OAD110 Unit 1

You should strive to write paragraphs with eight or fewer printed lines.

​Although no rule regulates the length of paragraphs, business writers recognize the value of short paragraphs. Paragraphs with eight or fewer printed lines look inviting and readable. Long, solid chunks of print appear formidable.

Which statement regarding headings is most accurate?

​Headings are an effective tool for highlighting information and improving readability. Although they appear most often in reports, they can also improve the readability in e-mails, letters, and memos. When they are incorporated in business messages, they should be expressed using just key words or phrases.

Active-voice verbs are preferred in business writing.

​Most business writing should be in the active voice. Active-voice sentences are more direct because they reveal the subject immediately. In addition, they are easier to understand and usually shorter.

Which of the following sentences uses positive language?

​Positive language generally conveys more information than negative language. In addition, positive language tells what is and what can be done rather than what isn't and what can't be done. It also avoids words that can create ill will, such as complaint, criticism, claim, defective, mistake, and neglected. The only sentence that uses positive language is We look forward to completing your order when we receive your credit card information.

The first step of communication occurs when _______.

​The communication process begins when the sender has an idea. The form of the idea may be influenced by the sender's mood, frame of reference, background, culture, physical makeup, and context.

To save time, you should thoroughly proofread a document as you draft it.

​You should proofread a document when it is in its final form. Don't proofread earlier because you may waste time checking items that eventually will be changed or omitted.

Skilled business writers spend most of their time on the revising phase of the 3-x-3 writing process.

Good writers spend about half of their time on the revising phase of the 3-x-3 writing process.

What is an effective tool for highlighting information and improving readability by encouraging the writer to group similar material together and help readers separate major ideas from details?

Headings

Which of the following sentences is most effective in de-emphasizing the bad news?

"Although cash refunds are not offered, you can exchange resalable merchandise" puts the bad news in a dependent clause and the good news in an independent clause where it receives emphasis. Other options emphasize the bad news or business policy, which may anger customers.

Each and every student will be required to participate in one group writing project contains a redundant expression.

"Each and every" is a redundant expression.

Katelyn is writing a letter to thank a potential employer for her job interview. Which of these sentences contains modern expressions Katelyn should use?

"You will note that my coursework has thoroughly prepared me for your medical technician position" uses modern phrases and avoids outdated phrases such as "Thank you in advance," "Enclosed herein please find," and "Pursuant to your request."

Which of the following statements about writing skills in today's business world is correct?

10- to 12-point type for body text is generally most comfortable for readers.

Before Melissa organizes and composes her message, she should ask two questions: (1) Why am I sending this message? and (2) _______.

As you compose a workplace message, ask yourself, "Why am I sending this message?" and "What do I hope to achieve with this message?" Your responses will determine how you organize and present your information.

According to communication experts, what is the greatest failing of business writers?

Because communication experts regard poor organization as the greatest failing of business writers, business writers should use a scratch list or an outline to organize ideas.

Which of the following sentences demonstrates direct, concise language?

Because health care costs are rising, a new employee wellness program will be offered May 1. demonstrates the most concise language. The other examples contain long lead-ins such as This is to inform you, flabby expressions such as due to the fact, and fillers such as there is.

Which of the following statements about writing skills in today's business world is correct?

Because of today's hyperconnected business world, writing skills are very important. In addition, employees in all fields should be prepared to write more messages and to use a variety of media, such as e-mail, instant messaging, texting, blogs, wikis, and social media sites, to communicate with others.

One way to improve the clarity of your writing is to apply the KISS formula. KISS stands for _______.

Because your goal as a business writer is to express, not impress, you should remember to apply the KISS (Keep It Short and Simple) formula.

Which of the following sentences uses bias-free language?

Business writers must be cautious about expressions and wording that might be biased in terms of gender, race, ethnicity, age, and disability. The sentence in option a suggests that all of the employees are male; in option b, the implication is that all of the employees are female. Avoid the "his or her" option as it is wordy and conspicuously perpetuates the exclusion of other gender identities. Making managers plural allows you to use the gender neutral "their" form.

Communication is defined as "the transmission of information and meaning from a sender to a receiver." The crucial element of this definition is _______.

Communication is successful only if meaning is exchanged, making "meaning" the crucial element. Information can be sent, but if the receiver is not able to understand it, then true communication has not occurred.

Michael usually holds team meetings on Tuesday mornings, but he needs to reschedule next week's meeting to Wednesday morning. To tell team members of the date change for the next meeting, Michael should _______.

E-mail is a better choice for routine announcements. Using individual meetings, a team meeting, or a short report to announce the changed meeting time would be inefficient.

Putting yourself in the receiver's shoes to better adapt your message to that person's needs is called _______.

Empathy involves putting yourself in the receiver's shoes. This means that you look at the topic of the communication from your receiver's perspective. Using empathy can help you write a more effective message.

Which of the following sentences demonstrates an effective business tone and style that avoids using trite business phrases?

Enclosed is a copy of our current catalog. demonstrates the most effective business tone and style by not using trite business phrases such as Pursuant to your request and Please find and per your request.

Which of the following is a psychological barrier to effective listening?

Every one of us brings to the communication process a unique set of cultural, ethical, and personal values. As a result, each of us has an idea of what is right and important. If other ideas run counter to our preconceived thoughts, we tend to "tune out" speakers and fail to receive their messages. This demonstrates a psychological barrier to listening.

Before you write a message, your first step should be to _______.

If you begin the writing process by analyzing your purpose and audience, you can avoid backtracking and starting over. Analyzing your purpose and audience can also help you organize your message and select appropriate wording.

Which of the following is the correct advice for proofreading long, complex documents?

Long, complex, or important documents demand careful proofreading. Begin by using your computer spell-checker, but don't rely it! You must then proofread for errors that might go undetected. To do so, read from a printed copy, reduce your reading speed, use standard proofreading marks, enlist a proofreading buddy, read the document at least twice, allow extra time, and wait at least a day.

Many routine tasks, such as drafting e-mails, memos, letters, informational reports, and oral presentations, require the writer to collect formal research.

Many routine tasks, such as drafting e-mails, memos, letters,​ informational reports, and oral presentations, require information that can be collected informally by searching company files, talking with the boss, interviewing the target audience, brainstorming, and preparing an informal survey.

Which statement about margins and text alignment is true?

Margins determine the white space on a document, define the reading area, and provide important visual relief. Therefore, business letters and memos usually have side margins of 1 to 1½ inches. Furthermore, nearly all text in Western cultures uses ragged right margins and is aligned at the left.

Which of the following sentences corrects the misplaced modifiers in this sentence: Waiting for the interview, sweat formed on Rich.

Modifiers must be close to the words they describe or limit. In the sample sentence, the modifying phrase Waiting for the interview is currently modifying the word sweat, suggesting that the sweat is waiting for the interview. To correct the problem, the modifying phrase must be moved to modify the correct word in the sentence: Waiting for the interview, Rich began to sweat.

Which of the following recommendations should you follow when you proofread a routine document?

Most routine documents require a light proofreading. If you read on screen, use the down arrow to reveal one line at a time to help you focus. A safer proofreading method, however, is reading from a printed copy and looking for typos and misspellings that were not found by a spell-checker.

Jordan is a marketing manager for a vacation resort. In writing a description of his resort, which of these descriptions illustrates clear writing that creates meaningful images and uses vivid adjectives?

Only The resort offers luxurious suites with Jacuzzi tubs and heated outdoor saunas contains concrete nouns and vivid adjectives, which are central to creating meaningful images. All other examples contain foggy messages marked by sloppy references.

Listed items should reflect parallel structure, which means that _______.

Parallel structure refers to express ideas similarly, using the same grammatical structure (such as noun phrases or verb phrases).

Although most business writing should be in the active voice, passive voice is useful to _______.

Passive voice sentences are useful to emphasize an action rather than a person, to de-emphasize negative news, and to conceal the doer of an action.

According to writing experts, approximately what percentage of time should you spend on the prewriting phase of a business message?

Plan to spend one quarter of your time on prewriting, which includes analyzing your audience, anticipating your audience, and adapting to your audience.

Proofreading includes which of the following tasks?

Proofreading is the process of correcting any errors in spelling, grammar, punctuation, names and numbers, and format. Revision is the process of improving the content, tone, and sentence and paragraph structure of your writing. During the second phase of the writing process, you will determine your organization.

One of the best ways to develop audience benefits is to use the "you" view, which _______.

Skilled communicators use the "you" view, which emphasizes second-person pronouns such as "you" and "your" instead of first-person pronouns like "I," "we," "us," and "our."

Which of the following sentences expresses the idea using the "you" view?

The "you" view emphasizes second-person pronouns (you, your), as in: Because your information is important for the application process, complete your form by December 1.

As Human Resources Manager, Claire must inform Anthony that company job changes will require him to seek retraining or lose his position. The best channel for Claire to deliver this message is _______.

The best channel for the delivery of bad news, such as the potential loss of employment, is face-to-face communication. Good news, such as bonus pay for performance, could be delivered through e-mail, voice mail, or instant messaging. Careful writers consider the type of message in selecting the channel.

Which of the following sentences avoids clichés, trite phrases, and buzzwords?

The clearest writing is Our committee will analyze the proposals on Monday. All other answer choices contain​ trite business phrases (Enclosed please find), clichés (easier said than done), or buzzwords (paradigm shift).

Advantages of the direct strategy are saving the reader's time, setting a proper frame of mind, and _______.

The direct strategy places the good news or main idea first followed by explanations and details. This strategy saves the reader's time, sets a proper frame of mind, and reduces frustration.

The indirect strategy is most appropriate for what kind of messages?

The indirect strategy works well with bad-news messages, sensitive messages, and persuasive messages.

During which phase of the writing process does the writer analyze the audience and the purpose for writing?

The prewriting phase involves analyzing the audience and the purpose for writing. During this phase, the writer will also anticipate the audience's reaction to the message and adapt the message to the audience.

Which of the following is an example of the passive voice?

The sentence The new organizational chart was presented by our recently hired CEO uses the passive voice. Because the doer of the action (CEO) comes after the verb (presented), you can identify the verb as being in the passive voice.

Every mechanic must submit his timesheet by Friday is grammatically correct and bias free.

This example is not a well-written sentence because it incorporates insensitive and biased language. Therefore, it should be revised. One way to revise this sentence is Every mechanic must submit a timesheet by Friday.

Please give consideration to our latest offer contains a buried verb.

This sentence contains a buried verb (consider) that has been needlessly converted to a wordy noun expression: give consideration to. Wordy noun expressions increase sentence length, slow the reader, and muddy the thought. This sentence can be cleaner and more forceful by unburying the verb: Please consider our latest offer.

Shipping Clerk Christina included this sentence in her message to a customer: Pertaining to your returns, we must verify the shipping numbers and lot codes of all outstanding merchandise prior to issuance of a refund. This sentence is an example of _______.

This sentence includes overly formal language. Formal language may involve the use of big words, long sentences, legal terminology, or third-person constructions. Instead of using formal language, business writers should concentrate on a warm, friendly tone that is professional because one of their goals is to express, not impress.

I am sending this message to let you know that Tuesday's meeting has been cancelled is ineffective because it contains a long lead-in.

This sentence is not concise because it contains unnecessary introductory words: I am sending this message to let you know that. A more concise and direct message eliminates the long lead-in: Tuesday's meeting has been cancelled.

Dylan is designing a document. Which of the following suggestions will help Dylan enhance readability and comprehension in his document?

To increase readability, Dylan should create white space by using headings, bulleted or numbered lists, short paragraphs, and effective margins. He should also use left-justified text and ragged right margins without justification; no more than two typefaces per document; and ALL CAPS only for headings, subheadings, and single words or phrases.

Well-designed documents increase readability and audience comprehension.

Well-designed documents​ enhance readability and comprehension. Techniques to improve readability and comprehension include the appropriate use of white space, margins, typefaces, fonts, numbered and bulleted lists, and headings for visual impact.

When you expect a reader of your message to be uninterested, unwilling, displeased, or hostile, you should _______.

When you expect a reader to be uninterested, unwilling, displeased, or hostile, you should place the main idea later in the message (after the details, explanation, or evidence). In addition, bad news should not be sent via e-mail, text message, or IM.

Which of the following business messages would use the indirect strategy?

When you expect the audience to be uninterested, unwilling, displeased, or perhaps even hostile, the indirect strategy is more appropriate. A letter denying credit to a customer should be organized indirectly.

The direct strategy would be most appropriate when _______.

When you expect the reader to be pleased, mildly interested, or, at worst, neutral, use the direct strategy.

Before composing a business document, you should gather information that will answer which of these questions?

You should ask yourself "What is the receiver to do?" because it focuses on the audience rather than on the sender.

Business messages should be _______.

purposeful

Communication is successful only when _______.

the receiver understands an idea as the sender intended it