Mann Comm Test 3

Why do managers use reports?

Managers use reports to make sound decisions or to solve problems, information must be factual, data needs to be objective.

The general rule of thumb is utensils should be used from the outside in.

True

The head of the table always faces the door if possible.

True

You should apologize for being left-handed if doing business in an Arab country.

True

Which directions do reports generally flow?

Upward, downward, and laterally

Time method of organization:

Use for agendas, schedules, status reports

Location method of organization:

Use for describing an office layout

Importance method of organization:

Use for newspapers

Criteria method of organization:

Use for selecting a consultant

What do managers use reports for?

Used to make decisions and solve problems

If you are writing a report people will resist you will use _______________

an indirect format

Bar Chart

Horizontal or vertical bars can represent values

Know when a questionnaire would be used, what type of a person is most likely to respond, and what type of response rate you can expect

-Used in business research -Low response rate -Those who do respond may not be representative of the population

How many resumes does Google receive in a typical year?

1 million, and they hire as few as 5,000 people

How many words are in headings of most text-based reports?

4-8 words

What percent of managers catch lies on resumes?

49% of managers reported catching lies on resumes and 57% of those immediately dismissed the candidate

What is an appendix and where does it appear in a report?

A place to include supplementary info or documents in an appendix at the end of the report.

Which of the following statements about presenting conclusions and recommendations is NOT true? A. Most business reports use the indirect organization plan putting conclusions and recommendations at the end of the document. B. The indirect report style is especially appropriate if your audience is resistant to your conclusions and recommendations. C. The indirect report style is especially appropriate if your topic is complex and your reader needs explanation to understand your conclusions. D. You can use a hybrid approach instead of putting all the conclusions and recommendations either first or last, you might split them up and address them in appropriate subsections of your report. E. All of the statements are true.

A. Most business reports use the indirect organization plan putting conclusions and recommendations at the end of the document.

Which of the following statements about data is false? A. Secondary data is better than primary data because it is easier to obtain. B. Most data collection processes start by reviewing secondary data. C. According to the book, secondary data is less expensive to obtain. D. Primary data is collected by the researcher to solve a specific problem. E. The three main methods of primary data collection are surveys, observations, and experimentation.

A. Secondary data is better than primary data because it is easier to obtain.

You should not use secondary data if: A. The researcher had a vested interest in the study's outcome B. appropriate procedures were used to collect the data C. The data reflects a high number of responses D. The data is old but remains accurate and relevant E. the data is confirmed by several independent sources

A. The researcher had a vested interest in the study's outcome

You've finished your meal; you place your napkin... a. folded on the left side of your plate b. folded on the right side of your plate c. on the seat of your chair - still eating

A. folded on the left side of your plate

When taking butter from the butter plate, it is appropriate to... a. put a pat directly on your own butter plate b. put a pat directly on your own bread c. put a pat on your plate and also on your bread.

A. put a pat directly on your own butter plate

What do you do if you extend your hand to another person to shake and they don't take your hand? a. simply withdraw your hand discreetly, and don't comment. b. say, "hey dummy don't you know shaking hands is the most established form of etiquette in American business today. c. grab their hand and squeeze it extra hard to teach them a lesson.

A. simply withdraw your hand discreetly, and don't comment

Where would the Executive Summary be placed in a report? What else is this called?

Abstract or synopsis, beginning

Have research sources been properly documented and cited?

Accuracy and reliability

Which of the following items are not appropriate dinner conversation: a. health b. gossip c. dirty jokes d. controversial topics

All of the above

Place graphics in the ______ if they do not directly support the text. Do not force readers to flip to an appendix to see graphics that should support textual analysis. Omit if they serve no useful purpose.

Appendix

Is the author or organization easy to identify? Do links off this page lead to reputable sites?

Authority

when someone says, "How do you do," in response to your introduction, the proper response is: a. "fine" b. "how do you do" c. "not bad, my hangover is almost gone" d. "pleased to meet you"

B. "how do you do" or D. "pleased to meet you"

Someone has just walked up to you and introduced herself, but you weren't listening very well and didn't get her name. You: a. don't ask again because you don't want to look stupid b. ask again because you don't want to alienate a potential associate c. go find somebody else so he can introduce himself to her and you can listen

B. Ask again because you don't want to alienate a potential associate

You're a salesperson being introduced to a potential client. Unfortunately, you've just been holding a cold drink and your hands are like ice. You: a. Smile and greet the person, but keep your hand at your side for fear he or she will think you're cold. b. shake, but apologize for your hands, explaining that you've been holding a cold drink c. ask the person if he or she will hold your hands until they warm up d. blow into your palms before extending your hand

B. Shake, but apologize for your hands, explaining that you've been holding a cold drink.

You're the secretary for the senior manager in your department. When your manager introduces you to a new secretary, you: a. smile, remain seated, and wait for the new secretary to extend his or her hand in deference to your position b. stand up and offer your hand c. get up quickly and hug the new secretary to make him or her feel welcome d. explain that you're in charge here, and as long as he or she wants to play by your rules, you'll get along fine

B. Stand up and offer your hand

When drinking white wine, the glass should be held... a. from the goblet (bowl) b. from the stem

B. from the stem

When food is served on toothpicks you can discard your used toothpick in all of the following places expect: a. trash can b. serving tray itself c. tray used by servers to collect empty glasses

B. serving tray itself

When reporting statistics, the writer: A. does not have to explain them in the report B. should clearly explain the statistical information C. should save them for the conclusion D. Should target them to the readers with the highest comprehension level.

B. should clearly explain the statistical information

Why is it important that you taste your food before you season it? a. salt is in short supply and should be conserved b. you don't want people to think you make decisions without all the facts c. it is an insult to the chef. d. you may want to send it back to the kitchen.

B. you don't want people to think you make decisions without all the facts

Great for comparing the magnitude or size of items, either at or over a period of time

Bar Chart

Three types of interviews

Behavioral, case-based, stress

Which of the following information was not contained in the how to document sources section of the book? A. Business reports will most likely use footnotes or endnotes to document sources. B. The benefit of footnotes is they are on the same page as the text they are referencing. C. Endnotes are easier for the reader to understand because they are at the end of the paper instead of on individual pages like footnotes. D. When using footnotes you won't need a separate bibliography or reference page. E. Instead of using a superscript text number the author-date format inserts the last name of the author and publication year in parentheses after the reference to the material. Some feel this formal interrupts the flow of the report.

C. Endnotes are easier for the reader to understand because they are at the end of the paper instead of on individual pages like footnotes.

A female manager comes into a male manager's office. He should: a. rise and greet her b. keep working c. look up and greet her d. stay seated, but enthusiastically say, "hey babe, what's happening?"

C. Look up and greet her

When someone has an unfortunate or sad experience it would be best to: a. just listen and look concerned, it is usually best not to speak so you don't say the wrong thing b. change the subject to something more positive. c. show empathy and relate to the situation by saying something like "That must have been a scary experience for you" or "i can imagine how you feel" d. relate a story that shows you have experienced the same thing fairly quickly in the conversation so the other person knows you can relate.

C. Show empathy and relate to the situation by saying something like "that must have been a scary experience for you" or "i can imagine how you feel"

Which of the following statements is NOT true according to the section about developing an effective writing style? A. When writing reports you should avoid colloquial expressions like "we have a golden opportunity here," attempts at humor, bias, or being subjective. B. Avoid using I, we, or you but it is better to use a pronoun than to insert an awkward phrase such as "The writer suggests..." as it is obvious the writer is the person recommending the action. C. Use the verb tense that applies to when you are writing the report. D. The book indicates you should not depend on your heading structure for coherence and that it should actually read smoothly without the headings.

C. Use the verb tense that applies to when you are writing the report.

You've left the table momentarily and will return, you place your napkin... a. folded on the left side of your plate b. folded on the right side of your plate c. on the seat of your chair

C. on the seat of your chair

When you are introducing yourself, or when being introduced you should: a. remain seated or standing and wait for the other person to extend their hand b. stand and extend your right hand c. stand and extend your right hand, remain standing until directed to sit.

C. stand and extend your right hand, remain standing until directed to sit

Receive more emphasis than tables or narrative text

Charts

Which receive more impact - charts or tables?

Charts

Evaluating Internet Sources

Check for reliability by looking for spelling errors, see if the site has recently been updated or revised, determine if there is a clear distinction between fact and opinion, check to see what the purpose of the site is - educational or commercial

Secondary Data

Collected by someone else for some other purpose

Primary Data

Collected by the researcher to solve a specific problem.

Which comes first -- conclusions or recommendations

Conclusions

Does the site cover a specific time period? What information appears to be omitted?

Coverage

Process by which two or more pieces of data are analyzed together

Cross tabulation analysis

When was the site last updated or revised? Do you notice any dead links?

Currency

Which of the following reports is most likely a situational report? A. A sales manager uses information from sales reps to make sales projections to send to manufacturing. B. A HR manager surveys staff to access company morale, results are shared with managers to improve supervision. C. A product manager for Elf Cosmetics conducts market research to come up with a new lipstick shade. D. A construction manager prepares a report outlining options for repairing damage done to yards after equipment was used that left divots in the grass. E. A customer service manager prepares a report comparing client wait times from this year to last year

D. A construction manager prepares a report outlining options for repairing damage done to yards after equipment was used that left divots in the grass.

which of the following statements regarding business cards is false? a. wait until the end of a conversation and have established a reason to further contact before you give a business card. b. the basic rule of rank and status is that the person of higher rank is the one to request the card c. in a country like Japan a business card should be handed to another with two hands d. all of the above are true

D. All of the above are true

When sitting at the table, one should... a. enter the seat from the right, leave to the right b. enter from the left, leave to the left c. enter from the right, leave from the left d. enter from the left, leave to the right.

D. Enter from the left, leave to the righ t

What part of the report process requires the most time and skill?

Data Analysis

Most business reports will follow what kind of format?

Direct

Most business reports for American audiences used the ______ organizational plan. If you are writing to an international audience it is likely you will use the _____ organizational plan.

Direct; indirect

Which of the following is NOT a conclusion? A. The network is not functioning correctly. B. Employees do not know how to use the new network properly. C. Both managers and employees are concerned about invasion of privacy. D. Employees lack the confidence to use the new network. E. All employees should receive formal training in network use.

E. All employees should receive formal training in network use.

Mailings are ________ and have a ____ response rate.

Expensive, low

A married couple should always be seated next to each other at a business function.

False

A speaker has greater responsibility than a listener does in the communication process.

False

As host at a business dinner, you should place the highest-ranking guest on your left.

False

If you need to spread out your paperwork, do so on the corner of your host's desk.

False

It is OK to serve yourself first before you pass food on to the right.

False

It's perfectly all right to discuss your salary with your coworkers.

False

People in China may applaud you if they see you on the street; this is likely happening because they have mistaken you for a movie star.

False

The first step in planning your meeting is to decide where to meet.

False

When a woman invites her male client to discuss business over lunch, the man should always pay.

False

When meeting a client for lunch, always wait for your guest in the bar or at your table.

False

When someone in your office does something nice for you that you didn't request, you should ask them why they did it.

False

When you are in China you should tip a bell captain who takes luggage to your room more than you would tip one in the US

False

When you are toasted you should drink with the group after the toast is made.

False

When you enter someone's office for a meeting, you should always choose the chair closest to the door.

False

Your elbows can be on the table between courses.

False

Your glass, knife, and spoon will be found on the left side of your plate.

False

Footnotes and Acknowledgements

Footnotes to graphics give explanation or elaboration.

Line Chart

Graph based on a grid, vertical axis represents values and horizontal represents time

Size Determination

Graphics should be the size of their contents justify. They can be too small or too large. Some have been known to exaggerate the size of a visual to make the information contained seem more important than it actually is.

_________ the graphic for the reader. One way is to use the GEE strategy - state a generalization, provide an example, and stat any exceptions.

Interpret

Why do you record your rehearsal on a video?

It is the best way to improve

Good at showing changes or trends in data over long periods of time

Line Chart

Will reports generally just be geared to your supervisor at work?

No, many reports for a variety of audiences.

Are keywords nouns or verbs?

Nouns, these are the words applicant tracking systems (ATS) will check for

GPA rules

Only list if it is above 3.0

Business Report

Organized presentation of information used to make decisions and solve problems.

What are the 3 criteria required for a report?

Organized, well supported, useful

Compares relative parts that make up a whole

Pie Chart

Situational Report

Produced only once

Do you see a clear distinction between opinion and fact? Who is the intended audience?

Purpose and objectivity

Placement of Titles

Recent practice places titles at top of graphic and in caps and lowercase type. Traditionally, titles for tables are placed at the top in all capitals. Titles for figures are placed beneath graphic and in lower case type. Titles should be formatted consistently.

What is a deck?

Reports that combine text and graphics, when printed. Don't use a projector.

Even numbers with a decimal of exactly .50

Round down

Odd numbers with a decimal of exactly .50

Round up

Layout and Type

Shape of graphics is determined by size and contents - not too tall or wide, but balanced. Use white space effectively.

STAR acronym

Situation, Task, Action, Result

A data-collection method that gathers information through questionnaires, telephone inquires, or interviews.

Survey

Orderly arrangement of data into columns and rows

Table

What is the difference between talking & generic heading? Which would most likely be used for a report organized in the direct format?

Talking - identify not only the topic of the section but also major conclusion - direct. Generic - identify only topic of a section, without giving the conclusion.

At the end of the meal you should leave some food on your plate.

True

Never ask for a doggy bag.

True

Never used a stacked heading. True or False

True

Ongoing Report

Weekly time log or monthly sales analysis

When would you use a persuasive cover letter?

When you are sending a questionnaire to encourage participation because most people dislike participating in these

Do headings need to be consistent throughout the entire report or within each level of heading?

Within each level.

Questionnaire

Written instrument with questions to obtain information from recipients.

Is it likely the executive summary will be skimmed or carefully read? Should the executive summary be able to "stand alone?"

Yes

What side of the slide do you want to stand on?

You want the visual on your left as you are facing the audience.

if you drop a piece of silverware you should: a. leave it and ask the waiter for another b. pick it up and use it if it passes the "5 second rule" c. pick it up and place it on your lap d. pick it up and try to switch it with the person sitting next to you.

a. leave it and ask the waiter for another

If you forget someone's name you should: a. simply admit your lapse and say, "how could i possibly forget your name? i just heard it!" or "please tell your name again." b. just skip the introduction c. laugh and say something like, "my mind's a mess today. Why don't you introduce yourselves?"

a. simply admit your lapse and say, "how could i possibly forget your name? I just heard it!" or "please tell me your name again"

At a networking event the ideal amount of time to spend with anyone person or group is: a. 1-4 minutes b. 5-7 minutes c. 8-10 minutes d. there really isn't a limit

b. 5-7 or c. 8-10

You've just unwrapped crackers packaged in cellophane; where do you place the wrapper? a. on the table beside your place b. on your butter dish c. on your main plate d. in any available ashtray

b. on your butter dish

Tie text and graphics together by __________, ______ ________ to graphics. Let the main part of sentence tell something about the graphic.

incidental, subordinate references

How much is an executive summary?

no more than 10% of the report?

If graphic is large (one page), place it on the _________ the first reference to it.

page following

Based on my experience, people who write reports get ________.

promoted

Business reports often start with the ___________ because they are often only partially read.

recommendations

If graphic is small (less than one page), place it ____________ after first reference to it. Use ________ to integrate it.

within text layout; word wrap