Deck 5: Improving Your Writing Style

Question 1

When you personalize the content of a message, you make the reader feel important.

Answer 1

True

Question 2

Without identifying the primary audience for a message, you cannot know whether you've achieved your goal.

Answer 2

True

Question 3

Messages for readers outside your organization tend to be less formal than those written for readers inside your organization.

Answer 3

False

Question 4

If you expect that a reader will react negatively to your message, use a direct approach.

Question 5

The expression of the general purpose of a message should state the response or action that the writer desires from the reader.

Question 6

Static websites, intended only for people to retrieve information, can be useful but are least ideal for business communication.

Question 7

People often delete or read email based upon the subject line alone.

Question 8

When you face writer's block, you should minimize distractions by closing web browsers and leaving your smartphone in another room.

Question 9

Using "BCC" (blind carbon copy) is advisable whenever you want to show your manager how you are handling a difficult coworker situation--to protect yourself against recriminations later.

Question 10

When communicating with people who report to you, you should encourage collaboration by being respectful rather than patronizing.

Question 11

A clearly stated purpose guides you in planning the content of your message.

Question 12

Use attachments for any email messages over 100 words.

Question 13

Study your manager's own messages to understand his or her preferred style, and adapt your own messages accordingly.

Question 14

The first step of the writing process is to compose a first draft of the message.

Question 15

Even if you cannot satisfy everyone, your first priority is to satisfy the needs of the primary audience.

Question 16

If your reader is likely to reject your proposal, provide external evidence and several examples to support your position.

Question 17

If you do not know how much your readers know about a topic, gear the amount of detail in your message to the needs of the secondary audience.

Question 18

Praise in public; criticize in private.

Question 19

You should criticize the action, not the person, when writing a message to say something negative to a subordinate.

Question 20

The writing process consists of analyzing the audience, planning, drafting, revising, formatting, and proofreading.

Question 21

You can use mind mapping to develop a step-by-step list of ideas to include in a message.

Question 22

Writers should revise for content first and then look at audience appeal and the mechanics of putting together the document.

Question 23

Writer's block is the inability to draft a message and begin the writing process.

Question 24

Blogs use far more text than websites and typically allow for customer comments.

Question 25

Free writing is a method that helps some writers get past writer's block.

Question 26

Allowing some time between drafting and revising helps you distance yourself enough to identify weaknesses in logic.

Question 27

When you brainstorm ideas before composing a message, you should strive for quality, not quantity.

Question 28

Choosing an environment conducive to work and scheduling a reasonable block of time are two ways to avoid writer's block.

Question 29

You can overcome writer's block by creating a perfect first draft.

Question 30

Typically, people are willing to spend time reading long blocks of text on websites that they have selected themselves.

Question 31

Static websites let people retrieve information but also create strong relationships with customers.

Question 32

The final step in the revision process is to check your writing style and be sure it conveys a suitable image of you as the writer.

Question 33

If you are confident in your writing skills, the drafting stage of the business writing process is not essential and can be skipped to save time.

Question 34

You will write more creatively and efficiently if you edit while composing your first draft.

Question 35

You can detect overly long sentences by reading your message out loud.

Question 36

When you revise for content, you should check whether the purpose of your message will be clear to the reader.

Question 37

You will catch more errors when proofreading your final document if you proofread it on your computer screen where you have access to a spellchecker.

Question 38

Revising for content includes determining whether your sentences have the proper rhythm and flow.

Question 39

When preparing a rough draft, you should write down your ideas as quickly as possible, without worrying about format or style.

Question 40

Editing to identify grammar errors should precede revising for content and style.

Question 41

Which of the following statements about primary and secondary audiences is not correct?

A) The cooperation of the primary audience is needed to achieve the objectives of your message.
B) The secondary audience approves or rejects the request presented in your message.
C) The primary audience is often the highest-ranking person who receives your message.
D) Not all of your messages will have both primary and secondary audiences.
E) You can try to satisfy the needs of the secondary audience after you satisfy the needs of the primary audience.

Question 42

Which advice about analyzing the audience reaction is correct?

A) Regardless of the anticipated reader reaction, use the indirect approach.
B) If the reader is likely to oppose your ideas, supply additional evidence and supporting facts.
C) If the reader is likely to have a positive reaction, use little jargon and strong persuasion.
D) If you expect the reader to react negatively to you, prove that your colleagues strongly agree with you.
E) If you anticipate a neutral reaction, open your message with your strongest point.

Question 43

What is the most important reason you should determine what your audience knows about the topic of your message?

A) You can decide on personal touches that show readers they are important.
B) You can anticipate whether the reader's reaction will be positive or negative.
C) You can gain the cooperation of your colleagues in presenting persuasive arguments.
D) You can move through the steps of the writing process more quickly.
E) You can decide how much jargon to use and what readability level is appropriate.

Question 44

Proofreading for content includes ensuring that the document makes sense.

Question 45

Which of the following is not true of the purpose of a message?

A) It is easier to start with a general purpose and then identify your specific purpose.
B) It is important to determine what the reader is supposed to do as a result of reading your message.
C) The success of the message lies in whether you achieved your communication objective.
D) The purpose serves as a yardstick for judging the success of the message.
E) Your communication may be successful even if you did not meet your communication objective.

Question 46

Well-written web pages are highly skimmable.

Question 47

If your supervisor is hesitant about accepting your ideas, your best strategy would be to

A) write a direct and to-the-point opening paragraph.
B) add a paragraph to establish your credibility.
C) preview your conclusion before you begin.
D) praise your supervisor for her past insights.
E) end your message with specific action steps.

Question 48

Which component of the writing process serves as a yardstick for determining whether your message is successful?

A) analyzing the primary audience
B) identifying the specific purpose
C) revising for technical content
D) proofreading for grammatical errors
E) organizing the content

Question 49

Which of the following is the best example of an effective business email subject line?

A) Project deliverables with notations.
B) Need your input on the proposal revisions by 8/12.
C) Customer question forwarded for your review.
D) Please reply to the V.P. ASAP.
E) Even if you don't read any other emails today, you must read this one!

Question 50

When you proofread for format errors, you should check that all the parts of the document are included and in the proper position.

Question 51

____ use more text than websites and typically allow for customer comments.

A) Blogs
B) Tweets
C) Static Websites
D) Letters
E) Blogs

Question 52

When you analyze your audience, you

A) identify the reaction you will have to the reader's needs.
B) adapt your message tone after observing any negative reaction.
C) examine your relationship with the reader.
D) present external evidence to support your logos.
E) decide on the purpose that suits each reader.

Question 53

In contrast to a message's general purpose, the specific purpose

A) identifies the specific needs of the primary and secondary audiences you want to reach.
B) defines the specific information you can offer as persuasive evidence.
C) includes background details that enhance your credibility as the writer.
D) serves as a starting point for mind-mapping the format of a specific message.
E) is sufficiently clear-cut to guide your decisions about content and organization.

Question 54

Which of the following correctly describes the use of brainstorming?

A) Strive for quantity of ideas, not quality of ideas.
B) Evaluate your output before you list your ideas.
C) Organize the ideas into categories as soon as possible.
D) Refine, delete, and combine ideas at the start.
E) Arrange every idea in its proper sequence.

Question 55

Planning includes all of the following except

A) identifying the general and specific purposes of your message.
B) organizing the message.
C) analyzing the audience.
D) revising for correctness.
E) deciding on the content.

Question 56

Upward communication is usually

A) more formal than downward communication.
B) front-loaded with pathos.
C) geared toward the secondary, higher-level audience.
D) adapted to the writer's preference of style and diction.
E) more authoritarian in tone than other messages.

Question 57

Which of the following statements about content is not correct?

A) Brainstorming is often an effective method to determine the content of your message.
B) Mind mapping produces a visual outline that allows more flexibility than a step-by-step list.
C) Start writing immediately and decide about content as you write.
D) Determine the content after identifying the purposes and analyzing the audience.
E) Many communication tasks require a number of decisions about content.

Question 58

Engaging graphics, useful content, and helpful links on company websites are more user-friendly than well-crafted paragraphs of text.

Question 59

Identify the correct sequence of the steps in the writing process.

A) drafting, brainstorming, audience analysis, formatting, revising, proofreading
B) brainstorming, audience analysis, planning, revising, proofreading, formatting
C) audience analysis, planning, drafting, revising, formatting, proofreading
D) formatting, planning, audience analysis, drafting, proofreading, revising
E) audience analysis, planning, drafting, proofreading, revising, formatting

Question 60

Which of the following is not true about determining content?

A) Do not start writing until you have planned what you want to say.
B) Include enough information so that you do not lose your reader.
C) Avoid using irrelevant material that obscures important data.
D) Use brainstorming or mind mapping to assist you.
E) Begin evaluating ideas as they occur to you.

Question 61

Which of the following is not true about the drafting phase?

A) Avoid rushing through.
B) Go with the flow of your ideas.
C) Do not worry about style, correctness, or format.
D) Separate drafting from revising.
E) Remember that writing and rewriting are most effective when done together.

Question 62

Identify the correct statement about drafting.

A) Messages should be drafted during brainstorming sessions.
B) A writer should concentrate on style and accuracy when drafting a message.
C) Revising while drafting is an effective way to enhance creativity.
D) Writers should compose a first draft after letting their ideas flow.
E) Drafting is the process of producing the final version of the message.

Question 63

Which of the following is not something you do when proofreading for format errors?

A) Look for errors in grammar, spelling, and word usage.
B) Read the document again after making a change.
C) Check that the document looks attractive on the page.
D) Visually inspect the document for appropriate format.
E) Be sure that all document parts are in the proper position.

Question 64

When you modify a document to increase its effectiveness, you revise it for

A) style, format, and organization.
B) content, style, and correctness
C) correctness, style, and audience appeal.
D) logos, ethos, and pathos
E) correctness, readability, and formatting.

Question 65

Editing is the process of

A) organizing the topics in a logical order.
B) correcting errors in spelling, punctuation, and grammar.
C) shortening lengthy sentences and paragraphs.
D) ensuring that the purpose is clear.
E) adapting the readability level.

Question 66

Revising for style means

A) checking the rhythm and flow of the sentences.
B) adjusting the tone to obvious flattery.
C) ensuring that sentences are long enough to persuade.
D) making sure your punctuation is correct.
E) ensuring that the needs of the audience are met.

Question 67

Revising for content includes all of the following except

A) correcting punctuation errors.
B) checking that all necessary details are included.
C) deleting any unnecessary information.
D) ensuring that the purpose of the message is clear to the reader.
E) rearranging the order in which points are presented.

Question 68

You have finished proofreading only when

A) you have read through the entire document without making any changes.
B) you have run a spellchecker and corrected all of the errors.
C) you have proofread the document on your computer screen and not found additional errors.
D) you have solicited comments from coworkers or classmates.
E) you are finally able to let go and stop worrying about content, typos, and format errors.

Question 69

When you use free writing, you are

A) allowing time to plan, draft, and revise a message in one sitting.
B) brainstorming freely about a writing project.
C) deciding how freely to revise a first draft.
D) evaluating the results of your first draft as freely as possible.
E) writing continuously for several minutes without stopping.

Question 70

You should proofread for content errors

A) after you proofread for style errors.
B) to detect typographical errors.
C) to be sure the document is formatted correctly.
D) to determine whether the document makes sense.
E) only if you move, delete, or insert material in your message.

Question 71

When you initiate an email, you should

A) always use a formal salutation.
B) use a dark background and impressive font.
C) cut and paste parts of an email from someone you disagree with.
D) communicate your purpose for writing.
E) include an electronic business card.

Question 72

When you proofread a document, you are looking for all of the following except

A) format errors.
B) content errors.
C) typographical errors.
D) secondary errors.
E) repeated or omitted words.

Question 73

Which of the following is not a hallmark of effective writing for the web?

A) a conversational style
B) bulleted text
C) useful links
D) lengthy paragraphs
E) concise writing

Question 74

Which statement about revising is correct?

A) You should revise at the same that you draft a message.
B) Wait to revise the message so you will have some "distance" and can view your writing objectively.
C) When you revise a message, you are checking content and style rather than editing.
D) If you revise before drafting, you will remember the content you wanted to include.
E) Time constraints may prevent you from revising every message.

Question 75

The order in which writers usually revise is

A) content, style, and correctness.
B) style, content, and correctness.
C) content, correctness, and style.
D) correctness, content, and style.
E) style, correctness, and content.

Question 76

When proofreading, you should look for these hard-to-spot errors:

A) Misused words that the spellchecker won't flag
B) Repeated or omitted words
C) Proper names
D) Titles and headings
E) All of the choices

Question 77

Checking to be sure that your document makes sense is proofreading for

A) content errors.
B) typographical errors.
C) format errors.
D) style errors.
E) technical errors.

Question 78

When checking for typographical errors, double check for all of the following except

A) correct spelling of proper names and information in charts and tables.
B) the use of direct or indirect organization.
C) errors that form a new word (and hence are not detected by software spell-checkers).
D) repeated or omitted words.
E) errors in titles and headings of reports.

Question 79

Which step is not a part of the organization process?

A) grouping related ideas together
B) matching the order to anticipated audience response
C) differentiating major and minor points
D) determining the most effective sequence of ideas
E) mind-mapping ideas into step-by-step lists

Question 80

Which of the following does not cause writer's block?

A) questioning your ability to produce an effective message
B) becoming impatient with how much time a project takes
C) waiting until the last minute to draft a message
D) expecting to write a perfect message on the first try
E) producing too many ideas through brainstorming