raised during a gathering and keep absent members informed.

Key Information Captured in Minutes

Names of participants, date, time, agenda items, decisions made, and follow-up action items.

Tips for Writing Meeting Minutes

Draft shortly after the gathering, maintain clarity and brevity, and review carefully before distribution.

Informal Reports

Simpler, shorter documents often communicated person-to-person or internally within an organization.

Steps to Write an Informal Report

Define the problem, cite sources, establish a work plan, collect data, and analyze findings.

Formal Reports

Detailed, highly structured documents containing complex research, data analysis, and official recommendations.

Progress Reports

Informational updates that inform stakeholders about the status and development of an ongoing project.

Feasibility Reports

Documents evaluating the practicality, cost, and likelihood of success for a proposed project or solution.

Solicited Proposals

Written offers or plans that are explicitly requested by a potential client or authority through an RFP.

Unsolicited Proposals

Offers or plans submitted without a prior request to convince a recipient of an unaddressed problem or need.

Internal Proposals

Written proposals created by and intended for individuals within the same organization.

External Proposals

Proposals submitted to outside organizations, vendors, or potential clients.

Key Components of a Business Proposal

Problem statement, proposed solution, implementation plan, schedule, budget, and qualifications.

7 Cs of Communication

Clear, Concise, Concrete, Complete, Correct, Courteous, and Considerate.

Clarity

Constructing messages with specific goals and simple language so the reader easily understands the main point.

Conciseness

Expressing ideas using as few words as necessary without sacrificing meaning or essential details.

Concreteness

Using specific facts, figures, and clear real-world examples rather than vague or abstract statements.

Completeness

Providing all necessary information, background, and context so the recipient can take informed action.

Correctness

Ensuring proper grammar, spelling, punctuation, appropriate tone, and factual accuracy.

Courteousness

Maintaining an open, polite, respectful, and positive tone toward the audience.

Consideration

Tailoring the message to suit the background, mindset, feelings, and needs of the audience.

Executive Summary

A concise overview at the beginning of a formal report highlighting major findings, conclusions, and recommendations.

Request for Proposal (RFP)

A document issued by an organization requesting bids from external vendors for a specific project or service.

Work Plan

An outline of tasks, timeline, resources, and responsibilities needed to complete a project or report.