{"id":1627,"date":"2019-07-15T20:41:27","date_gmt":"2019-07-15T20:41:27","guid":{"rendered":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/?post_type=chapter&#038;p=1627"},"modified":"2019-08-09T00:41:52","modified_gmt":"2019-08-09T00:41:52","slug":"you-positive-approaches","status":"publish","type":"chapter","link":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/chapter\/you-positive-approaches\/","title":{"raw":"\"You\" Approach &amp; Constructive Language","rendered":"&#8220;You&#8221; Approach &amp; Constructive Language"},"content":{"raw":"<section id=\"g-container-main\" class=\"g-wrapper\">\r\n<div class=\"g-container\">\r\n<div class=\"g-grid\">\r\n<div class=\"g-block size-75\">\r\n<div class=\"g-grid\">\r\n<div class=\"g-block size-100\">\r\n<div class=\"g-content\">\r\n<div class=\"platform-content row-fluid\">\r\n<div class=\"span12\">\r\n<div class=\"item-page\">\r\n<div class=\"page-header\">\r\n<h2>You-Centered Business Style <sup>[1]<\/sup><\/h2>\r\n<\/div>\r\n<div>\r\n\r\n<img class=\"size-medium wp-image-1691 alignright\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/07\/16202711\/13-300x287.jpg\" alt=\"\" width=\"300\" height=\"287\" \/>\r\n\r\nConsidering the rhetorical aspects of any writing situation, such as purpose, stance, and audience, is an essential part of adapting the\u00a0style\u00a0of a message for any audience.\u00a0Adopting a\u00a0you-centered\u00a0business style\u00a0can help you achieve your purpose, choose a stance, and analyze your audience.\u00a0 A\u00a0you-centered business style\u00a0employs the\u00a0you view\u00a0and\u00a0an audience-centered tone\u00a0to choose particular words and adopt a targeted tone in a message.\r\n\r\nThe \u201cyou view\u201d\u00a0analyzes and emphasizes the reader\u2019s interests and perspectives. Because the reader\u2019s interest or benefit is stressed, the writer is more likely to help the reader understand information or act on a request. Adopting a\u00a0you view\u00a0often, but not always, involves using the words\u00a0<em>you\u00a0<\/em>or\u00a0<em>your\u00a0<\/em>rather than we, our, I, and mine. Consider the following sentence that focuses on the needs of the writer and the organization (we) rather than on those of the reader.\r\n<ul>\r\n \t<li>We have not received your signed invoice, so we cannot process your payment.<\/li>\r\n<\/ul>\r\nEven though the sentence uses the word \u201cyour\u201d twice, the first clause suggests that the point of view focuses on the writer\u2019s need to receive the invoice to process the payment. The word \u201cwe\u201d itself is not problematic, but the\u00a0we view is. Consider the following revisions, written with the\u00a0you view.\r\n<ul>\r\n \t<li><em>We understand the importance of processing your payment<\/em>\u00a0and will process it as soon as we receive your signed invoice.<\/li>\r\n \t<li><em>So you can receive your payment promptly<\/em>, please send your signed invoice.<\/li>\r\n<\/ul>\r\nThe needs and benefits of the reader are stressed in both of these examples. The first example focuses on the needs of the audience by associating the payment with \u201cimportance.\u201d The second revision emphasizes the benefits to the reader by including the second-person pronouns \u201cyou\u201d early in the sentence.\r\n\r\nBoth revisions also use an\u00a0audience-centered tone, so the writer is more likely to motivate the reader to act. An\u00a0audience-centered tone\u00a0foregrounds the reader\u2019s needs, preferences, and benefits. Incorporating an\u00a0audience-centered tone\u00a0into your writing means that you consider the words you choose\u00a0<em>and<\/em>\u00a0the ways in which you assemble those words in a sentence.\r\n<h3>Workplace Case Studies<\/h3>\r\n<strong>Case Study 1: Delivering Negative News<\/strong>\r\n\r\nLet\u2019s consider a few examples based on specific workplace situations. Imagine that you are a Human Resources Manager who must inform employees that paychecks will be delivered a day late. Employees with direct deposit agreements will not be affected. A writer who does not analyze the rhetorical situation before carefully considering style might hastily write, \u201cDue to an error made by our payroll company, all employees who never signed up for direct deposit will receive their paychecks late.\u201d\r\n\r\nThe writer\u2019s purpose in this writing situation is to tactfully deliver negative news. The writer\u2019s stance should be professional and empathetic, especially since the writer\u2019s audience will probably be disappointed, irritated, or frustrated by the message. Consider the following revision, written with the\u00a0you view\u00a0and an\u00a0audience-centered tone.\r\n<ul>\r\n \t<li>We apologize for the inconvenience caused by the fact that an issue at PLT processing will delay the next paycheck date by one day. By signing up for direct deposit, you can ensure that your pay will never be delayed.<\/li>\r\n<\/ul>\r\nThe writer achieves their purpose by including a buffer with an\u00a0audience-centered tone\u00a0(<em>We apologize for the inconvenience<\/em>) before the bad news (<em>an issue at PLT processing will delay the next paycheck date by one day<\/em>). The writer also includes the reason for the negative news (<em>an issue at the payroll company, PLT processing<\/em>). The writer uses the second-person possessive pronoun \u201cyour\u201d in the second sentence to promote the\u00a0you view. The writer also maintains a problem-solving and empathetic,\u00a0audience-centered\u00a0tone by waiting until the second sentence to remind the audience that they can sign up for direct deposit.\r\n\r\n<strong>Case Study 2: Promoting Safety in User Manuals<\/strong>\r\n\r\nAnother writing context might require a writer to compose a user manual for a ceiling fan. User manuals provide instructions for the setup, operation, and maintenance of a product. Most user manuals also include safety precautions and troubleshooting guides and charts. A writer who does not analyze the rhetorical situation before writing a section about mounting a ceiling fan might write a sentence like, \u201cBe sure to read the following important information about where Super Air Flow fans might best be installed before mounting the fan.\u201d\r\n\r\nHowever, the writer\u2019s purpose is to inform the reader about how to choose locations that will not cause safety issues or damage either furniture or the structure of a room. The writer\u2019s stance should be informative and helpful, especially since the audience will probably appreciate learning about how and where to safely mount their fan. Consider the following revision, written from the\u00a0you view\u00a0and with an\u00a0audience-centered tone.\r\n<ul>\r\n \t<li>Before mounting your new Super Air Flow fan, read the following helpful recommendations.<\/li>\r\n<\/ul>\r\nThis revision incorporates the\u00a0you view\u00a0by referring to the user as the owner of the fan (many user manuals are called owner manuals). The revision also adopts a\u00a0you-centered tone\u00a0by subordinating the dependent clause that refers to the fan to the independent clause that offers the reader \u201chelpful recommendations.\u201d These revisions will help the writer achieve their purpose\u2014promoting safety.\r\n<h3>Principles and Guidelines for Practice<\/h3>\r\n<ol>\r\n \t<li>Consider your purpose from the\u00a0you view.<\/li>\r\n \t<li>Analyze the audience and their potential reactions.<\/li>\r\n \t<li>Adapt your message to the receiver\u2019s needs by putting yourself in that person\u2019s shoes (adopt the\u00a0you view) and emphasizing the reader\u2019s benefits (adopt a\u00a0you-centered tone).<\/li>\r\n<\/ol>\r\nNote: Although emphasizing second-person pronouns (you\/your) instead of first-person pronouns (I\/we, us, our) can help you cultivate a\u00a0you-centered business style, a you-centered style should include both a\u00a0you view\u00a0and an\u00a0audience-centered tone\u00a0that emphasize the reader\u2019s needs and interests.\r\n<table>\r\n<tbody>\r\n<tr>\r\n<td>\r\n<h3>I\/we View<\/h3>\r\n<\/td>\r\n<td>\r\n<h3>You View and Audience-Centered Tone<\/h3>\r\n<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>[We need your survey response by Friday.] <sup>[2]<\/sup><\/td>\r\n<td>Please share your valuable thoughts about parking on the attached survey; your opinions matter.\r\n\r\nBecause your ideas count, give us your thoughts on the attached survey about parking.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>I need to know what type of model you have before I can do anything.<\/td>\r\n<td>Would it be possible for you to tell me what type of model you have so that I can help you solve this problem?\r\n\r\nI can help you solve this problem. Would it be possible for you to tell me what type of model you own?<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>All employees must immediately fill out the enclosed questionnaire so that we can allocate our continuing education funds to employees.<\/td>\r\n<td>You can be one of the first employees to sign up for our continuing education funds by immediately filling out the enclosed questionnaire.\r\n\r\nBy immediately filling out the enclosed questionnaire, you can be one of the first employees to receive continuing education funds.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<div class=\"textbox tryit\">\r\n<h3>Practice Adopting the You-Centered Business Style<\/h3>\r\nYou can strengthen your skills in using the\u00a0you-centered business style\u00a0by revising each of the below sentences so that they incorporate both the\u00a0you view\u00a0and\u00a0an audience-centered tone.\r\n<ol>\r\n \t<li>All new employees must completely fill out the attached personnel profile form before they can receive their first check.<\/li>\r\n \t<li>We can only process complete travel reimbursement requests.<\/li>\r\n \t<li>We consider your safety and the safety of others important.<\/li>\r\n \t<li>We encourage you to permit air to flow between the two sections of any Super-Fridge refrigerator in order to ensure proper temperatures.<\/li>\r\n \t<li>All of our customers should read the user manuals we write so that our products will be installed safely.<\/li>\r\n<\/ol>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/section>[embed]https:\/\/www.youtube.com\/watch?v=DQaE5fFWDd0&amp;feature=youtu.bettp:\/\/[\/embed]\r\n<h2>Constructive, Positive Language<\/h2>\r\nUnless there is a specific reason not to, use constructive, positive language wherever you can. It's important to consider how you want your reader to feel, and what may make your reader feel that way. Your goal is to write constructively, which means to use constructive phrasing to convey your message to your reader.\u00a0Positive language benefits your writing in two ways. First, it creates a positive tone, and your writing is more likely to be well-received. Second, it clarifies your meaning, as positive statements are more concise.\r\n\r\nThe following examples offer negatively worded sentences which are then edited into more constructive, positive language.\u00a0 As the audience for these messages, how would you react upon reading each one?\r\n\r\n<img class=\"size-medium wp-image-1694 alignright\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/07\/16213250\/14-300x195.jpg\" alt=\"\" width=\"300\" height=\"195\" \/>\r\n\r\n<strong>Negative:<\/strong> Your car will not be ready for collection until Friday.\r\n<strong>Positive:<\/strong> Your car will be ready for collection on Friday.\r\n\r\n<strong>Negative:<\/strong> Your holiday time is not approved until your manager clears it.\r\n<strong>Positive:<\/strong> Your holiday time will be approved when your manager clears it.\r\n\r\n<strong>Negative:<\/strong> A decision\u00a0<em>will not\u00a0<\/em>be made\u00a0<em>unless<\/em>\u00a0all board members agree.\r\n<strong>Positive:<\/strong> A decision will be made when all board members agree.\r\n\r\n<strong>Negative:<\/strong> The event\u00a0<em>cannot<\/em>\u00a0be scheduled\u00a0<em>without<\/em>\u00a0a venue.\r\n<strong>Positive:<\/strong> The event will be scheduled when the venue booking is finalized on Friday.\r\n\r\nNote that the last two sets of examples use multiple negatives in one sentence, which you should try to avoid. When readers encounter more than one negative in a sentence, their brains have to do more cognitive work to decipher the meaning.\r\n\r\nAs you've seen, writing constructively requires an awareness of potential audience reaction; it does <em>not<\/em> require a lot of additional words.\u00a0 In most of the examples, just a few words were changed to create a more positive tone.\r\n\r\nIn general, strive for that positive tone in professional writing.\u00a0 However, sometimes you'll need to communicate information that's unpleasant, such as delivering bad news or rejecting a request.\u00a0 Communicating constructively is possible\u2014and arguably even more important\u2014in these situations. Regardless of message, how can you ensure you are communicating constructively?\r\n<ul>\r\n \t<li><strong>Adopt an adult-to-adult approach:<\/strong>\u00a0that is to say, avoid talking down to your reader in a patronizing tone, and likewise avoid sounding unwilling to take responsibility. Aim to communicate respectfully, responsibly, confidently, and cooperatively \u2014 as one responsible adult to another.<\/li>\r\n \t<li><strong>Be courteous:\u00a0\u00a0<\/strong>focus on the reader as much as possible. Use \u201cyou\u201d unless it results in blaming (one effective use of passive verbs is to avoid assigning blame: \u201cmistakes were made\u201d). Use traditionally accepted forms of courtesy and politeness.<\/li>\r\n \t<li><strong>Focus on the positive:<\/strong>\u00a0 emphasize what you\u00a0<em>can<\/em>\u00a0do rather than what you can\u2019t. Try to avoid negative wording and phrasing (no, not, never, none, isn\u2019t, can\u2019t, don\u2019t,\u00a0<em>etc<\/em>.). Focus on what\u00a0<em>can<\/em>\u00a0be improved.<\/li>\r\n \t<li><strong>Be genuine:\u00a0\u00a0<\/strong>apologize if you have made a mistake. Take responsibility and promise to do better. Be authentic in your expression. Avoid relying on cliches or standard phrases not common to your own way of speaking or writing. Make reasonable claims that can be backed with evidence.<\/li>\r\n<\/ul>\r\n<div class=\"textbox tryit\">\r\n<h3>Try It<\/h3>\r\nRevise the following memo to adopt a more constructive, positive tone and a \"you\" attitude.\u00a0 In addition to these types of edits, what other types of edits might be done to apply good communication strategies and make this message more effective, as well as more palatable to its audience?\r\n\r\n&nbsp;\r\n\r\nFrom:\u00a0\u00a0\u00a0\u00a0 Ann Smith\r\nTo:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All Employees\r\nDate:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Feb. 3, 20XX\r\nSubject:\u00a0\u00a0 Littering\r\n\r\n&nbsp;\r\n\r\nFor some time now, smoking has been strictly prohibited around the perimeter of the Main Building entrance. Do NOT smoke anywhere near the doors!\r\n\r\nSome of you still insist on smoking and have been doing so inside this area. As a result, the areas near the rear exit and around the picnic tables are constantly littered with smoking-related debris (cigarette butts, empty cigarette boxes, used lighters, etc.), creating an eyesore and making more work for my staff, who have to keep cleaning up this mess.\r\n\r\nStarting Monday, sand buckets will be provided outside the read doors and in the picnic area. Use them!\r\n\r\n&nbsp;\r\n\r\n<\/div>\r\n<sup>[1] <\/sup>The text of You-Centered Business Style is taken from\u00a0<a href=\"https:\/\/writingcommons.org\/you-centered-business-style\" target=\"_blank\" rel=\"noopener\">You-Centered Business Style<\/a>\u00a0in the\u00a0<a href=\"https:\/\/writingcommons.org\/\" target=\"_blank\" rel=\"noopener\">Writing Commons<\/a>\u00a0and is used under a\u00a0<a href=\"https:\/\/creativecommons.org\/licenses\/by-nc-nd\/4.0\/\" target=\"_blank\" rel=\"noopener\">CC-BY-NC-ND 3.0 Unported license.<\/a>\r\n\r\n<sup>[2]<\/sup> Sentence inserted into the text of You-Centered Business Style, since a similar sentence should have been included.","rendered":"<section id=\"g-container-main\" class=\"g-wrapper\">\n<div class=\"g-container\">\n<div class=\"g-grid\">\n<div class=\"g-block size-75\">\n<div class=\"g-grid\">\n<div class=\"g-block size-100\">\n<div class=\"g-content\">\n<div class=\"platform-content row-fluid\">\n<div class=\"span12\">\n<div class=\"item-page\">\n<div class=\"page-header\">\n<h2>You-Centered Business Style <sup>[1]<\/sup><\/h2>\n<\/div>\n<div>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-1691 alignright\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/07\/16202711\/13-300x287.jpg\" alt=\"\" width=\"300\" height=\"287\" \/><\/p>\n<p>Considering the rhetorical aspects of any writing situation, such as purpose, stance, and audience, is an essential part of adapting the\u00a0style\u00a0of a message for any audience.\u00a0Adopting a\u00a0you-centered\u00a0business style\u00a0can help you achieve your purpose, choose a stance, and analyze your audience.\u00a0 A\u00a0you-centered business style\u00a0employs the\u00a0you view\u00a0and\u00a0an audience-centered tone\u00a0to choose particular words and adopt a targeted tone in a message.<\/p>\n<p>The \u201cyou view\u201d\u00a0analyzes and emphasizes the reader\u2019s interests and perspectives. Because the reader\u2019s interest or benefit is stressed, the writer is more likely to help the reader understand information or act on a request. Adopting a\u00a0you view\u00a0often, but not always, involves using the words\u00a0<em>you\u00a0<\/em>or\u00a0<em>your\u00a0<\/em>rather than we, our, I, and mine. Consider the following sentence that focuses on the needs of the writer and the organization (we) rather than on those of the reader.<\/p>\n<ul>\n<li>We have not received your signed invoice, so we cannot process your payment.<\/li>\n<\/ul>\n<p>Even though the sentence uses the word \u201cyour\u201d twice, the first clause suggests that the point of view focuses on the writer\u2019s need to receive the invoice to process the payment. The word \u201cwe\u201d itself is not problematic, but the\u00a0we view is. Consider the following revisions, written with the\u00a0you view.<\/p>\n<ul>\n<li><em>We understand the importance of processing your payment<\/em>\u00a0and will process it as soon as we receive your signed invoice.<\/li>\n<li><em>So you can receive your payment promptly<\/em>, please send your signed invoice.<\/li>\n<\/ul>\n<p>The needs and benefits of the reader are stressed in both of these examples. The first example focuses on the needs of the audience by associating the payment with \u201cimportance.\u201d The second revision emphasizes the benefits to the reader by including the second-person pronouns \u201cyou\u201d early in the sentence.<\/p>\n<p>Both revisions also use an\u00a0audience-centered tone, so the writer is more likely to motivate the reader to act. An\u00a0audience-centered tone\u00a0foregrounds the reader\u2019s needs, preferences, and benefits. Incorporating an\u00a0audience-centered tone\u00a0into your writing means that you consider the words you choose\u00a0<em>and<\/em>\u00a0the ways in which you assemble those words in a sentence.<\/p>\n<h3>Workplace Case Studies<\/h3>\n<p><strong>Case Study 1: Delivering Negative News<\/strong><\/p>\n<p>Let\u2019s consider a few examples based on specific workplace situations. Imagine that you are a Human Resources Manager who must inform employees that paychecks will be delivered a day late. Employees with direct deposit agreements will not be affected. A writer who does not analyze the rhetorical situation before carefully considering style might hastily write, \u201cDue to an error made by our payroll company, all employees who never signed up for direct deposit will receive their paychecks late.\u201d<\/p>\n<p>The writer\u2019s purpose in this writing situation is to tactfully deliver negative news. The writer\u2019s stance should be professional and empathetic, especially since the writer\u2019s audience will probably be disappointed, irritated, or frustrated by the message. Consider the following revision, written with the\u00a0you view\u00a0and an\u00a0audience-centered tone.<\/p>\n<ul>\n<li>We apologize for the inconvenience caused by the fact that an issue at PLT processing will delay the next paycheck date by one day. By signing up for direct deposit, you can ensure that your pay will never be delayed.<\/li>\n<\/ul>\n<p>The writer achieves their purpose by including a buffer with an\u00a0audience-centered tone\u00a0(<em>We apologize for the inconvenience<\/em>) before the bad news (<em>an issue at PLT processing will delay the next paycheck date by one day<\/em>). The writer also includes the reason for the negative news (<em>an issue at the payroll company, PLT processing<\/em>). The writer uses the second-person possessive pronoun \u201cyour\u201d in the second sentence to promote the\u00a0you view. The writer also maintains a problem-solving and empathetic,\u00a0audience-centered\u00a0tone by waiting until the second sentence to remind the audience that they can sign up for direct deposit.<\/p>\n<p><strong>Case Study 2: Promoting Safety in User Manuals<\/strong><\/p>\n<p>Another writing context might require a writer to compose a user manual for a ceiling fan. User manuals provide instructions for the setup, operation, and maintenance of a product. Most user manuals also include safety precautions and troubleshooting guides and charts. A writer who does not analyze the rhetorical situation before writing a section about mounting a ceiling fan might write a sentence like, \u201cBe sure to read the following important information about where Super Air Flow fans might best be installed before mounting the fan.\u201d<\/p>\n<p>However, the writer\u2019s purpose is to inform the reader about how to choose locations that will not cause safety issues or damage either furniture or the structure of a room. The writer\u2019s stance should be informative and helpful, especially since the audience will probably appreciate learning about how and where to safely mount their fan. Consider the following revision, written from the\u00a0you view\u00a0and with an\u00a0audience-centered tone.<\/p>\n<ul>\n<li>Before mounting your new Super Air Flow fan, read the following helpful recommendations.<\/li>\n<\/ul>\n<p>This revision incorporates the\u00a0you view\u00a0by referring to the user as the owner of the fan (many user manuals are called owner manuals). The revision also adopts a\u00a0you-centered tone\u00a0by subordinating the dependent clause that refers to the fan to the independent clause that offers the reader \u201chelpful recommendations.\u201d These revisions will help the writer achieve their purpose\u2014promoting safety.<\/p>\n<h3>Principles and Guidelines for Practice<\/h3>\n<ol>\n<li>Consider your purpose from the\u00a0you view.<\/li>\n<li>Analyze the audience and their potential reactions.<\/li>\n<li>Adapt your message to the receiver\u2019s needs by putting yourself in that person\u2019s shoes (adopt the\u00a0you view) and emphasizing the reader\u2019s benefits (adopt a\u00a0you-centered tone).<\/li>\n<\/ol>\n<p>Note: Although emphasizing second-person pronouns (you\/your) instead of first-person pronouns (I\/we, us, our) can help you cultivate a\u00a0you-centered business style, a you-centered style should include both a\u00a0you view\u00a0and an\u00a0audience-centered tone\u00a0that emphasize the reader\u2019s needs and interests.<\/p>\n<table>\n<tbody>\n<tr>\n<td>\n<h3>I\/we View<\/h3>\n<\/td>\n<td>\n<h3>You View and Audience-Centered Tone<\/h3>\n<\/td>\n<\/tr>\n<tr>\n<td>[We need your survey response by Friday.] <sup>[2]<\/sup><\/td>\n<td>Please share your valuable thoughts about parking on the attached survey; your opinions matter.<\/p>\n<p>Because your ideas count, give us your thoughts on the attached survey about parking.<\/td>\n<\/tr>\n<tr>\n<td>I need to know what type of model you have before I can do anything.<\/td>\n<td>Would it be possible for you to tell me what type of model you have so that I can help you solve this problem?<\/p>\n<p>I can help you solve this problem. Would it be possible for you to tell me what type of model you own?<\/td>\n<\/tr>\n<tr>\n<td>All employees must immediately fill out the enclosed questionnaire so that we can allocate our continuing education funds to employees.<\/td>\n<td>You can be one of the first employees to sign up for our continuing education funds by immediately filling out the enclosed questionnaire.<\/p>\n<p>By immediately filling out the enclosed questionnaire, you can be one of the first employees to receive continuing education funds.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div class=\"textbox tryit\">\n<h3>Practice Adopting the You-Centered Business Style<\/h3>\n<p>You can strengthen your skills in using the\u00a0you-centered business style\u00a0by revising each of the below sentences so that they incorporate both the\u00a0you view\u00a0and\u00a0an audience-centered tone.<\/p>\n<ol>\n<li>All new employees must completely fill out the attached personnel profile form before they can receive their first check.<\/li>\n<li>We can only process complete travel reimbursement requests.<\/li>\n<li>We consider your safety and the safety of others important.<\/li>\n<li>We encourage you to permit air to flow between the two sections of any Super-Fridge refrigerator in order to ensure proper temperatures.<\/li>\n<li>All of our customers should read the user manuals we write so that our products will be installed safely.<\/li>\n<\/ol>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/section>\n<p><iframe loading=\"lazy\" id=\"oembed-1\" title=\"&quot;You Attitude&quot; Tutorial\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/DQaE5fFWDd0?feature=oembed&#38;rel=0\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<h2>Constructive, Positive Language<\/h2>\n<p>Unless there is a specific reason not to, use constructive, positive language wherever you can. It&#8217;s important to consider how you want your reader to feel, and what may make your reader feel that way. Your goal is to write constructively, which means to use constructive phrasing to convey your message to your reader.\u00a0Positive language benefits your writing in two ways. First, it creates a positive tone, and your writing is more likely to be well-received. Second, it clarifies your meaning, as positive statements are more concise.<\/p>\n<p>The following examples offer negatively worded sentences which are then edited into more constructive, positive language.\u00a0 As the audience for these messages, how would you react upon reading each one?<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-1694 alignright\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/07\/16213250\/14-300x195.jpg\" alt=\"\" width=\"300\" height=\"195\" \/><\/p>\n<p><strong>Negative:<\/strong> Your car will not be ready for collection until Friday.<br \/>\n<strong>Positive:<\/strong> Your car will be ready for collection on Friday.<\/p>\n<p><strong>Negative:<\/strong> Your holiday time is not approved until your manager clears it.<br \/>\n<strong>Positive:<\/strong> Your holiday time will be approved when your manager clears it.<\/p>\n<p><strong>Negative:<\/strong> A decision\u00a0<em>will not\u00a0<\/em>be made\u00a0<em>unless<\/em>\u00a0all board members agree.<br \/>\n<strong>Positive:<\/strong> A decision will be made when all board members agree.<\/p>\n<p><strong>Negative:<\/strong> The event\u00a0<em>cannot<\/em>\u00a0be scheduled\u00a0<em>without<\/em>\u00a0a venue.<br \/>\n<strong>Positive:<\/strong> The event will be scheduled when the venue booking is finalized on Friday.<\/p>\n<p>Note that the last two sets of examples use multiple negatives in one sentence, which you should try to avoid. When readers encounter more than one negative in a sentence, their brains have to do more cognitive work to decipher the meaning.<\/p>\n<p>As you&#8217;ve seen, writing constructively requires an awareness of potential audience reaction; it does <em>not<\/em> require a lot of additional words.\u00a0 In most of the examples, just a few words were changed to create a more positive tone.<\/p>\n<p>In general, strive for that positive tone in professional writing.\u00a0 However, sometimes you&#8217;ll need to communicate information that&#8217;s unpleasant, such as delivering bad news or rejecting a request.\u00a0 Communicating constructively is possible\u2014and arguably even more important\u2014in these situations. Regardless of message, how can you ensure you are communicating constructively?<\/p>\n<ul>\n<li><strong>Adopt an adult-to-adult approach:<\/strong>\u00a0that is to say, avoid talking down to your reader in a patronizing tone, and likewise avoid sounding unwilling to take responsibility. Aim to communicate respectfully, responsibly, confidently, and cooperatively \u2014 as one responsible adult to another.<\/li>\n<li><strong>Be courteous:\u00a0\u00a0<\/strong>focus on the reader as much as possible. Use \u201cyou\u201d unless it results in blaming (one effective use of passive verbs is to avoid assigning blame: \u201cmistakes were made\u201d). Use traditionally accepted forms of courtesy and politeness.<\/li>\n<li><strong>Focus on the positive:<\/strong>\u00a0 emphasize what you\u00a0<em>can<\/em>\u00a0do rather than what you can\u2019t. Try to avoid negative wording and phrasing (no, not, never, none, isn\u2019t, can\u2019t, don\u2019t,\u00a0<em>etc<\/em>.). Focus on what\u00a0<em>can<\/em>\u00a0be improved.<\/li>\n<li><strong>Be genuine:\u00a0\u00a0<\/strong>apologize if you have made a mistake. Take responsibility and promise to do better. Be authentic in your expression. Avoid relying on cliches or standard phrases not common to your own way of speaking or writing. Make reasonable claims that can be backed with evidence.<\/li>\n<\/ul>\n<div class=\"textbox tryit\">\n<h3>Try It<\/h3>\n<p>Revise the following memo to adopt a more constructive, positive tone and a &#8220;you&#8221; attitude.\u00a0 In addition to these types of edits, what other types of edits might be done to apply good communication strategies and make this message more effective, as well as more palatable to its audience?<\/p>\n<p>&nbsp;<\/p>\n<p>From:\u00a0\u00a0\u00a0\u00a0 Ann Smith<br \/>\nTo:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All Employees<br \/>\nDate:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Feb. 3, 20XX<br \/>\nSubject:\u00a0\u00a0 Littering<\/p>\n<p>&nbsp;<\/p>\n<p>For some time now, smoking has been strictly prohibited around the perimeter of the Main Building entrance. Do NOT smoke anywhere near the doors!<\/p>\n<p>Some of you still insist on smoking and have been doing so inside this area. As a result, the areas near the rear exit and around the picnic tables are constantly littered with smoking-related debris (cigarette butts, empty cigarette boxes, used lighters, etc.), creating an eyesore and making more work for my staff, who have to keep cleaning up this mess.<\/p>\n<p>Starting Monday, sand buckets will be provided outside the read doors and in the picnic area. Use them!<\/p>\n<p>&nbsp;<\/p>\n<\/div>\n<p><sup>[1] <\/sup>The text of You-Centered Business Style is taken from\u00a0<a href=\"https:\/\/writingcommons.org\/you-centered-business-style\" target=\"_blank\" rel=\"noopener\">You-Centered Business Style<\/a>\u00a0in the\u00a0<a href=\"https:\/\/writingcommons.org\/\" target=\"_blank\" rel=\"noopener\">Writing Commons<\/a>\u00a0and is used under a\u00a0<a href=\"https:\/\/creativecommons.org\/licenses\/by-nc-nd\/4.0\/\" target=\"_blank\" rel=\"noopener\">CC-BY-NC-ND 3.0 Unported license.<\/a><\/p>\n<p><sup>[2]<\/sup> Sentence inserted into the text of You-Centered Business Style, since a similar sentence should have been included.<\/p>\n\n\t\t\t <section class=\"citations-section\" role=\"contentinfo\">\n\t\t\t <h3>Candela Citations<\/h3>\n\t\t\t\t\t <div>\n\t\t\t\t\t\t <div id=\"citation-list-1627\">\n\t\t\t\t\t\t\t <div class=\"licensing\"><div class=\"license-attribution-dropdown-subheading\">CC licensed content, Original<\/div><ul class=\"citation-list\"><li>You Approach &amp; Positive Language, some original content.  Text of You-Centered Business Style taken from Writing Commons without adaptation. Other material adapted from Introduction to Professional Communications and Technical Writing Essentials ; see atttibutions below.. <strong>Authored by<\/strong>: Susan Oaks. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by-nc\/4.0\/\">CC BY-NC: Attribution-NonCommercial<\/a><\/em><\/li><\/ul><div class=\"license-attribution-dropdown-subheading\">CC licensed content, Shared previously<\/div><ul class=\"citation-list\"><li>You-Centered Business Style. <strong>Authored by<\/strong>: Angela Eward-Mangione. <strong>Provided by<\/strong>: Writing Commons. <strong>Located at<\/strong>: <a target=\"_blank\" href=\"https:\/\/writingcommons.org\/you-centered-business-style\">https:\/\/writingcommons.org\/you-centered-business-style<\/a>. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by-nc-nd\/4.0\/\">CC BY-NC-ND: Attribution-NonCommercial-NoDerivatives <\/a><\/em><\/li><li>image of professionals shaking hands and greeting each other. <strong>Authored by<\/strong>: rawpixel. <strong>Provided by<\/strong>: Pixabay. <strong>Located at<\/strong>: <a target=\"_blank\" href=\"https:\/\/pixabay.com\/photos\/accomplished-achievement-agreement-3441041\/\">https:\/\/pixabay.com\/photos\/accomplished-achievement-agreement-3441041\/<\/a>. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/about\/cc0\">CC0: No Rights Reserved<\/a><\/em><\/li><li>video You Attitude Tutorial. <strong>Authored by<\/strong>: Mary Workman. <strong>Located at<\/strong>: <a target=\"_blank\" href=\"https:\/\/www.youtube.com\/watch?v=DQaE5fFWDd0&#038;feature=youtu.be\">https:\/\/www.youtube.com\/watch?v=DQaE5fFWDd0&#038;feature=youtu.be<\/a>. <strong>License<\/strong>: <em>Other<\/em>. <strong>License Terms<\/strong>: YouTube video<\/li><li>4.1 Style and Tone. <strong>Authored by<\/strong>: Melissa Ashman. <strong>Located at<\/strong>: <a target=\"_blank\" href=\"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/chapter\/4-1-style-tone\/\">https:\/\/pressbooks.bccampus.ca\/professionalcomms\/chapter\/4-1-style-tone\/<\/a>. <strong>Project<\/strong>: Introduction to Professional Communications. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by-nc-sa\/4.0\/\">CC BY-NC-SA: Attribution-NonCommercial-ShareAlike<\/a><\/em><\/li><li>2.1 Key Concept: Reader-Centered Writing. <strong>Authored by<\/strong>: Suzan Last. <strong>Provided by<\/strong>: University of Victoria. <strong>Located at<\/strong>: <a target=\"_blank\" href=\"https:\/\/pressbooks.bccampus.ca\/technicalwriting\/chapter\/readercentred\/\">https:\/\/pressbooks.bccampus.ca\/technicalwriting\/chapter\/readercentred\/<\/a>. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by\/4.0\/\">CC BY: Attribution<\/a><\/em><\/li><li>image of professionals hitting palms in agreement. <strong>Authored by<\/strong>: rawpixel. <strong>Provided by<\/strong>: Pixabay. <strong>Located at<\/strong>: <a target=\"_blank\" href=\"https:\/\/pixabay.com\/photos\/achievement-agreement-business-3481967\/\">https:\/\/pixabay.com\/photos\/achievement-agreement-business-3481967\/<\/a>. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/about\/cc0\">CC0: No Rights Reserved<\/a><\/em><\/li><\/ul><\/div>\n\t\t\t\t\t\t <\/div>\n\t\t\t\t\t <\/div>\n\t\t\t <\/section>","protected":false},"author":81366,"menu_order":4,"template":"","meta":{"_candela_citation":"[{\"type\":\"original\",\"description\":\"You Approach & Positive Language, some original content.  Text of You-Centered Business Style taken from Writing Commons without adaptation. Other material adapted from Introduction to Professional Communications and Technical Writing Essentials ; see atttibutions below.\",\"author\":\"Susan Oaks\",\"organization\":\"\",\"url\":\"\",\"project\":\"\",\"license\":\"cc-by-nc\",\"license_terms\":\"\"},{\"type\":\"cc\",\"description\":\"You-Centered Business Style\",\"author\":\"Angela Eward-Mangione\",\"organization\":\"Writing Commons\",\"url\":\"https:\/\/writingcommons.org\/you-centered-business-style\",\"project\":\"\",\"license\":\"cc-by-nc-nd\",\"license_terms\":\"\"},{\"type\":\"cc\",\"description\":\"image of professionals shaking hands and greeting each other\",\"author\":\"rawpixel\",\"organization\":\"Pixabay\",\"url\":\"https:\/\/pixabay.com\/photos\/accomplished-achievement-agreement-3441041\/\",\"project\":\"\",\"license\":\"cc0\",\"license_terms\":\"\"},{\"type\":\"cc\",\"description\":\"video You Attitude Tutorial\",\"author\":\"Mary Workman\",\"organization\":\"\",\"url\":\"https:\/\/www.youtube.com\/watch?v=DQaE5fFWDd0&feature=youtu.be\",\"project\":\"\",\"license\":\"other\",\"license_terms\":\"YouTube video\"},{\"type\":\"cc\",\"description\":\"4.1 Style and Tone\",\"author\":\"Melissa Ashman\",\"organization\":\"\",\"url\":\"https:\/\/pressbooks.bccampus.ca\/professionalcomms\/chapter\/4-1-style-tone\/\",\"project\":\"Introduction to Professional Communications\",\"license\":\"cc-by-nc-sa\",\"license_terms\":\"\"},{\"type\":\"cc\",\"description\":\"2.1 Key Concept: Reader-Centered Writing\",\"author\":\"Suzan Last\",\"organization\":\"University of Victoria\",\"url\":\"https:\/\/pressbooks.bccampus.ca\/technicalwriting\/chapter\/readercentred\/\",\"project\":\"\",\"license\":\"cc-by\",\"license_terms\":\"\"},{\"type\":\"cc\",\"description\":\"image of professionals hitting palms in agreement\",\"author\":\"rawpixel\",\"organization\":\"Pixabay\",\"url\":\"https:\/\/pixabay.com\/photos\/achievement-agreement-business-3481967\/\",\"project\":\"\",\"license\":\"cc0\",\"license_terms\":\"\"}]","CANDELA_OUTCOMES_GUID":"","pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-1627","chapter","type-chapter","status-publish","hentry"],"part":152,"_links":{"self":[{"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/pressbooks\/v2\/chapters\/1627","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/wp\/v2\/users\/81366"}],"version-history":[{"count":12,"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/pressbooks\/v2\/chapters\/1627\/revisions"}],"predecessor-version":[{"id":2090,"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/pressbooks\/v2\/chapters\/1627\/revisions\/2090"}],"part":[{"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/pressbooks\/v2\/parts\/152"}],"metadata":[{"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/pressbooks\/v2\/chapters\/1627\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/wp\/v2\/media?parent=1627"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/pressbooks\/v2\/chapter-type?post=1627"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/wp\/v2\/contributor?post=1627"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/suny-esc-communicationforprofessionals\/wp-json\/wp\/v2\/license?post=1627"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}