Writing For the Workplace

The first step in preparing to write is to determine you (A) audience (B) format (C) needs (D) purpose

(D) purpose

What advantage or advantages does a questionnaire have over conducting personal interviews? A. A questionnaire allows you to gather information from more people more quickly than you could through personal interviews. B. The results of interviews may be slanted because they're the opinions of only a few people. C. Questionnaires do not allow specific follow-up to answers. D. Both A and B

A. A questionnaire allows you to gather information from more people more quickly than you could through personal interviews

Document layout-and-design principles for non-routine materials include offering a simple, uncluttered presentation of the topic. Which of the following is not a layout-and-design principle for non-routine materials? A. Express ideas or convey information that words alone cannot. B. Highlight structure, hierarchy, and order. C. Help readers find information easily. D. Reinforce an organization's image.

A. Express ideas or convey information that words alone cannot

_____________ are titles and subtitles within the body of a document that divide material into comprehensible segments by highlighting the main topics and signaling topic changes. A. Headings B. Headers C. Footers D. Captions

A. Headings

When applying for a job, you almost always need to submit a ______________ with your resume. A. letter of application B. job posting C. skill set D. writing sample

A. Letter of application

What types of writing might not require a full-scale outline? A. Relatively short items B. Informal writing C. Technical writing D. Longer documents

A. Relatively short items

When writing instructions, can you ever use specialized vocabulary and abbreviations? A. Yes, for coworkers. B. Yes, for consumers. C. Yes, for international readers. D. No. Avoid specialized terms and use plain language throughout.

A. Yes for coworkers

______________ is a legitimate starting point from which you can expand your knowledge by finding and using other primary or secondary sources. A. Your own experience B. The Internet C. The library D. An interview

A. Your own experience

One way to help you look at your writing objectively is to A. allow for a cooling period. B. print out your work. C. delete the document and start over. D. review it as soon as you're finished.

A. allow for a cooling period

Start with your outline as a guide, but remember that it is not A. cast in concrete. B. really that important. C. indispensable. D. the thing that will make you succeed

A. cast in concrete

Even a good idea will fail to get support from the audience if the writer does not take the ____________ both inside and outside the organization into account. A. circumstances B. priorities C. relationships D. finances

A. circumstances

What strategy for developing your ideas is composed of steps and may also include illustrations that show a process from beginning to end? A. Explaining a process B. Describing information C. Defining terms and concepts D. Explaining cause and effe

A. explaining a process

Internal proposals are usually written in ________ format and sent to ________. A. memo / a superior within an organization B. letter / one's coworkers C. email / one's coworkers D. memo / clients and customers outside an organization

A. memo / a superior within an organization

All of the following are possible ways to organize your writing except A. most to least interesting, or vice versa. B. chronologically. C. comparison of one item to one or more other items. D. most to least important, or vice versa.

A. most to least interesting or vice versa

Audiences best remember the ______________ of any given presentation. A. opening and closing B. development of ideas within the body C. transitions D. visual aids

A. opening and closing

____________ are vital to show the surface appearance of an object or to record an event or the development of a phenomenon over a period of time; however, drawings or diagrams are better for depicting the internal workings of a mechanism or below-the-surface details of objects or structures. A. Photographs B. Line graphs C. Maps D. Picture graphs

A. photographs

_____________ is your final opportunity to review your content for accuracy and for sentence-level corrections in grammar, punctuation, mechanics, and the like. A. Proofreading B. Affectation C. The conclusion D. Revising

A. proofreading

As part of the revision process, you should add new information to your writing if it will help A. satisfy your audience's needs and accomplish the purpose of your writing. B. your audience to like your writing better. C. to make your writing longer. D. to make your writing more intricate.

A. satisfy your audiences needs and accomplish the purpose of your writing

Certain high-visibility, complex, or special-purpose documents, such as those aimed at customers, stockholders, or clients, require A. special layout-and-design consideration. B. high-visibility standards. C. a predetermined set of standards. D. accessibility.

A. special layout-and-design consideration

The easiest way to test the soundness of your organization is to A. write an outline of your rough draft. B. read your draft aloud. C. pretend that a stranger has written your draft. D. allow for a cooling period.

A. write an outline of your rough draft

Make instructions clear and concise by A. writing them as commands. B. leaving out articles, pronouns, and verbs. C. shortening sentences. D. using the passive voice.

A. writing them as commands

Users are often intimidated by a thick user's manual full of dense legalistic text. What can companies do to combat this problem? A. Switch to a slim, glossy booklet or poster. B. Adopt both a full-scale instructor's manual and a quick-start guide. C. Increase the number of their customer service representatives. D. Place a disclaimer on the front of the instructor's manual.

B. Adopt both a full-scale instructors manual and a quick-start guide

A useful way to generate ideas for your writing is called ________. A. the self-interview technique. B. brainstorming. C. the P and A game. D. the writer's checklist.

B. Brainstorming

What is a general rule of thumb regarding illustrations? A. Instructions for experienced readers should contain more illustrations than those for inexperienced readers. B. Instructions for inexperienced readers should contain more illustrations than those for experienced readers. C. Whenever possible, your instructions should consist only of illustrations. D. Illustrations are often problematic and should be avoided.

B. Instructions for inexperienced readers should contain more illustrations than those for experienced readers

____________ requires taking action, interpreting the message, and assessing its worth. A. Hearing B. Listening C. Preparing a presentation D. Giving a presentation

B. Listening

With what type(s) of writing should you support your ideas convincingly, acknowledge opposing points of view, and use the appropriate medium for your message? A. Didactic writing B. Persuasive writing C. All writing D. No writing

B. Persuasive writing

______________ is the gathering of raw data from such sources as firsthand experience, interviews, direct observations, and questionnaires. A. Conduction B. Primary research C. Secondary research D. Production

B. Primary research

Many instructions for product assembly are organized into four parts: Introduction, ______________, Procedure, and Conclusion. A. Safety Precautions B. Required Equipment and Materials C. About This Manual D. Audience and Purpose

B. Required Equipment and Materials

What should you do after leaving an interview? A. Congratulate yourself on a job well done. B. Send the interviewer a brief note of thanks. C. Jot down everything you can remember about the interview. D. Keep your fingers crossed.

B. Send the interviewer a brief note of thanks

_______________ present essential ideas or conclusions of an original source and are considerably shorter than _____________ of the same passage. With either, you must document the source. A. Paraphrases / summaries B. Summaries / paraphrases C. Direct quotes / paraphrases D. Notes / summaries

B. Summaries / paraphrases

What section of your writing should always relate to and reinforce the ideas presented in the opening and body? A. The rebuttal B. The closing C. The appeal D. The beginning

B. The closing

Which of the following is an example of when the passive voice is useful? A. When the doer of the action is more important than the receiver B. When the doer of the action is less important than the receiver C. When the doer of the action is just as important as the receiver D. None of the above. You should avoid using the passive voice in your writing.

B. When the doer of the action is less important than the receiver

When considering your audience, you should try to answer all of the following questions except: A. Who is your audience and what is the most appropriate medium to reach them? B. Will your writing create admiration in your audience? C. What do you want your audience to know, to believe, or to be able to do after reading your writing? D. Does your writing acknowledge other or contrary points of view about the subject?

B. Will your writing create admiration in your audience?

If possible, should you rely on word-processing software to help you compose your outline? A. It depends on the type of outline you're creating. B. Yes, word processing enables you to format and edit your outline, and to experiment with organization and scope. C. No, you can't thoroughly trust those programs. D. No, word-processing software often doesn't allow you to use enough detail.

B. Yes, word processing enables you to format and edit your outline, and to experiment with organization and scope

When using visuals to communicate internationally, one good way to avoid a potential embarrassment is to A. use bold colors. B. consult with someone from your intended audience's country. C. render accurate, detailed depictions of human bodies. D. all of the above.

B. consult with someone from your intended audience's country

An outline that breaks information about a complex subject into manageable parts, and then discusses each part separately, is called a A. spatial outline. B. division outline. C. comparison outline. D. traditional outline.

B. division outline

Many unsolicited proposals are preceded by a ___________ that specifies a problem or unmet need to determine whether there is any potential interest. A. training program B. letter of inquiry C. salesperson's visit D. detailed study

B. letter of inquiry

Official records of meetings are known as A. dictation. B. minutes. C. topics. D. notes

B. minutes

External proposals are prepared for clients and customers A. inside your company. B. outside your company. C. both inside and outside your company. D. There is no such thing as an "external" proposal.

B. outside of your company

A(n) ___________ is a summary of your qualifications and your main tool for finding a job. A. letter of application B. resume C. letter of inquiry D. informational interview

B. resume

An outline that divides your subject into steps, then presents the steps in the order in which they occur is called a A. spatial outline. B. sequential outline. C. chronological outline. D. Roman numeral outline

B. sequential outline

When writing a first draft, a good way to manage your time is to ____________ within the deadline set by teachers, managers, and others. A. discuss each new idea B. set your own deadlines for completing sections of a draft and other tasks C. allocate your time wisely D. ignore unpleasant tasks

B. set your own deadlines for completing sections of a draft and other tasks

Although graphs present statistics in a format that is easy to understand, they are less accurate than A. visuals. B. tables. C. diagrams. D. organizational charts.

B. tables

When delivering your presentation, you should A. avoid eye contact. B. use movement and gestures. C. keep a steady pace. D. all of the above.

B. use movement and gestures

What's the best way to avoid plagiarism and copyright violations? A. Rely on common knowledge only. B. Don't use copyrighted material. C. Document your sources. D. Use so-called "boilerplate" information.

C. Document your sources

Which of the following is not a common category used on a resume? A. Qualifications summary B. Education C. Hobbies D. Employment experience

C. Hobbies

___________ is communicating with people who might provide useful advice or connect you with potential employers. A. Interviewing B. Outsourcing C. Networking D. Advertising

C. Networking

The purpose statement both addresses a problem from the writer's point of view and takes ______ into consideration. A. persuasiveness B. the writing environment C. the audience's needs D. organization

C. The audience's needs

_____________ are visual blocks that allow you to brainstorm design options before you begin the actual layout of a report, newsletter, brochure, or other document. A. Icons B. Captions C. Thumbnail sketches D. Page designs

C. Thumbnail sketches

Which of the following would be an appropriate purpose for an internal proposal? A. To request goods and services from another organization B. To request funding from another organization to support one's research C. To request salary increases D. All of the above

C. To request salary increases

Most memos, letters, meeting minutes, progress reports, and other routine communications are formatted according to A. special layout-and-design consideration. B. high-visibility standards. C. a predetermined set of standards. D. accessibility.

C. a predetermined set of standards

When cautioning a reader about what not to do, you must use A. a cartoon. B. uppercase or bold letters. C. a slash through the image. D. none of the above. Showing a picture of what not to do may imply that you are "talking down" to the reader.

C. a slash through the image

If you're writing for an audience who is unfamiliar with your subject, you should provide them with A. charts, graphs, and other types of illustrations. B. metadata. C. accurate definitions. D. all of the above.

C. accurate definitions

The key to writing an effective description is to A. give an overview of the object you're describing. B. keep things like color and shape in mind. C. accurately present details. D. define all your terms and concepts

C. accurately present details

Preparing and following a(n) ___________ will help to ensure that you cover the topics you set out to cover and achieve the outcomes that you wish. A. timeline B. schedule C. agenda D. syllabus

C. agenda

An outline that presents steps or events as they occur in time is called a A. spatial outline. B. sequential outline. C. chronological outline. D. Roman numeral outline.

C. chronological outline

An outline that evaluates the relative merits of two or more items is called a A. spatial outline. B. division outline. C. comparison outline. D. traditional outline.

C. comparison outline

To collect information about how a process or procedure works or how a group interacts, the most useful method of primary research is A. distributing a questionnaire. B. conducting an interview. C. conducting firsthand observations. D. relying on personal experience.

C. conducting firsthand observations

A ___________ is useful when your reader needs an impression of an object's general appearance or an overview of a series of steps or directions. A. photograph B. flowchart C. drawing D. graph

C. drawing

Ensure that you use the right word in the right context and that your writing is economical by A. employing more basic language. B. relying on your word-processing program's thesaurus. C. eliminating redundant or otherwise needless language. D. avoiding adjectives and adverbs.

C. eliminating redundant or otherwise needless language

All of the following are legitimate ways to organize your writing except A. increasing order of importance. B. general to specific. C. grouping difficult information together and discussing it as a whole. D. combining various patterns of organization.

C. grouping difficult information together and discussing it as a whole

Immediately after you write a rough draft, ideas are so fresh in your mind that you cannot read the words, sentences, and paragraphs A. thoroughly. B. subjectively. C. objectively. D. at all.

C. objectively

The main objective of a proposal is to A. caution. B. explain. C. persuade. D. review.

C. persuade

The _____________ is a company's offer to provide specific goods or services to a potential buyer within a specified period of time for a specified price. A. transmittal letter B. cost analysis C. sales proposal D. organizational sales pitch

C. sales proposal

Your ________ is the degree of detail you decide is necessary to cover each item in your list of ideas. A. range B. ethics C. scope D. minutia

C. scope

An effective way to be a better listener is to A. understand that hearing is the same as listening. B. focus on background noise. C. take notes while you are listening. D. wait until the speaker is finished before you ask for more information.

C. take notes while you are listening

Writing is coherent when A. your topic sentences are at the beginning of your paragraphs. B. it has a clear central idea. C. the relationship between ideas is clear to your audience. D. you use transitions effectively.

C. the relationship between ideas is clear to your audience

Creating a Roman numeral outline enables you to recognize the relative importance of A. your topic. B. your subject. C. topics and subtopics within your subject. D. capital letters versus lower case letters and numbers.

C. topics and subtopics within your subject

When writing a cause-and-effect analysis, the evidence you give to support your argument should be A. both adequate and relevant to your topic. B. representative and demonstrable. C. positive, not negative. D. A and B only.

D. A and B only

A job interview gives you the opportunity to A. ask your potential employer questions. B. demonstrate your knowledge of the position. C. demonstrate your knowledge of the employer. D. all of the above.

D. All of the above

To write accurate instructions, you must thoroughly understand the task you are describing. How can you accomplish this? A. Perform the operation yourself and take notes on each step. B. Watch someone else perform the operation and take notes on each step. C. Question someone who knows the procedure and record their responses. D. All of the above

D. All of the above

What can you do to ensure your document has a professional physical appearance? A. Use good quality, white paper. B. Use at least one-inch margins on all sides of the page. C. Number all pages. D. All of the above

D. All of the above

What is a benefit of usability testing? A. Greater safety B. Improved efficiency C. Fewer customer complaints D. All of the above

D. All of the above

What should you do before discussing your salary requirements? A. Seek advice from a professional with relevant experience. B. Determine the typical salary ranges for positions in your area. C. Determine the firm's opportunities for promotion. D. All of the above.

D. All of the above

When brainstorming about what job might be right for you, what factors should you consider? A. Your skills B. Your interests C. Your abilities D. All of the above

D. All of the above

Which of the following are legitimate reasons to use formatting techniques such as headings? A. To highlight key ideas. B. To introduce subtopics. C. To guide your reader through your writing. D. All of the above.

D. All of the above

Which of the following principles of writing can also be applied to preparing presentations? A. Know your purpose and your audience. B. Organize your information. C. Determine the amount of information necessary to convey your message. D. All of the above

D. All of the above

Which of the following questions should you ask yourself to help you effectively create and incorporate your visual materials within your documents? A. Why should I include this visual? B. Is the information in this visual accurate? C. Does the visual stand out from surrounding text? D. All of the above

D. All of the above

Which of the following techniques might be used to revise your writing? A. Waiting until the next morning to evaluate your work. B. Getting feedback from a coworker. C. Proofreading for grammatical and mechanical errors. D. All of the above

D. All of the above

With international audiences, which of the following delivery techniques should you avoid? A. Idioms, jargon, and acronyms B. Sports metaphors C. Jokes D. All of the above

D. All of the above

To evaluate sources you gather, which of the following questions might you ask yourself? A. Is the information accurate and up-to-date? B. Is the speaker or author reputable and qualified? C. Is the publisher or sponsoring organization well established and respected in the field? D. All of the above are good questions to evaluate sources.

D. All of the above are good questions to evaluate sources

What is a top priority for all proposal writers? A. Meeting the deadline B. Producing a high-quality, persuasive document C. Receiving favorable evaluations D. All of the above are top priorities

D. All of the above are top priorities

Which of the following is an example of a specific but open-ended interview question? A. "What do you think of the Internet?" B. "How do you use the Internet to help your clients?" C. "How has using the Internet helped your organization?" D. Both B and C

D. Both B and C

In the letter of application, how can you show your readers that you are qualified for the job? A. By stating your job objective B. By explaining why you are interested in the job C. By requesting an interview D. By including examples and details

D. By including examples and details

What is the primary purpose of a first draft? A. To get your writing as perfect as possible the first time around. B. To focus on content, leaving issues of organization for the revision. C. To simply get something down on paper. D. To get all the needed information down in a reasonably organized manner.

D. To get all the needed information down in a reasonably organized manner

_______________ is a common method for diagnosing potential problems by having a test subject follow the draft instructions to perform a task. A. Product analysis B. Sample collection C. User interviews D. Usability testing

D. Usability testing

Should you use the pronoun I in business writing? A. No, in personal writing only. B. No, it is better to use passive voice constructions instead. C. No, it is better for writers to refer to themselves as one or the writer. D. Yes, in certain situations

D. Yes in certain situations

Examples of secondary research include A. books and articles. B. Web documents. C. audio and video recordings. D. all of the above.

D. all of the above

In terms of audience, you should A. think of your subject from your reader's perspective. B. visualize your reader taking action based on your writing. C. provide all the information your reader needs. D. all of the above.

D. all of the above

Instructions must warn of all risks and hazards. An adequate warning must A. identify the hazard and the potential seriousness of the risk. B. give the likely results of ignoring the warning. C. describe how to avoid the hazard and thus the injury. D. all of the above.

D. all of the above

The opening statement of your writing should A. identity your subject. B. provide any necessary context for the subject. C. catch the interest of your audience. D. all of the above.

D. all of the above

To plan a successful meeting, you should A. determine the focus of the meeting. B. decide who should attend. C. choose a good time and place to hold the meeting. D. all of the above.

D. all of the above

A resignation letter should contain A. the reasons why you are angry or bitter. B. an appeal to your employer's emotions. C. suggestions as to how the company might better retain its employees. D. an explanation of why you are leaving

D. an explanation of why you are leaving

It is always a good idea to discuss the _________ of your proposal to your audience. A. drawbacks B. costs C. origins D. benefits

D. benefits

Grant and research proposals are written to request the approval of, and usually funding for particular projects. Granting agencies often specify ______________ requirements for these proposals. A. format B. content C. creativity D. both A and B

D. both A and B

Advantages of organizing your information before you write include A. making revision easier. B. ensuring that you have sufficient facts and details to satisfy your audience's needs and achieve the purpose of your writing. C. increasing audience understanding by ensuring your information is in a logical order. D. both B and C.

D. both B and C

Libraries often subscribe to _____________, excellent resources for current full-text articles. A. abstracts B. bibliographies C. the Internet D. databases

D. databases

A(n) ____________ is written in response to a request for bids on goods and services by another company, or by a local, state, or federal government agency. A. RFP B. IFB C. unsolicited proposal D. solicited proposal

D. solicited proposal

Well-planned ____________ can clarify and simplify your message because they communicate clearly, quickly, and vividly. A. introductions B. transitions C. conclusions D. visual aids

D. visual aids

When colleagues and superiors review your outline, they can help you A. with the scope of the information you plan to include. B. find the best order for your information. C. find and fix major problems. D. with all of the above.

D. with all of the above