Homework answers / question archive / Georgia State University BCOM 3950 True-False 1)Once you master your business writing skills, you will begin to write perfect first drafts

Georgia State University BCOM 3950 True-False 1)Once you master your business writing skills, you will begin to write perfect first drafts

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Georgia State University

BCOM 3950

True-False

1)Once you master your business writing skills, you will begin to write perfect first drafts.            

 

 

2.            Professional writers develop a system of writing and revising that works for them; they may revise at any point in the process.

 

 

 

 

3.            One reason concise messages are essential in business is that they save money by saving reading time.

 

 

 

 

 

 

4.            In view of the fact that could be written more concisely as in light of this information.

 

               

 

5.            You will be interested to learn that is a recommended and professional way to begin a business document.

 

               

 

 

6.            All fillers can be eliminated from your writing.

 

               

 

 

 

7.            There are several excellent reasons to consider purchasing our new OfficeDataPro software. This sentence is clear and concise.

 

               

 

8.            Each and every student will be required to participate in one group writing project

contains a redundant expression.

 

 

 

9.            Business English is a necessary prerequisite for taking this course. This sentence is written as concisely as possible.

 

               

 

10.          Using expressions such as pursuant to your request and thank you in advance adds a level of professionalism to business writing.

 

               

 

 

 

11.          Effective business communicators should use jargon only when communicating with others in the field or profession.

 

 

 

12.          In order to sound current, fresh, and trendy, effective business communicators make ample use of slang when writing and speaking.

 

               

 

 

13.          In describing sexual harassment in the workplace, Julia explains that Supervisors are getting burned in harassment lawsuits. Julia is using slang in this statement.

 

 

 

14.          A colleague says during a meeting, Meeting this year’s budget guidelines will be easier said than done. He has used jargon.

               

 

 

15.          Smart business communicators use clichés such as think outside the box to show that they are familiar with current business terminology.

 

               

 

 

16.          Converting a verb into a noun creates stronger, more professional business writing (e.g.,

made a decision instead of decided).

 

               

 

 

17.          You can streamline your writing and make it more emphatic by using vivid adverbs such as very, extremely, and actually as often as possible.

 

               

 

18.          As you revise, make your writing clear by using specific verbs, concrete nouns, and vivid adjectives.

 

 

 

19.          Business writers should consider document design during the revision process because well-designed documents improve readability and comprehension.

 

 

20.          When designing documents, try to place as much text as possible on a page so that you can save paper and printer toner.

 

               

 

 

 

21.          When right margins are "ragged"—that is, without alignment or justification—they provide more white space and improve readability..

 

 

 

22.          Sans serif typefaces, such as Times New Roman, have small features at the ends of strokes and are frequently used for body text in business messages and longer documents.

               

 

 

 

23.          You should proofread every sentence of a document as soon as you write it.

 

               

 

 

24.          You are more likely to find errors when proofreading on screen than on a printed copy.

 

               

 

 

25.          One careful proofreading of any document is sufficient.

 

               

 

 

 

Fill-in-the-Blank

 

1.                           , which occurs during the third phase of the writing process, means improving the content and sentence structure of your message. It may include adding, cutting, recasting, reformatting, and redesigning what you have written.

 

 

 

 

2.                           involves correcting the grammar, spelling, punctuation, format, and mechanics of your messages.

 

 

3.            I am sending this e-mail message to inform you that is an example of a long        .

 

 

 

4.            There are three building sites we are considering. This use of There are is an example of a

                .

 

 

5.            You should eliminate phrases like basic fundamentals and combined together because they represent                expressions.

 

 

 

6.            Telecommunications experts use terms such as clickstream and protocols. These are examples of            , which is special terminology that is specific to particular activities or professions.

 

 

 

7.                           is composed of informal words with arbitrary and extravagantly changed meanings. These words quickly go out of fashion because they are no longer appealing when everyone begins to understand them.

 

 

 

8.            Expressions that have become exhausted by overuse such as shoot from the hip are called

                .

 

 

 

 

9.            The accountants performed an analysis of the financial statements. This sentence contains a verb that has been converted to a(n) .

 

 

10.                         , which appear most often in reports, are an effective tool for highlighting information and improving readability because they encourage the writer to group similar material together and help readers separate major ideas from details.

 

 

 

Multiple Choice

 

1.            Which of the following statements about communication in the workplace is most accurate?

a.            Paper-based messages such as memos and letters are no longer used in today’s workplace.

b.            People working in organizations exchange information internally with customers, suppliers, other businesses, and government agencies.

c.             Because electronic messaging is so informal, it is used only for internal communication.

d.            Information in the workplace can be exchanged electronically through e-mail, instant messaging, text messaging, podcasts, blogs, and wikis.

 

               

 

 

2.            You are setting up a system for your tech support employees to communicate with customers to solve problems they are experiencing. What is the best electronic communication channel for this purpose?

a.            E-mail

b.            Instant messaging (IM)

c.             Podcast

d.            Blog

 

               

 

3.            You are delivering information to your superior about proposed salary scales for employees in your department. What is the best communication channel for sending this confidential information?

a.            E-mail

b.            Podcast

c.             Interoffice memo

d.            All of the above are appropriate channels for sending confidential information.

 

               

 

4.            Which of the following messages is appropriate to send via e-mail?

a.            An announcement of a major benefit reduction for all employees

b.            An announcement of a change in a meeting date

c.             A quarterly performance appraisal of an employee

d.            Notification of company layoff plans for the next quarter

               

 

 

5.            Alicia is sending an e-mail message about an important upcoming meeting. Which of the following represents the most effective subject line?

a.            Urgent!

 

b.            Our next staff meeting will be held on the 15th of August.

c.             Please Attend Staff Meeting August 15

d.            Please Read Right Away

 

               

 

6.            Most e-mail messages and memos

a.            have topics that are not sensitive.

b.            require persuasion.

c.             are indirect and begin with an explanation.

d.            need not be carefully organized because they are informal.

               

 

7 Bennett is sending an e-mail message about a change in procedure for submitting work hours. Which of the following represents the most direct opening?

a.            Recently, the management staff discussed our process for submitting work hours.

b.            A new procedure for submitting work hours will go into effect on April 1.

c.             Are you in the mood to try something a little different?

d.            We all hate when procedures change, but this change is needed.

               

 

8.            Which of the following is the best advice for writing the body of an e-mail message?

a.            To help the receiver act on the subject, discuss only one idea.

b.            Because e-mail messages and memos are informal, do not use numbered or bulleted lists.

c.             Use graphics, various fonts, and different formatting freely.

d.            Type the body in all uppercase letters to make it look important.

 

               

 

 

9.            Your e-mail messages and memos should have high skim value, which means

a.            you write the message quickly and efficiently.

b.            information presented is easy to read and comprehend.

c.             all sentences contain ten or fewer words.

d.            all paragraphs contain five or fewer lines.

               

 

 

10.          Generally, close an e-mail message or memo with action information, needed dates, a summary of the message, or a

a.            witty quotation.

b.            copyright notice or confidentiality statement.

c.             closing thought.

d.            reference line that includes the typist’s initials.

               

 

 

11.          Which of the following is the most appropriate closing for an e-mail message or memo?

a.            Please submit your report by August 1 so that the information can be presented at the seminar.

b.            Please let me know if I may be of further assistance.

c.             Thank you in advance for answering my questions.

d.            It’s been great talking with you.

               

 

 

 

12.          Which of the following is NOT a guide word used in e-mail messages and memos?

a.            TO:

b.            FROM:

c.             RESPONSE:

d.            DATE:

               

 

 

13.          What is the best advice for formatting hard-copy memos?

a.            Use even (justified) right and left margins for a neater look.

b.            Double-space memos to make them easier to read.

c.             Leave five blank lines between the last line of the heading and the first line of the memo.

d.            Key the guide words in bold at the left margin.

               

 

14.          Rania must send a long document to her boss via e-mail. What should she do?

a.            Place the document in the body of her e-mail message.

b.            Attach the document to the e-mail message, leaving the body of the message blank.

c.             Attach the document to the e-mail message, including identifying information in the body.

d.            Send it another way; e-mail is not appropriate for sending attachments.

               

 

15.          As you compose an e-mail message during Phase 2 of the writing process, you should

a.            gather any documentation necessary to support your message.

b.            make a brief outline of the points you want to cover in your message.

c.             use white space to separate paragraphs.

d.            do all of these.

 

               

.

 

 

16.          Which of the following statements about Phase 3 of the writing process is correct?

a.            E-mail messages should be revised for clarity as viewed from the sender’s perspective.

b.            Since e-mail messages are informal, a few spelling and punctuation mistakes are acceptable.

c.             The writer of an e-mail should plan for feedback to ensure that the message is successful.

d.            Phase 3 has little importance in routine messages.

 

               

 

 

17.          Office Manager Jim Arnold needs feedback from his employees. To improve feedback, which of the following sentences should he include in his e-mail?

a.            What do you think about these suggestions?

b.            If you don’t respond, I will assume that you support this plan.

c.             Please make an appointment to meet with me in my office to discuss your viewpoint on this plan.

d.            I am confident that this plan meets with everyone’s approval.

 

                 

 

18.          Samantha must use e-mail frequently to communicate with others in her new job. What is the best advice to give her?

a.            Consider composing important messages offline.

b.            Use general tags such as Hi! or Important as the subject line to catch the reader’s attention.

 

c.             Add frequent emoticons, such as happy faces, to appear friendly and approachable in e-mail messages.

d.            Always press “Reply to All” when replying to e-mail messages.

 

               

 

19.          Good advice for e-mail is to use the “top-of-screen" test, which means

a.            beginning with a cute graphic or witty quotation to capture your reader’s attention.

b.            getting the e-mail address right.

c.             composing offline.

d.            conveying your purpose in the subject line and first paragraph.

 

               

 

20.          Which of the following situations is most appropriate for sending an e-mail message?

a.            Matthew is angry with one of his colleagues and wants to let her know exactly how he feels.

b.            Ashley found a great political joke she wants to share with her colleagues.

c.             Melissa must send the monthly sales data to her department.

d.            Aidan needs to vent his frustrations about working conditions to his shift supervisor.

 

               

 

21.          E-mail produces a permanent record. Therefore, business communicators should follow which of these recommendations?

a.            Use e-mail to deliver bad news or to resolve arguments because it avoids confrontation.

b.            Add humor or tongue-in-cheek comments to lighten the tone of serious e-mail topics.

c.             Use e-mail instead of hard-copy memos for anything you wouldn’t want published.

 

d.            Care about tone, correctness, and conciseness to create messages with the reader in mind.

 

               

 

 

22.          Kevin wants to make sure that he is demonstrating good netiquette when using e-mail. What should he do?

a.            Document every business decision and action with an electronic paper trail.

b.            Write his messages in all capital letters to make them look important and professional.

c.             Ask permission before forwarding messages.

d.            He should do all of these.

 

               

 

23.          Which of the following is the best tip for replying to e-mail messages?

a.            Reply to an e-mail message as soon as you read it; don't read additional e-mail messages in your in-box because doing so might confuse you.

b.            If you can’t reply immediately, send a quick message to acknowledge receipt of the message and to tell the sender when you’ll be able to reply.

c.             Include the sender’s entire original message in the body of your reply so that he/she knows what you’re responding to.

d.            Retain the original subject line to identify a conversation thread even if the topic shifts.

               

 

 

24.          Which of the following is an advantage of instant messaging (IM)?

a.            It includes "presence functionality," which allows coworkers to locate each other online, thus avoiding wasting time tracking someone down who is out of the office.

b.            It is immediate; a user knows right away whether a message has reached its recipient.

c.             It avoids phone tag and eliminates the downtime associated with personal telephone conversations.

d.            All of the above are advantages of instant messaging (IM).

               

 

25.          Why do some employers forbid employees to use instant messaging (IM)?

a.            Instant messaging is more expensive to use than faxes or phone calls.

b.            Organizations fear that privileged information and company records will be revealed through public instant messaging systems, which hackers can easily penetrate.

c.             Delivery of instant messages takes longer than e-mail message delivery.

d.            Many companies forbid instant messaging use for all of these reasons.

 

               

 

 

26.          Brianna’s company has decided to let employees use instant messaging (IM) as an internal communication tool, and she wants to make sure that she’s using it professionally. What should she do?

a.            Make sure she’s available via IM at all times so that her colleagues can always reach her.

b.            Include both professional and personal contacts on the same IM contact list for efficiency.

c.             Respect her receivers by using proper grammar, spelling, and proofreading in her instant messages.

d.            Brianna should do all of these things.

 

               

 

 

27.          Which of the following is an effective statement for an information or procedure e-mail or memo?

a.            You are not allowed to smoke inside any room in any building according to the company’s smoke-free workplace policy.

b.            This is to inform you that the company at which you are currently employed has a smoke-free workplace policy.

c.             Haven’t you noticed the no-smoking signs located throughout the workplace?

d.            Smokers may use the smoking area outside the north entrance as part of our smoke- free workplace policy.

               

 

 

28.          Bilal is writing an immigrant-support procedural manual on obtaining a green card. What should Bilal do in his list of steps in the procedure?

a.            Make sure all listed items are complete sentences.

b.            Start each item in the list with a passive verb.

c.             Use a bulleted list.

d.            Use a numbered list.

               

 

 

29.          Which of the following is the best closing for an information request?

a.            Thank you in advance for your response.

b.            Please send me your responses to these questions at your earliest convenience.

c.             Please send me your responses before the November 15 board meeting, during which we will select our new service provider.

d.            I need the answers to these questions ASAP.

               

 

30.          You are writing a reply to an e-mail message. Which of the following is an appropriate opener for your reply agreeing to a request?

a.            I have just read your May 10 e-mail message about working overtime.

b.            Yes, I’m available to work overtime next weekend.

c.             Thank you for your e-mail message of the 10th in which you asked about my ability to work overtime this weekend.

d.            This is to inform you that I received your May 10 e-mail message.

 

               

 

 

True-False

 

1.            Internal messages to fellow employees have been increasing in number and importance in today’s workplace.

 

 

 

 

 

2.            The popularity of electronic messages in the workplace has made paper-based messages obsolete.

 

               

 

 

3.            A blog is a Web site that enables multiple users to collaboratively create and edit pages.              

 

 

4.            E-mail and memos are standard forms of internal communication that follow similar structure and formatting.

 

ANS: T

 

 

 

 

5.            Including a subject line in your e-mail message or memo is optional because the message is usually short.

               

 

 

 

6.            Most e-mails and memos should be written indirectly to show respect for readers.

               

 

7.            Effective e-mail messages and memos generally discuss only one topic.

 

 

 

8.            The body of an e-mail message or memo is where readers look for deadlines and action language.

               

 

 

 

9.            Please let me know if I may provide additional information or be of further assistance is an example of an effective, professional closing for an e-mail message or memo.

 

               

 

 

 

 

10.          Because the recipient’s e-mail address is located in the e-mail heading, including a greeting in the message body is not necessary.

 

               

 

 

 

11.          Typing your name at the bottom of an e-mail message is unnecessary.

               

 

 

 

12.          Because e-mail is composed rapidly and is used primarily for internal communications, writers do not have to worry about following the three-phase writing process when preparing these messages.

 

               

 

 

13.          E-mail messages and memos should use bullets, lists, headings, and white space to improve readability.

 

 

 

14.          Because e-mail is the preferred communication channel in most businesses today, most people know how to use it smartly, safely, and professionally.

 

               

 

 

 

15 E-mail messages have benefits and risks; some risks occur because e-mail messages travel, intentionally or unintentionally, long distances.

 

 

 

16.          Once an e-mail message has been deleted, it can never be retrieved.   

 

17.          Because employers have the legal right to monitor e-mail use, assume that all e-mail is monitored and don’t use it for personal matters.

 

 

 

 

 

18.          Although teenagers use instant messaging (IM) frequently, corporations do not use this communication tool.

               

 

 

19.          When using instant messaging (IM), all communication is directly between the users’ two computers without the need of a server.

 

 

 

 

 

20.          Although you may exchange very short instant messages, most of your writing tasks on the job will probably involve preparing e-mail messages and interoffice memos.

 

 

 

21.          Information and procedure messages generally flow upward from employees to management.

               

 

 

 

 

22.          Antonia is writing a memo to all employees explaining how they can request vacation time using the company’s new online procedure. Antonia’s primary goal should be to explain the procedure clearly.

 

 

 

 

 

 

23.          In writing information and procedure messages, managers should try to sound demanding and autocrat as a way to gain the respect of employees.

               

 

 

 

24.          If you are requesting routine information or action within an organization, the direct approach works best.

 

 

 

25.          When replying to a request that involves listed questions, it’s best to arrange your answers in the same sequence as in the list.

 

 

 

 

 

Fill-in-the-Blank

1.                           -based messages include business letters and memos. ANS: Paper

 

 

2.                           messages include e-mail, instant messaging, text messaging, podcasts, blogs, and wikis.

 

 

3.            Sending very short messages (160 or fewer characters) from mobile phones and other wireless devices is called    messaging.

 

 

 

4.            A             is a digital media file that is distributed over the Internet and downloaded on portable media players and personal computers.

 

 

 

5.            An e-mail message should include a descriptive                                 to help ensure that the message will be read.

 

 

 

6.            To, From, Date, and Subject in an e-mail message or a memo are called words.

 

 

 

 

7.            Guidelines for polite online interaction, known as            , govern use of e-mail and other electronic communication.

 

 

 

 

8.            Writing an entire e-mail message in all capital letters may suggest to the receiver that the writer is           .

 

 

 

9.                           messaging enables you to use the Internet to communicate in real time in a private chat room with one or more individuals. It is like live e-mail or a text telephone call.

 

 

 

10.          Would you please give us your feedback on the proposed use of job sharing is an example of an appropriate                command for a request e-mail.