Business Communications Ch. 12

An ________ is important when a letter of transmittal is not included in a formal report. A) introduction to the report B) offer to provide additional information or assistance C) authorization of the report D) acknowledgment of help received while preparing the report E) executive summary

C) authorization of the report

To emphasize different quantities or ideas, use visual choices that A) are formal. B) create parallelism. C) are simple. D) follow rules of convention. E) contrast.

C) are simple.

Ideally, all visuals should A) be placed in a separate appendix. B) use the same format. C) be as close to the text referring to it as possible. D) be alphabetized. E) be bunched.

C) be as close to the text referring to it as possible.

When you're writing a report, you can adapt to your intended audience by A) avoiding the "you" attitude. B) using technical jargon. C) using a format consistent with all other communications. D) using an informal style and tone. E) being sensitive to the audience's needs.

E) being sensitive to the audience's needs.

Use a ________ to show frequency or distribution of parts in a whole. A) line chart B) bar chart C) histogram D) flowchart E) pie chart

E) pie chart

Effective report writers use ________ to introduce sections that include important or complex topics and ________ to help readers absorb the information they just read. A) foresight; reflection B) inclusive ideas; deductive reasoning C) hedging sections; forecasting sections D) informational taglines; summary statements E) preview sections; review sections

E) preview sections; review sections

Clip art cluttering a bar chart is an example of A) a pictogram. B) chartjunk. C) a good way to grab reader interest. D) a pictograph. E) an embedded link.

B) chartjunk.

Which of the following is an example of a descriptive title for a visual aid? A) How CamCo Reduces Costs B) CamCo Cost Reductions C) Reducing Costs Is a Number-One Goal at CamCo D) CamCo E) Figure 1

A) How CamCo Reduces Costs

Writing for audiences of another culture usually requires A) a more formal style. B) a humorous anecdote. C) colorful adjectives or adverbs. D) the use of contractions such as we've to retain a conversational tone. E) the use of as much jargon as possible.

A) a more formal style.

To ensure that the visual is ________, look for mistakes such as undocumented symbols and misaligned elements, and check to be sure that the message is accurately delivered. A) accurate B) honest C) properly documented D) parallel E) needed

A) accurate

When you're drafting website content, ________ will help visitors find what they want fast and encourage them to return to your site for more information. A) adding effective links B) avoiding lists C) using major headings but not subheadings D) writing in a journalistic style E) presenting them most favorable information first

A) adding effective links

The closing section of a proposal should A) ask for a decision from the reader. B) review costs. C) identify when each step of the proposal will be completed. D) describe the proposed solution in detail. E) include a list of client references.

A) ask for a decision from the reader.

When drafting content for online reports, it is helpful to use the inverted pyramid style of organization in which you A) cover the most important information first and then gradually reveal more detail. B) cover the least important information first and work your way to the main idea. C) pretend you're headed in one direction, and reveal your true intentions at the end. D) walk readers through arguments you don't support, and then explain why E) use as many complex sentences as possible.

A) cover the most important information first and then gradually reveal more detail.

A ________ identifies the topic of an illustration; however, an ________ calls attention to the conclusion that should be drawn by the data in the illustration. A) descriptive title; informative title B) decorative sidebar; integrated title C) descriptive heading; informative subheading D) descriptive legend; informational caption E) declarative caption; informational legend

A) descriptive title; informative title

In an online report regarding your region's potential for market growth, the best way to include a spreadsheet containing last year's sales figures would be to A) embed the spreadsheet in your report. B) include the spreadsheet in an appendix. C) simply insert the spreadsheet using Microsoft Word. D) link the spreadsheet to your report. E) send a hard copy.

A) embed the spreadsheet in your report.

In the introduction to a report on how to establish a paperless office, explaining the historical conditions or factors that led up to the report A) enables readers to understand how the opportunity developed. B) is unnecessary in internal reports. C) diminishes your credibility by wasting readers' time. D) is necessary only in very formal reports. E) is likely to convince the audience without any further information.

A) enables readers to understand how the opportunity developed.

The solution section in a proposal A) explains how your proposal will help readers meet their business objectives. B) reviews the reader's situation and established the need for action. C) states the boundaries of the proposal. D) convinces the reader that a problem or an opportunity exists. E) orients the reader to major divisionsof information.

A) explains how your proposal will help readers meet their business objectives.

Generally speaking, an effective proposal can A) follow the AIDA model. B) follow the plan for good-news messages. C) avoid the "you" attitude. D) be as vague as possible. E) rely entirely on primary evidence.

A) follow the AIDA model.

Any terms in the report that are unfamiliar to the audience should be defined in the A) introduction. B) body. C) explanatory notes. D) summary. E) appendix.

A) introduction.

The general purpose of any ________ is to persuade the audience to do something. A) proposal B) presentation C) press release D) research report E) pictograph

A) proposal

If you're planning to create a table for online use, ________ to make sure that the table is easy to read. A) reduce the number of columns and rows B) eliminate lines and spaces between columns and rows C) display data items in unrounded, multiple units D) present large amounts of data and information E) add additional columns and rows

A) reduce the number of columns and rows

If you have a great deal of detailed, specific information to present, the best visual to use would be a A) table. B) pie chart. C) diagram. D) flow chart. E) bar chart.

A) table.

In order to help your readers make informed decisions, A) tell them what they need to know—no more, no less. B) withhold information that doesn't suit your needs. C) present your raw data, so they can compile it as they see fit. D) manipulate the data to smooth out negative trends. E) develop a list of correct choices.

A) tell them what they need to know—no more, no less.

The ideal balance between the visual and the verbal should depend on A) the needs of your audience. B) the length of the report/presentation. C) the amount of money available for underwriting the costs of graphics. D) internal company guidelines. E) the variety of visuals use.

A) the needs of your audience.

When writing business reports for outsiders (such as customers or suppliers), it is best to A) use a more formal tone than you would for an internal audience. B) use a less formal tone than you would for an internal audience. C) include personal references such as "you" and "us." D) use a great deal of idiomatic language. E) use contractions whenever possible.

A) use a more formal tone than you would for an internal audience.

To gain credibility with your audience in business reports, verifying facts and references will help to ensure A) completeness. B) accuracy. C) the report is well balanced. D) the report is clear and logical. E) proper documentation.

B) accuracy.

A massive collection of data from a variety of sources is referred to as A) tag clouds. B) big data. C) data visualization. D) infographics. E) parallelism.

B) big data.

The detailed evidence needed to support your conclusions and recommendations should appear in the ________ of your report. A) opening B) body C) close D) recommendation E) summary

B) body

In an online report, headings A) should rarely be used. B) can be used as links to other sections of the report. C) are considered trendy and should usually be avoided. D) complicate the organization of your report by enabling readers to jump from section to section. E) should never be longer than one word.

B) can be used as links to other sections of the report.

A bar chart would be particularly useful for A) illustrating what percentages of a company's monthly budget are spent on utilities and other expenses. B) comparing market shares of three breakfast cereals from 2011 to 2012. C) showing the stages in production of a jet engine. D) depicting the proportion of advertising dollars spent on various major media. E) showing how the marketing budget has changed since 2014.

B) comparing market shares of three breakfast cereals from 2011 to 2012.

The best visual for illustrating a manufacturer's quality control process would be a A) line chart. B) flowchart. C) table. D) pie chart. E) bar chart.

B) flowchart.

When preparing electronic forms for a report that is recurring, the use of ________ will save time overall. A) embedded links B) form tools C) PDF files D) infographics E) proposal-writing software

B) form tools

In computer graphics, a template A) is a tool for creating curves and geometric shapes. B) helps ensure an effective design and saves you the time of making numerous decisions every time you create a chart or graphic. C) is any kind of chart generated by a spreadsheet program. D) is a tool for creating classic architectural views. E) is helpful only for those who cannot use basic software functions.

B) helps ensure an effective design and saves you the time of making numerous decisions every time you create a chart or graphic.

Don't ________ in the closing section of a business report. A) summarize the key points B) introduce new material to expand the scope C) list all of the action items D) present the benefits of following the recommendations E) present the benefits of key ideas

B) introduce new material to expand the scope

The work plan section of a formal proposal A) is presented in the conclusion. B) is contractually binding if the proposal is accepted. C) delineates the costs involved in your proposed solution. D) describes your organization's experience, personnel, and facilities. E) points out the advantages that your company can offer.

B) is contractually binding if the proposal is accepted.

Which one of the following is not an element of a work plan in the body of an unsolicited proposal? A) an explanation of the steps you'll take, their timing, and the methods or resources you'll use B) persuasive material to convince readers that a problem or an opportunity exists C) information about when work will start, how it will be monitored, and when it will end D) a description of how you'll accomplish what must be done E) an indication of the costs and other financial issues

B) persuasive material to convince readers that a problem or an opportunity exists

When developing a document electronically, it should be A) embedded in an email. B) sent as a PDF. C) linked to a live file. D) void of multimedia elements. E) developed using proposal writing software.

B) sent as a PDF.

The introduction of a solicited proposal A) need not be as detailed as that of an unsolicited proposal. B) should refer specifically to the RFP that initiated it. C) should downplay the magnitude of the problem you're addressing. D) is expected to be much longer than that of an unsolicited proposal. E) should always shock the audience in order to get their attention.

B) should refer specifically to the RFP that initiated it.

A surface chart A) shows trends over time. B) shows a cumulative effect. C) shows an arrangement of data in columns and rows. D) shows how parts of a whole are distributed. E) lists a sequence of events from start to finish.

B) shows a cumulative effect.

Including transitions and other directional aids is important A) in online reports, but not usually necessary in written ones. B) to help the audience understand how one thought is related to another. C) when the audience is unfamiliar with the topic. D) in any report longer than a couple of pages. E) except on requests for proposals.

B) to help the audience understand how one thought is related to another.

When preparing review sections in a report, A) always write them in narrative form, not as lists. B) use multiple review sections if the report is long and complex. C) introduce new facts and information to support the review points. D) make it clear that readers can skip them if they want to. E) include illustrations as often as possible.

B) use multiple review sections if the report is long and complex.

Use the concept of ________ to help you design visuals that are consistent from one page of a document to the next. A) data visualization B) visual parallelism C) tag clouds D) data redundancy E) big data

B) visual parallelism

Which of the following would be the most effective preview in a formal report? A) Our sales in the eastern region have plummeted. B) First, let me begin by introducing our team. C) The next section discusses the advantages of advertising on the Internet. D) Okay, now for the mundane part. E) You probably won't like this, but here it comes.

C) The next section discusses the advantages of advertising on the Internet.

The best type of visual aid for showing that annual consumer spending has decreased over the past ten years would be A) a table. B) a pie chart. C) a line chart. D) an organization chart. E) a flowchart.

C) a line chart.

To illustrate how your department's budget will be distributed by percentage and type of expense, you should use A) an organizational chart. B) a table. C) a pie chart. D) a line chart. E) a flow chart.

C) a pie chart.

When you need to show processes, transformations, and other activities, the most effective visual choice would be A) infographics. B) flowcharts and diagrams. C) animations and videos. D) data visualizations. E) word clouds.

C) animations and videos.

The close of a report should A) include new data for one last, meaningful impact. B) tell the reader what will happen if they don't implement what was discussed in the paper. C) bring all action items together and give details about who should do what, when, where, and how. D) explain why you are passionate about making the proposed changes. E) end with an insightful quote, fact or statistic.

C) bring all action items together and give details about who should do what, when, where, and how.

The primary difference between titles and captions of visuals is that A) titles are usually longer than captions. B) captions usually appear above visuals, whereas titles appear below. C) captions offer discussion of the visual's content. D) titles provide detailed descriptions of visuals, but captions give only short descriptions. E) None of the above—they are simply different terms for the same thing.

C) captions offer discussion of the visual's content.

When creating visuals for massive data sets, complex quantities, or dynamic data, use A) flowcharts. B) infographics. C) data visualization. D) line and surface charts. E) tables.

C) data visualization.

In a proposal, the statement of qualifications A) presents the concept, product, or service you're proposing. B) delineates the costs involved in your proposed solution. C) describes your company's experience, personnel, and facilities. D) asks a decision-maker to authorize your proposed solution. E) orients readers to the information that the proposal will include.

C) describes your company's experience, personnel, and facilities.

Using templates in preparing reports A) limits your creativity and makes your report look ordinary. B) is a sign of incompetence. C) ensures new content matches the rest of the wiki. D) is costly and time-consuming. E) usually makes reports more difficult to read.

C) ensures new content matches the rest of the wiki.

Within the context of preparing formal reports and proposals, the term limitations refers to A) the boundaries of your proposal, what you can and can't do. B) excuses for inadequate research or a poorly written report. C) factors beyond your control that have affected the report's outcome. D) the risks and rewards of a specific course of action. E) the costs and benefits of a specific course of action.

C) factors beyond your control that have affected the report's outcome.

To avoid ethical problems with visual support in a message, A) limit background information. B) exaggerate visual information that supports your argument. C) group data carefully. D) use emotional manipulation. E) simplify cause-and-effect relationships whenever possible.

C) group data carefully.

If you find a photograph online that you want to use in a document, A) you don't need permission—you are protected by fair use doctrine. B) you don't need permission unless you are using it in marketing materials. C) if it is not specifically offered free, assume that someone owns it and is entitled to credit and/or payment. D) you can do so without permission unless you have to pay to download it. E) add it with an embedded link.

C) if it is not specifically offered free, assume that someone owns it and is entitled to credit and/or payment.

When you're using a direct approach to present a report, use ________; however, ________ will be more effective, if you're using an indirect approach to present a report. A) descriptive headings; informative headings B) structured headings; unstructured headings C) informative headings; descriptive headings D) parallel headings; decorative headings E) structured headings; descriptive headings

C) informative headings; descriptive headings

A(n) ________ helps readers understand the various design elements used in a visual. A) caption B) descriptive title C) legend D) informative title E) infographic

C) legend

A report's close should A) provide hints on what the audience should do so that you don't sound like you're giving orders. B) instruct your audience to contact you about what they should do next. C) make sure your readers understand exactly what's expected of them and when it's expected. D) imply dire consequences if the goals are not achieved. E) minimize the impact of the main points of the message.

C) make sure your readers understand exactly what's expected of them and when it's expected.

Effective transitions in business reports A) should never be longer than a short phrase. B) may be as long as a sentence. C) may be as long as a paragraph. D) are included only between major sections-never within each section. E) are usually developed as a heading.

C) may be as long as a paragraph.

If you end up with multiple conclusions, recommendations, or actions in your report, it is best to A) go back to the drawing board and cut them down to one or two, at the most. B) combine similar items to make it easy on your readers. C) number and list them. D) leave them out of the report itself and include them in an appendix. E) eliminate less important ones to make the report sound more professional and confident.

C) number and list them.

Which section of the introduction identifies what is, and isn't, covered in the report? A) background B) report organization C) scope D) sources and methods E) problem/opportunity/purpose

C) scope

When writing content to post on the web, keep in mind that careful readers tend to be A) resentful of online content. B) receptive to online content. C) skeptical of online content. D) indifferent to online content. E) bored by online content.

C) skeptical of online content.

The primary value of a wiki stems from A) the recognition it offers to individual authors. B) its focus on a single, expert perspective. C) the collective insight of all its contributors. D) a patented algorithm that expedites global product shipments. E) its ability to deliver short messages to diverse groups in real time.

C) the collective insight of all its contributors.

The writing style for a report should be more formal if A) you know your readers reasonably well. B) your report is internal. C) the subject is controversial or complex. D) the report is relatively short. E) you are not confident in your conclusions.

C) the subject is controversial or complex.

Many design elements have ________, and their connotative meanings can evolve over time to mean different things in different cultures. A) numbers B) denotative qualities C) visual symbolism D) infographics E) visual literacy elements

C) visual symbolism

When writing a proposal, an indication of pricing and financial concerns should be addressed in the A) proposed solution. B) work plan. C) statement of qualifications. D) body of the proposal. E) summary.

D) body of the proposal.

One of the benefits of using proposal-writing software when developing proposals is its ability to A) answer questions about the RFP. B) eliminate previous contact information. C) create a centralized knowledge base. D) ensure proper structure. E) develop boilerplate text.

D) ensure proper structure

The introduction of a business report should A) discuss your conclusions or recommendations. B) include all of your information sources. C) carry the full weight of your message. D) help readers understand the context of the report. E) propose a solution.

D) help readers understand the context of the report.

Flowcharts are used to A) summarize large amounts of statistical data. B) show the relative sizes of the parts of a whole. C) show how something looks or operates. D) illustrate processes and procedures. E) indicate trends over time.

D) illustrate processes and procedures.

The introduction (or opening) of a business report or proposal should always A) outline your conclusions or recommendations. B) list all the sources from which you draw information. C) provide a detailed description of your qualifications to write the report. D) indicate why the subject of the report is important. E) begin with a humorous anecdote.

D) indicate why the subject of the report is important.

A special class of diagrams called ________ contains enough visual and textual information to function as standalone documents. A) photographs B) pictograms C) data clouds D) infographics E) geographic information systems

D) infographics

Data and other information presented in the report A) should be positive. B) must be easy to find. C) should be relatively precise. D) must be factually correct. E) should include reader friendly decorative elements.

D) must be factually correct.

When integrating a visual into the text, A) place all visuals at the end of the text in an appendix. B) avoid the use of titles or other descriptors. C) switch back and forth between visuals and words. D) refer to the visuals in the text. E) use sidebars.

D) refer to the visuals in the text.

In the body of a proposal, you should describe A) the change you propose, but briefly. B) the reader's situation and the need for change. C) why the problem exists. D) the organization's experience in this area. E) what you will and will not do.

D) the organization's experience in this area.

The advantage of incorporating visuals is A) they force the reader to slow down to study the message. B) they convey less information than text, so the reader will have to read the text for supporting material. C) people are less numbers-oriented and rely on visuals for meaning. D) the reader is more likely to be drawn more deeply into the message. E) they are easy to change for diverse audiences.

D) the reader is more likely to be drawn more deeply into the message.

The ability of the sender to create effective images that are correctly interpreted by the receiver is A) visual parallelism. B) big data. C) visual symbolism. D) visual literacy. E) convention.

D) visual literacy.