Learning how to identify facts, concepts, and procedures
Your first task is to practice writing the facts and concepts a reader must know to be able to achieve the objective.
Activity 1
This is the situation:
You are the manager of an information systems department. Your development group has recently developed software to automate some of the duties of your company's office staff. Three weeks ago, you asked ten of the office staff to use the software and write detailed reviews of the modules to make sure the software is working properly and has the functions the office staff want. You also asked them to provide suggestions for the functions they want to have in a new, not-yet-developed module, that will track projects being completed within their department.
Unfortunately, only two of the ten staff have completed the reviews. You are going to write a memo to the other eight to require them to complete the reviews quickly so you can finish development. They also need to provide the suggestions for the new module that will track projects being completed.
Your objectives:
When they finish reading this memo, the eight office staff will
feel committed to completing the reviews
complete reviews of all of the modules
provide the detail you need to be sure the software is working properly
provide suggestions for the new module that will track projects being completed within their department
For this exercise, below the objective in the box below, write the facts and concepts you would include in the memo to accomplish the objective. Either jot down notes or write complete sentences, whichever method is most comfortable for you. Skip a blank line each time you go to a new idea.
Let the words in the objectives guide you. Each represents a fact, concept, or procedure with which the reader must be familiar for you to achieve your objectives. Add any detail you believe the writer should include.
List the facts, concepts, or procedures the readers must know:
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Activity 2
Complete this activity.
Our office supplies vendor, Office Link, is going out of business, so we need a new vendor. We have a "just-in-time" arrangement with Office Link. We keep a three-week supply of office supplies at our office and ask for delivery of a two-week supply each time we are down to one week of supplies. However, we pay a discount, bulk-purchase price for the office supplies as though we had made a large order for a six-month supply. In other words, we pay the same prices for paper, pens, folders, and so forth as companies who purchase a large, six-month supply of office items at one time. We have been such a steady customer for so many years that Office Link was willing to make that arrangement for us.
You will be sending a letter to three local vendors to locate one with which you can establish such a relationship.
Your objectives:
When they finish reading this letter, the three vendors will
understand the just-in-time arrangement we require
agree to be a vendor under our requirements
respond in writing accepting our conditions
Below, write the facts, concepts, and procedures you must include in your letter to three local vendors of office supplies explaining your wish to establish a relationship with a new vendor. List only the information that will help you accomplish your objective.
List the facts, concepts, or procedures the readers must know:
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Activity 3
Complete this activity.
Imagine that a writer must write a letter to a vendor asking for a status report on the project the vendor is completing for her company.
Her objectives:
When they finish reading this memo, the vendor will
submit the status report
include milestone dates for completion of the project
explain whether the project is on budget
explain anything the vendor needs from the company
In the box below are the notes she writes. Add or delete information so the resulting information is both complete and concise.
Add or delete notes as necessary:
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Submit to your instructor.
Please fill in the information requested below so your instructor knows you have finished reading this section.
If you have a question for the instructor, write your question below before you click on the "I have finished" button.
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