Lecture 9 Taking Notes and Writing Letters and Memos by lauraarden

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									              College of Engineering
        Electrical Engineering Department

                     EE 399


              Lecture 9
          Taking Notes and
      Writing
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      Outline

         Taking Notes
         Writing Letters
         Writing Memos
         Examples



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                      Taking Notes
         Taking notes is needed for learning and
          effective communications with others

         Most people forget almost half of what they
          hear within an hour

         Taking notes forces you to listen carefully

         It helps to record some information which may
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          not be available anywhere else or may be lost
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      Effective Listening

         It is the success key for good note-taking

         To listen effectively, create an internal
          conversation between you and the lecturer

         This includes actively anticipating and
          questioning what the lecturer says and sorting
          the information being presented.
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      Taking Notes Process

      1. During Lecture:

        - Follow a certain style
        - Do not miss the first minute
        - Sit close to the lecturer to avoid distractions
        - Write the name of the lecturer
        - Date and number each page
        - Notice the clues that tell how the lecture is
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          organized and what points are important
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      Taking Notes Process (cont.)

       During Lecture (cont.):

      - Pay attention to transitional words
      - Write in short phrases or words
      - Do not try to write everything said
      - Use abbreviations
      - Skip lines and write on one side
      - Box important notes
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      - Ask questions to understand
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      Taking Notes Process (cont.)

      2. After Lecture:

        - Read your notes as soon as possible and
          fill any gaps
        - Highlight or underline main ideas,
          concepts, and information
        - Compare your notes with a friend’s
          (whenever possible)
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      Know the Clues
       Your lecturer will drop hints to indicate important points.
       Look for these phrases and signals:
       - Lists: “the five issues”, “the three most important dates”
       - Summaries: “in conclusion”, “to sum up”
       - Examples: “for example”, “for instance”
       - Different points of view: “on one hand”,   “however”
       - Superlatives: “most”, “best”
       - Repetition: “again”, “in other words”

EE     - Writing: on the chalkboard
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      Styles for Taking Notes
      1. Outlining:
        - Use roman numeral (I., II.) for main ideas
        - Subtopics using capital letters (A., B.)
        - Details using Arabic numerals (1., 2., 3., etc.)
      2. Mapping:
        - Map is used to draw the material presented
        - Draw a small circle in the center of your paper
          to place the main idea
        - Draw lines from the center topic pointing
          to subtopics
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      Use Shorthand

      Develop your own system of shorthand like:
      - Use symbols:
           & = and     $ = money        w/o = without
      - Omit vowels:
          ppt = power point             Gvt = Government
      - Use letters enough to recognize words:
           Info = information         Max = maximum
      - Use first syllable of a word:
           Cap = Capital                Lab = Laboratory
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           Subj = subject                Pres = presentation
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            LETTERS and MEMOS

         Throughout your career, you will write too many
          letters and memos
         Many people (mistakenly) think that writing
          letters and memos is not “a big deal”.
         Those people are probably writing ineffective
          letters without knowing it.
         Writing letters and memos is a
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      The Reader
         The more you know about your reader, the more
          closely you can tune your writing
         How much does your reader know about the topic of
          the letter or memo?
         How does the topic affect the reader personally?
         What will make the reader want to read what you have
          to say?
         Is your reader likely to agree or disagree with your
          suggestions?
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      The Purpose
         A letter or memo can have many purposes such as
          (among others):
           inform
           persuade
           sell
           request
           instruct
           recommend
           To complain.

EE       Knowing your purpose and your reader will help you
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          decide what to say and how to organize and phrase it.
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      Letters

         The most widely used business letter formats are:
           Full block
           Modified block

         The format of the letter helps to establish its tone




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      Full block format

         It has eight components (in order):
           Heading
          Address
          Salutation
          Text of the message. Do not indent the paragraphs,
           but leave an empty line between paragraphs
          The complimentary close
          Your signature should be in blue or black ink
          The identification line containing your typed name
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399       Enclosures or distribution

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      An Example (Full Block)
         Your Address

         February 16, 2003

         Receiver’s name and address

         Dear Mr. ….:

         Text with no indentation but skip a line between paragraphs

         Sincerely yours,

         Signature goes here with pen

         Your Name
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399      Encl: List of attachments
         Dist: List people receiving a copy
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      Modified Block Format

         Differs from full block in the placement of
          the heading, date, complimentary close,
          signature, and identification lines
         These components start about halfway
          across the page and aligned vertically
         Begin the paragraphs with a one-tab or three
          to five space indentation
         Do not leave an empty line between
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      An Example (Modified Block)
                                      Your address

                                      February 16, 2003

      Receiver’s name and address

      Dear Mr. ...:

      Your text here indented but no empty line between paragraphs.

                                      Sincerely yours,

                                      Your signature goes here with ink

                                      Your name
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399   Encl: List of attachments
      Dist: List people receiving a copy
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                             Memos
         The memo is short for memorandum
         Used for short reminders, quick announcements or
          concise pieces of information
         Memos should not be used for communications to
          people outside the company
         The vital information in a memo comprises the date,
          the recipient, the sender and the subject matter
         In memos, do not use the "Dear" salutation and the
          "Yours truly" complimentary closure
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399      Initial the memo to the right of your name with a pen

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      Memo Format

                         < company logo>

        MEMORANDUM (or MEMO)

        DATE:
        TO:
        FROM:                  <add initials here with pen>
        SUBJECT:
        ______________________________________________
                  <include memo text here>
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      Memo Format (Continued)



         Block Format: no indentation but leave
          empty space between paragraphs
         Modified Block format: Indent each
          paragraph but do not leave empty space
         Do not mix both format. Choose one and
          stick to it
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      Sample Memo (Modified Block)
      Memorandum

      Date: March 13, 2003
      To:     Dr. Abdullah Abdelrahman, Department Head
      From: Ayhem Salem
      Subject: A Low-Cost Way to Reduce Energy Use in Our Department

      __________________________________________________________________

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      ---------------- --------------------- -------- ------- ------------- - -- ---------.
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      ---- ----------- ----------------- -------- -------- - ------- --------- ------------ ---------- ----
      ---- - -------------------- --------------------- -------- ---------.
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      Reviewing Letters or Memos
         Check your letter or memo for tone, wording, and
          spelling
         Check the spelling of the receiver’s name and address
         Check the dates in the heading and any dates in the
          text. These are supposed to be records
         Check for subject-verb agreement
         Check for punctuation
         Be sure that you signed the letter below the
          complimentary close
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         Be sure that you put your initials to the right of your
          name in the memo
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              This is how much
              letter and memo
              writing you will
              probably do.


              Do it right!
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399   QUESTIONS?
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