Bcom - ch. 12

What is the purpose of each of the three main sections of a business report?

A business report contains three sections: the introduction (or opening), the body, and the close. The introduction puts the report in context for the reader, introduces the subject, previews main ideas, and establishes the tone. The body presents, analyzes, and interprets the information gathered. The close summarizes and reviews the key points.

List at least five types of visual aids commonly used to present data in business documents. Provide an example of a specific task for which one type would be especially useful.

Common visual aids include tables, line charts, surface charts, bar charts, pictograms, scatter diagrams, flowcharts, diagrams, drawings, photographs, videos, and pie charts. A bar chart would be helpful for comparing the retail cost of several hybrid automobiles. (Answers will vary).Tables can display extensive amounts of data. Line charts illustrate trends over time or plot the relationship of two variables. A surface chart, also called an area chart, is a form of line chart that shows a cumulative effect; all the lines add up to the top line, which represents the total. Bar charts are useful for showing quantities over time. Pictograms are informational signs that convey ideas. Gantt charts expedite project management. Scatter and bubble diagrams are used to represent data points. Pie charts can show the frequency or distribution of parts of a whole.

When would you increase the formality of business reports?

Compared to less formal documents, formal reports generally include sentences that are longer and more rigorous, as well as objective, dispassionate, and precise language. They also avoid humor and idiomatic language. A more formal tone is appropriate for longer reports, especially those that deal with controversial or complex information. You also need a more formal tone when your report will be sent to other parts of the organization or to outsiders, such as customers, suppliers, or members of the community.

List and briefly explain five characteristics of effective report content.

Effective report content is accurate (factually correct and error-free). It's also complete, in that it provides readers with all the information they need to understand the situation, problem, or proposal and then make a decision. Effective content is balanced. It represents all sides of the issue fairly and equitably. It also includes all essential information, even if some of it doesn't support the author's line of reasoning. Furthermore, effective content is clear and logical-written in uncluttered sentences and well organized. Finally, effective content is documented properly, giving credit to all sources of information on which the report draws.

Discuss six principles to keep in mind when designing visuals regarding the aesthetic and symbolic aspects of graphic art.

Even if you have no formal training, keeping the following principles in mind will help you become a more effective visual communicator: (1) Consistency: Readers view a series of visuals as a whole, assuming that design elements will be consistent from one page to the next. (2) Contrast: Visual distinctions should match verbal ones. To emphasize differences, depict items in contrasting colors, such as red and blue, or black and white. To emphasize similarities, make color difference more subtle. (3) Balance: Images that appear to be out of balance can be as unsettling as a building that looks like it's about to tip over. Balance can be formal, in which the elements in the images are arranged symmetrically around a central point or axis. Balance can also be informal, in which elements are not distributed evenly but stronger and weaker elements are arranged in such a way that achieves an overall effect of balance. (4) Emphasis: The most important point should receive the greatest visual emphasis, so present the key item on the chart in the most prominent way-through color, position, size, or whatever. Visually downplay less important items. (5) Convention: Visual communication is governed by a variety of generally accepted (and deeply ingrained) rules. Flouting those conventions can be effective, but must be done carefully in order to avoid breakdowns in communications. (6) Simplicity: Limit the number of colors and design elements you use, and take care to avoid chartjunk.

If you're creating a wiki, don't worry about a long-term purpose. Instead, just let your creativity flow.

False

Tables presented in printed documents must contain fewer columns and rows than tables presented online.

False

The more decorative elements you can add to a graphic, the more interesting and useful it will be to the audience.

False

Visual images have connotative meanings that are consistent across cultures.

False

When you're responding to a solicited proposal, ignore any stipulations in the RFP that could diminish your chances of winning the contract.

False

Which of the following is an example of a descriptive title for a visual aid?

How CamCo Reduces Costs

In a business report, where should you define terms that might be unfamiliar to your audience?

Important terms used in the report should be defined in the introduction. Defining terms in the introduction of a report ensures that your audience becomes familiar with the terms you use in your report. Defining the terms later on may lead to confusion or miscommunication.

Describe the characteristics of effective links in online content.

Links in your material should serve for both site navigation and content skimming. Clearly identify where a link will take readers. Don't rely on cute wordplay that obscures the content, and don't force readers to click through and try to figure out where they're going. Links should be used to enhance the information being presented. They can be helpful if they're labeled clearly and used sparingly.

In a line chart, what do the vertical and horizontal axes normally illustrate?

Normally, the vertical axis shows an amount. The horizontal axis illustrates time or some other quantity against which the amount is being measured. Line charts are commonly used to show trends over time or the relationship between two variables.

Describe six strategies (in addition to using the AIDA format) for strengthening your argument in business proposals.

Six strategies for making proposals more effective are: (1) Demonstrate your knowledge in order to convince your audience that you have the knowledge and experience to solve the problem or address the opportunity outlined in your proposal. (2) Provide concrete, quantifiable information and examples instead of vague, unsupported generalizations. Spell out your plan and give details on how the job will be done. (3) Research the competition using trade publications and the Internet to become familiar with the products, services, and prices of other companies offering similar products or services. (4) Prove that your proposal is appropriate and feasible for your audience. (5) Relate your product, service, or personnel to the reader's exact needs. (6) Package your proposal attractively, insuring that it is letter perfect, inviting, and readable. Readers will prejudge the quality of your products or services by the proposal you submit.

What elements are normally included in the body of a formal proposal?

The body of a formal proposal can contain any or all of the following elements: facts and evidence to support your conclusions, the proposed solution (what you have to offer), the work plan, a statement of qualifications, and a breakdown of costs.

List three functions of the close in a business report.

The close of a report: (1) emphasizes the main points of the message (2) summarizes the benefits to the reader if the message proposes a change or course of action (3) brings all the action items together in one place and gives the details about who should do what, when, where, and how

Which of the following would be the most effective preview in a formal report?

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

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.

Data visualization focuses on extracting broad meaning from data (rather than on clarifying individual data points).

True

In a workplace report, refer to each visual before readers see it in a document or onscreen.

True

Linking a spreadsheet to your report will help ensure that readers are always seeing the most up-to-date information.

True

One potential disadvantage of using a photograph to help explain a repair procedure is that it shows so much detail.

True

The term visual literacy refers to a person's abilities to create effective images and interpret visual messages correctly.

True

Briefly explain how a wiki can help teams and other groups, and describe at least three points wiki contributors should keep in mind to increase their effectiveness.

Using wikis is a great way for teams and other groups to collaborate on writing projects, from brief articles to long reports and reference works. The benefits of wikis are compelling, but they require a unique approach to writing. To be a valuable wiki contributor, writers must let go of traditional expectations of authorship, including individual recognition and control—the value of a wiki stems from the collective insight of all its contributors. Often, team members will need to be encouraged to edit and improve each other's work. Writers should use page templates and other formatting options to make sure the content is consistent with the rest of the wiki. It is also important to recognize that many wikis provide both editing and commenting capabilities, and participants should use the appropriate tool for each. Finally, new users should take advantage of the "sandbox," if available, which is a "safe," non-published section of the wiki where contributors can practice editing and writing. Wikis are valuable because of the collaboration that they make possible. Ease of communication is crucial in creating an effective wiki. Effective wiki collaborators let go of traditional authorship expectations, encourage team editing, use templates and other formatting options, separate editing and discussion capabilities, and use the sandbox.

In researching a proposal to expand your division, you find evidence that does not support your line of reasoning. Should you include it in your report? Why or why not?

Yes, you should include it. Although you want to be as brief as possible, your readers need a minimum amount of information before they can grasp the issue being presented. Omitting relevant information or facts can bias your report. Present all sides of the issue fairly and equitably and include all the essential information, even if some of the information doesn't support your line of reasoning. Omitting relevant information or facts can bias your report.

What can you do to improve the readability of online content?

You can improve the readability of your online content by making sure that readers can "skim" it for the information they need. Begin by using the inverted pyramid style of writing; that is, cover the most important information briefly at first and then gradually reveal successive layers of detail. That way, readers can choose to see those additional layers if they want to. Next, use lists, color and boldface, informative headings, and helpful summaries to present your information in a concise, skimmable format. Finally, label all hyperlinks clearly and concisely to support site navigation and content skimming.

The best type of visual aid for showing that annual consumer spending has decreased over the past ten years would be

a line chart.

Writing for audiences of another culture usually requires

a more formal style.

To illustrate how your department's budget will be distributed by percentage and type of expense, you should use

a pie chart.

To gain credibility with your audience in business reports, verifying facts and references will help to ensure

accuracy.

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.

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.

adding effective links

When you need to show processes, transformations, and other activities, the most effective visual choice would be

animations and videos.

To emphasize different quantities or ideas, use visual choices that

are simple.

The closing section of a proposal should

ask for a decision from the reader.

An ________ is important when a letter of transmittal is not included in a formal report.

authorization of the report

Ideally, all visuals should

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

being sensitive to the audience's needs.

A massive collection of data from a variety of sources is referred to as

big data.

The detailed evidence needed to support your conclusions and recommendations should appear in the ________ of your report.

body

When writing a proposal, an indication of pricing and financial concerns should be addressed in the

body of the proposal.

The close of a report should

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

In an online report, headings

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

The primary difference between titles and captions of visuals is that

captions offer discussion of the visual's content.

Clip art cluttering a bar chart is an example of

chartjunk.

A bar chart would be particularly useful for

comparing market shares of three breakfast cereals from 2011 to 2012

When drafting content for online reports, it is helpful to use the inverted pyramid style of organization in which you

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

When creating visuals for massive data sets, complex quantities, or dynamic data, use

data visualization.

In a proposal, the statement of qualifications

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

A ________ identifies the topic of an illustration; however, an ________ calls attention to the conclusion that should be drawn by the data in the illustration.

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

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

enables readers to understand how the opportunity developed.

One of the benefits of using proposal-writing software when developing proposals is its ability to

ensure proper structure.

Using templates in preparing reports

ensures new content matches the rest of the wiki.

The solution section in a proposal

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

Within the context of preparing formal reports and proposals, the term limitations refers to

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

The best visual for illustrating a manufacturer's quality control process would be a

flowchart.

Generally speaking, an effective proposal can

follow the AIDA model.

When preparing electronic forms for a report that is recurring, the use of ________ will save time overall.

form tools

To avoid ethical problems with visual support in a message,

group data carefully.

The introduction of a business report should

help readers understand the context of the report.

In computer graphics, a template

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

If you find a photograph online that you want to use in a document,

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

Flowcharts are used to

illustrate processes and procedures.

The introduction (or opening) of a business report or proposal should always

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.

infographics

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.

informative headings; descriptive headings

Don't ________ in the closing section of a business report.

introduce new material to expand the scope

Any terms in the report that are unfamiliar to the audience should be defined in the

introduction.

The work plan section of a formal proposal

is contractually binding if the proposal is accepted.

A(n) ________ helps readers understand the various design elements used in a visual.

legend

A report's close should

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

Effective transitions in business reports

may be as long as a paragraph.

Data and other information presented in the report

must be factually correct.

If you end up with multiple conclusions, recommendations, or actions in your report, it is best to

number and list them.

Which one of the following is not an element of a work plan in the body of an unsolicited proposal?

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

Use a ________ to show frequency or distribution of parts in a whole.

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.

preview sections; review sections

The general purpose of any ________ is to persuade the audience to do something.

proposal

If you're planning to create a table for online use, ________ to make sure that the table is easy to read.

reduce the number of columns and rows

When integrating a visual into the text,

refer to the visuals in the text.

Which section of the introduction identifies what is, and isn't, covered in the report?

scope

When developing a document electronically, it should be

sent as a PDF.

The introduction of a solicited proposal

should refer specifically to the RFP that initiated it.

A surface chart

shows a cumulative effect.

When writing content to post on the web, keep in mind that careful readers tend to be

skeptical of online content.

If you have a great deal of detailed, specific information to present, the best visual to use would be a

table.

In order to help your readers make informed decisions,

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

The primary value of a wiki stems from

the collective insight of all its contributors.

The ideal balance between the visual and the verbal should depend on

the needs of your audience.

In the body of a proposal, you should describe

the organization's experience in this area.

The advantage of incorporating visuals is

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

The writing style for a report should be more formal if

the subject is controversial or complex.

Including transitions and other directional aids is important

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

When writing business reports for outsiders (such as customers or suppliers), it is best to

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

When preparing review sections in a report,

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

The ability of the sender to create effective images that are correctly interpreted by the receiver is

visual literacy.

Use the concept of ________ to help you design visuals that are consistent from one page of a document to the next.

visual parallelism

Many design elements have ________, and their connotative meanings can evolve over time to mean different things in different cultures.

visual symbolism