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Com 351 11-14

Which of the following is not a purpose for a business report?
a. To increase production
b. To solve problems
c. To convey information
d. To answer questions
a. To increase production
Which of the following reports is an example of an informational report?
a. A report that presents possible solutions to solve a company’s turnover problem
b. A report that shows a manufacturing firm has complied with environmental regulations
c. A memo report that provides two alternatives to the company’s order processing system and tries to persuade management to adopt the best one
d. A report that tries to convince the board of directors to offer on-site child care
b. A report that shows a manufacturing firm has complied with environmental regulations
Tania will be writing an analytical report that discusses three potential new locations for her company. She wants to follow the indirect strategy. How should she organize her report?
a. Introduction/Background, Facts/Findings, Summary
b. Introduction/Background, Discussion/Analysis, Summary
c. Conclusion/Recommendations, Introduction/Problem, Facts/Findings
d. Introduction/Problem, Facts/Findings, Conclusions/Recommendations
d. Introduction/Problem, Facts/Findings, Conclusions/Recommendations
The first step in writing a report is to ________ .
a. implement your research strategy
b. compose the first draft
c. prepare a work plan
d. analyze the problem and purpose
d. analyze the problem and purpose
Which question should you ask to anticipate your audience?
a. In what format should I present my findings?
b. Should my report be analytical or informational in nature?
c. What do my readers need to know about this topic?
d. What sources should I consult to determine the significance and scope of the problem?
c. What do my readers need to know about this topic?
A good work plan for a business research project should include a statement of the problem, a statement of purpose, a tentative outline, a work schedule, and a ________ .
a. detailed budget
b. list of visual aids
c. list of all primary and secondary resources
d. research strategy
d. research strategy
Nearly every written report should begin with ________ .
a. a study of primary data
b. personal observation
c. a review of secondary data
d. a scientific investigation
c. a review of secondary data
Which of the following is the best advice for searching the Web?
a. Choose your favorite search tool to use exclusively.
b. Use verbs as search words and limit your search to one or two words.
c. Omit articles and prepositions.
d. Use uppercase letters for all searches.
c. Omit articles and prepositions.
Web sources should be evaluated for their authority, content, accuracy, and currency. What question should you ask to determine the currency of a Web source?
a. What is the date of the Web source?
b. Who is the intended audience based on content, tone, and style?
c. Are there errors in spelling, grammar, or usage?
d. Who published the source?
a. What is the date of the Web source?
Which of the following is the best question to include in a mail survey?
a. What do you think of a flat-rate income tax?
b. Why are you in favor of a flat-rate income tax?
c. What benefits do you think a flat-rate income tax will offer?
d. Do you approve of a flat-rate income tax?
d. Do you approve of a flat-rate income tax?
All of the following are reasons for documenting report data except ________ .
a. to demonstrate your command of the English language
b. to save time
c. to strengthen your argument
d. to protect yourself against charges of plagiarism
a. to demonstrate your command of the English language
To help you paraphrase effectively, which of the following should you practice?
a. Use synonyms periodically to replace some of the words in the original document.
b. Scan the original to get a quick understanding.
c. Use the same grammatical structure of the original document.
d. Write your own version of the original document without looking it
d. Write your own version of the original document without looking it
What is the most frequently used graphic in a report?
a. Line chart
b. Table
c. Flowchart
d. Pie chart
b. Table
A ________ is especially effective in comparing related items, illustrating changes in data over time, and showing segments as a part of the whole.
a. pie chart
b. table
c. bar chart
d. line chart
c. bar chart
What is the best advice to follow when incorporating graphics within the body of a report?
a. Incorporate at least six graphics within a report to break up text and to provide visual relief.
b. Avoid citing any sources of graphics within a report because this information will be included at the end.
c. Introduce the graphic.
d. Use lots of color and decorations to demonstrate your artistic flair.
c. Introduce the graphic.
Based on their function, business reports usually fall into one of two categories: informational or analytical.
a. True
b. False
a. True
Analytical and informational reports are always written using a letter format.
a. True
b. False
b. False
Whether preparing an analytical or informational report, you do not need to prepare a purpose statement.
a. True
b. False
b. False
Anticipating the audience helps writers determine how much background material to include, how much detail to add, and what method of organization and presentation to follow.
a. True
b. False
b. False
Secondary data result from firsthand experience and observation.
a. True
b. False
b. False
As a writer of business reports, you will probably begin your secondary research with electronic resources.
a. True
b. False
a. True
Plagiarism is the act of using another’s ideas without proper documentation.
a. True
b. False
a. True
As long as you paraphrase the information you find during your research, you don’t have to give credit to the original source.
a. True
b. False
b. False
Incorporating graphics within a report can clarify data.
a. True
b. False
a. True
The major advantage of line charts is that they show changes over time, thus indicating trends.
a. True
b. False
a. True
Tables
usually help researchers summarize and simplify data – systematic columns and rows
Mean
arithmetic average
Median
middle point in a range of values
Mode
most frequent value
correlation
relationships between variables
grid
boxes of rows and columns to sort data
decision matrix
grid that allows comparison among weighted criteria
Determine the mean of the numbers 6, 17, 22, 28, and 37.
a. 37
b. 28
c. 22
d. 6
c. 22
Determine the mode of the numbers 38, 24, 46, 38, and 54.
a. 30
b. 38
c. 54
d. 40
b. 38
What tool is best to analyze verbal data?
a. Decision matrices
b. Pie charts
c. Grids
d. Tables
c. Grids
The most widely read portions of a report are generally the sections devoted to the ________ .
a. table of contents and introduction
b. conclusions and recommendations
c. executive summary and letter of transmittal
d. appendixes and bibliography
b. conclusions and recommendations
Select the best wording for a recommendation.
a. Offer a 10 percent discount on a customer’s first online order.
b. Online shopping offers the greatest selection of merchandise.
c. Customer satisfaction is greatest when products are ordered over the telephone.
d. Forty-five percent of the respondents prefer to shop online.
a. Offer a 10 percent discount on a customer’s first online order.
A manager at General Electric is preparing a sales report presenting the results of three of GE’s divisions. This report should be organized by ________ .
a. criteria
b. time
c. component
d. convention
c. component
A good introductory paragraph for a business report should tell the purpose of the report, describe the significance of the topic, and ________ .
a. cite evidence to justify the conclusions
b. preview the main points
c. provide recommendations
d. analyze and interpret research findings
b. preview the main points
Which of the following transitions is best to clarify points?
a. Additionally
b. For example
c. However
d. Consequently
b. For example
When creating headings for a report, which of these principles should you follow?
a. Use end punctuation on first- and second-level headings.
b. Use as many one-word headings as possible.
c. Incorporate at least one heading per page.
d. Express first- and second-level headings with all capital letters.
c. Incorporate at least one heading per page.
________ reports are written at regular intervals to keep management informed of operations and activities.
a. Conference
b. Analytical
c. Investigative
d. Periodic
d. Periodic
What advice should you follow to produce professional-looking reports?
a. Use a type size of 14 or larger in the body of the report to ensure readability.
b. Use a consistent type font throughout the report.
c. Incorporate as many graphics and clip art as possible to break up the text.
d. Justify right margins.
b. Use a consistent type font throughout the report.
Megan is preparing her trip report. She should begin her report by ________ .
a. expressing appreciation
b. summarizing main points
c. itemizing expenses
d. identifying the event
d. identifying the event
Which statement regarding analytical reports is most accurate?
a. Analytical reports are always written using the direct strategy.
b. The primary purpose of analytical reports is to inform the reader.
c. Analytical reports emphasize facts.
d. Most analytical reports answer questions about specific problems and aid in decision making.
d. Most analytical reports answer questions about specific problems and aid in decision making.
In preparing a justification/recommendation report in which you anticipate reader opposition, you should begin by ________ .
a. discussing alternative solutions
b. describing in detail the problem or need your recommendation addresses
c. presenting the most promising alternative
d. making a general reference to the problem in the subject line
d. making a general reference to the problem in the subject line
________ reports examine problems with two or more solutions.
a. Recommendation
b. Progress
c. Justification
d. Yardstick
d. Yardstick
The median represents the midpoint in a group of figures arranged from lowest to highest.
a. True
b. False
a. True
A decision matrix grid can be helpful for managers when they must make a decision based on a number of complex options.
a. True
b. False
a. True
Any set of data can produce only one set of conclusions.
a. True
b. False
b. False
When presenting recommendations, always include such words as “maybe” or “perhaps” within the recommendations to demonstrate your objectivity.
a. True
b. False
b. False
Agendas, minutes of meetings, progress reports, and procedures are usually organized by time.
a. True
b. False
a. True
Talking headings show the outline of a report but provide little insight for readers.
a. True
b. False
b. False
Short informational reports should be organized using the direct strategy.
a. True
b. False
a. True
A summary should condense the original ideas by 25 to 30 percent.
a. True
b. False
b. False
Feasibility reports are usually internal reports written to evaluate whether a course of action should be taken.
a. True
b. False
a. True
All reports, whether analytical or information, should be delivered in paper copy.
a. True
b. False
b. False
Which statement regarding proposals is most accurate?
a. Proposals are always intended for internal audiences.
b. Proposals are always unsolicited.
c. Proposals are written offers to solve problems, provide services, or sell equipment.
d. Proposals are always formal.
c. Proposals are written offers to solve problems, provide services, or sell equipment.
The background section of an informal proposal should ________ .
a. highlight the writer’s qualifications
b. request approval
c. identify the problem
d. discuss your plan for solving the problem
c. identify the problem
Formal proposals differ from informal proposals in ________ .
a. language use
b. style
c. tone
d. size and format
d. size and format
What statement about a letter of transmittal for a formal proposal is most accurate?
a. A letter of transmittal should briefly present the major features and benefits of the proposal.
b. A letter of transmittal should be addressed to all recipients of the proposal.
c. A letter of transmittal should be included within an appendix to a formal proposal.
d. A letter of transmittal is an informational document.
a. A letter of transmittal should briefly present the major features and benefits of the proposal.
A(n) ________ is a formal proposal submitted to a government or civilian organization that explains a project, outlines its budget, and requests money.
a. RFP
b. grant proposal
c. budget
d. letter of transmittal
b. grant proposal
What statement about a business plan is most accurate?
a. A business plan represents a “wishlist” for start-up companies.
b. A business plan is an informative document.
c. A business plan helps manage a company and raise capital.
d. A business plan is always an internal document seen only by company personnel.
c. A business plan helps manage a company and raise capital.
Which statement regarding a mission statement is most accurate?
a. A mission statement should describe the reason an organization or program exists.
b. A mission statement should be at least three pages long to show potential investors that you are serious and thorough.
c. A mission statement should be incorporated within the company description section.
d. A mission statement should be written without a paragraph heading or bolding.
a. A mission statement should describe the reason an organization or program exists.
Which statement about a formal report is most accurate?
a. Formal reports are written for only internal audiences.
b. Formal reports represent the end product of thorough investigation and analysis.
c. Formal reports explain how a company expects to achieve its marketing, financial, and operational goals.
d. Formal reports have fewer sections or components than informal reports.
b. Formal reports represent the end product of thorough investigation and analysis.
The part of a formal report that highlights the important points for people who may not have time to read the entire report is the ________ .
a. budget
b. authorization
c. executive summary
d. introduction
c. executive summary
An executive summary of a formal report is usually no longer than ________ percent of the original document.
a. 15
b. 5
c. 10
d. 1
c. 10
The section of a formal report that discusses, analyzes, interprets, and evaluates the research findings or solution is the ________ .
a. body
b. letter of transmittal
c. executive summary
d. introduction
a. body
Which of the following is an example of a talking heading?
a. Findings
b. Survey
c. Discussion
d. Findings Reveal Revenue and Employment Benefits
d. Findings Reveal Revenue and Employment Benefits
If your report requires that you make recommendations, they should ________
a. introduce new information not previously discussed in the report
b. be written in first person
c. be grouped in a paragraphs
d. be expressed as numbered commands that are practical and evolve from the findings
d. be expressed as numbered commands that are practical and evolve from the findings
What item would be most appropriate to include in an appendix of a report?
a. Mission statement
b. List of all sources cited in the report
c. Executive summary
d. Survey form
d. Survey form
What tip should you follow when writing a formal report?
a. Write the easiest sections of a formal report after writing the most difficult sections.
b. Delay writing the report until you have collected all the data and drawn the primary conclusions.
c. Proofread and edit the first draft immediately after you complete it.
d. Use first-person pronouns such as “I” and “we” to make a formal report more conversational.
b. Delay writing the report until you have collected all the data and drawn the primary conclusions.
Proposals are written for only external audiences.
a. True
b. False
b. False
The budget section of a proposal represents a contract.
a. True
b. False
a. True
Because most proposals don’t contain an index, the table of contents becomes quite important.
a. True
b. False
a. True
The body of a grant proposal should demonstrate that a problem exists and that the proposal can solve the problem.
a. True
b. False
a. True
Leon should discuss the strengths and weaknesses of his direct and indirect competitors in the market analysis section of his business plan.
a. True
b. False
a. True
Many investors consider the operations and management section of a business plan to be the most important factor in assessing business potential.
a. True
b. False
a. True
Often the easiest way to begin an executive summary is with the words “The purpose of this report is to …”
a. True
b. False
a. True
The scope section of a formal report may include quotes from experts or cite newspapers, journals, books, Web resources, and other secondary sources to establish the importance of a topic.
a. True
b. False
b. False
The most important section of a formal report is the body.
a. True
b. False
a. True
Jason is proofreading the final copy of his report for the third time. At this point he should be checking for spelling, punctuation, grammar, and other mechanical errors.
a. True
b. False
b. False
A ________ is a Web-based presentation, lecture, workshop, or seminar that is transmitted digitally, with or without video.
a. virtual presentation
b. webinar
c. briefing
d. podcast
b. webinar
The most important part of a presentation is ________ .
a. incorporating effective visual aids
b. using supporting material
c. knowing your purpose
d. crafting an effective introduction
c. knowing your purpose
Members of a(n) ________ audience have short attention spans and may attend a presentation against their will.
a. friendly
b. uninterested
c. neutral
d. hostile
b. uninterested
At the beginning of his oral presentation, Grant uses a quotation from Abraham Lincoln. Grant is attempting to ________ .
a. capture his audience’s attention
b. identify himself to his audience
c. establish his credibility with his audience
d. preview the main points of his presentation
a. capture his audience’s attention
Melanie will be giving a presentation that outlines six reasons her company should change its inventory method. What organizational strategy would work best?
a. Importance
b. Geography/space
c. Best case/worst case
d. Chronology
a. Importance
When developing a multimedia presentation using PowerPoint, what is the maximum number of bullets you should generally use per slide?
a. 10
b. 6
c. 8
d. 3
b. 6
Check My Work
Every PowerPoint slide should generate interest, highlight points, introduce or review key points, provide a transition, or ________ .
a. include at least three animation effects
b. demonstrate your mastery of the software
c. include a graphic
d. illustrate and simplify complex ideas
d. illustrate and simplify complex ideas
The best delivery technique for a presentation is to ________ .
a. deliver it extemporaneously
b. ad lib the presentation by developing and presenting the ideas as you think of them
c. memorize the presentation
d. read from a manuscript or from preplanned notes
a. deliver it extemporaneously
To stay in control during your talk, to build credibility, and to engage your audience, which of these guidelines should you follow?
a. Begin talking the moment you approach the audience.
b. Remain behind the podium throughout the presentation.
c. Include anecdotes or digressions that occur to you on the spot.
d. Present your first sentence from memory
d. Present your first sentence from memory
Sonia wants to provide her audience with copies of her PowerPoint slides to use for future reference. The best time to distribute her handouts is ________ .
a. before her presentation begins
b. after she finishes her presentation
c. right before her conclusion
d. during her presentation
b. after she finishes her presentation
An effective technique for making a presentation to a cross-cultural audience is to ________ .
a. always deliver it using the direct strategy, making sure the main idea is delivered up front
b. present ideas quickly using longer sentences
c. incorporate lots of humor to make the audience feel at ease
d. break the presentation into short, discrete segments and to encourage discussion after each topic
d. break the presentation into short, discrete segments and to encourage discussion after each topic
Which statement is most accurate regarding team-based written and oral presentations?
a. Teams should avoid determining a leader.
b. Teams should begin by collecting information.
c. Teams should avoid conflict.
d. Teams should make meetings a top priority
d. Teams should make meetings a top priority
Which statement about slide decks is most accurate?
a. Slide decks can deliver data, findings, and proposals to receivers who may not be able to attend a meeting and who find them easier to read and comprehend than reports.
b. Slide decks contain less text than slides in a presentation.
c. Slide decks, like PowerPoint slides, should follow the 6-x-6 rule.
d. Slide decks contain all text.
a. Slide decks can deliver data, findings, and proposals to receivers who may not be able to attend a meeting and who find them easier to read and comprehend than reports.
When placing a telephone call, which of these guidelines should you follow?
a. Avoid smiling because the other person can’t see you.
b. Give a brief explanation of your reason for calling.
c. “Wing” your discussion to sound more human.
d. Let the other person end the call.
b. Give a brief explanation of your reason for calling.
Lisa is beginning a new position. What advice should she follow when using her smartphone to receive and to make phone calls?
a. Answer her phone each time it rings so that she can avoid telephone tag.
b. Speak louder to ensure that her receiver can hear her.
c. Avoid conversations in public areas.
d. Select a unique ringtone such as her favorite rap song to demonstrate her individuality.
c. Avoid conversations in public areas.
Every presentation should focus on audience benefits.
a. True
b. False
a. True
The two most powerful keys to audience comprehension are good organization and intentional repetition.
a. True
b. False
a. True
The body of a short presentation (20 or fewer minutes) should focus on five to seven main points.
a. True
b. False
b. False
An oral presentation that incorporates visual aids is more likely to be understood and retained than one lacking visual enhancement.
a. True
b. False
a. True
You should add animation features to a multimedia presentation only if doing so helps convey your message or adds interest to the content.
a. True
b. False
a. True
Nearly everyone, even experienced speakers, has some degree of stage fright before speaking.
a. True
b. False
a. True
When you make a mistake during a presentation, apologize to your audience.
a. True
b. False
b. False
Most nonnative speakers of English understand written text much better than they comprehend spoken English.
a. True
b. False
a. True
When a group or team begins to work together on a document or a presentation, the group’s first action should be assigning tasks and establishing deadlines for team members.
a. True
b. False
b. False
When answering a telephone call for a coworker, it is better to say “She’s away from her desk right now” or “He’s out of the office” rather than to report the colleague’s exact whereabouts.
a. True
b. False
a. True

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