Exam 9-12

/A report recommending an antiterrorism security system for mass transit is an example of an analytical report

/A report recommending an antiterrorism security system for mass transit is an example of an analytical report

What is the rule that states that you should have a maximum of 6 bullets per screen and a maximum of 6 words per bullet.

6x6 rule

/Background is an example of a functional heading.

Background is an example of a functional heading.

Which of the following does not need to be documented? Paraphrases of another person's spoken or written words Visuals, images, and any kind of electronic media Quotations of another person's actual spoken or written words Common knowledge

Common knowledge

As a human resources (HR) assistant, you must write a monthly report to the HR director summarizing the number of job applicants, the number of interviews conducted, and the number of active employees. What kind of report would you prepare?

Information report

When you organize a report indirectly, in which order should you present your ideas?

Description of the problem, facts, conclusions, and recommendations

T/F Although visual aids can illustrate and emphasize messages more effectively than words alone, inexperienced speakers should avoid using them.

False

T/F As a timesaving device, use your work voice mail to screen all incoming calls.

False

T/F Business reports should always be single-spaced to make them more concise.

False

T/F Competition among team members leads to superior results.

False

T/F Hello. How may I help you? is an appropriate greeting when answering a telephone call

False

T/F If you put research information into your own words, you do not have to document these sources in your report.

False

T/F Meetings generally have little impact on employees' careers.

False

T/F Paraphrasing involves replacing the words of another person with appropriate synonyms using the same grammatical structure of the original wording.

False

T/F Primary data result from reading what others have published, experienced, or observed.

False

T/F Social network sites such as Facebook are useful for leisure but not for business research projects.

False

T/F The 6-x-6 rule states that you should have no more than 6 slides in a PowerPoint slideshow

False

T/F The best presentations are delivered from memory.

False

T/F The biggest problem with most oral presentations is poorly designed PowerPoint slides.

False

T/F The budget section of a formal proposal may be altered at any time.

False

T/F The direct report organizational pattern seems most rational to readers because it follows the normal thought process: problem, alternatives, solution.

False

T/F To maximize collaboration and participation in a meeting, set the room up with rows of chairs facing the front of the meeting

False

T/F To show the chain of command within a company, use a flowchart.

False

T/F To sound professional begin your oral presentation with something such as It's a pleasure to be here today or I'm honored to be asked to speak.

False

T/F When answering audience questions following a presentation, you should debate the questioner to show that you're right

False

T/F When creating a PowerPoint slide presentation, incorporate as many animation and sound effects as possible to maintain audience interest.

False

T/F When drafting a statement of purpose for a formal business report, avoid the use of action verbs to avoid legal complications.

False

T/F When preparing your final formal report, place survey forms, copies of other reports, tables of data, large graphics, and related correspondence in the background section of a formal report.

False

Your company currently processes its payroll internally but is considering the use of an external accounting firm. You are in charge of determining whether your company should proceed with this plan. What kind of report would you most likely write?

Feasibility report

Which statement about formal business reports is most accurate? Formal business reports do not include any research or data analysis. Formal business reports are much shorter than formal proposals. Formal business reports are written as a response to an RFP. Formal business reports present findings and recommendations.

Formal business reports present findings and recommendations.

/Informal reports of eight or fewer pages are the most common report in the workplace.

Informal reports of eight or fewer pages are the most common report in the workplace.

What type of research source provides the richest and most accurate first-hand information?

Interviews

When you organize a report directly, what is the correct order of ideas to follow?

Introduction, facts, and summary

Your department needs a new copier, and your job is to research the options. Based on your research, you have selected an all-in-one machine that you believe will be cost effective and will perform well. What kind of report would you write to present your findings?

Justification/recommendation report

You are writing a short, informal report that you will send to one of your customers. Which format would be most appropriate?

Letter format

You are writing a short, informal report that will stay inside your organization. Which format would be most appropriate?

Memo or e-mail format

You are an inventory specialist for a retail store. Your boss has asked you to compile a year-end report listing the merchandise sold each month through the company's Web site. In what format should you present this data?

Preprinted form

As chairperson of a customer service task force, you must update management on your team's progress. What kind of report will you write?

Progress report

/Projected Cost Savings for IT Outsourcing is a talking heading

Projected Cost Savings for IT Outsourcing is a talking heading

Your current assignment is to condense a 200-page government policy report on oil drilling in Alaska into a shorter report for Sierra Club members to read. What kind of report would you most likely write?

Summary report

Irina wants to make sure that she sounds credible in her business report. What should she do to build her credibility?

Tell her readers the source of her information

T/F A proposal budget must be prepared carefully because it represents a contract.

True

T/F Actions at work-related social functions such as dinners, picnics, and holiday parties can help or harm your career.

True

T/F Adding variety and enthusiasm to your voice can help to keep your audience alert and interested.

True

T/F All proposals should demonstrate the value and benefits of the recommended product or services.

True

T/F An infographic is a visual representation of complex information using images and graphic elements such as charts and diagrams.

True

T/F Blogs are useful to locate information on general topics, but they are inappropriate research sources for business projects.

True

T/F Communication skills and social graces are examples of soft skills.

True

T/F Conducting interviews with individuals is usually less economical than sending out questionnaires.

True

T/F Formal proposals differ from informal proposals not in style but in tone, structure, format, and length.

True

T/F If you are writing a report to document the history of your company, you would probably use a chronological sequence.

True

T/F It is normal to experience some degree of stage fright when speaking before a group.

True

T/F Meetings should not be held when the flow of information is strictly one way.

True

T/F Most proposals are external and solicited.

True

T/F Our company is a rocket ship ready to take off is an example of a metaphor.

True

T/F Pao is making a presentation to investors about the historical market fluctuations in technology stocks. She will most likely organize by chronology.

True

T/F Plagiarism is the act of using others' ideas without proper documentation.

True

T/F Repeating the language of the RFP in the background section of your proposal is an effective technique to show your reader that you understand the problem completely.

True

T/F Responding positively and professionally to workplace criticism can help improve your job performance.

True

T/F Speaking skills are useful at every stage in your career.

True

T/F Surveys can produce efficient and economical primary data for reports.

True

T/F Tawana is making a presentation to investors about the historical market fluctuations in technology stocks. She will most likely organize by chronology.

True

T/F The simplest option for moving your PowerPoint slide presentation to the Web is to post the slides online for others to access.

True

T/F To show the chain of command within a company, use an organization chart.

True

T/F Using someone else's ideas without documenting the source is called plagiarism.

True

T/F Virtual teams are groups of people who work independently with a shared purpose across space, time, and organizational boundaries using technology.

True

T/F You are serving on a task force that is planning a fund-raising event that will take place in six months. Management wants to periodically be informed of your activities. You will most likely write a progress report to keep management informed.

True

T/F You are writing a justification/recommendation report, and you expect your reader to oppose your recommendation. You should use an indirect organizational pattern

True

Which of the following tips should you practice to assess the credibility of a Web page? You should practice all listed tips. Determine the recency of the Web page. Consider the author or publisher of the Web page. Analyze the content of the Web page for its intended purpose and audience.

You should practice all listed tips.

A report that monitors the headway of a nonroutine or unusual activity is called

a progress report

You have analyzed your audience and believe that audience members will be hostile. What should you avoid during your presentation? a. A question-and-answer period. b. Visual aids and startling statistics. c. Objective data and expert opinions. d. A delivery style that includes direct eye contact or slow, even speech.

a. A question-and-answer period.

Which of the following contains a condensed version of a longer report? a. Executive summary b. Introduction c. Letter of transmittal d. Table of contents

a. Executive summary

The research department of the Organic Coffee Company wants to test the hypothesis that caffeine from organic coffee more safely stimulates mental alertness than caffeine from nonorganic coffee. Which of the following would most effectively provide that type of primary data? a. Experimentation b. Medical journals c. Corporate Web sites d. Surveys

a. Experimentation

Which of the following should you do to best capture your reader's interest in the introduction of an informal proposal? a. Identify a serious problem and promise a solution. b. Discuss a detailed plan for solving a problem. c. Present a detailed budget that beats your competitors' prices. d. Describe the credentials and expertise of the project leaders.

a. Identify a serious problem and promise a solution

What is the best advice for designing professional-looking reports? a. Include at least one heading per report page. b. Use numerous typefaces to give your report interest. c. Justify the right margins of long and short reports. d. Enclose headings in quotation marks so that they stand out.

a. Include at least one heading per report page.

Fabrizio recently chaired a task force that developed a Web-use policy for his company. Now Fabrizio must critique the performance of each member of his task force. Which of the following suggestions about giving constructive criticism is accurate? a. Instead of focusing on what went wrong, use language that focuses on improvement. b. To avoid any type of negative interaction, it's better to deliver constructive criticism via e-mail. c. Use vague comments so that what he says is less hurtful. d. Use the word you to keep the focus on the employee being evaluated.

a. Instead of focusing on what went wrong, use language that focuses on improvement.

What should you do to keep your audience engaged during your oral presentation? a. Maintain eye contact with individuals in the room. b. Leave the lights as dim as you can so that the audience can see your slides better. c. Avoid using a laser pointer because many people find them annoying. d. Read the bullet points on your slides word for word to keep your audience focused.

a. Maintain eye contact with individuals in the room

You are in charge of preparing the minutes for a recent board meeting. What should NOT be included in these formal minutes? a. Only the names of the individuals attending the meeting b. A summary of all group discussions c. Precise wording of each motion presented d. Your name and signature

a. Only the names of the individuals attending the meeting

Which of the following organization techniques is recommended by speech experts? a. Repeat your main points in the introduction, body, and conclusion. b. State the topic in the introduction, a thesis in the body, and your main points in the conclusion. c. Preview the topic, develop the main points, and thank the audience. d. Use no formal structure because it makes the speech too stiff.

a. Repeat your main points in the introduction, body, and conclusion

Which statement about primary and secondary research is accurate? a. Secondary data are easier and cheaper to gather than primary data. b. Secondary data result from firsthand experience and observation. c. Primary data result from reading what others have experienced or observed and written down. d. Business reports must include both primary and secondary research.

a. Secondary data are easier and cheaper to gather than primary data.

Which of the following is an example of a talking heading? a. Staff Supports Use of Integrated Software b. Equipment c. Costs d. Problem

a. Staff Supports Use of Integrated Software

Which of the following statements about nonverbal messages during an oral presentation is least accurate? a. To maintain your professionalism, it's best to stay behind the podium when speaking. b. Because you will be judged by your appearance during a presentation, it's important to dress appropriately. c. Pausing before and after important points allows the audience to take in your ideas. d. You should change your facial expressions to correspond with the thoughts you are voicing.

a. To maintain your professionalism, it's best to stay behind the podium when speaking.

Reports that present data or routine activities without analysis or recommendations are

informational reports.

Which of the following is the best recommendation for delivering an effective oral presentation? a. Use note cards or an outline containing key sentences and major ideas. b. Wing it so that you will be completely relaxed. c. Read the entire oral presentation to the audience so that nothing important will be overlooked. d. Memorize the entire oral presentation so that you don't have to use notes

a. Use note cards or an outline containing key sentences and major ideas.

An RFP (request for proposal) can best be defined as: a. a document that solicits competitive bids on a project. b. an offer to provide a service, sell equipment, or solve a problem. c. an internal report justifying a request for additional staffing and equipment. d. a persuasive sales presentation emphasizing benefits for the reader.

a. a document that solicits competitive bids on a project.

You are preparing a proposal to recommend that your company institute a wellness program. Your boss asks you to review the secondary data surrounding your research topic. You should: a. begin at the library or on the Internet. b. interview your colleagues on how they feel about the topic. c. prepare a questionnaire to distribute to your colleagues. d. conduct a scientific experiment

a. begin at the library or on the Internet.

The first step in preparing for an oral presentation is to a. decide on the purpose of the presentation. b. analyze your audience. c. determine what visual aids would be most appropriate. d. decide what you are going to wear.

a. decide on the purpose of the presentation.

Tyler is writing a report that analyzes his company's market share of cell phone subscriptions worldwide by region. He will probably organize his report a. geographically with sections representing each region's market share. b. using a functional arrangement to show types of subscriptions globally. c. around extensive secondary data to assure the reader that he conducted adequate research before he wrote the report. d. chronologically by the date the cell phone subscriptions reached their maximums.

a. geographically with sections representing each region's market share.

Two of the most effective techniques to improve your audience's ability to understand and remember your speech are a. good organization and intentional repetition. b. startling statistics and colorful visuals. c. eliminating repetition and avoiding signposting ideas. d. striking quotations and well-placed gestures.

a. good organization and intentional repetition.

The conclusion of a presentation should: a. leave the audience with a specific and memorable "take-away." b. introduce one more key point as a surprise bonus. c. end with a recognizable statement such as That's it. d. do all of these.

a. leave the audience with a specific and memorable "take-away."

Social intelligence: a. points to a deep understanding of culture and life that helps us negotiate interpersonal and social situations. b. is easier to acquire than basic etiquette skills. c. is a hard skill. d. All of these statements describe social intelligence.

a. points to a deep understanding of culture and life that helps us negotiate interpersonal and social situations.

To come across professionally during a business presentation: a. present your first sentence from memory. b. apologize whenever you make a mistake. c. talk as quickly as you can to keep your audience interested. d. try not to pause as these periods of silence will puzzle your audience.

a. present your first sentence from memory.

Which of the following statements about workplace conflict is most accurate? a.Conflict is a normal part of every workplace. b.Even when managed properly, conflict destroys group cohesiveness and increases tensions. c.Conflict is always negative. d.Conflict should be avoided because it destroys morale and reduces productivity.

a.Conflict is a normal part of every workplace.

As she received her performance review, Melanie was surprised by several comments that she felt were inaccurate. How should she react to the criticism? a.Restate what she is hearing in her own words. b.Interrupt her supervisor frequently to comment on the suggestions being made and to defend her position at every opportunity. c.Place blame for anything negative being said on others in her department. d.Agree with all criticism to avoid being confrontational.

a.Restate what she is hearing in her own words.

Face-to-face communication a.is the most effective of all communication channels. b.reduces cooperation and limits problem solving during conflict. c.is less expressive and persuasive than written communication. d.increases the likelihood of misunderstandings.

a.is the most effective of all communication channels.

Reports that provide data or findings, analyses, and conclusions are

analytical reports

The direct pattern of organization is appropriate for a business report when readers

are informed.

Which of the following statements about informative reports and analytical reports is accurate? a. Informative reports are written using the direct strategy; analytical reports are written using the indirect strategy. b. Analytical reports present data with analysis and/or recommendations; informative reports present data without analysis or recommendations. c. Analytical reports require careful scientific experimentation; informative reports do not require scientific experimentation. d. Informative reports are informal, and analytical reports are formal.

b. Analytical reports present data with analysis and/or recommendations; informative reports present data without analysis or recommendations.

Which of the following statements about creating effective PowerPoint presentations is most accurate? a. To ensure originality, avoid using predesigned templates. b. Consider the cultural background of your audience when choosing background colors. c. If you'll be giving your presentation in a darkened room, it's best to use dark text on a light background. d. Each bullet point on a slide should be a complete sentence.

b. Consider the cultural background of your audience when choosing background colors.

What advice should you follow when writing a progress report? a. Describe current problems, but avoid discussing any anticipated problems. b. Explain the work currently in progress, including personnel, activities, methods, and locations. c. Avoid discussing the work completed because your audience is interested in only the future work to be performed. d. Begin the report by providing the expected completion date.

b. Explain the work currently in progress, including personnel, activities, methods, and locations.

In what section of her proposal should Megan include a timetable showing when events will take place during the construction project she is proposing? a. In the Budget section b. In the Proposal section c. In the Staffing section d. In the Authorization Request section

b. In the Proposal section

You want to improve your pronunciation skills. Which of the following is most practical for business communicators? a. Hire a professional speech coach. b. Listen carefully to educated people. c. Practice sounding enthusiastic when you speak. d. Don't worry about it. Everyone mispronounces certain words, and doing so won't hurt you professionally.

b. Listen carefully to educated people

Which of the following is the most appropriate meeting etiquette for participants? a. Leave the meeting as needed to retrieve files or other materials. b. Make sure your negative comments are about ideas, not people. c. Don't waste time cleaning away trash; that's the custodian's job. d. Make a thorough presentation even if you are exceeding your time allotment

b. Make sure your negative comments are about ideas, not people.

You've been asked to study ways to market a new product, a device that will warn homeowners before their pipes freeze. You come up with a great idea that you will submit to your boss, who is already familiar with the product and your assignment. How should you organize the report? a. Problem, facts, discussion, recommendation b. Problem, recommendation, facts, discussion c. Introduction, findings, summary d. Introduction, findings, analysis, conclusion

b. Problem, recommendation, facts, discussion

You want to incorporate graphics into a report. What advice should you follow? a. Manipulate the graphic's figures to make the graphic more impressive b. Select an appropriate caption or title for the graphic. c. Place all graphics in the report appendix. d. Use lots of color to add visual interest for your readers.

b. Select an appropriate caption or title for the graphic.

Your law firm has just been named co-counsel in a large lawsuit, and you have been given the task of condensing the original 500-page complaint into a shorter report for your partners to read. What kind of report would you most likely write to do this? a. Information report b. Summary report c. Justification/recommendation report d. Progress report

b. Summary report

Which of the following is the most accurate statement about successful professional teams? a. Larger, homogenous teams have the best results. b. The best teams develop procedures to guide them. c. Effective teams avoid conflict. d. The most productive teams appoint a formal leader.

b. The best teams develop procedures to guide them

Which of the following is an example of a report purpose statement? a. Many employees would benefit from an on-site exercise facility. b. To investigate the feasibility of an on-site exercise facility for all employees c. Research indicates that employees who exercise experience fewer absences. d. An on-site employee exercise facility would improve morale.

b. To investigate the feasibility of an on-site exercise facility for all employees

A company would most likely prepare a proposal for which of the following reasons? a. To meet government regulations. b. To make an offer to solve problems, provide services, or sell equipment. c. To deliver bad news to employees. d. To advertise for applicants for an open position.

b. To make an offer to solve problems, provide services, or sell equipment.

You are writing a short report to a familiar audience and plan to use an informal writing style. What can you do to make your writing informal? a. Include second-person pronouns such as you. b. Use contractions such as I'm, it's, let's , and we're . c. Incorporate longer sentences. d. Use passive-voice verbs.

b. Use contractions such as I'm, it's, let's , and we're .

If you choose to use handouts, it is best to distribute these: a. before your introduction. b. after you finish speaking. c. when you introduce the first point included on the handout. d. during your conclusion.

b. after you finish speaking.

Business reports are written to a. create a corporate image on the Web, in broadcast media, and in print advertisements. b. answer questions, convey information, and solve problems. c. control employee and customer influences on decision making. d. demonstrate the writer's ability to integrate research using correct format and documentation.

b. answer questions, convey information, and solve problems

The indirect pattern of organization is appropriate for a report when readers: a. are supportive of or familiar with the topic. b. are unfamiliar with the problem being discussed in the report. c. want to know the results of the report immediately. d. need no persuasion.

b. are unfamiliar with the problem being discussed in the report.

Paraphrasing involves a. repeating the grammatical structure of the original passage. b. restating an original passage in your own words. c. indicating the source of the original work. d. replacing original words with appropriate synonyms.

b. restating an original passage in your own words

Effective speakers use verbal signposts to connect with the audience. Verbal signposts are: a. interesting personal stories. b. words or phrases that indicate previews, summaries, and changes in direction. c. comparisons that include the words like or as so that the audience can see the connection. d. use of statistics that relate directly to the audience.

b. words or phrases that indicate previews, summaries, and changes in direction.

Which of the following is the best advice regarding small talk in the workplace? a.Avoid small talk in the workplace to demonstrate your professionalism. b.Read newspapers and listen to the radio and TV so that you can discuss current events intelligently. c.Bring up topics such as politics or religion as often as possible to show your intelligence. d.Be defensive if someone brings up a topic that upsets you.

b.Read newspapers and listen to the radio and TV so that you can discuss current events intelligently.

Which of the following statements about soft skills is accurate? a.Employers do not attach much importance to one's soft skills. b.Soft skills include your personal qualities, habits, attitudes, communication skills, and social graces. c.Soft skills refer to the technical knowledge and skills in your field. d.Soft skills do not influence one's chances of being hired or being promoted.

b.Soft skills include your personal qualities, habits, attitudes, communication skills, and social graces.

Which of the following distinguishes informative reports from analytical reports? a. Informative reports are informal, and analytical reports are formal. b. Analytical reports require careful scientific experimentation. c. Analytical reports present data with analysis and/or recommendations; informative reports present data without analysis or recommendations. d. All of the above answers are correct.

c. Analytical reports present data with analysis and/or recommendations; informative reports present data without analysis or recommendations.

Which of the following statements about meetings is most accurate? a. Reliance on e-mail and increasing use of wireless devices are causing face-to-face meetings to disappear. b. Meetings consist of ten or more individuals who gather to achieve a goal, solve a problem, or create a work plan. c. As businesses become more team oriented, people are attending more meetings than ever. d. Most people enjoy attending meetings because they recognize that meetings present great opportunities for professional growth and recognition.

c. As businesses become more team oriented, people are attending more meetings than ever.

Patrick has decided to include a deadline for acceptance in his proposal to install ergonomically designed workstations for a local accounting firm. In which section should Patrick place the deadline? a. Introduction b. Background c. Authorization Request d. Proposal

c. Authorization Request

You have just started a new job and want to promote positive workplace relations through conversation. What should you do? a. Address everyone by his or her first name to sound friendly. b. Bring up politics and other controversial topics to show your knowledge of current events. c. Avoid making negative remarks about your colleagues, your organization, and your job. d. You should do all of these.

c. Avoid making negative remarks about your colleagues, your organization, and your job.

What is the best advice for using cell phones professionally on the job? a. Keep your cell phone on at all times so that you don't miss an important business call. b. Raise your voice to make sure that the person on the other end can hear you. c. Be careful about using your cell phone to discuss private or confidential company information. d. You should do all of these.

c. Be careful about using your cell phone to discuss private or confidential company information.

Which of the following is the best advice for making your report more objective and believable? a. Include your personal opinions to prove how strongly you feel about the issue. b. Use the strongest and most emotional language you can to really get your point across. c. Cite all sources used when conducting your research. d. Present only the side of the issue you favor so that you can discuss it thoroughly.

c. Cite all sources used when conducting your research.

You are preparing a report about an organization your company is thinking about acquiring. You want to show this organization's revenues and expenses over the past five years and how they've changed over time. What graphic would be best for showing this data? a. Pie chart b. Table c. Line chart d. Organization chart

c. Line chart

Why should business communicators know how to write reports? a. Business reports are the number one channel of communication in most corporations today. b. Most short, routine messages in a corporation are sent via reports. c. Management decisions in many organizations are based on information submitted in the form of reports. d. Business reports are most commonly used as persuasive sales tools when customers are reluctant.

c. Management decisions in many organizations are based on information submitted in the form of reports.

After an oral presentation, a speaker should do all but which of the following? a. Distribute handouts, if appropriate. b. Encourage questions, but set a time limit. c. Use yes, but to respond to challenging questions. d. When answering audience questions, begin each answer with a repetition of the question.

c. Use yes, but to respond to challenging questions.

Which of the following should be documented in a report? a. Barack Obama and John McCain ran for president in 2008. b. A lot of people were energized by McCain's selection of Sarah Palin as his running mate. c. With 53 percent of the popular vote and 364 electoral votes, Barack Obama was elected the 44th president of the United States on November 4, 2008. d. All of these statements would require documentation.

c. With 53 percent of the popular vote and 364 electoral votes, Barack Obama was elected the 44th president of the United States on November 4, 2008.

The body of a short, 20-minute presentation should focus on: a. at least five to eight main points. b. up to ten main points. c. approximately two to four main points. d. as many points as necessary to get your message across

c. approximately two to four main points.

Alicia is conducting research on the topic of instant messaging in a corporate environment. Her least valuable source of information for this topic will probably be: a. blogs. b. magazines. c. books. d. newspapers.

c. books

A yardstick report should __________. a. provide an update on the status of a business project b. be written using the direct strategy c. develop specific criteria to compare alternatives d. be organized chronologically

c. develop specific criteria to compare alternatives

When choosing visual aids for a presentation, your primary concerns include cost, degree of formality desired, potential effectiveness, and: a. statistical representations. b. benefits to the speaker. c. ease of preparation. d. humorous effects.

c. ease of preparation.

Maya is writing a letter of transmittal to accompany a report to her client. The transmittal letter should announce the topic of the report, tell how it was authorized, and: a. identify the recommendation and costs. b. list the sections of the report and any appendices. c. express appreciation for the assignment. d. market additional services or products.

c. express appreciation for the assignment.

The format of a report is governed by a. the time allotted for the report project. b. the writer's organizational strategy. c. its length, topic, audience, and purpose. d. the knowledge and expertise of the writer.

c. its length, topic, audience, and purpose.

You have organized the findings section of your information report by answering who, what, when, where, why, and how. This pattern is called a. alphabetical. b. geographical. c. journalism style. d. chronological.

c. journalism style.

One of the most effective strategies for reducing stage fright is to: a. dress in an expensively and expertly tailored suit. b. picture your audience without any clothes on. c. know your subject thoroughly. d. have a stiff drink right before the presentation.

c. know your subject thoroughly

All of the following statements about proposals are accurate except __________. a. proposals are written for internal or external audiences b. proposals may be solicited or unsolicited c. proposals are informative documents that use formal language d. proposals can be informal or formal

c. proposals are informative documents that use formal language

Careful writers document their sources to avoid charges of plagiarism, to instruct the reader to pursue the topic further, and to a. demonstrate their writing abilities. b. add length to their reports. c. strengthen their arguments and add credibility to their reports. d. meet government regulations.

c. strengthen their arguments and add credibility to their reports.

When selecting and preparing your visual aids, keep in mind your goals as a speaker: a. to observe your audience, adjust your delivery, and continue your presentation b. to inform, entertain, and persuade. c. to make listeners understand, remember, and act on your ideas. d. to plan and collect information, organize your ideas, and deliver your presentation.

c. to make listeners understand, remember, and act on your ideas.

All of the following are good suggestions to ensure that you send positive nonverbal messages during a presentation except a. maintain appropriate eye contact to show that you are confident and prepared. b. avoid being planted behind the podium. c. use a variety of gestures planned and rehearsed in advance. d. punctuate your words by varying your tone, volume, pitch, and pace

c. use a variety of gestures planned and rehearsed in advance.

As your organization faces cost-saving restructuring, you must write a report that analyzes the responsibilities and services of each division in your company. You will probably organize your report: a. chronologically by the date services were rendered by each division. b. around extensive secondary data to assure the reader that adequate research was conducted before the report was written. c. using a topic/function arrangement so that you can show what each division does. d. geographically, with sections representing each region's divisions.

c. using a topic/function arrangement so that you can show what each division does.

Which of the following statements about teams is not accurate? a.Teams generally make better decisions than individuals. b.Decisions arrived jointly are usually better received because team members are committed to the solution and are more willing to support it. c.Although employee morale may increase when businesses form teams, teams present more risks for individuals. d.Teams are able to respond more quickly to issues and company needs than individuals.

c.Although employee morale may increase when businesses form teams, teams present more risks for individuals.

Typical sources for factual information in an informal report include

company records, observation, and electronic resources.

An informal writing style includes

contractions

Allan knows that he should document his data in the business report he is writing. Which of the following is a reason for properly citing his sources? a. Documenting data will give information to enable his readers to pursue the topic further. b. Documenting data will protect him from charges of plagiarism. c. Documenting data will strengthen his argument and add credibility to his report d. All of these are reasons for properly documenting report data.

d. All of these are reasons for properly documenting report data.

Which of the following demonstrates professional workplace behavior? a. Apologizing for errors or misunderstandings. b. Keeping personal opinions of people private. c. Giving customers more than they expect. d. All of these represent professional workplace behavior

d. All of these represent professional workplace behavior

You are writing a short report to a familiar audience and plan to use an informal writing style. What can you do to make your writing informal? a. Use first-person pronouns such as I, we, me, my, us, and our. b. Use contractions such as I'm, it's, let's, and we're. c. Use shorter sentences and familiar words. d. All of these will make your writing style informal

d. All of these will make your writing style informal

Why are businesses today forming conventional and virtual teams in the workplace? a. Teams generally make better decisions than individuals. b. Teams are able to respond more quickly than individuals. c. Teams improve employee morale. d. Businesses form teams for all of these reasons

d. Businesses form teams for all of these reasons

What advice should you follow when writing a summary of a longer publication? a. Incorporate word-for-word passages from the original document. b. Condense the ideas of the original document by approximately 50 percent. c. Include illustrations, examples, and references that substantiate the document's main ideas. d. Condense the ideas of the original document by approximately 85 to 90 percent.

d. Condense the ideas of the original document by approximately 85 to 90 percent.

What is the first step you should take when you are assigned to write a report? a. Analyze your audience. b. Choose the delivery method. c. Begin your research. d. Determine the purpose of your report.

d. Determine the purpose of your report.

What is the primary difference between informal and formal proposals? a. Informal proposals are written for internal audiences; formal proposals are written for external audiences. b. Informal proposals are presented orally; formal proposals are presented in writing. c. Formal proposals contain reference citations; informal proposals do not. d. Formal proposals are longer and are organized into many more parts than informal proposals.

d. Formal proposals are longer and are organized into many more parts than informal proposals.

In what order should you organize your ideas when you believe your audience will be agreeable to the suggestions in a justification/recommendation report? a. Identify the problem or need, provide necessary action, announce the recommendation, and explain the recommendation. b. Provide necessary action, identify the problem or need, announce the recommendation, and explain the recommendation. c. Announce the recommendation, explain the recommendation, identify the problem or need, and provide necessary action. d. Identify the problem or need, announce the recommendation, explain the recommendation, and provide necessary action.

d. Identify the problem or need, announce the recommendation, explain the recommendation, and provide necessary action.

Cheryl must deliver a hiring recommendation to her supervisor, whose office is just down the hall. Which delivery method is most appropriate for this written report? a. By fax b. By e-mail c. On a Web page d. In person

d. In person

Your company needs a new wireless provider, and you have been assigned to research the alternatives. Based on your research, you have selected a new provider. What kind of report would you most likely write to inform the company CEO of your findings? a. Information report b. Progress report c. Summary report d. Justification/recommendation report

d. Justification/recommendation report

A long report from a committee summarizing the results of a yearlong investigation of reasons consumers default on mortgage loans would likely be prepared in what format? a. Memo format b. Printed form c. Letter format d. Manuscript format

d. Manuscript format

Which of the following statements about ending a meeting is most accurate? a. The meeting should not end until all agenda items have been fully discussed. b. If participants arrived late to the meeting, summarize everything they missed when they arrive to avoid the need for summarizing at the end of the meeting. c. Because all participants should be responsible for paying attention during the meeting, a summary at the end of the meeting would be a waste of time. d. No one should leave the meeting without a full understanding of what was accomplished.

d. No one should leave the meeting without a full understanding of what was accomplished.

Which of the following is NOT needed in a feasibility report? a. The background and problem necessitating the proposal. b. Problems that may result from implementation. c. Costs of implementing the proposal. d. Persuasive techniques.

d. Persuasive techniques.

You are in charge of preparing the minutes for a recent board meeting. What should you include in these formal minutes? a. The name of those attending and the names of those absent. b. The precise wording of motions. c. Your name and signature. d. You should include all of these items.

d. You should include all of these items.

The first step in writing a formal report is to a. select an appropriate report format. b. gather primary and secondary research. c. determine your primary and secondary audiences. d. determine the precise boundaries of the report.

d. determine the precise boundaries of the report.

The introduction of a presentation should: a. capture your listeners' attention and get them involved. b. identify yourself and establish your credibility. c. preview your main points. d. do all of these.

d. do all of these.

Short informal reports that are intended for internal audiences should be written using a __________. a. manuscript format b. standardized template c. letter format d. memo or e-mail format

d. memo or e-mail format

The indirect strategy should be used when __________. a. the reader is supportive of the problem b. the reader is eager to know the results of the investigation c. the reader is familiar with the topic d. the reader must be educated on the report problem

d. the reader must be educated on the report problem

What is the best advice for making and receiving telephone calls professionally? a.When answering a call, don't identify yourself until you know who is on the other end. b.When answering the phone for someone who is away from his or her office, reveal his or her whereabouts. c.Avoid smiling while talking because it might make you sound insincere. d.If you made the call, remember that it is your responsibility to end the call.

d.If you made the call, remember that it is your responsibility to end the call.

Professionalism a.refers to those behaviors exhibited only to customers. b.is important only in large companies. c.emphasizes technical skills necessary for job performance. d.describes desirable workplace behavior.

d.describes desirable workplace behavior.

As a leader of a meeting, you should a.wait until all participants arrive before beginning the meeting. b.do as much talking as possible to be sure all issues are covered thoroughly. c.make all final decisions after the group discusses each issue. d.establish meeting ground rules during the introduction of the meeting.

d.establish meeting ground rules during the introduction of the meeting.

To use your voice effectively, a.overemphasize all words to guarantee audience understanding. b.avoid listening to educated individuals to retain your speaking uniqueness. c.keep the same volume and rate while speaking. d.speak in a moderately low-pitched voice at about 125 words per minute.

d.speak in a moderately low-pitched voice at about 125 words per minute.

All of the following are functions of graphics except to __________. add visual interest make complex data easy to understand demonstrate a writer's word processing abilities clarify data

demonstrate a writer's word processing abilities

T/F A Policy Change That Will Improve Employee Morale is an example of a functional heading.

false

T/F Although it is essential to cite sources in a formal report, you do not need to cite sources in an informal report.

false

T/F An informal writing style is appropriate for external reports.

false

T/F Because of today's technologies, face-to-face communication is no longer essential in business and professional transactions.

false

T/F Informational reports provide data or findings, analyses, and conclusions.

false

T/F Most feasibility reports are written for external audiences.

false

T/F Smart report writers avoid the use of headings in a report because they know that headings distract readers from the important information.

false

T/F Withdrawing from a team is viewed as an effective technique to deal with group differences.

false

T/F You are serving on a task force that is planning an event that will take place in six months. Management wants to be periodically informed of your group's activities. Your report to management will most likely be a justification or recommendation report.

false

T/F You are writing a justification/recommendation report, and you expect your reader to oppose your recommendation. Therefore, you should use a direct organizational strategy.

false

Headings that show the outline of a report are called

functional headings.

A report that attempts to solve problems by presenting data, drawing conclusions, and offering solutions is called a(n)

justification/recommendation report.

The indirect pattern of organization is appropriate for a business report when readers

must be persuaded.

Connor has studied the effect of on-site daycare on employee work attendance. He must present his findings to his supervisor, who is opposed to this service. How should Connor present his information? Use ___ strategies and an ___ organizational pattern

persuasive, indirect

The introduction of a presentation should capture the listeners attention, get the audience involved, identify the speaker, establish the speaker's credibility and

preview the main points of the presentation

Reports convey information, answer questions, and

solve problems.

What kind of report condenses the primary ideas, conclusions, and recommendations of a longer report or publication?

summary report

The most frequently used report graphic is the __________. pie chart line chart flowchart table

table

Headings that describe the content of a report section are called

talking headings

A record of the proceedings of a meeting is called

the minutes.

T/F A trip report is a type of informational report.

true

T/F Although reports vary greatly in length and formality, the most common type of business report is an informal report.

true

T/F In the workplace you will be judged to a great extent on your soft skills and professionalism.

true

T/F Informational reports emphasize facts; analytical reports emphasize reasoning and conclusion.

true

T/F One of the most important steps in writing a report is that of gathering information.

true

T/F Reports should be written with both primary and secondary readers' needs in mind.

true

T/F Short informal reports that are sent outside an organization should be prepared using a letter format.

true

T/F Smart speakers analyze their audience members and anticipate their reactions before developing the actual speech

true

T/F The reader's anticipated reaction and the content of a report determine its organizational strategy.

true

T/F When you believe your audience will be agreeable to the suggestions in a justification/recommendation report, you should organize your ideas directly.

true

Many business writers begin their report research by

visiting company records.