Composition: Successful Self Expression Section 1

Lesson 1.1: Effective Communication

• Words Matter: Words have both denotations (literal meaning) and connotations (emotional/hidden meaning). Example: “bold” can be a compliment or an insult.

• Rhetorical Situation: The context of communication is key. Always ask:

  • Why am I communicating?

  • Who is my audience?

  • What format makes sense? (Email, call, etc.)

  • When should I communicate?

  • How will the message be received?

• Business Emails:

  • Be professional: Think about how your email would sound if read aloud by a CEO.

  • Clear: Avoid cryptic language.

  • Concise: Keep it short. If it’s long, consider a meeting.

  • Proofread: Mistakes can cause misunderstandings (e.g., "Let’s eat Grandma" vs. "Let’s eat, Grandma").

  • Email Structure: Use a clear subject line, formal or casual greetings based on the audience, and a polite sign-off (e.g., "Sincerely").

Flashcards for Quick Study:

• Rhetorical Situation: Communication to influence someone. (Persuasion!)

• Important email factors: Consider purpose, audience, format, timing, and how it’ll land.

• Subject Line Tips: Be clear and relevant (e.g., "Meeting on Thurs, Dec 2" not just "Hey").

• Why Proofread Emails: To avoid embarrassing errors (like "Let’s eat Grandma").

Lesson 1.2: Effective Emailing

• When to Use Email:

  • When the recipient is hard to reach, information is non-urgent, or attachments need to be shared.

  • Great for communicating with multiple people or when you need a written record.

• When NOT to Use Email:

  • If the message is long, complex, emotional, or confidential.

• Audience Matters: Emails are interpreted differently by different people (formal vs. informal).

• First, Second, and Third Person:

  • First Person: You or your company.

  • Second Person: Directly addressing the recipient.

  • Third Person: Objectivity or referring to others.

• “You Attitude”: Write from the perspective of the recipient. Example: “You will receive your package within two days” vs. "I requested your package be delivered in two days."

Tips for Writing Effective Emails:

1. Plan Before Writing: Know your purpose and who you're writing to.

2. Be Clear and Concise: Stick to the point and keep paragraphs short.

3. Use Readable Format: Use bullet points and white space.

4. Stay Professional: Tone can easily be misinterpreted without body language.

Flashcards:

• When is email appropriate? When not urgent, requires a written record, or involves multiple people.

• Avoid email when: It's emotional, confidential, or complex.

• "You Attitude": Focus on the recipient’s needs and benefits.

Lesson 2.1: Written Communication

• Writing Improvement Takes Practice:

  • Like any skill, great writing requires regular practice—aim for 5 hours a week over several years to reach expert level.

• New Contexts = New Challenges: You might not instantly excel in a new writing area.

Four Keys to Effective Business Writing:

1. Who is my audience? Tailor the message based on their expectations.

2. What is my purpose? Are you informing, persuading, or instructing?

3. How to structure the message? Organize logically to improve clarity.

4. How to be clear and professional? Use concise language and proper tone.

Four Types of Workplace Writing:

1. Instructional Writing: Guides people step-by-step (e.g., manuals).

2. Informational Writing: Shares knowledge or documents information (e.g., reports).

3. Persuasive Writing: Aims to convince or influence (e.g., ads, proposals).

4. Transactional Writing: Facilitates exchanges (e.g., emails, invoices).

Flashcards for Writing:

• Four Keys to Writing: Audience, purpose, structure, clarity.

• Types of Workplace Writing: Instructional, Informational, Persuasive, Transactional..

📌 Notes: Instructional Writing in a Professional Context

What is Instructional Writing?

• Writing that provides step-by-step guidance to help readers understand or complete a task.

Common Forms of Instructional Writing:

• Process instructions – Explain how to do something.

• Manuals – Detailed guides for using a system or product.

Writing Instructional Processes:

• A type of expository writing that answers:

  • "How is this done?" (Understanding a process)

  • "How can I do this?" (Providing instructions)

Structure of Process Writing:

• Chronological order (step-by-step)

• Visual aids like screenshots, callouts, and screen recordings enhance understanding.

Types of Process Texts:

• Descriptive Process: Explains how something happens (not instructions).

  • Example: Report on how coffee is made at a factory.

• Prescriptive Process: Gives direct instructions.

  • Example: Guide to set up an email account.

• Blended Process: Mixes both descriptive and prescriptive writing.

  • Example: A manual explaining how a car engine works (descriptive) and how to fix an issue (prescriptive).

Key Features of Effective Process Writing:

• Clear & Objective Language

• Numbered Steps

• Visual Aids

• Organized Structure (headings, bullet points)

📝 Flashcards: Instructional Writing in a Professional Context

1. Q: What is instructional writing?
   A: Writing that provides step-by-step guidance to help readers understand or complete a process.

2. Q: What are two common forms of instructional writing?
   A: Process instructions and manuals.

3. Q: What type of writing is used in process texts?
   A: Expository (or explanatory) writing.

4. Q: What are the two key questions process texts answer?
   A: "How is this done?" and "How can I do this?"

5. Q: How are most process texts structured?
   A: In chronological order with extensive use of visuals.

6. Q: Why do process texts often include numbered steps?
   A: To promote clarity and ensure readers follow the correct sequence.

7. Q: What visuals are commonly used in software instructional writing?
   A: Screenshots, callouts, and screen movies.

8. Q: What are the three types of process texts?
   A: Descriptive, prescriptive, and blended process texts.

9. Q: What does a descriptive process text explain?
   A: "How is this done?"—It describes how a process occurs for better understanding.

10. Q: What does a prescriptive process text explain?
    A: "How can I do this?"—It provides direct instructions on how to complete a task.

📌 Notes: Informational Writing in a Professional Context

What is Informational Writing?

• Writing in the workplace that conveys or records specific information, often through reports.

Common Types of Informational Writing:

• Reports – Can be analytical or descriptive, depending on the goal.

Purpose of Reports:

• Reports document information for a specific audience, goal, or function.

  • Examples: Credit reports, Police reports, Sales reports, etc.

Types of Informational Reports:

• Descriptive Reports: Document or summarize events/data.

  • Example: A sales report showing sales figures.

• Analytical Reports: Analyze information, often including conclusions or recommendations.

  • Example: Market analysis predicting future trends.

• Forecasting Reports: Predict future outcomes based on past data.

  • Example: Sales forecast for the next quarter.

Key Features of Informational Reports:

• Clear and concise format

• Objective tone – Neutral and factual

• Purpose-driven – Inform, analyze, or predict

📝 Flashcards: Informational Writing in a Professional Context

1. Q: What is the primary purpose of informational writing in the workplace?
   A: To convey or record information, often in the form of reports.

2. Q: What are common types of informational writing?
   A: Reports, such as credit reports, police reports, sales reports, and laboratory reports.

3. Q: What distinguishes analytical reports from descriptive reports?
   A: Analytical reports analyze information, while descriptive reports only document facts without analysis.

4. Q: What are forecasting reports used for?
   A: They predict future outcomes based on past data and trends.

5. Q: What should be the tone of an informational report?
   A: The tone should be objective and neutral, focusing on facts.

📌 Notes: Persuasive Writing in a Professional Context

What is Persuasive Writing?

• Writing used to present arguments and motivate or change the audience’s views or behavior.

Key Elements of Persuasive Writing:

• Arguments: Logical, well-supported statements that appeal to reason or emotions.

• Motivation: Persuasion isn’t just about presenting arguments; it’s about encouraging action.

• Ethical Persuasion: Persuasion should be ethical, focusing on honesty and factual information.

Effective Persuasive Writing Techniques:

• Ethos (Credibility): Establish trustworthiness or authority.

• Pathos (Emotional Appeal): Appeal to the audience’s emotions.

• Logos (Logical Appeal): Use reasoning and evidence to support arguments.

📝 Flashcards: Persuasive Writing in a Professional Context

1. Q: What is the main purpose of persuasive writing?
   A: To present arguments that motivate, move, or change the audience’s views or behavior.

2. Q: What is rhetoric, according to Aristotle?
   A: Rhetoric is the art of finding persuasive means in any given situation, using logic, emotions, and ethics.

3. Q: What does persuasive writing require besides presenting arguments?
   A: It requires motivating the audience to consider your position or take action.

4. Q: What should persuasive writing always be?
   A: Ethical, focusing on honesty and factual information.

5. Q: What are the three types of appeals in persuasive writing, according to Aristotle?
   A: Ethos (credibility), Pathos (emotional appeal), and Logos (logical appeal).

📌 Notes: Transactional Writing in a Professional Context

What is Transactional Writing?

• Writing that involves everyday communication in the workplace, such as emails, invoices, or letters.

Types of Transactional Writing:

• Emails: Informal exchanges of information or action requests.

• Invoices: Requests for payment for goods or services.

• Letters: Formal communication, often sent outside the organization.

Importance of Transactional Writing:

• Accurate transmission of information is crucial for sustained business success.

📝 Flashcards: Transactional Writing in a Professional Context

1. Q: What is transactional writing?
   A: Writing that involves the exchange of information, such as emails, invoices, or letters, in the workplace.

2. Q: Why is accurate transmission of information important in transactional writing?
   A: It is essential for sustained business success and clear communication.

3. Q: What are some examples of transactional writing?
   A: Emails, invoices, and letters.

4. Q: How are letters typically used in transactional writing?
   A: Letters are often sent to recipients outside the organization, represent the business on letterhead, and are typically concise (one or two pages).

5. Q: What should an invoice include in transactional writing?
   A: The amount owed, due date, and payment instructions.
   

Lesson 3.1: Defining Culture

📌 Notes: What is Culture?

James Spradley's Definition of Culture:

• "Culture is the learned, shared knowledge that people use to generate behavior and interpret experience."

Key Elements of Culture:

1. Cultural Knowledge:

   • Learned and shared, passed down from generation to generation.

   • It is not innate (i.e., not something we are born with, like language or stereotypes).

2. Behavior:

   • Cultural knowledge helps generate behavior, like knowing when to carry an umbrella or how to act at different events.

3. Interpretation of Experience:

   • Helps interpret experiences and understand others' actions, like reading body language or tone of voice.

4. Cultural Similarities:

   • Every culture has shared knowledge that informs decisions on how to live, but cultural differences arise when encountering values, beliefs, and behaviors that differ from your own.

📝 Flashcards: What is Culture?

Card 1:

• Q: How does James Spradley define culture?
  A: Culture is the learned, shared knowledge that people use to generate behavior and interpret experience.

Card 2:

• Q: What does cultural knowledge consist of?
  A: Cultural knowledge is learned, shared, and passed down from generation to generation, including language, beliefs, stereotypes, and assumptions about race, gender, and identity.

Card 3:

• Q: How is cultural knowledge used in behavior?
  A: It helps people decide how to act in different situations, like knowing how to behave at events or when to carry an umbrella.

Card 4:

• Q: How does cultural knowledge help us interpret experiences?
  A: It helps us make judgments about others and understand how to navigate social situations, such as interpreting body language or tone.

Card 5:

• Q: Why do we understand our own culture when encountering a different one?
  A: Encountering a different culture allows us to reflect on and understand our own culture better.

Lesson 3.2: Cross-Cultural, Cultural Identity, and Awareness

📌 Notes: Cross-Cultural Communication & Cultural Identity Awareness

Cross-Cultural Communication:

• Definition: The process of recognizing and addressing cultural differences to communicate effectively across diverse groups.

• Key Principles:

  • Avoid confusion and misunderstandings.

  • Acknowledge differences in communication styles (e.g., high vs. low context).

  • Consider the diverse backgrounds of your audience.

Cultural Identity Awareness:

• Definition: Understanding your own cultural identity and how it affects your communication.

• Cultural Identity Elements:

  • Socially constructed factors like gender, race, nationality, language, and more shape identity.

  • Cultural practices affect language, body language, and behavior.

  • Self-reflection helps understand how cultural identity impacts communication.

Cultural Competence:

• Definition: The ability to adapt to cultural differences, understand your own background, and communicate effectively with diverse groups.

• Key Aspects:

  • Cultural self-awareness: Understanding how your beliefs shape your behavior.

  • Openness to others: Respect for different cultural values and practices.

  • Importance in the workplace: Essential for positive relationships, inclusivity, and improved communication.

📝 Flashcards: Cross-Cultural Communication & Cultural Identity Awareness

Card 1:

• Q: What are the key principles of cross-cultural communication?
  A: Avoiding confusion, recognizing differences, including a wide audience, and understanding high vs low context.

Card 2:

• Q: What is the difference between high-context and low-context communication cultures?
  A: High-context cultures rely on non-verbal cues and context, while low-context cultures emphasize direct communication.

Card 3:

• Q: What elements shape cultural identity?
  A: Location, gender, sexuality, race, ethnicity, nationality, language, history, and religion.

Card 4:

• Q: Why is cultural self-awareness important in cross-cultural communication?
  A: It helps understand how your cultural background affects your behavior and communication.

Card 5:

• Q: What does cultural competence involve?
  A: Understanding your own cultural background and being open and adaptable to others’ values and practices.

Lesson 3.3: The Importance of Cultural Competence in the Workplace

📌 Notes: Effective Cross-Cultural Communication in the Workplace

Importance of Cross-Cultural Communication:

• Global Relevance: Essential for effective collaboration in business, education, healthcare, etc.

• Business Context: Miscommunication can lead to project failures, lost opportunities, or damaged relationships.

• Educational Context: Improves learning and engagement for students.

• Healthcare Context: Prevents medical errors and builds trust.

Importance of Audience and Context:

• Understanding Your Audience: Tailor communication based on the audience’s background and the context.

• Example: The "Nova" car issue in Latin America highlighted the importance of market research.

Clear and Concise Communication:

• Key Goal: Anticipate the audience’s understanding and address cultural barriers to ensure clarity.

📝 Flashcards: Effective Cross-Cultural Communication in the Workplace

Card 1:

• Q: Why is cross-cultural communication important in today’s world?
  A: It’s essential for collaboration, relationship-building, and understanding across diverse teams.

Card 2:

• Q: How can cross-cultural communication impact business success?
  A: Miscommunication can lead to failures, lost opportunities, and damaged relationships with global stakeholders.

Card 3:

• Q: What is the impact of effective communication in education?
  A: It helps students feel valued, fosters engagement, and supports better learning outcomes.

Card 4:

• Q: What can happen if communication is ineffective in healthcare?
  A: It can lead to medical errors, poor patient outcomes, and legal consequences.

Card 5:

• Q: Why is it important to understand the audience and context of your communication?
  A: It ensures your message is relevant, clear, and appropriately received.

Lesson 3.4: Cross-Cultural Writing Strategies

📌 Notes: Cross-Cultural Communication in Writing

Key Considerations:

• Avoid Assumptions: Don’t assume the reader shares your experiences or background.

• Use Simple and Clear Language: Avoid jargon, acronyms, or idioms that may confuse.

• Clarifying Terms: Explain acronyms and write dates clearly to avoid confusion.

• Ethical and Inclusive Language: Use gender-neutral, inclusive terms to respect diversity.

• Tone and Consistency: Maintain a consistent tone and use explicit, low-context communication.

• Active vs. Passive Voice: Active voice is clearer and more direct (e.g., “The cat scratched Mya”).

📝 Flashcards: Cross-Cultural Communication in Writing

Card 1:

• Q: What should you avoid when writing for a cross-cultural audience?
  A: Avoid making assumptions, using slang, humor, technical jargon, or acronyms.

Card 2:

• Q: Why is it important to use plain language in cross-cultural communication?
  A: It ensures the message is understandable for everyone, including those not fluent in the language.

Card 3:

• Q: What are some language practices to avoid in cross-cultural writing?
  A: Avoid idiomatic expressions, slang, technical jargon, and ethnocentric assumptions.

Card 4:

• Q: What does "active voice" mean in writing?
  A: Active voice is when the subject of the sentence performs the action (e.g., "The cat scratched Mya").

Lesson 3.5: Diversity and Language

📌 Notes: Language for Inclusivity

Gender-Biased Language:

• Avoiding Gender Bias: Use neutral pronouns like “they” instead of “he,” and alternate pronouns in lists.

Gendered Terms and Alternatives:

• Examples:

  • Waitress → Server

  • Chairman → Chairperson

  • Mankind → Humankind

  • Cameraman → Camera Operator

LGBTQ+ Inclusivity:

• Respecting LGBTQ+ Individuals: Use their preferred pronouns and avoid assuming gender.

Disability Inclusivity:

• Person-First Language: Emphasizes the person over the disability (e.g., “person with a disability”).

• Identity-First Language: Some communities prefer to emphasize their disability (e.g., “Autistic person”).

Respectful Language Choices:

• Research: Always research language preferences and ask individuals for their preferred terms.

📝 Flashcards: Language Supporting Inclusivity

Card 1:

• Q: Why is it important to avoid gender-biased language in the workplace?
  A: It ensures inclusivity and prevents reinforcing stereotypes.

Card 2:

• Q: What are some gender-neutral alternatives to common terms?
  A: Waitress → Server, Chairman → Chairperson, Mankind → Humankind, Cameraman → Camera Operator.

Card 3:

• Q: How can you show respect for someone’s gender identity?
  A: By asking and using their preferred pronouns.

Card 4:

• Q: What’s the difference between person-first and identity-first language?
  A: Person-first language emphasizes the person (e.g., “person with a disability”), while identity-first emphasizes the disability (e.g., “Autistic person”).
  

Lesson 4.1: Barriers to Effective Cross-Cultural Communication in Business

📌 Notes: Barriers to Cross-Cultural Communication

1. Importance of Cross-Cultural Communication

   • Effective communication is essential for global business, fostering stronger relationships and competitive advantages. Poor communication can lead to misunderstandings, confusion, and harm to relationships.

2. Common Barriers in Cross-Cultural Communication

   • Language Barriers: Even though English is often used in business, not everyone speaks it fluently. This can cause misunderstandings around instructions, urgency, and concerns.

   • Cultural Differences: Every culture has its own set of values, business ethics, communication styles, and behaviors. For example, some cultures value personal stories in business, while others find them tiresome.

   • Humor: Humor can be tricky as what is funny in one culture might be offensive in another.

   • Facial Expressions and Gestures: Different cultures interpret body language and facial expressions differently, leading to misinterpretations.

3. Best Practices for Writing for a Global Audience

   • Use Present Tense: Makes writing clear and easier to understand.

   • Use Simple Language: Avoid jargon or complex terms unless necessary. Simpler language translates better.

   • Avoid Negative Constructs: Focus on what can be done, rather than what can't.

   • Write Short and Clear Sentences: Makes the text easier to understand and translate.

   • Active Voice: Direct and clear (e.g., "The manager reviewed the document").

   • Be Consistent: Use the same terms, structure, and capitalization to avoid confusion.

4. Other Writing Tips

   • Avoid Directional Language: Words like "above" or "below" can be confusing.

   • Cultural Inclusivity: Avoid references to specific holidays or traditions that might not be universally known.

   • Use Diverse Names: Reflect global perspectives with diverse examples.

   • Avoid Colloquialisms, Idioms, or Slang: These can be hard to translate and might confuse your audience.

📝 Flashcards: Barriers to Cross-Cultural Communication

Card 1
Q: What is the main risk of ineffective cross-cultural communication in business?
A: It can lead to confusion, offense, broken relationships, and a loss of trust.

Card 2
Q: Why is language a common barrier in cross-cultural communication?
A: Not all business professionals speak English fluently, leading to misunderstandings.

Card 3
Q: How can cultural differences create communication barriers?
A: Differences in values, ethics, humor, and body language can lead to misunderstandings and offense.

Card 4
Q: What is a key guideline for writing for a global audience?
A: Use simple, clear language with short sentences, avoiding slang and culturally specific references.

Card 5
Q: Why should you avoid using negative constructions in global communication?
A: Negative language can confuse or frustrate readers. It's better to focus on what can be done.

Card 6
Q: How can humor be a barrier in cross-cultural communication?
A: Humor varies across cultures, and what’s funny in one culture can be offensive in another.

Card 7
Q: What is active voice, and why is it recommended in cross-cultural communication?
A: Active voice is direct and easier to understand (e.g., "The manager reviewed the document").

Card 8
Q: What should you keep in mind when writing for a global audience in terms of inclusivity?
A: Avoid referring to specific holidays or traditions and use diverse names to reflect global perspectives.

Lesson 4.2: Sample Email

Steps for Writing a Professional Email:

1. Pick a Scenario
   Example: Announcing a new policy, sharing feedback, providing instructions, or responding to a request.

2. Decide on a Topic
   Example: New work-from-home policy, project update, or holiday schedule.

3. Write a Subject Line
   Example: "New Work-from-Home Policy Update" or "Project Deadline Extension."

4. Write a Salutation
   Professional greetings:

   • "Dear [Name]," or "Hello Team," (for a broader audience).

5. Start the Body of Your Email

   • Provide clear, concise information and start with the most important points.
     Example: "I have been asked to inform you about a new policy..."

6. Write Your Closing and Signature

   • Closing: "Best regards," "Sincerely," or "Thank you."

   • Signature: Include your name, position, and relevant contact details.

7. Write the Cross-Cultural Communication Reflection

   • Reflect on how you ensured the email was clear, inclusive, and culturally accessible.

📝 Flashcards: Writing a Professional Email

Flashcard 1
Q: What is a key principle when writing for a cross-cultural audience?
A: Avoid making assumptions and use simple, clear language.

Flashcard 2
Q: Why should technical language, acronyms, and slang be avoided in cross-cultural communication?
A: They can cause confusion and misunderstandings, as not all readers may be familiar with them.

Flashcard 3
Q: What is the importance of using gender-neutral pronouns in professional communication?
A: It ensures inclusivity and avoids excluding or offending individuals of diverse gender identities.

Flashcard 4
Q: What is the difference between person-first and identity-first language?
A: Person-first language focuses on the person before their disability (e.g., "person with a disability"), while identity-first language focuses on the identity (e.g., "autistic person").

Flashcard 5
Q: What is the benefit of avoiding humor in cross-cultural communication?
A: Humor can be misunderstood across cultures and may inadvertently offend or confuse the audience.

Flashcard 6
Q: What is one key guideline for writing for a global audience?
A: Use present tense and clear, short sentences to make the message easy to understand and translate.

Flashcard 7
Q: What does the term "ethnocentrism" refer to in cross-cultural communication?
A: Ethnocentrism is the belief that one’s own culture is superior to others, leading to biased communication.

Flashcard 8
Q: Why is it important to avoid culturally specific terms or references in professional emails?
A: They may not be universally understood, leading to confusion or exclusion of readers from different cultures.

Flashcard 9
Q: What should you do to ensure the clarity of your email when communicating globally?
A: Provide context and avoid using directional language, idioms, or slang that could confuse non-native English speakers.

Flashcard 10
Q: How does cross-cultural communication benefit a global business?
A: It fosters better relationships, reduces misunderstandings, and improves efficiency by embracing diverse perspectives.