BUS communications chapter 6

When a writer chooses big words that are not common, the reader will most likely

be distracted from the message.

In general, business communications should

be specific in order to answer the reader's questions.

To be complete, a business communication should

be specific. provide all relevant information. be accurate.

To write concisely, it is best to

use short sentences. control the length of paragraphs. omit unnecessary words.

To make business writing easier to read and comprehend, you should

write the way the reader thinks and talks.

In the following paragraph, which sentences should be reworded because they fail to provide a specific subject? There are many people who want to purchase our merchandise. There are several reasons for this, including having a large budget for advertising. Advertising is very effective in bringing in shoppers looking for bargains. Consequently, it is our plan to increase sales volume by 10% this year.

-Consequently, it is our plan to increase sales volume by 10% this year. -There are many people who want to purchase our merchandise. -There are several reasons for this, including having a large budget for advertising.

Which of the following sentences should be rephrased to eliminate buzzwords?

-If all team members get on the same page, we believe we can do more with less. -We expect our team to think outside the box and find a win-win solution. -We hire change agents who are agile and believe in synergistic solutions.

What are some of the benefits of using the active voice?

-It emphasizes action, which is a key element in business. -The reader can understand it more quickly. -Usually the sentence will be shorter.

Which of the following sentences should be rephrased to use parallel language?

-Many entrepreneurs are adventurous and create jobs for others. -A real estate agent will help you search for property, understand the procedures, and paperwork. -Our success will depend on anticipating market demand, tailoring our product to customer needs, and a cost-effective advertising strategy.

Which of the following statements are true about the use of white space in a business document for the workplace?

-The amount of white space helps readers form their first impression of a document. -Documents with a large amount of white space may appear to be insufficient, lacking substance.

For the purpose of business communication, which of the following sentences should be rewritten to replace overblown or stuffy words?

-We offer commodious lodgings and ambrosial cuisine. -To facilitate the learning experience, our educators maintain a compendium of each student's accomplishments.

In business communication, long paragraphs are generally associated with

-a writer who expects to claim too much of the reader's time. -writing that will be confusing to read. -a writer who is disorganized.

When sentences begin with "it is" or "there are," they usually

-are longer than necessary. -do not specify the subject of the sentence.

What are good characteristics of headings for navigational design?

-being concise -accurately describing what is in each section

Writers should avoid buzzwords because they

-can cause negative feelings. -are trite.

When you proofread a document, you

-check for accuracy. -evaluate whether the document is likely to influence readers.

During the review process the writer should apply the FAIR test to ensure that the message it conforms to standards for which of the following?

-facts -respect -impacts -access

Bold type, italics, and underlining are used in page design to

-hold the reader's attention. -attract the reader's attention.

When a document is complex or full of information, headings help readers do which of the following?

-identify key concepts -find their way through the document and locate areas of interest

Which of the following words should be avoided in business communication in favor of more familiar expressions?

-loquacious -opulent -bestow

Bullets and numbering

-makes items easier to remember. -help readers notice each item on a list.

To keep writing precise, business writers should avoid using

-metaphors. -idioms.

Compared to average business writers, expert business writers spend more time doing which three of the following?

-reviewing the text. -thinking about the effect of the message. -planning the document.

Which of the following are basic components of the review process in business communication?

-seeking feedback -proofreading -applying the FAIR test to the document

Navigational design can be improved using

-simplicity. -headings. -white space.

In response to a business communication that is vague, what do people tend to do?

-start skimming to find the information they want -feel impatient -feel that their questions have not been answered

Which two of the following kinds of lists would benefit most from being formatted with bullets or numbering?

-the seven steps a person can take to overcome shyness at work -the various forms required to apply for a business loan

Why should certain figures of speech, such as idioms and metaphors, not be generally used in business writing?

-their meaning is not precise -they have been overused

Which of the following are generally considered to be overused workplace terms?

-think outside the box -at the end of the day -do more with less

When deciding how much white space to leave on a page, it is important to consider that

-too little white space makes the text look cluttered. -too much white space makes the text look sparse.

For routine business communications, how many words per sentence should writers aim for?

15 words

In general, for complex or analytical business communications, the average written sentence length should be ______ or fewer words.

20

How many words should be in the typical paragraph of a business communication?

40 to 80

Which of the following were found to be true in a study by the American Press Institute concerning reader comprehension?

For sentences longer than 20 words, comprehension fell to 80% or less comprehension. The sentences that people understood most easily had no more than 10 words.

Which two of the following statements are the most specific?

The store generates $6 million in annual revenues. The store made $3,000 more in 2013 than it did in 2012.

Which of the following are effective guidelines for achieving a natural writing style that is easy to read?

Use action verbs. Use short, simple words. Use a doer-action-object (noun-verb-direct object) sentence pattern.

What question should the writer ask when deciding whether to reword a sentence that begins with "it is"?

What does "it" refer to?

A sentence written in active voice specifies the doer of the action. This is important because

accountability and coordination are vital in business.

Workplace terms that are used too often are called

buzzwords.

The best thing to do with wordy prepositional phrases is usually to

change them into single-word verbs.

In business communication it is best to use words that are

conversational. short and familiar.

When designing a document,

do not format it in a way that will distract from the main message.

Empty phrases in business communication

fill space without adding meaning. make sentences unnecessarily long.

Which two of the following can often be changed into action verbs in an effort to make your writing more dynamic?

forms of the verb to be nouns

The primary focus of a business message should be to impress the reader with

ideas.

Which of the following are common sources of inaccurate information in business communication?

miscalculations misinformation errors in typing

What should the length of a paragraph in business communication usually be?

no more than 150 words at least 20 words 40 to 80 words on average

In business communication, how many ideas or topics should a paragraph usually address?

one

Reviewing a business communication before sending it is important because the review helps

prevent costly mistakes. eliminate embarrassing errors. the writer improve the message.

Redundant words and phrases

repeat the meaning of previously used words and phrases.

A sentence that begins with "there are" can often be improved by

rewording the sentence to avoid using this phrase.

Paragraphs that discuss only one idea or topic tend to be which of the following?

shorter easy to understand

When readers receive a business message that consists of long paragraphs, they typically will

skim the text instead of reading each word.