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Question 1

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Compose an email directing employees of the company you work for to not make copies nor to take office supplies for personal use. Your message should take into account the needs of your audience and be persuasive and provide explanation. Include a subject line.

Suggested length: at least 150 words.

Later in this activity, you will use the following rubric to evaluate your response:

Audience Needs and Persuasion: My message is addressed to the needs and concerns of my audience and what they will be motivated by, not by what the writer wants.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Appropriate Tone and Level of Formality: My email maintains a level of formality appropriate for the business setting, where emails have largely replaced the memo.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Content and Subject Matter: My email follows best practices, such as including a brief, descriptive subject line, salutations and closings, and line breaks between paragraphs. The message is no longer than 3 short paragraphs, but it shows proper development and provides sufficient explanation.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Please write your response in the space provided below.

Answer text Question 1

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Now that you have written your response, you may check this sample response to see how to evaluate your writing. After you review this response, you will evaluate your own writing.

Sample Response:

To: All Employees

From: Harriet Williams

Subject: Copiers and Office Equipment

Hi all,

This message is a friendly reminder to all employees that our company policy is to not use the copier for personal copies and that no one should take any office supplies, like pens, copier paper, markers, or highlighters. These resources need to be present for use by those who need them to work and using them for personal reasons might make it so that when you need something, it might not be there. Also, taking something that does not belong to you is wrong.

As an alternative to copies, you may use the scan function of the copier and create a digital file of any document you want, including personal documents. But even if you use this alternative, make sure that you are using your own break time.

Thank you.

Sincerely,

Harriett Williams

Personnel Manager

Evaluation:

Audience Needs and Persuasion: My message is addressed to the needs and concerns of my audience, and what they will be motivated by, not by what the writer wants.

______ Strongly Agree (3 points)

__X___ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: This student’s response addresses the reader’s need most in the second paragraph, giving an alternative to copies, but to earn 3 points, this kind of thinking needs to be extended to the entire message. Under what conditions might someone take office supplies or make personal copies? Such a person would have to think of their theft as minor or even negligible, and think of themselves as being unobserved. Additionally, that person would not be acting thinking about possible repercussions. More extensive audience analysis will lead the writer to include more information. What is the penalty for copier/office supply misuse? What has prompted this message? How big a problem is it? Such questions should be addressed.

Appropriate Tone and Level of Formality: My email maintains a level of formality appropriate for the business setting where emails have largely replaced the memo.

__X___ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: The tone of this message is consistently polite without sounding stilted. And though it announces itself as a “friendly reminder” nothing about the memo is informal or overly personal. Perhaps the phrase “friendly reminder” is a bit of a cliché and could be better avoided, but it doesn’t detract from the overall tone. An inappropriate tone would be one that shows anger or disrespect. Tone is also wedded to content, so the positive feature of offering an alternative to copying translates into tone as helpfulness.

Content and Subject Matter: My email follows best practices, such as including a brief, descriptive subject line, salutations and closings, and line breaks between paragraphs. The message is no longer than 3 short paragraphs, but it shows proper development and provides sufficient explanation.

______ Strongly Agree (3 points)

__X___ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: The overall format of the email is good, featuring a short subject line, salutations and closings, and line breaks. The message is also short, at just under 150 words. That brevity is often a benefit, but it comes the cost of a less thorough explanation. For example, the subject line tells us that the topic will be the copiers and office equipment, but not what about this equipment the message will tell us. To better persuade the reader, the writer might want to include more explanation on how severe the problem is, what prompted the message, and whether or not there will be any associated penalties.

TOTAL SCORE: 7 points

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Now, you will evaluate your own work. Using the following criteria, please rate your work according to each criterion.

You may click on the “1” in the “Quiz Navigation” section to the left to review your response, if you need to.

Question 2

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Audience Needs and Persuasion: My message is addressed to the needs and concerns of my audience, and what they will be motivated by, not by what the writer wants.

Question 2Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly Disagree

Question 3

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Appropriate Tone and Level of Formality: My email maintains a level of formality appropriate for the business setting where emails have largely replaced the memo.

Question 3Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly Disagree

Question 4

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Marked out of 3.00

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Content and Subject Matter: My email follows best practices, such as including a brief, descriptive subject line, salutations and closings, and line breaks between paragraphs. The message is no longer than 3 short paragraphs, but it shows proper development and provides sufficient explanation.

Question 4Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly Disagree

Question 5

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Suppose that your organization has had some email addresses hacked. One solution is to have everyone reset his or her passwords to stronger passwords, using a computer on the company network. Write instructions that detail how to change a user’s password, what requirements the password will have (at least one number, et cetera), and some statement of the purpose of the instructions. Instructions such as these are typically aimed at users who are not intuitively comfortable with computers.

Suggested length: at least 250 words.

Later in this activity, you will use the following rubric to evaluate your response:

Audience Needs: My document introduces or explains the instructions to show the user the importance of the instructions. It also provides instructions that are thorough and anticipate the user’s needs and potential problems.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Instruction Steps and Tasks: The steps in my instructions are numbered and what the user must do in each step is clear. I avoid confusing the reader, and clearly communicate what actions the user should take while providing supplementary information, such as what prompts the computer might display. My writing is simple and clear.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Design: My instructions are designed effectively and convey information quickly at a glance. I use white space to frame the instructions and steps, and I use alignment to show how the information I present is organized.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Please write your response in the space provided below.

Answer text Question 5

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Now that you have written your response, you may check this sample response to see how to evaluate your writing. After you review this response, you will evaluate your own writing.

Sample Response:

Recently, a few employee email addresses have been hacked and used to send spam. There has not been a large-scale breach, and so IT has concluded that only a few email addresses were targeted and individually “cracked.” In response, YourCo Incorporated has mandated that all employees use “strong” passwords, with at least one number, one capital and one symbol. Initially, your password must be reset at a company workstation or terminal. But after you reset your password once to a strong password, you will then be able to change passwords from home and from non-company devices. These instructions will walk you through the initial password change.

INSTRUCTIONS

Make sure you are at a company workstation or terminal.

Most employees are issued a desktop computer, but if you have not been issued a computer, each department has been told to allow password changes using the administrative assistants’ computers, upon request.

Log off the computer if it is logged on by clicking the “Start” menu and selecting “log off.”

The system will restart.

Click the button to log on. Enter your user name, but not your password.

Instead, click on the link for changing your password, directly below the password blank.

You will now be directed to the password change window.

Enter your current password in the blank that prompts you for the current password.

Enter your new password in the blank for the new password.

Remember, your new password must include at least one of the following:

Number

Capital letter

Symbol

Type the new password again in the blank labeled “Enter New Password Again.”

If the system accepts your password you are all done. You may write your password down on paper, but we recommend you do not make a computer file with your password, in case your computer system is compromised.

Evaluation:

Audience Needs: My document introduces or explains the instructions to show the user the importance of the instructions. It also provides instructions that are thorough and anticipate the user’s needs and potential problems.

__X___ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: Including an introduction is important, since the context that can provide is usually important. This set of instructions establishes why passwords must be reset and gives more information about future password changes. The writer could possibly have accounted for the user’s needs better by giving information on how easily or how quickly the tasks can be accomplished. Though there are some parts of the process here that might not be optimal, the steps are generally clear and not overly verbose. The design of the page is effective, and the physical separation of components is readable and effective and anticipates the reader’s needs.

Instruction Steps and Tasks: The steps in my instructions are numbered and what the user must do in each step is clear. I avoid confusing the reader, and clearly communicate what actions the user should take while providing supplementary information, such as what prompts the computer might display. My writing is simple and clear.

______ Strongly Agree (3 points)

__X___ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: To create effective instructions, the writer must anticipate possible confusion and clearly communicate whether or not a specific step describes something the user will do or something that will happen in response to action in a previous step. In this example, the instructions are not consistent, as step 3 and step 6 feature no user actions. In practice, these deviations are probably not likely to confuse the reader, but they make the instructions less consistent and open the door to confusion. Step 10 is also disorganized, and could perhaps be better placed as a conclusion.

Design: My instructions are designed effectively and convey information quickly at a glance. I use white space to frame the instructions and steps, and I use alignment to show how the information I present is organized.

__X___ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: The design of this response is effective, with two clear headers and consistent alignment: steps in the process are left-justified and any additional information is indented. The separate listing of each of the password requirements is particularly effective. When listed out like this, it is very clear what the password should include – though using bullets instead of numbers may have been more appropriate, since the order is important. The white space that separates sections and steps helps the user discern the different parts of the text. In a real-world context it would probably be necessary to include screenshots, but in this hypothetical context that is not pragmatic.

TOTAL SCORE: 8 points

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Now, you will evaluate your own work. Using the following criteria, please rate your work according to each criterion.

You may click on the “5” in the “Quiz Navigation” section to the left to review your response, if you need to.

Question 6

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Audience Needs: My document introduces or explains the instructions to show the user the importance of the instructions. It also provides instructions that are thorough and anticipate the user’s needs and potential problems.

Question 6Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly Disagree

Question 7

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Instruction Steps and Tasks: The steps in my instructions are numbered and what the user must do in each step is clear. I avoid confusing the reader, and clearly communicate what actions the user should take while providing supplementary information, such as what prompts the computer might display. My writing is simple and clear.

Question 7Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly Disagree

Question 8

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Design: My instructions are designed effectively and convey information quickly at a glance. I use white space to frame the instructions and steps, and I use alignment to show how the information I present is organized.

Question 8Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly Disagree

Question 9

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You work on the sales team for the manufacturer of a specialized product with clients in the US and the UK. Sales have been down this year and you are aware that the company’s management is seeking ways to cut costs, including reducing workforce. You notice that most salespeople book flights in business class, justifying the expense, sometimes up to ten times higher than economy class, as being necessary to performing well in sales meetings. Write an internal (informal) proposal on this subject; you may propose to require salespeople to book flights in economy class, or you may write a proposal detailing the importance of business class flights to the firm’s success.

Suggested length: at least 300 words.

Later in this activity, you will use the following rubric to evaluate your response:

Proposal Introduction: My first paragraph makes it clear that the purpose of the document is to make a proposal. I motivate my reader to read on by tailoring the proposal to the reader’s interests or needs.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Background or Problem: I include a section that effectively communicates why the proposal is necessary, and clearly defines what the problem is and why it is necessary to provide a solution.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Solution, Proposed Action: I persuasively discuss the advantages of my proposed solution, and provide a complete and informed discussion that acknowledges any drawbacks and upholds ethical principles by being honest and forthright.

______ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Please write your response in the space provided below.

Answer text Question 9

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Now that you have written your response, you may check this sample response to see how to evaluate your writing. After you review this response, you will evaluate your own writing.

Sample Response:

TO: Francesca Renaldi, Vice President of Sales

FROM: Ernest Keebler, Sales Team

SUBJECT: Proposed Changes to Sales Team Flight Rules

The sales team has long enjoyed an unusual benefit for the many transatlantic flights that is necessary for our sales to be competitive in Great Britain, where we have an established client base but no regional office. That benefit is business class flights instead of economy class flights. As part of the sales team, I have heard sensible rumors that the practice of flying business will end soon because of decreased revenue. While cutting costs makes sense, I write to propose that we maintain our long-standing travel rule that business class flights are approved for sales visits to England.

PROBLEM:

With revenues down, we all understand the pressures management is under to maintain profits. Also, it’s reasonable that as a company we’d try to cut the costs that would do the least damage to our ability to close deals and the least damage to the spirit of teamwork and loyalty that makes it possible for every member of the company to perform well. However, the basis of the company’s revenue is sales, so while it may seem counterintuitive, preserving the necessary resource of comfortable, refreshing flights that enable the sales team to be fresh, relaxed, and highly effective, is a priority expenditure, not something that should be cut.

DISCUSSION:

As a member of the sales team who has personally signed new business in England after a flight, I can attest to the importance of a restful flight that enables productive work to be done during flight, along with relaxation. Because sales is an art, messing with what has worked can have dire consequences and while an experienced sales person can make a sale even when they don’t feel great, sales is competitive and sometimes comes down to a feeling the client might have. While it would be hard to quantify, business class flights are actually an investment, one that pays off in new business and maintaining clients.

That said, with the loss of revenue some policy changes in flights might be necessary. If so, I urge you to take a slow approach. Perhaps sales visits to established clients where the relationship already exists can be made using economy flights. Even that step has its risks because even though we work in a specialized industry, our competitors are always seeking to cut in. Hopefully any changes in flight policy would be reversed once revenues increase. Putting ourselves in the best position to make those increases should be our first priority and I believe part of that has to be maintaining business class transatlantic flights.

Evaluation:

Proposal Introduction: My first paragraph makes it clear that the purpose of the document is to make a proposal. I motivate my reader to read on by tailoring the proposal to the reader’s interests or needs.

__X___ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: This introduction is brief and has a professional tone, and the writer announces his or her intention to make a proposal. The challenge for the writer of a proposal will always be to motivate the reader to read on. In this example, the introduction sets up the proposal as counter-intuitive – proposing to keep an expensive program in the midst of a decline in revenue. This surprising proposition should encourage the reader to keep reading. That being said, motivating the reader doesn’t necessarily mean having to surprise him or her. In this scenario, the reader will be interested in any proposed solution to the problem of high costs that seems well thought out and feasible – though those qualities must be conveyed in the introduction. What you do not want is a proposal that seems so obvious that it need not be made, since no one wants to read a proposal that offers no new perspectives on a problem.

Background or Problem: I include a section that effectively communicates why the proposal is necessary, and clearly defines what the problem is and why it is necessary to provide a solution.

__X___ Strongly Agree (3 points)

______ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: The background paragraph uses a key rhetorical device in calling the business class flight a resource instead of a perk. This demonstrates how the framing the analysis effectively can make a proposal stronger. By calling business class flights a resource, this paragraph sets up the proposal to not be about eliminating a wasteful perk, but about depriving the company of a company’s a key business tool. An effective statement of the problem, like this one, sets up the solution by discussing the background in an intentional way that leads the reader to the writer’s intended conclusion.

Solution, Proposed Action: I persuasively discuss the advantages of my proposed solution, and provide a complete and informed discussion that acknowledges any drawbacks and upholds ethical principles by being honest and forthright.

______ Strongly Agree (3 points)

__X___ Agree (2 points)

______ Disagree (1 point)

______ Strongly Disagree (0 points)

Explanation: The proposed action section is somewhat weak in this proposal because it offers no additional support. It restates that the flights are a resource not an extravagance, and provides some personal evidence to support that claim. More information on how exactly these flights are important and what quantitative or qualitative effect economy flights will have would be beneficial. However, this proposed solution is stronger because it includes an alternative proposal that some flights be booked in economy class. Arguably, this might raise the score to a 3 – Strongly Agree, but there are also likely other solutions that were not proposed – perhaps management could ask the sales team to voluntarily book economy if the salesperson thinks the change would not affect their ability to close a deal too adversely, or perhaps a change to economy flights should come with an additional day at a hotel at the front end of the trip to offset a less restful flight. While alternatives aren’t necessary in proposals, they are one way to show comprehensiveness and that you’ve carefully considered your solution. Another approach would be to include a detailed discussion of your suggestion and how it would work in practice.

TOTAL SCORE: 8 points

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Now, you will evaluate your own work. Using the following criteria, please rate your work according to each criterion.

You may click on the “9” in the “Quiz Navigation” section to the left to review your response, if you need to.

Question 10

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Proposal Introduction: My first paragraph makes it clear that the purpose of the document is to make a proposal. I motivate my reader to read on by tailoring the proposal to the reader’s interests or needs.

Question 10Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly Disagree

Question 11

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Background or Problem: I include a section that effectively communicates why the proposal is necessary, and clearly defines what the problem is and why it is necessary to provide a solution.

Question 11Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly Disagree

Question 12

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Solution, Proposed Action: I persuasively discuss the advantages of my proposed solution, and provide a complete and informed discussion that acknowledges any drawbacks and upholds ethical principles by being honest and forthright.

Question 12Select one:

a.

3 – Strongly Agree

b.

2 – Agree

c.

1 – Disagree

d.

0 – Strongly DisagreeWhat is the primary difference between looking and seeing?

Question 6Select one:

a.

Looking is about awareness, and seeing is about comprehension

b.

Looking is about comprehension, and seeing is about awareness

c.

Looking is about understanding, and seeing is about noticing appearances

Question 7

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What does an art critic focus on when they comment on Arne Quinze’s artwork The Sequence?

Question 7Select one:

a.

The public opinion of the work

b.

The meaning and intention of the work

c.

News headlines regarding the work of art

Question 8

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How can we categorize Dorthea Lange’s role as an artist in her photograph Migrant Mother?

Question 8Select one:

a.

As a historian, capturing what objectively happened

b.

As a portrait artist, capturing the likeness of this mother

c.

As a cultural commenter, representing the world as she saw it

Question 9

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How can we understand the relationship between a museum and the artist?

Question 9Select one:

a.

Equal; they have equivalent input into the practices of exhibition

b.

Unequal; the artist has the power to decide the practices of exhibition

c.

Unequal; the museum has the power to decide the practices of exhibition

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Good