Ch. 12
55) In solicited proposals, you have more freedom in terms of scope and organization than you do in unsolicited proposals.
Answer: FALSE
58) The close of a proposal is the right place to discuss any costs associated with your recommendations.
Answer: FALSE
60) In the close of a proposal to install energy-saving light fixtures at a local hospital, it is not necessary to emphasize reader benefits if you think they are obvious.
Answer: FALSE
70) Tables presented in printed documents must contain fewer columns and rows than tables presented online.
Answer: FALSE
76) Flowcharts are effective for illustrating processes or procedures.
Answer: TRUE
23) In a proposal to install and monitor a security system, statements such as "Our company has over 25 years of experience" should appear in what section? A) Introduction B) Body C) Close D) Appendix E) Index
Answer: B
18) In the body of a proposal, you should describe A) what you have to offer. B) any advantages you have over your competitors. C) the methods or resources you will use. D) all of the above. E) none of the above.
Answer: D
52) Any formal business report should include all of the following elements in the introduction: authorization, problem/purpose, scope, background, sources/methods, definitions, limitations, and report organization.
F
51) Linking a spreadsheet to your report will help ensure that readers are always seeing the most up-to-date information.
T
59) The close of a proposal on health insurance would be the best place to ask the audience to call you for more information.
T
68) A good way to distinguish between January and February on a bar chart illustrating monthly expenses would be to use contrasting colors
T
61) If your proposal involves providing replacement machine parts that your company regularly stocks, it is not necessary in the Work Plan section to describe how you'll accomplish what must be done.
Answer: TRUE
67) "Visual literacy" describes the abilities to create effective images and correctly interpret visual messages.
Answer: TRUE
74) If it is necessary to label each slice of a pie chart with data values to avoid confusing the reader, a table is often a better alternative.
Answer: TRUE
75) Data visualization is focused on extracting broad meaning from data (rather than on clarifying individual data points).
Answer: TRUE
10) 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 A) enables readers to understand how the opportunity developed. B) is unnecessary in internal reports. C) diminishes your credibility by wasting readers' time. D) is necessary only in very formal reports. E) is likely to convince the audience without any further information.
Answer: A
11) A public health expert is writing a report on lead hazards for a widespread audience. Any terms in the report that are unfamiliar to her audience should be defined in the A) introduction. B) body. C) explanatory notes. D) any of the above. E) none of the above, since doing so would insult the audience.
Answer: A
14) Generally speaking, an effective proposal can A) follow the AIDA model. B) follow the plan for good-news messages. C) avoid the "you" attitude. D) be as vague as possible. E) rely entirely on primary evidence.
Answer: A
2) When you write in a formal style, you should A) eliminate references to I and me. B) open with a humorous anecdote. C) use many colorful adjectives or adverbs. D) still include contractions such as "We've" to retain a conversational tone. E) use as much jargon as possible.
Answer: A
42) A Gantt chart is a type of A) pictogram. B) line chart. C) bar chart. D) pie chart. E) organizational chart.
Answer: C
32) Your report contains a spreadsheet with figures that are updated daily. To ensure currency, you should include the spreadsheet as a(n) ________ file. A) linked B) embedded C) encrypted D) compressed E) none of the above
Answer: A
21) The close of a proposal should A) ask for a decision from the reader. B) avoid restating why you or your firm are the ones to perform the service in question. C) make clear that your company is not desperate for business. D) do none of the above. E) do all of the above.
Answer: A
26) Transitional words and phrases A) tie ideas together and show how one thought is related to another. B) help overcome poor organization. C) are essential to analytical reports but unnecessary in informational reports. D) generally confuse readers, especially in online reports. E) do all of the above.
Answer: A
30) Which of the following would be the most effective review in a formal report? A) As this section has shown, our current marketing strategy is highly effective. B) The next segment illustrates potential challenges. C) Having outlined the details, I will now offer a few other points. D) Now that the boring stuff is out of the way ... E) All of the above are effective.
Answer: A
54) Combining conclusions and recommendations under one heading is not acceptable in business reports.
Answer: FALSE
57) Once your proposal is accepted, you can start altering the work plan to make the schedule and costs more realistic.
Answer: FALSE
62) Statements such as "Cyberdyne has more than 25 years of experience providing effective software solutions" are inappropriate for formal proposals.
Answer: FALSE
63) In a long report, including review sections at the end of every major section block is redundant and distracting.
Answer: FALSE
64) Effective websites always use a single tool (such as lists or informative headings) to help readers skim pages quickly, but never combine more than one.
Answer: FALSE
65) When it comes to wikis, it is not necessary to think through a long-term purpose in the planning step.
Answer: FALSE
66) Unlike words, visual images have connotative meanings that are consistent across cultures.
Answer: FALSE
69) The more decorative elements you can add to a graphic, the more interesting and useful it will be to the audience.
Answer: FALSE
72) Generally speaking, a line chart should never contain fewer than 2-3 lines.
Answer: FALSE
77) Drawings, diagrams, and photographs are generally not helpful in business documents.
F
80) Short titles such as "Refineries" intrigue audiences and encourage them to pay careful attention to your visuals.
F
53) In a business report, you should not introduce new facts as part of a conclusion or recommendation.
Answer: TRUE
56) If your proposal is solicited, its introduction should refer to the RFP specifically.
Answer: TRUE
71) In line charts showing trends, the vertical axis indicates time or quantity, and the horizontal axis indicates amount.
F
27) 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) none of the above
Answer: C
33) 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 A) embed the spreadsheet in your report. B) include the spreadsheet in an appendix. C) simply insert the spreadsheet using Microsoft Word. D) link the spreadsheet to your report. E) send a hard copy.
Answer: A
34) When drafting content for online reports, it is helpful to use the inverted pyramid style of organization in which you A) cover the most important information first and then gradually reveal more detail. B) cover the least important information first and work your way to the main idea. C) make readers believe you are headed in one direction, and reveal your true intentions at the end. D) walk readers through arguments you don't support, and then explain why. E) use as many complex sentences as possible.
Answer: A
37) If you have a great deal of detailed, specific information to present, the best visual to use would be a A) table. B) pie chart. C) diagram. D) Gantt chart. E) bar chart.
Answer: A
4) Which of the following statements has the most formal tone? A) The financial analysis clearly shows that buying TramCo is the best alternative. B) I think we should buy TramCo. C) In my opinion, we should consider the purchase of TramCo. D) We therefore conclude that acquiring TramCo would (based on information we have gathered) be in our company's best interest. E) I don't know about the rest of the team, but buying TramCo seems like the obvious choice.
Answer: A
48) The ideal balance between the visual and the verbal should depend on A) the needs of your audience. B) the length of the report/presentation. C) the amount of money available for underwriting the costs of graphics. D) internal company guidelines. E) your own personal preferences.
Answer: A
5) When writing business reports for outsiders (such as customers or suppliers), it is best to A) use a more formal tone than you would for an internal audience. B) use a less formal tone than you would for an internal audience. C) include personal references such as "you" and "us." D) use a great deal of idiomatic language. E) use contractions whenever possible.
Answer: A
50) Which of the following is an example of a descriptive title for a visual aid? A) How CamCo Reduces Costs B) CamCo Cost Reductions C) Reducing Costs Is a Number-One Goal at CamCo D) CamCo E) Figure 1
Answer: A
1) To gain credibility with your audience in business reports, do all of the following except A) research all sides of your topic. B) make the report longer than it really needs to be. C) avoid setting unrealistic expectations. D) document your findings with credible sources. E) All of the above will increase your credibility.
Answer: B
15) The introduction of a solicited proposal A) need not be as detailed as that of an unsolicited proposal. B) should refer specifically to the RFP that initiated it. C) should downplay the magnitude of the problem you're addressing. D) is expected to be much longer than that of an unsolicited proposal. E) should always shock the audience in order to get their attention.
Answer: B
19) In a proposal, the work plan A) is presented in the conclusion. B) is contractually binding if the proposal is accepted. C) outlines the costs of the proposed actions. D) can be changed at any time. E) all of the above.
Answer: B
24) Including transitions and other directional aids is important A) in online reports, but not usually necessary in written ones. B) whether your report is in print or online. C) in print reports, but not in those published online. D) in any report longer than 2 pages. E) only if English is not your audience's first language.
Answer: B
25) 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.
Answer: B
29) When preparing review sections in a report, A) always write them in narrative form, not as lists. B) use multiple review sections if the report is long and complex. C) introduce new facts and information to support the review points. D) make it clear that readers can skip them if they want to. E) do all of the above.
Answer: B
36) Clip art cluttering a bar chart is an example of A) a pictogram. B) chartjunk. C) a good way to grab reader interest. D) a pictograph. E) all of the above.
Answer: B
39) The best visual for illustrating a manufacturer's quality control process would be a A) line chart. B) flowchart. C) scatter diagram. D) pie chart. E) Gantt chart.
Answer: B
40) A surface chart is A) a type of three-dimensional pie chart. B) a form of line chart in which all the lines add up to the top line. C) a type of map showing various terrains. D) used to show interrelationships within an organization. E) the same thing as a pie chart.
Answer: B
41) A bar chart would be particularly useful for A) illustrating what percentages of a company's monthly budget are spent on utilities and other expenses. B) comparing market shares of three breakfast cereals from 2011 to 2012. C) showing the stages in production of a jet engine. D) depicting the proportion of advertising dollars spent on various major media. E) none of the above.
Answer: B
47) In computer graphics, a template A) is a tool for creating curves and geometric shapes. B) helps ensure an effective design and saves you the time of making numerous decisions every time you create a chart or graphic. C) is any kind of chart generated by a spreadsheet program. D) is a tool for creating classic architectural views. E) is helpful only for those who cannot use basic software functions.
Answer: B
6) Whereas a(n) ________ file in a report requires readers to be online so the file can be updated, a(n) ________ file does not. A) embedded; linked B) linked; embedded C) pdf; Microsoft Word D) Microsoft Word; pdf E) compressed; uncompressed
Answer: B
8) The detailed proof needed to support your conclusions and recommendations should appear in the ________ of your report. A) opening B) body C) close D) appendix E) index
Answer: B
12) In the close of a report intended to prompt sales personnel to meet specific goals, you should A) provide hints on what the audience should do so you don't sound like you're giving orders. B) instruct your audience to contact you about what they should do next. C) make sure your readers understand exactly what's expected of them and when it's expected. D) imply that they will be fired if the goals are not achieved. E) state clearly that failing to meet the goals will result in dismissal without pay.
Answer: C
13) If you end up with multiple conclusions, recommendations, or actions in your report, it is best to A) go back to the drawing board and cut them down to one or two, at the most. B) combine similar items to make it easy on your readers. C) number and list them. D) leave them out of the report itself and include them in an appendix. E) admit that you really aren't sure what to do.
Answer: C
17) "Delimitations" are A) market conditions that allow a company to adopt your proposal. B) employee restraints that have recently been lifted. C) the scope of your proposal. D) harsh realities that may prevent your audience from adopting your proposal. E) disclaimers that protect you from legal action if the proposal fails.
Answer: C
20) Describing your organization's qualifications in a formal proposal is A) considered arrogant and should be avoided. B) appropriate, but only in the introduction. C) an essential part of the body. D) a good idea only when your recommendations are controversial. E) a bad idea, since it suggests that you are not confident in those qualifications.
Answer: C
22) When writing content to post on the web, keep in mind that readers tend to be ________ of online content. A) respectful B) receptive C) skeptical D) trusting E) none of the above
Answer: C
28) Which of the following would be the most effective preview in a formal report? A) Our sales in the eastern region have plummeted. B) First, let me begin by introducing our team. C) The next section discusses the advantages of advertising on the Internet. D) Okay, now for the mundane part. E) You probably won't like this, but here it comes.
Answer: C
3) The writing style for a report should be more formal if A) you know your readers reasonably well. B) your report is internal. C) the subject is controversial or complex. D) the report is relatively short. E) you are not confident in your conclusions.
Answer: C
31) Using templates in preparing reports A) limits your creativity and makes your report look ordinary. B) is a sign of incompetence. C) saves time by providing a format and identifying the specific sections required for the type of report you are writing. D) is costly and time-consuming. E) usually makes reports more difficult to read.
Answer: C
35) The primary value of a wiki stems from A) its revolutionary technology. B) its focus on a single, expert perspective. C) the collective insight of all its contributors. D) the legal protection it provides for users. E) none of the above.
Answer: C
38) The best type of visual aid for showing that annual consumer spending has decreased over the past ten years would be A) a table. B) a pie chart. C) a line chart. D) an organization chart. E) a flowchart.
Answer: C
43) To illustrate how your department's budget will be distributed by percentage and type of expense, you should use A) an organizational chart. B) a Gantt chart. C) a pie chart. D) a line chart. E) an inverted pyramid.
Answer: C
45) CAD stands for A) charts automatically designed. B) complete audiovisual display. C) computer-aided design. D) computer adaptable display. E) corporate activity detail
Answer: C
46) If you find a photograph online that you want to use in a document, A) you don't need permission—you are protected by fair use doctrine. B) you don't need permission unless you are using it in marketing materials. C) if it is not specifically offered for free, you should assume that someone owns it and is entitled to credit and/or payment. D) you can do so without permission unless you have to pay to download it. E) none of the above.
Answer: C
49) The primary difference between titles and captions of visuals is that A) titles are usually longer than captions. B) captions usually appear above visuals, whereas titles appear below. C) captions offer discussion of the visual's content. D) titles provide detailed descriptions of visuals, but captions give only short descriptions. E) none of the above—they are simply different terms for the same thing.
Answer: C
16) Which of the following is not an element normally included in the introduction of a proposal? A) Background/statement of the problem or opportunity B) Proposed solution to the problem C) The scope of the report D) Statement of qualifications E) All of the above are normally included.
Answer: D
44) Flowcharts are used to A) summarize large amounts of statistical data. B) show the relative sizes of the parts of a whole. C) show how something looks or operates. D) illustrate processes and procedures. E) none of the above
Answer: D
7) 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.
Answer: D
9) The close of a report should A) emphasize the main points of the message. B) summarize reader benefits if the document suggests a change. C) bring all action items together and give details about who should do what, when, where, and how. D) achieve all of the above. E) do none of the above.
Answer: D
73) A surface chart is a type of bar chart in which the bars are represented by symbols.
Answer: FALSE
79) When describing the data from visual aids in the text of your report, you should be sure to reiterate all the details of the data, rather than simply touching on the highlights.
Answer: FALSE
78) One potential disadvantage of using a photograph to help explain a repair procedure is that it shows so much detail.
Answer: TRUE
