Deck 5: Creating Effective Business Messages

Question 1

Excellent business thinkers are most likely to gather information from a variety of sources.

Answer 1

True
Explanation: Excellent business thinkers possess a number of characteristics. One of them is that they gather information from a variety of sources.

Question 2

Entry-level professionals tend to have very high professional credibility.

Answer 2

False
Explanation: Many entry-level professional have relatively low professional credibility because they are viewed as the newcomers.

Question 3

While writing business messages, one should find ways to avoid terms that unnecessarily focus on differences.

Answer 3

True
Explanation: While writing business messages, one should find ways to avoid terms that unnecessarily focus on differences. This increases the positivity of business messages.

Question 4

Sending mixed signals results in positive meta messages.

Question 5

Expert business writers not only produce more effective written communications, but they also do so more quickly than average writers.

Question 6

The art of creating effective frames involves capturing your primary message in a short, memorable statement of 15 words or less.

Question 7

Use either/or logic to strengthen business positions.

Question 8

Values of readers are likely to shift more often than their priorities.

Question 9

Exaggeration adversely impacts readers' perception of the credibility of a business message.

Question 10

The various stages involved in the creation of effective business messages never overlap one another.

Question 11

In content and form, a business message should show that you have the interests of your audience in mind.

Question 12

When delivering bad news, one must adopt a deductive approach.

Question 13

Typically, readers sense tone over an entire message.

Question 14

The most important stage of creating effective business messages is planning.

Question 15

Positions are stances that you take based on a set of conclusions.

Question 16

Most business arguments employ an indirect approach.

Question 17

Emphasizing on what products are not rather than focusing on what they are is likely to increase the positivity of a business message.

Question 18

Weak analogies serve to bolster one's arguments.

Question 19

Readers judge a business message partially by its tone.

Question 20

Meta messages are encoded and decoded as a combination of content, tone, and other signals.

Question 21

Enduring beliefs and ideals that individuals hold are referred to as:

A)archetypes.
B)biases.
C)values.
D)prototypes.
E)prejudices.

Question 22

Analyzing the business problem typically involves:

A)making assumptions about audience constraints.
B)deducing conclusions from facts.
C)ignoring audience priorities.
D)exaggerating the problem.
E)being flexible and not taking positions.

Question 23

In the context of dealing with business problems, which of the following should ideally be the first step?

A)Analyzing the business problem
B)Clarifying business objectives
C)Formulating an alternative business plan
D)Identifying the business problem
E)Acquiring data about the business problem

Question 24

Which of the following best defines facts?

A)Facts are statements that are subjective in nature.
B)Facts are statements that are based on assumptions.
C)Facts are statements that can be relied on with a fair amount of certainty.
D)Facts are statements that are fictitious in nature.
E)Facts are ambiguous in nature.

Question 25

Which of the following is typically included in the planning stage of writing an effective business message?

A)Setting a positive and other-oriented tone
B)Making the message easy to read
C)Making the message easy to navigate
D)Ensuring that the communication is fair
E)Identifying the primary message and key points

Question 26

In the context of the planning process for effective business messages, priorities of the targeted audience typically:

A)should not be considered as they tend to fluctuate.
B)tend to shift less often than values.
C)involve assigning importance to things, such as projects, goals, and tasks.
D)refer to enduring beliefs and ideals that individuals hold.
E)remain constant for each individual.

Question 27

To break out of the reputation of an inexperienced newcomer one should:

A)avoid taking higher-responsibility projects.
B)ensure that he/she is creative and different in terms of the way he/she communicates and not fit into the ways of the workplace.
C)avoid creating a professional blog.
D)attend a lot of meetings to get to know as many colleagues as possible.
E)avoid the use of the I-voice in his/her business messages.

Question 28

Which of the following is typically included in the reviewing stage of writing an effective business message?

A)Setting a positive and other-oriented tone
B)Ensuring that the communication is fair
C)Finding the needs of the audience
D)Identifying the primary message and key points
E)Making the message easy to navigate

Question 29

George, the marketing manager at Regal, believes that an employee should always act ethically and should also report instances of unethical behavior that he encounters.This belief held by George is an example of a(n):

A)archetype.
B)bias.
C)prejudice.
D)prototype.
E)value.

Question 30

Which of the following is most likely to be a characteristic of excellent business thinkers?

A)They avoid using the other-oriented tone.
B)They encourage one-way linear thinking and are rigid in their approach to business problems.
C)They avoid wasting time in planning and begin drafting business ideas right away.
D)They avoid wasting time in reviewing the business messages they create.
E)They gather information from a variety of sources.

Question 31

In the context of the AIM planning process, which of the following tends to be the single most important planning step for many messages?

A)Identifying reader benefits and constraints
B)Making the message easy to navigate
C)Estimating your credibility
D)Setting up the message framework
E)Ensuring the communication is fair

Question 32

Which of the following is the first step in the AIM planning process for developing influential messages?

A)Idea development
B)Message structuring
C)Audience analysis
D)Message review
E)Proofreading

Question 33

Vanessa has been assigned the task of creating an effective business message aimed at improving the productivity of the employees in her company.In the process of creating the business message, she studies the background of the employees, their needs, and priorities.To which of the following steps of the planning process for developing influential messages does Vanessa's action typically belong?

A)Idea development
B)Message structuring
C)Audience analysis
D)Message review
E)Providing feedback

Question 34

_____ involve ranking or assigning importance to things, such as projects, goals, and tasks.

A)Archetypes
B)Priorities
C)Values
D)Prototypes
E)Prejudices

Question 35

Which of the following is typically included in the drafting stage of writing an effective business message?

A)Setting a positive and other-oriented tone
B)Working on the feedback
C)Sending the message for proofread
D)Identifying the primary message and key points
E)Ensuring the communication is fair

Question 36

In the course of creating an effective business message, excellent business thinkers are most likely to:

A)gather information from one strong source rather than from a variety of sources.
B)make well-reasoned conclusions and solutions.
C)avoid wasting time in planning and begin drafting business ideas right away.
D)encourage one-way linear thinking and be rigid in their approach to business problems.
E)avoid the other-oriented tone.

Question 37

Which of the following is true about excellent business writers?

A)They avoid using an other-oriented tone.
B)They avoid wasting time in planning and begin drafting right away.
C)They spend more time in creating the draft rather than in planning.
D)They do not waste time in reviewing their work.
E)They maintain a listener-centered approach.

Question 38

An excellent business writer is most likely to:

A)spend a significant amount of time in planning.
B)maintain a message-centered approach.
C)spend more time in creating the draft rather than in planning.
D)skip reviewing his/her work.
E)avoid an other-oriented tone.

Question 39

Which of the following is one of the three-components of the AIM planning process for developing influential messages?

A)Message-centered approach
B)Audience analysis
C)Cost-benefit analysis
D)Evaluation of the semantic noise
E)Analysis of the communication medium

Question 40

Which of the following is typically true of excellent business thinkers?

A)They gather information from one strong source rather than from a variety of sources.
B)They encourage one-way linear thinking and are rigid in their approach to business problems.
C)They avoid wasting time in planning and begin drafting business ideas right away.
D)They are skilled at communicating with others to figure out and solve complex problems.
E)They avoid using the other-oriented tone.

Question 41

Which of the following approaches to writing a business argument allows one to provide the supporting reasons first before the primary message?

A)Concurrent approach
B)Direct approach
C)Deductive approach
D)Matter-of-fact approach
E)Inductive approach

Question 42

Which of the following is most likely to contribute toward lowering a person's credibility?

A)Slanting facts
B)Using strong analogies
C)Taking up projects of higher responsibility
D)Refusing to exaggerate facts
E)Using other-oriented approach

Question 43

Which of the following should be avoided to build a well-reasoned business position?

A)Supporting generalizations with facts
B)Using strong analogies
C)Determining audience benefits and constraints
D)Using other-oriented approach
E)Exaggerating claims

Question 44

Geoffrey, a HR manager at BGH analyzes the problem of increasing employee turnover and comes to the conclusion that upgrading the employee benefit programs would help control the situation at hand.While preparing his report, Geoffrey states that upgrading of the company's employee benefit program would reduce the employee turnover as this was the same strategy that their rival company had used to solve their employee turnover problem.However Geoffrey's message failed to convince the authorities.Which of the following is most likely to be the reason behind this failure?

A)Lack of slanting
B)Lack of exaggeration
C)Lack of the me-first attitude
D)Use of weak analogies
E)Use of other-oriented voice

Question 45

For the past couple of months, many employees working at Exterior Inc.have been quitting their jobs.Jason from the human resources department is given the responsibility of analyzing the reasons behind this problem.After conducting a thorough research, Jason finds that the employees were not happy with their salary and hence had no motivation to work.While preparing the report based on his findings, Jason states his view in the primary message.Then he lays down the evidence supporting his argument and finally concludes with suggestions for solving the problem at hand.In this case, which of the following approaches is used for setting up the message framework?

A)Indirect approach
B)Deductive approach
C)Circular approach
D)Inductive approach
E)Concurrent approach

Question 46

Graham is preparing a report on the reasons behind the failure of one of his company's products.While preparing his report, he places the supporting reasons before the primary message.The message framework used in this case is based on the _____ approach.

A)direct
B)deductive
C)inductive
D)matter-of-fact
E)concurrent

Question 47

The difference between the deductive approach and the inductive approach is that:

A)the importance of arranging supporting ideas to accentuate the main idea is lesser in the case of the inductive approach.
B)in the inductive approach the supporting reasons are placed before the primary message.
C)the deductive approach is more indirect.
D)the deductive approach is not based on facts but on assumptions.
E)in the deductive approach the business argument concludes with the primary message.

Question 48

Which of the following suggestions should be followed to develop a well-reasoned business position?

A)Use either/or logic.
B)Avoid weak analogies.
C)Exaggerate the facts when needed.
D)Slant the facts.
E)Avoid spending time on planning.

Question 49

Which of the following terms best represents the overall evaluation a reader of a message perceives the writer to have toward the reader and the message content?

A)Tone
B)Framework
C)Structure
D)Layout
E)Outline

Question 50

Which of the following should ideally be one of the goals of a business communicator?

A)To make exaggerated claims in the message
B)To express the message in ways that inspires others
C)To slant facts to gain as much benefit as possible
D)To focus on the negative aspects of the message
E)To avoid the use of other-oriented approach

Question 51

At Glaciers Inc., the management wanted to introduce a new medical insurance program for its employees.They appointed Laura to analyze the pros and cons of introducing the insurance program.Laura conducts a thorough research and prepares a report based on her findings.She states her view in the primary message.Then she lays down the evidence supporting her argument and finally concludes with her suggestions.The message framework used in this case is based on the _____ approach.

A)circumstantial
B)direct
C)circular
D)inductive
E)concurrent

Question 52

Which of the following techniques is most likely to make business messages more positive?

A)Exaggerating facts
B)Setting unrealistic expectations
C)Avoiding diplomatic words
D)Using constructive terms
E)Focusing on the negative traits of products and services

Question 53

To build well-reasoned business positions, one should:

A)use either/or logic.
B)avoid spending time on planning.
C)exaggerate the facts when needed.
D)avoid unsupported generalizations.
E)slant the facts.

Question 54

In all business messages, communicators should ideally aim at:

A)effectively using either/or arguments.
B)slanting facts to their benefit.
C)projecting positivity.
D)appropriately exaggerating facts.
E)avoiding the other-oriented approach.

Question 55

Stanley is the marketing manager at PLM.In his market survey, he finds that customers are not happy with their product because of their inefficient customer care service.While preparing his report, he places the supporting reasons before the primary message.The message framework used in this case is based on the _____ approach.

A)direct
B)deductive
C)inductive
D)matter-of-fact
E)concurrent

Question 56

In the context of writing business messages, which of the following is true?

A)Displaying a can-do attitude reduces the credibility of business messages.
B)Emphasizing what products and services are rather than what they are not contributes toward increasing positivity of business messages.
C)Avoiding diplomatic terms related to your relationships and interactions contribute toward increasing positivity of business messages.
D)The practice of slanting increases the credibility of a business message.
E)Avoiding constructive terms related to your relationships and interactions contribute toward increasing positivity of business messages.

Question 57

Jason, a manager at GBN, has to prepare a report about the advantages of introducing a counseling program for employees in his company.In his report, he states that introducing a counseling program would reduce the voluntary turnover of employees as the employees would be happier with their pay packages.This report failed to effectively deliver the message that Jason had intended.Which of the following is most likely to be the reason behind this failure?

A)Lack of slanting
B)Lack of exaggeration
C)Use of unsupported generalizations
D)Use of strong analogies
E)Use of other-oriented voice

Question 58

In order to make business messages more positive business writers should focus on actions they can accomplish, and demonstrate a realistic optimism.However they should be careful:

A)not to set unrealistic expectations.
B)to avoid diplomatic terms.
C)not to use strong analogies.
D)to avoid supported generalizations.
E)not to send meta messages.

Question 59

Derik has been given the responsibility of analyzing how counseling programs can help in checking problem behavior among employees in his company.After much research, he discovers that counseling has several benefits.Employees exhibiting problem behavior often respond positively to counseling.They are likely to be more motivated and meet performance standards after the counseling sessions with their supervisor.Considering this information, identify the statement that clearly illustrates exaggeration of claims.

A)Employees exhibiting problem behavior are most likely to respond positively to counseling.
B)Counseling always improves the performance standards of employees exhibiting problem behavior.
C)Counseling can contribute toward increasing the motivation levels of employees exhibiting problem behavior.
D)The issue of problem behavior among employees can be solved through counseling.
E)Counseling is one of the ways of increasing the motivation levels of employees exhibiting problem behavior.

Question 60

Most business arguments employ a deductive approach.When employing this approach you are most likely to:

A)avoid stating your position regarding any business issue.
B)provide supporting reasons first followed by the primary message.
C)begin by stating the primary message, which is typically a recommendation.
D)avoid including a call of action in your message.
E)start by stating the supporting reasons followed by your position.

Question 61

Suggest three ways that would help entry-level professionals to strengthen their credibility.

Question 62

In content and form, a business message should typically:

A)avoid any form of self-centeredness.
B)exaggerate facts.
C)avoid using diplomatic terms.
D)avoid using strong analogies.
E)slant facts skillfully.

Question 63

Meta message is best defined as:

A)the gist of the primary message that the subject line of a topic communicates.
B)the overall but often underlying message people take away from a communication.
C)the message that is unofficial and travels through the grapevine.
D)the message communicated using an asynchronous mode of communication.
E)the direct message in which the autonomous voice of the speaker is most prominent.

Question 64

The use of we-voice in a business message:

A)fails to reflect the interests of the audience.
B)decreases the positivity of the message.
C)decreases the credibility of the message.
D)emphasizes the writer's shared interests with the reader.
E)decreases the effectiveness of the message.

Question 65

Carlton finds that geography based structuring of his organization would have a positive effect on his insurance company and would increase its efficiency.He draws up a report for the board of directors in which he mentions that separate departments should be set up for each of the company's 10 sales territories.Which of the following statements is most likely to increase the positivity of his proposition?

A)Let me know if you want to work on changing the structure of the company.
B)Using a geography based structure is not likely to ensure that the productivity of the company increases.
C)The geographic structure is not likely to reduce the costs incurred by the company.
D)I look forward to putting together a detailed plan to change the structure of the company to the one based on geography.
E)A geographic structure might have a positive effect on the company.

Question 66

Which of the following is most likely to show that the writer of a business message has concern for the audience?

A)Relying heavily on the I-voice
B)Presenting exaggerated facts to the audience
C)Respecting the autonomy of the reader
D)Presenting slanted facts to the audience
E)Avoiding the other-oriented attitude

Question 67

What are the common characteristics of excellent business thinkers?

Question 68

Why should one avoid using weak analogies when writing business messages?

Question 69

What are the various factors that primarily differentiate average business writers from expert business writers?

Question 70

Describe the deductive approach of setting up business messages.

Question 71

What is slanting? Is it advisable to use it while writing business messages?

Question 72

What are the three components of the AIM planning process used for business messages?

Question 73

What should be the main focus of the primary business message?

Question 74

A business message that primarily relies on the _____ shows that the message is self-centered.

A)you-voice
B)we-voice
C)I-voice
D)impersonal voice
E)other-oriented voice

Question 75

Sending mixed signals is most likely to:

A)result in positive meta messages.
B)increase the flexibility of encoding.
C)give rise to confusion.
D)reduce the conflict between the content of a message and its tone.
E)increase the credibility of a message.

Question 76

In the context of business messages, discuss the consequences of sending mixed signals.

Question 77

List three techniques which can be used to ensure that a business message is positive.

Question 78

Excessive use of the I-voice in a business message:

A)fails to indicate that the writer cares about the interest of the audience.
B)increases the positivity of the message.
C)ensures that the message is credible.
D)emphasizes that the writer understands the concerns of the reader.
E)increases the effectiveness of the message.