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Georgia State University BCOM 3950 True-False 1)A business message should be long because quantity enhances quality

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Georgia State University

BCOM 3950

True-False

1)A business message should be long because quantity enhances quality.                                           

 

 

 

2.            The ability to prepare concise, audience-centered, persuasive, and purposeful messages comes naturally.

 

               

 

 

 

3.            To be effective, the three phases of the writing process must be performed in sequence, moving from Phase 1 to Phase 2 to Phase 3 in order.

 

               

 

 

 

4.            An important aspect of the first phase of writing a business message is anticipating the audience’s reaction to the message.

 

               

 

 

 

5.            Shannon is writing a proposal to try to convince the board of directors to upgrade the company’s computer equipment. After completing the prewriting phase, Shannon should immediately start composing the report.

               

 

 

6.            The final task in the third phase of the writing process is evaluating your message to decide whether it accomplishes your goal.

 

               

 

 

7.            Most writers spend equal amounts of time on each of the three phases of the writing process: prewriting, writing, and revising.

 

               

 

 

 

8.            As you become a more skilled and experienced business writer, you will be more likely to alter, compress, and rearrange the writing process steps to suit your needs.

 

               

 

 

9.            The primary purposes of most business documents are to inform and to promote goodwill. A common secondary purpose is sales growth.

               

 

 

10.          Alonso needs to get feedback from sales representatives located across the U.S. and Europe. Because he needs to have the most interactivity and feedback possible, the best channel of communication for Alonso is videoconferencing or teleconferencing.

               

 

 

11.          Face-to-face conversation is a richer medium than a written report.

               

 

12.          Today’s businesses increasingly use e-mail and instant messaging for conducting business, but hard-copy memos are still written for messages that require persuasion, permanence, and formality.

               

 

 

13.          Don’t send a message unless you know exactly who your audience is.   

 

 

 

14.          You are more likely to achieve your communication goals if you profile your audience and shape the message to that profile.

                 

 

 

15.          Although messages may have a primary and a secondary audience, the writer needs to profile only the primary audience to determine the best presentation of the message.

                 

 

 

16.          Ben Franklin stated this opinion about business messages: To be good it ought to have a tendency to benefit the reader. His opinion reflects the importance of analyzing the purpose of the message.

 

               

 

 

17.          Empathy, which increases the likelihood of a successful message, occurs when writers put themselves in the audience’s shoes when creating the message.

 

                 

 

18.          To emphasize the “you” view in e-mail messages, you must avoid any phrases that include the “I/we” view such as I’m happy or We're delighted.

 

               

 

 

 

19.          Monica is writing her first safety inspection report. To sound businesslike and professional, Monica should include expressions such as the affected party, the undersigned, and the writer.

 

               

 

 

20.          Positive language generally conveys more information than negative language does.

 

               

 

 

21.          The sentence You must submit your application by Friday is a more effective business message than Please submit your application by Friday.

 

               

 

 

22.          The statement Every employee has ten minutes for their morning break is an effective example of using inclusive language.

 

               

 

 

23.          Some business, legal, and government documents are written in an inflated and confusing style that obscures meaning. This style of writing is often referred to as legalese or federalese.

 

               

 

 

24.          Whenever possible in business writing, substitute longer, less familiar words for shorter, simpler words.

 

               

 

 

 

25.          A message that is shorter and more conversational is less likely to achieve its goal than a message that is longer and more formal.

 

                 

 

 

Fill-in-the-Blank

 

1.            During the           phase of the writing process, the writer will analyze the audience and the purpose for writing.

 

 

 

2.            Sam is collecting and organizing information for a marketing report he is writing. Sam is involved in the second phase of the writing process, which is the             phase.

 

 

 

3.            Catherine is proofreading her cover letter and résumé for accuracy before e-mailing them to a prospective employer. She is in the third phase of the writing process, which is the

                phase.

 

 

 

4.            An interesting theory, called       richness, describes the extent to which a channel or medium recreates or represents all the information available in the original message.

 

 

5.            The channel of choice for corporate communicators today is clearly         .

 

 

6.                           is the process of creating a message that suits your audience. One important aspect of this process is tone.

 

 

 

7.            Conveyed largely by the words in a message,     affects how a receiver feels upon reading or hearing a message.

 

 

 

8.            Putting yourself in the receiver’s shoes to better adapt your message to that person’s needs is called    .

 

 

9.            Theresa has emphasized second-person pronouns (you, your) instead of first-person pronouns (I/we, us, our) in a letter to a customer. She is using the    view.

 

 

 

10.          Megahertz Technology Solutions CEO Bianca Reyes has developed a company policy stating that all documents must be written in clear, concise language using familiar words. CEO Reyes is part of the       English movement.

 

 

Multiple Choice

 

1.            Ryan is collecting information about trends in corporate blogging for a report he is writing for his supervisor. This process of collecting information is called

a.            scientific experimentation.

b.            information processing.

c.             research.

d.            data analysis.

 

               

 

 

 

2.            When collecting information before composing a business document, you should gather information that will answer which of these questions?

a.            What does the receiver need to know about this topic?

 

b.            What is the receiver to do after reading this document?

c.             What will happen if the receiver doesn’t do what you’re requesting?

d.            The information you collect should answer all of these questions.

 

                 

 

3.            Formal research methods are generally required for what type(s) of business document(s)?

a.            Routine e-mail messages

b.            Routine memos

c.             Long reports and complex business problems

d.            All of the above would require formal research.

 

               

 

 

 

4.            Stephanie is preparing a market analysis for her business plan. For firsthand information, she should

a.            search manually in her local library.

b.            conduct interviews and surveys or organize a focus group.

c.             search the Internet for related Web sites.

d.            review scientific experiments conducted by experts.

 

               

 

 

5.            Quality Building Materials Inc. has developed a new whole-house weather blanket and needs to determine the price point at which builders would switch to this new product. The best research method for this is a(n)

a.            manual search of other companies’ price lists.

b.            interview with a local builder.

c.             Internet search of insulation values for weather blankets.

d.            scientific experiment that presents price choices with controlled variables.

 

               

 

 

6.            As interns in human resource management, Brad and his team are using a professionally developed questionnaire that will be administered to all employees to collect information on workplace violence. This type of research produces data that is considered

a.            firsthand information.

 

b.            informal documentation.

c.             supplementary, secondary information.

d.            scientific experimentation.

               

 

 

7.            Ahna is sending a persuasive memo to her staff asking them to participate in the new wellness program. Which of the following sources of information would be most appropriate to help Ahna shape an effective persuasive message for her staff?

a. Tightly controlled scientific experimentation b. Library research rooms

c. Questionnaires and surveys of employees d. Looking in company files

               

 

 

 

8.            Many routine writing tasks, such as composing e-mail messages or informational reports, require that you collect information informally by

a.            conducting extensive Web research.

b.            conducting a scientific experiment.

c.             looking in the files.

d.            searching a variety of books, journals, or magazines.

               

 

 

 

9.            When brainstorming to generate ideas, you should a. critique each idea as it comes up.

b.            record ideas without judging them.

c.             always work alone for greater efficiency.

d.            allow no more than five ideas to be discussed.

               

 

 

 

 

9.            You will create messages that are clear and easy to read if you

a.            proceed free form from one idea to the next for maximum creative effect.

b.            avoid emphasizing important ideas so that readers may judge for themselves.

c.             group similar items together and emphasize important ideas.

d.            do not follow any pattern that might restrict the free flow of your ideas.

 

               

 

 

10.          Organizing data includes two processes. These processes are

a.            grouping and patterning.

b.            brainstorming and researching.

c.             outlining and drafting.

d.            drafting and editing.

 

               

 

 

 

11.          Organizing your ideas into an outline is especially important when you are

a.            developing a complex project.

b.            writing a routine memo.

c.             replying quickly to an e-mail message.

d.            beginning the research phase of the writing process.

               

 

 

12.          Which of the following is an advantage of the direct pattern?

a.            Minimizes a negative reaction

b.            Respects the feelings of the reader

c.             Saves the reader time

d.            Encourages a fair hearing

 

               

 

 

 

13.          Which of the following message openings is the most direct opening for an e-mail message announcing a new telecommuting plan?

a.            A number of employees have asked about telecommuting options.

b.            Many businesses have been implementing telecommuting programs, and we have studied their programs extensively.

c.             Rising gas prices have led many companies to allow telecommuting, and we think this might be a good idea for our company.

d.            Our new telecommuting program will begin on August 1.

                 

 

14.          Yosevin began his memo with background information and explanations before announcing a reduction in health insurance coverage. The pattern Yosevin used is called

a.            frontloading.

b.            direct.

c.             passive voice.

d.            indirect.

               

 

15.          When you expect a reader of your message to be uninterested, unwilling, displeased, or hostile, you should

a.            put the bad news first to get it over with.

b.            begin with the main idea.

c.             explain all background information first.

d.            send the message via e-mail, text message, or IM.

               

 

 

 

16.          Which of the following is a simple sentence?

a.            If health insurance costs continue to rise, employee copays may increase.

b.            Having healthy employees decreases the cost of monthly premiums; therefore, we will be implementing a wellness program.

c.             HMO and PPO insurance plans offer additional cost savings.

d.            Because we will be reducing employee health insurance benefits, some employees may be unhappy; however, we must make sure that they understand the reason for the change.

 

                 

 

17.          Which of the following contains no sentence faults?

a.            Which is why we are considering new health insurance options.

b.            HealthNet’s coverage is extensive, and the rates are fair.

c.             Review the list of benefits, then let me know what you think.

d.            Having good health insurance is important to employees we need to keep that in mind.

 

               

 

18.          How should the following be classified? ReliaCare Health increased insurance premiums by 28 percent for our next fiscal year, that is why we are seeking new insurance bids.

a.            Complete sentence b. Fragment

c. Fused or run-on sentence d.  Comma splice

               

 

 

19.          How should the following be classified? Liana called ReliaCare she also requested a new bid for health insurance premiums.

a.            Complete sentence

b.            Fused or run-on sentence c. Fragment

d. Comma splice

               

 

 

20.          To emphasize an idea through style, place it

a.            in a simple sentence.

b.            in a dependent clause.

c.             in the middle of a sentence.

d.            Any of the above techniques would emphasize the idea.

                 

 

21.          Which of the following sentences is most effective in de-emphasizing the bad news?

a.            Although cash refunds are not offered, you can exchange resalable merchandise.

b.            Although you can exchange returned merchandise, cash refunds are not available.

c.             Since we only exchange merchandise, it is impossible for you to receive a cash refund.

d.            Because of our exchange policy, you may not receive a cash refund.

               

 

 

22.          Which of the following uses active voice in a complete sentence?

a.            The company's rigid return policy was criticized by a few unhappy customers.

b.            Because a few unhappy customers criticized the company's rigid return policy.

c.             Managers were told about the unhappy customers who criticized the company's rigid return policy.

d.            A few unhappy customers criticized the company's rigid return policy.

 

               

 

 

23.          When should passive voice be used in business writing?

a.            When you want to de-emphasize the action or the recipient of the action

b.            When you want to emphasize the doer of the action

c.             When you want to de-emphasize negative news

d.            Never

 

                 

 

 

 

24.          Which of the following uses parallel structure?

a.            Our new paralegal must be smart, efficient, and have flexibility.

b.            The accident shattered her pelvis, dislocated her foot, and her spinal column was broken in three places.

c.             Big business demands superior forecasting, reporting, and analyzing.

d.            A good financial planner must be certified, competent, and must possess ethical standards.

 

               

 

 

25.          What do most writers use as the first sentence in a paragraph?

a.            Supporting sentence

b.            Transitional sentence

c.             Topic sentence

d.            Pivoting sentence

 

               

 

 

 

26.          Paragraphs are coherent when

a.            all sentences are written in the active voice.

b.            each sentence includes dependent and independent clauses.

c.             ideas are linked; that is, one idea leads logically to the next.

d.            All answer choices are correct.

 

                 

 

 

 

27.          Transitional expressions such as next, first, and finally are useful to show

a.            cause and effect.

b.            illustration.

c.             comparison and contrast.

d.            time association.

 

               

 

 

 

28.          Writer’s block can best be defined as

a.            a block of time set aside to compose documents and projects.

b.            the organization of research and ideas into an outline or scratch list.

c.             an inability to produce a first draft because of poor preparation.

d.            A neighborhood in a city or town where writers live and work together.

 

               

 

 

 

29.          Most writers can compose their business messages more effectively if they

a.            have a quiet environment in which to concentrate.

b.            turn on a TV, CD player, stereo, or other device to stimulate their thinking.

c.             maintain a normal working environment, including accepting phone calls, text messages, IMs, and occasional visitors.

d.            hold off writing until the perfect wording forms the complete message in their minds.

 

  

 

 

 

True-False

 

1.            Research is necessary only when composing formal documents.

 

               

 

 

2.            When you fail to collect all needed research before beginning to organize and write your business document, you may end up starting over and reorganizing.

 

               

 

 

3.            Jonathan is researching the financial impact of a job-sharing benefit for employees. Talking with his boss about the possible effects of offering this benefit to employees is an effective method of formal research.

 

               

 

 

 

4.            Most routine business writing tasks allow you to use informal research techniques to gather sufficient information.

 

               

 

 

 

5.            Many communication experts regard poor organization as the greatest failing of business writers.

 

                 

 

 

6.            When you expect the reader to be pleased, mildly interested, or neutral, use the indirect pattern of organization.

               

 

 

 

7.            Another name for the direct pattern is frontloading.

               

 

 

 

 

8.            The indirect pattern works well with three kinds of messages: (a) bad news, (b) ideas that require persuasion, and (c) sensitive news.

               

 

 

 

 

9.            The most compelling and effective messages contain one repeated sentence pattern rather than a variety of sentences.

 

                 

 

 

 

10.          Because sentences of 20 or fewer words have the most impact, business writers must restrict all sentences to fewer than 20 words.

 

 

 

11.          Sentence fragments are often introduced by such words as although, as, because, even, if, that, and which.

 

               

 

 

12.          Mechanical techniques to emphasize important ideas include underlining, italics, boldface, font changes, all caps, dashes, tabulation, columns, and headings.

 

                 

 

13.          Although mechanical means are occasionally appropriate, more often a writer achieves emphasis stylistically.

 

                 

 

 

14.          Careful writers avoid labeling main ideas because they know that readers prefer to identify main ideas for themselves.

 

               

 

 

15.          The following sentence effectively uses a stylistic device to de-emphasize the bad news: Although we don’t have any available positions at this time, we were pleased to receive your application and will keep it on file for six months.

 

               

 

 

16.          In active voice, the subject is acted upon. In passive voice, the subject is the doer of the action.

 

               

 

 

17.          Active voice is more direct, clear, and concise. Therefore, passive voice should never be used in business writing.

 

                 

 

 

18.          To achieve parallel construction, use similar structure to express similar ideas.

 

                 

 

19.          The following sentence contains a dangling or misplaced modifier: Working all night, the brief was filed with the court on time.

 

               

 

 

20.          Pronouns can be used to promote paragraph coherence.

 

                 

 

21.          Good writers should avoid repetition of words or key ideas because it shows lack of creativity.

 

               

 

 

22.          Words and phrases such as as opposed to, conversely, and on the other hand can be used to show contrast in business messages.

 

                 

 

 

 

23.          Business writers should strive for paragraphs with eight or fewer printed lines.

 

                 

 

24.          Communicators who have not completed their preparatory work may suffer from writer’s block as they sit staring at their computer screens waiting for inspiration.

 

               

 

 

 

25.          Experts recommend that business writers avoid freewriting, which is similar to cramming for final exams and likely to produce similarly poor results.

 

               

 

 

 

 

Fill-in-the-Blank

 

1.            Nicola is collecting information for a business document she is writing. We call this collection process      .

 

 

 

 

 

2.            Long reports and complex business problems generally require some use of

                research methods.

 

 

 

3.            Looking in the files and talking with your boss are methods of    research.                            

 

 

 

4.            In the    pattern of organization, the main idea comes first, followed by details, an explanation, or evidence.

 

 

 

5.            Persuasive and bad news messages should usually use the          pattern.

 

 

6.            A             sentence contains an independent clause (a complete thought) and a dependent clause (a thought that cannot stand by itself).

 

 

7.            The refund authorization was processed by our customer service representative is an example of a sentence using the             voice.

 

 

 

8.            A dangling           results when the word or phrase the modifier describes is missing from its sentence.

 

 

9.            A(n)       is a group of sentences about one idea.

 

 

 

 

10.          Before and meanwhile are examples of transitional expressions that show         

association.