TEST 3 COMMS
Describe the four steps to organizing a presentation effectively.
(1) Define the main idea—what do you want the audience to walk away with? (2) Limit your scope—tailor the material to fit the time limit. (3) Choose your approach—direct for supportive audiences and indirect for resistant audiences. (4) Outline your content—keep it audience-centered for maximum effectiveness.
List the three most common strategies for structuring analytical reports
(1) Focusing on conclusions (direct), (2) focusing on recommendations (direct), (3) focusing on logical argument (indirect).
The synopsis of a formal report is A) a concise overview of the report's most important points. B) a short summary containing subheadings and visual aids. C) usually anywhere from two to five pages. D) never more than five lines in length. E) never longer than a single sentence.
A) A synopsis is a brief preview of the main points of a formal report. A synopsis is typically a page or less in length, and it may also be called an abstract.
One of the steps in analyzing your audience is to A) determine their likely emotional state. B) remember to keep your speech or oral presentation short. C) define your purpose. D) prepare a detailed, informative outline. E) identifying the proper media and channel.
A) Anticipating the likely emotional state of your audience allows you to design your presentation more effectively. Presentation length, purpose, and outlining are parts of other presentation planning steps.
When you're writing an unsolicited proposal, approach the transmittal letter as A) a persuasive message. B) an informative message. C) a cordial message. D) an informational message. E) a direct message.
A) If a proposal is unsolicited, approach the transmittal document as a persuasive message. You must convince the reader that what you're proposing is worthwhile and will justify the time required to read the entire proposal.
You should always close your speech A) on a memorable note. B) by leaving the audience with unanswered questions. C) with something dramatic or flamboyant. D) by introducing some new ideas for the audience to think about. E) with a humorous statement.
A) Make your conclusion clear and memorable, with a strong emphasis on your main points. You should maintain a professional approach and ensure that your audience understands your conclusion.
When you receive an RFP, you'll usually find that it includes A) specific instructions on referring to the RFP itself in your proposal. B) a list of companies that have submitted failed proposals in the past. C) any negative information about the company that might affect the project. D) a disclaimer stating that costs noted in the RFP may increase after the proposal is accepted. E) a synopsis.
A) Normally, an RFP will specify how you should refer to the RFP itself in your proposal. Organizations that issue RFPs include instructions because they need a methodical way to track all their active RFPs and the incoming responses. If there are no specific instructions in the RFP, use your best judgment, based on (1) the length of the RFP and (2) how you received the RFP, either hardcopy or online.
The prefatory parts of a report should A) help readers decide whether and how they need to read the report. B) be prepared and written before the text of the report. C) include an introduction to the report. D) not require any revision once they are written. E) be placed at the end of the report.
A) Prefatory parts of a report provide readers with an indication of how and why they should read the report. These parts should be prepared, revised, and proofread, along with the rest of the report
The prefatory parts of a report should A) help readers decide whether and how they need to read the report. B) be prepared and written before the text of the report. C) include an introduction to the report. D) not require any revision once they are written. E) be placed at the end of the report.
A) Prefatory parts of a report provide readers with an indication of how and why they should read the report. These parts should be prepared, revised, and proofread, along with the rest of the report.
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) The close of a proposal summarizes the key points, emphasizes the reader's potential benefits, and asks for a decision from readers. This is your last opportunity to persuade readers.
The ________ is not included in the prefatory parts of a formal report. A) introduction B) letter of authorization C) letter of transmittal D) table of contents E) executive summary
A) The introduction is included in the report as a text part, not a prefatory part.
One drawback of using the yardstick approach to structure business reports is that A) the audience must agree with your criteria for analysis. B) this approach is generally considered old-fashioned. C) it forces you to ignore the fact that the problem may have multiple causes. D) it eliminates repetition of key concepts. E) it does not allow for the evaluation of multiple criteria at one time.
A) The yardstick approach has two potential drawbacks. First, your audience needs to agree with the criteria you're using in your analysis. Second, the yardstick approach can get a little boring when you have many options to consider or many criteria to compare them against.
When you're concluding a business presentation, A) briefly restate the main points you covered during the presentation. B) bring up any information you forgot to include during the presentation. C) share an email address to respond to questions that the audience may have. D) don't let the audience know you're ready to close the presentation. E) let your audience decide how they feel and what they'll do about your presentation.
A) Use the close to restate your main points succinctly and emphasize what you want your listeners to do or think.
Because of its natural feel and versatility, the ________ approach is generally the most persuasive way to develop an analytical report for skeptical readers. A) 2 + 2 = 4 B) yardstick C) direct D) hypothetical E) indirect
A) When it is appropriate, the 2 + 2 = 4 approach can make a complicated argument look simple (i.e., that everything adds up). For example, to convince your readers for the need to build a new plant, you might say: (1) We have more customers than we can provide for, and (2) We are working at full capacity, so (3) Building a new plant is the only way we can get that extra capacity
One effective way to arouse interest at the start of a speech is to A) start with a joke. B) unite the audience around a common goal. C) use a teaser statement that implies what you'll be discussing. D) start with the ending. E) explain your credentials.
B
You should include a title fly with business reports when you want to A) give the name of the company for which the report has been prepared. B) add a touch of formality to the report. C) protect the report from dirt and careless handling. D) provide a page for the reader to make notes on. E) make it easier for readers to get straight to the text of your report.
B) A title fly is a single sheet of paper containing only the title of the report or proposal. It adds a more formal touch to the report, but it is not necessary.
The prefatory parts of a formal proposal may include A) a letter of authorization. B) a copy of the RFP. C) an index. D) visual aids. E) an appendix.
B) An RFP may require you to include a copy of the RFP in your prefatory section; be sure to follow its instructions carefully
An executive summary A) is never longer than a few paragraphs. B) may contain headings and visual aids. C) comes before the synopsis in the prefatory section of a report. D) is always included with reports longer than 10 pages. E) is the same thing as a synopsis.
B) An executive summary is more comprehensive than a synopsis; it can contain headings, well-developed transitions, and even visual elements. It is usually organized in the same way as the report, using a direct or an indirect approach, depending on the audience's receptivity
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) Directional aids can be helpful in writing of any length. Help your audiences navigate through your reports by providing clear directions to key pieces of content. Previews help readers prepare for upcoming information, and reviews help them verify and clarify what they've just read.
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) Double-check your facts and references and check for typos. If an audience ever gets an inkling that your information is shaky, they'll start to view all your work with skepticism.
Effective text slides should do all of the following except A) highlight key points. B) display your entire speaking script. C) summarize and preview your message. D) signal major shifts in thought. E) illustrate concepts.
B) Effective text slides supplement your words and help the audience follow the flow of ideas. Use text to highlight key points, summarize and preview your message, signal major shifts in thought, illustrate concepts, or help create interest in your spoken message. However, slide text should not display your entire speaking script.
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) Effective websites use a variety of means to help readers skim pages quickly, including lists, careful use of color and boldface, informative headings, and helpful summaries that give readers a choice of learning more if they want to.
The letter of authorization and the letter of acceptance are used to A) identify who worked on the report. B) make sure everyone is clear about the report's intent. C) introduce the report to the audience. D) acknowledge the audiences concerns. E) explain how the report addresses issues for the audience.
B) In general, letters of authorization and acceptance are included in only the most formal reports. However, consider including one or both if a significant amount of time has passed since you started the project or if you do not have a close working relationship with the audience. These pieces help make sure everyone is clear about the report's intent and the approach you took to create it.
The 2 + 2 = 4 approach A) generally works only with lengthy, non-routine reports. B) convinces the reader by demonstrating that everything adds up. C) is far more complicated than any other organizational strategy. D) is the only approach that is appropriate for any business report. E) works best if the reader is likely to accept the argument.
B) In the 2 + 2 = 4 approach, your goal is to show how everything adds up to a single conclusion or plan of action. If this approach seems like it can work, it is the first thing to try when you need a logical argument strategy.
All of the following except ________ are elements in the planning phase of the three-step writing process. A) analyzing the situation B) adapting to your audience C) gathering information D) selecting the right medium E) organizing information
B) In the three-step writing process, planning consists of the following: analyzing the situation, gathering and organizing information, and selecting the right medium. LO: 11.1: Adapt the three-step writing process to reports and proposals.
A ________ outlines an organization's official position on issues that affect its success. A) policy report B) position paper C) feasibility report D) business plan E) compliance report
B) Position papers outline an organization's official position on issues that affect the company's success
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) The work plan, discussed in the body, indicates exactly how you will accomplish the solution presented in the proposal. If your proposal is accepted, the work plan is contractually binding, so don't promise more than you can deliver.
When you're introducing a presentation, include a ________ to help your audience understand the structure and content of your message. A) catalog of sources B) preview section C) backchannel D) contextual connection E) humorous story
B) Your preview should summarize the main idea of your presentation, identify major supporting points, and indicate the order in which you'll develop those points. By giving listeners the framework of your message, you help them process the information you'll be sharing, Of course, if you're using the indirect approach, you'll have to decide how much of your main idea to give away in the introduction.
Generally, when presenting to a larger audience, A) the more informal the presentation. B) more time should be allotted for questions. C) the presentation becomes more formal. D) the more visuals should be used. E) the less chance of everyone in the audience understanding the message.
C
A letter of ________ is a specialized cover letter that introduces your report to the audience. A) authorization B) acceptance C) transmittal D) introduction E) appreciation
C) A letter of transmittal is a specialized cover letter (usually placed before the table of contents) that introduces the report to its audience. It acts as a short introduction to readers to provide any additional context necessary.
The basic purpose of informational reports is A) to persuade the audience to act. B) to present recommendations and conclusions to a superior for how to solve a particular problem. C) to present data, facts, feedback, and other types of information, without analysis or recommendations. D) to convince the reader of the soundness of your thinking. E) to change the audience's opinion on your topic.
C) An informational report is purely informational. It provides facts and data, but it doesn't analyze, draw important conclusions, or make recommendations.
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) Take special care to build trust with your intended audiences when drafting website content because careful readers can be skeptical of online content. Make sure your content is accurate, current, complete, and authoritative.
Which of the following is not included in the prefatory parts of a formal report? A) cover B) letter of authorization C) introduction D) table of contents E) title page
C) The prefatory parts of a report can contain any or all of the following: cover, title fly and title page, letter of authorization, letter of transmittal, table of contents, list of illustrations, and synopsis or executive summary
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) Transitions are words or phrases that tie ideas together and show how one thought is related to another. In a long report, an entire paragraph might be used to highlight transitions from one section to the next.
The four tasks involved in completing business reports and proposals include all of the following except A) distributing. B) revising. C) producing. D) illustrating. E) proofreading.
D) The steps to prepare and complete a business report or proposal are producing, revising, proofreading, and distributing. Ensure your final product is clean and professional.
The problem-factoring process involves A) looking at a problem from multiple perspectives. B) considering how to allocate blame for a problem. C) creating problems instead of solving them. D) dividing a complex problem into a series of logical, connected questions. E) developing a strong hypothesis.
D) Use problem factoring to divide a complex problem into more manageable pieces.
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) Your introduction needs to put the report in context for the reader, introduce the subject, preview main ideas, and establish the tone of the document.
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 introduce important or complex topics by helping readers get ready for new information. Review sections come after a body of material and summarize key points to help readers absorb the information just read.
What six stages should you go through in preparing an effective outline for a presentation?
In the first stage, state your purpose and main idea. Doing so will help to ensure that everything you add later will relate to these components of your presentation. The second stage involves organizing your major points and sub-points in a manner that is logical and effective. Third, identify your introduction, body, and close. Fourth, show your connections by writing out in sentence form the transitions you plan to use to move from one part to the next. Fifth, show your sources by preparing your bibliography carefully. Sixth, choose a title for your presentation that will let your audience know what to expect. Composing an effective title is especially important if your speech will be publicized ahead of time or introduced by someone else.
The purpose of most business presentations is to inform or persuade.
TRUE
Briefly describe the circumstances in which the yardstick approach would be particularly useful for organizing your proposal, and provide an example of a report that would benefit from this organizational approach.
The yardstick approach is useful when you need to use a number of criteria to evaluate one or more possible solutions. It is also tailor-made for situations in which the audience has provided a list of criteria the solution must meet. One example would be a bid on a building project for the government. (
In what forms can transitions be written in a business report?
Transitions are words or phrases that tie ideas together and show how one thought relates to another. In long reports, an entire paragraph might highlight transitions from one section to the next. Transitions act as signposts for readers. They direct readers through the information and reveal relationships between different pieces of information
What is the primary difference between a feasibility report and a justification report?
Whereas a feasibility report studies proposed options, a justification report is written after an action, to justify what was done.