Deck 9: Preparing Business Reports

Question 1

Which of the following is true about reports?

A) They answer business questions.
B) They should not be in the form of emails.
C) They must be a minimum of three pages long.
D) They cannot be longer than 100 pages.
E) They must always contain some data obtained from a primary source.

Answer 1

A
Explanation: A) The term "report" refers to a wide range of documents that can take the form of emails, memos, slide decks, etc. They may be as short as a two-paragraph email documenting your progress on a project, or as long as several hundred pages, presenting in-depth research and analysis. What all reports have in common, though, is that they answer business questions.

Question 2

Long formal reports provide previews in multiple ways which include all of the following EXCEPT ________.

A) executive summaries
B) abstracts
C) tables of contents
D) appendices
E) introductions

Answer 2

D
Explanation: D) A preview provides readers with a quick understanding of the purpose, structure, content, and main ideas of the report. Appendices are sections at the end of a formal report or proposal that provide supplementary information.

Question 3

Which of the following is an analytical report?

A) a report containing a summary of a presentation
B) a report containing descriptions of several different technology solutions that were presented at a conference
C) a report containing a synopsis of the events at a three day long conference
D) a report containing minutes of a meeting
E) a report containing a recommendation to select a product based on assessments of many products

Answer 3

E
Explanation: E) An analytical report helps readers draw conclusions to solve problems or support business decisions. A report that analyzes what was learned at a conference and then makes a recommendation would be an analytical report.

Question 4

Which of the following mediums was most likely used by Jodi?

A) memo report
B) email report
C) letter report
D) formal report
E) presentation report deck

Question 5

In formal reports and in report decks, the additional information is included in a(n) ________.

A) glossary
B) reference list
C) executive summary
D) title page
E) appendix

Question 6

Which of the following is an informational report?

A) a report recommending action based on what was discussed at a meeting
B) a report summarizing a meeting that happened last week
C) a report analyzing the options for outsourcing an important task
D) a report providing results based on the evaluation of the data obtained from a focus group
E) a report endorsing a particular solution to a problem

Question 7

If you are preparing a report for readers who are not native English speakers, which of the following would be the best to include?

A) We won't be able to cut any corners on the permit process, as the local authorities are real sticklers for detail.
B) If we don't dot all our i's and cross all our t's on the permit applications, we'll be up to our necks in red tape.
C) We've got to make sure we've got all our ducks in a row permit-wise, so the local authorities don't give us a hard time.
D) We will need to follow the permit process carefully, as the local authorities are very detail-oriented.
E) If we don't watch our step on the permit process, we could be in for a rude awakening when it is denied.

Question 8

An email report ________.

A) is appropriate only for external audiences
B) can be distributed and received quickly
C) guarantees secured delivery to audiences
D) projects a more formal image than a letter report
E) easily supports tables and graphs

Question 9

Emerson is preparing a memo report recommending that his company should contract with a particular event planner for an upcoming corporate function. He includes all the pertinent information regarding costs, services provided, and why this choice would better serve the company's needs.
He also has some additional documentation which he'd like to add, including descriptions of prior events this agency has planned, photographs of venues, menus, etc. Emerson should include this information ________.

A) in the body of the report
B) as attachments to the report
C) in the executive summary
D) as part of the reference list
E) within the bibliography

Question 10

English has more words than most other languages, ________.

A) which makes it an imprecise language for communicating with non-native English speakers
B) which means that you have a much greater chance of being understood by non-native English speakers
C) which means that many non-native English speakers will not be familiar with all the vocabulary
D) which can specifically benefit you when communicating with non-native English speakers
E) which makes it difficult to articulate precisely what you'd like to say

Question 11

If you are writing a report that answers the question, "What is the better choice?" you are writing a(n) ________ report.

A) progress
B) trip
C) compliance
D) evaluation
E) feasibility

Question 12

Almost 2 billion people speak English worldwide and ________ percent of those people speak it as a first language.

A) less than 15
B) only 25
C) nearly 50
D) less than 5
E) close to 75

Question 13

A report is prepared using a presentation software and much of the information in the report is conveyed through graphs, diagrams, and other visual elements. This report is created in the form of a(n) ________.

A) memo report
B) email report
C) letter report
D) formal report
E) presentation report deck

Question 14

Which of the following mediums for reports is appropriate only for internal audiences?

A) memo report
B) email report
C) letter report
D) formal report
E) presentation report deck

Question 15

You are working on a report that will recommend a service provider to whom your company can outsource some routine office tasks. Your report will include a section of background information and research that led to the decision to turn to outsourcing for these office tasks. Which of the following headings would best help the audience understand this section?

A) Section A
B) Why Should We Outsource?
C) Research Findings
D) Background Information
E) Section 1

Question 16

A(n) ________ is a separate, standalone mini-report inserted at the beginning of a formal analytical report that completely summarizes the report's main ideas and recommendations.

A) introduction
B) abstract
C) executive summary
D) glossary
E) informational report

Question 17

Which of the following terms is a synonym for a reference list?

A) executive summary
B) glossary
C) bibliography
D) title page
E) table of contents

Question 18

If you are preparing a report for readers who are not native English speakers, which of the following would be best to include?

A) Signage installation is regulated, so we must obtain a permit.
B) We will need to get a permit before we can put up a sign.
C) Due to the local regulatory environment, we will need to procure a permit in advance of installing our signage.
D) Local regulations forbid the installation of signage without prior approval.
E) In order to mount our signs as planned, we will need to get authorization in advance.

Question 19

Which of the following is most likely to be included by Emerson in his report?

A) bibliography
B) inside address
C) heading (To, From, Date, Subject)
D) lettered appendices
E) reference list

Question 20

The first step in writing a report is to ________.

A) choose the best medium
B) identify the question you are answering
C) write the executive summary for the report
D) develop a glossary for your report
E) provide general background information about your topic

Question 21

Jeremy's supervisor asks him to prepare a trip report. Which of the following best describes the supervisor's motivation in asking for this report?

A) giving Jeremy some work to keep him occupied until he is ready to begin another assignment
B) identifying the training requirements for Jeremy
C) getting a clear picture of the new business opportunities discovered by Jeremy
D) learning about Jeremy's status on his long-term project
E) discovering whether a particular plan is feasible

Question 22

Anya is creating a formal report on whether her company should expand into a new product line.
When creating the title page for her report she should include all of the following EXCEPT ________.

A) the title of her report
B) the purpose of her report
C) the name of the person or organization for whom the report was written
D) the author of the report
E) the submission date of report

Question 23

Which of the following elements of a report contains information that would interrupt the flow of the report but that readers may find useful?

A) executive summary
B) table of content
C) glossary
D) body of the report
E) appendix

Question 24

Which of the following is NOT true of progress reports?

A) They are considered informational reports.
B) They update your status on a long-term project.
C) They indicate any potential problems or issues on a project.
D) They are short, routine business reports.
E) They are a type of analytical report.

Question 25

________ are written reports of meetings.

A) Executive summaries
B) Minutes
C) Feasibility reports
D) Trip reports
E) Appendices

Question 26

A new employee is given the responsibility of keeping the minutes for her work team's meetings. What advice will you give her?

A) Devote most of the space in your minutes to summarize the discussion at the meeting.
B) Avoid using bulleted lists.
C) Minutes should not be action-oriented because the main purpose of the minutes is to record the flow of the discussion.
D) Record specific decisions resulting from the meeting.
E) A table is an ineffective format for recording meeting minutes.

Question 27

Anya's report is 60 pages. She is including an executive summary that is twelve pages long. This is ________.

A) too long; for a report of this length an executive summary should only be about six pages
B) too long; an executive summary should always be a maximum of five pages
C) too short; for a report of this length an executive summary should be about 18 pages
D) too short; an executive summary should always be a minimum of 20 pages
E) the correct length of the executive summary for this report

Question 28

Which of the following sections of a formal report contains detailed discussion that is always organized with headings?

A) executive summary of the report
B) introduction to the report
C) body of the report
D) glossary of the report
E) bibliography of the report

Question 29

Which of the following reports is designed to inform others quickly about the work you have done and to provide documentation for future use?

A) feasibility report
B) progress report
C) evaluation report
D) recommendation report
E) formal report

Question 30

________ assess the success of a project or a decision.

A) Meeting minutes
B) Feasibility reports
C) Recommendation reports
D) Evaluation reports
E) Trip reports

Question 31

You are just back from Amsterdam where you had gone to attend a business conference. Your manager asks you to send him a report which documents your activities and indicates what you accomplished or learned during the conference. Your manager wants you to prepare ________.

A) a progress report
B) a feasibility report
C) a trip report
D) a recommendation report
E) the minutes of the meeting

Question 32

Which of the following is NOT true about a reference page in a formal report?

A) It is necessary if a report uses secondary research sources.
B) It should begin on its own page immediately after the body of the report.
C) It can include such varied sources as books, articles, company websites, and blog messages.
D) It should use an appropriate documentation style, such as APA, CMS, or MLA.
E) It should be omitted if the report has an appendix.

Question 33

Connor's supervisor asks him to analyze whether their plan to start web-based retailing can be implemented as proposed. His supervisor is asking Connor for a(n) ________.

A) trip report
B) feasibility report
C) progress report
D) compliance report
E) investigation report

Question 34

To make the table of contents easy to read, many writers connect the headings to the page numbers using ________.

A) footers
B) road signs
C) headers
D) dot leaders
E) trackers

Question 35

The introduction to Anya's report ________.

A) should include page numbers along with the headings
B) should be omitted since her report includes an executive summary
C) should be written as if the reader did not read the executive summary at all
D) should include a list of figures and tables along with their page numbers
E) should not include the main conclusions of the report

Question 36

A(n) ________ is a mini-version of the report designed to communicate the most important ideas to an audience of decision makers.

A) glossary
B) reference list
C) table of content
D) executive summary
E) bibliography

Question 37

If a report uses secondary research sources, then which of the following sections should be included in the report to list the secondary sources?

A) glossary
B) executive summary
C) reference
D) title page
E) table of content

Question 38

The introduction to a report ________.

A) typically includes the headings and the corresponding page numbers
B) is not intended to preview the structure of the report
C) should be written with the assumption that the reader has already read the executive summary
D) typically explains the problem or issue that motivated the report
E) should avoid mentioning the conclusions of the report

Question 39

John, a sales executive, has written a trip report about his recent trip to Germany where he met with some current and potential clients. Which of the following does NOT describe a communication purpose of this trip report?

A) getting a picture of potential new business
B) planning resources for the potential new business
C) reviewing and evaluating follow-up plans for trip activities
D) serving as a checklist against which to measure progress on new business opportunities
E) analyzing whether new business plans can be implemented as proposed

Question 40

You are preparing a formal report. You want to include some raw data and large tables in your report which you think the readers will find useful. But if you include this information in the body of the report then it will interrupt the flow of the report. In such a situation, you should include this information in the ________ of the report.

A) executive summary
B) appendix
C) introduction
D) table of content
E) glossary

Question 41

________ arrange data in columns and rows, allowing you to read down or across to see different relationships.

A) Pie charts
B) Tables
C) Histograms
D) Line graphs
E) Bar charts

Question 42

A histograph is also known as a ________.

A) line chart
B) horizontal bar chart
C) histogram
D) frequency polygon
E) paired bar chart

Question 43

Which of the following statements is true regarding report decks?

A) A report deck is a cost effective way to fill the need of a written report and a presentation.
B) While costlier and more time-consuming to produce, report decks are highly effective.
C) Report decks can only be used for certain kinds of reports, but they do them extremely well.
D) Compared to word processing software, placing pictures, tables, and graphs in precise locations is more difficult in report decks.
E) Report decks can be used only for informational reports but not for long analytical reports.

Question 44

The core principles of Edward Tufte, a noted information designer, advocate all of the following EXCEPT ________.

A) eliminating all distractions that do not help the audience understand the data
B) eliminating anything in graphs that exists only for decoration
C) eliminating or minimizing all unnecessary gridlines for tables
D) eliminating or minimizing all unnecessary borders for tables
E) eliminating data markers that identify specific data points in line graphs

Question 45

A coworker needs help to effectively design his report deck. You should advise him to ________.

A) invest time in designing a master slide whose formats will be applied to all his slides
B) design the format and elements of each slide separately to uniquely represent its particular content
C) use background graphics or dramatic shading effects
D) include a footer at the bottom of only the first slide
E) size the title box to accommodate only a single line heading with font size of 10 points

Question 46

A copyright marking ________.

A) is legally required for all slides in all presentations
B) should always be included in the header of a slide
C) is a common convention that serves no real purpose
D) is occasionally done but is not recommended
E) indicates that the slide is a part of the report deck that you or your company produced

Question 47

Which of the following is recommended for effectively designing a slide deck?

A) Use background graphics for the slides.
B) Size your title box to accommodate only one-line headlines.
C) Leave space for "road-signs" on the upper-left or upper-right corner of your slides.
D) Avoid using footers.
E) Do not include a copyright marking in the slides.

Question 48

A "road sign" on the upper-left or upper-right corner of your slides that indicate the section of the deck, is analogous to a ________ on a word-processed report.

A) title page
B) header
C) footer
D) page number
E) table of contents

Question 49

A ________ compares multiple items according to a single characteristic.

A) frequency polygon
B) line chart
C) horizontal bar chart
D) histograph
E) paired bar chart

Question 50

A paired bar chart is also known as a ________.

A) line chart
B) 100% column chart
C) histogram
D) tornado chart
E) histograph

Question 51

A(n) ________ has a hybrid status, which means that it is partly report and partly presentation.

A) formal report
B) report deck
C) analytical report
D) recommendation report
E) evaluation report

Question 52

Brynn hasn't created a report deck before, but thinks it would be an effective medium for her report. Her science-based analytical report will need to include a number of diagrams and photographs, and she is expected to present it at a meeting. Which of the following is true?

A) This is a poor choice, since as a novice she will find report decks difficult to work with.
B) This is a poor choice, since it will be more costly and time-consuming than drafting two separate documents, one for written report and one for presentation.
C) This is a good choice, since it will allow her to easily integrate diagrams and photographs into her report.
D) This is a good choice, since most of her audience will see a presentation in this medium for the first time and will be impressed by her technical knowledge.
E) This is a poor choice, since the report decks cannot be used for analytical reports.

Question 53

Report decks ________.

A) are never used to disseminate information internally
B) are poorly equipped for science-based reports
C) are not a viable medium for progress reports
D) can only be used for reporting analyses to external clients
E) can be used for any type of report.

Question 54

The ________ lists all the headings in the report, along with the page numbers where the report sections begin.

A) reference list
B) glossary
C) bibliography
D) executive summary
E) table of contents

Question 55

PowerPoint report decks ________.

A) are designed to be read as well as presented
B) are rarely sent as email attachments
C) cannot be printed out for participants at a meeting
D) require the presence of a presenter
E) contain slides that are less detailed than those in traditional presentations

Question 56

Slides in a report deck ________.

A) should each communicate a clear and complete point
B) have less text on them than a traditional presentation slide
C) include headlines with periods at the end
D) should not use graphics
E) include headlines that are centered and have every word capitalized

Question 57

While drawing a graph, you plot the independent variable on the x-axis and dependent variable on the y-axis. Then you add a trend line and start plotting the variables. Which of the following types of graphs is being created by you?

A) paired bar chart
B) histograph
C) scatter plot
D) histogram
E) pie chart

Question 58

A 100% column chart ________.

A) shows the pattern of distribution for a continuous series of data
B) compares parts of multiple items
C) compares multiple items, according to a single characteristic
D) shows changes over time for a relatively small number of discrete time periods
E) shows changes over time to emphasize a trend

Question 59

In the context of report decks, trackers on the slides are sometimes called ________.

A) headers
B) dot leaders
C) markers
D) road signs
E) footers

Question 60

If you want to represent the percentage of respondents in a survey who preferred your product to products from four of your competitors, the best graph to use would be a ________.

A) histograph
B) pie chart
C) line chart
D) histogram
E) scatter plot

Question 61

In business reports, verbal and visual elements should ________.

A) play unrelated roles
B) each strive to independently communicate the full message of the report
C) be integrated together
D) compete for the audience's attention
E) be standalone aspects of the report that do not refer to each other

Question 62

If you are writing a formal informational report, you should include an abstract.

Question 63

Documenting or citing your sources ________.

A) undermines the audience's confidence in the strength of your data
B) demonstrates that you are creative
C) gives your audience the ability to find information mentioned in your report
D) makes your writing seem less impressive because it indicates that the ideas are not original
E) undermines the credibility of your writing

Question 64

The main goal of an informational report is to help readers draw conclusions to solve problems or support business decisions.

Question 65

A report can be as short as a two-paragraph email.

Question 66

Formal reports are at least 100 pages long.

Question 67

________ are any phrases, sentences, paragraphs - even single, distinctive words - that you take from any of your sources.

A) Paraphrases
B) Quotations
C) Summaries
D) Citations
E) Footnotes

Question 68

A report often has a smaller audience than typical correspondence, such as emails.

Question 69

Most day-to-day business reports are less than five pages long.

Question 70

A recommendation report is an example of an informational report.

Question 71

An appendix is a mini-version of the report designed to communicate the most important ideas to an audience of decision makers.

Question 72

________, or citing your sources, is a key part of all writing in academia and most professional writing.

A) Paraphrasing
B) Plagiarizing
C) Abstracting
D) Quoting
E) Documenting

Question 73

The most appropriate method to present a 50-page report while projecting an "official" image to an external audience is through a letter format.

Question 74

For an effective graph design, which of the following should be avoided when possible?

A) graph titles
B) axis titles
C) scales
D) legends
E) data markers

Question 75

A feasibility report will always include the criteria that decision makers can use to judge the proposal.

Question 76

The evaluating process does not end when you have delivered the report.

Question 77

Business reports clearly identify the author, the date, and the topic or title.

Question 78

Minutes are written reports of meetings.

Question 79

To ensure proper alignment of the dot leaders and page numbers on a table of contents, create the leaders by inserting periods.

Question 80

Presenting others' ideas as your own is known as ________.

A) summarizing
B) paraphrasing
C) plagiarism
D) quoting
E) citation