Deck 18: Analysing Information and Writing Reports

Question 1

Title pages and transmittals can be written as soon as recommendations are known.

Answer 1

True
Explanation: Title pages and transmittals can be written as soon as recommendations are known. One can move on to writing the body, executive summary, recommendations, and conclusions once the data has been analyzed.

Question 2

It is important to keep ball-park figures in mind while one looks at numerical figures because a significant number of spreadsheets contain errors.

Answer 2

True
Explanation: A significant number of spreadsheets can be grossly incorrect. Thus, it is important to have ball-park figures, an estimate of what the numbers should be, and to question data before accepting them.

Question 3

While choosing information for reports,it is essential to get an understanding of what is important to the readers.

Answer 3

True
Explanation: While choosing information for reports, it is essential to get an understanding of what is important to the readers. One way of doing this is by showing them a list of headings and enquiring if everything they need has been included.

Question 4

The best way to present information to an audience is to place it in the order in which one becomes aware of the information.

Question 5

The pro-and-con pattern of organizing data is most effective when there is a need to deemphasize the disadvantages of a proposed solution.

Question 6

A tally of responses to each question in a survey may be included in an appendix.

Question 7

While analyzing data,it is important not to be suspicious of all data,especially those from reputable sources.

Question 8

A report organized by a comparison/contrast pattern should focus on the alternatives if the criteria are easy to separate.

Question 9

While evaluating sources of data,it is vital to check the currency of all data except technology figures.

Question 10

While writing a report,it is best to spend most of one's time on sections primarily important to a reader,and one's own logic.

Question 11

If there are massive amounts of information to be presented in a report,it should be classified into categories of ten or more,which makes them easy to understand.

Question 12

A median is a number that is exactly at the start or top in a ranked list of observations.

Question 13

In a comparison/contrast pattern,the focus is on the criteria when the reader wants to compare and contrast the options independently of the recommendation.

Question 14

If an audience is likely to be pleased with research done on a report,one should ideally present the findings indirectly and provide substantial evidence.

Question 15

It is essential to place material in the appendix instead of the body of the report if it is crucial to one's proof.

Question 16

It is possible that authorities may differ on the interpretations of the same data sets.

Question 17

While writing a long report,it is unnecessary to list out all headings or sections of the report.

Question 18

It is recommended that important sections of a report are written towards the latter half,which helps one avoid spending a majority of time on the history of the problem.

Question 19

Supporting data which is examined by specialists such as accountants,lawyers,and engineers must always be placed in the body of a report.

Question 20

While evaluating sources of data,it is imperative to scrutinize the data with special care if the source has a vested interest in results.

Question 21

Will Clive,an environmental activist,needs to prepare a report which will list out forest cover areas of different states in the United Kingdom.The report will help him in the first stage of the "Heritage Forest Campaign" that aims at preserving protected forest areas.Which of the following will ensure that the source of data is up-to-date?

A) Assessing objectivity of the source
B) Identifying the authors
C) Evaluating authenticity of data
D) Checking currency of information
E) Checking if the source is biased

Question 22

It is ideal to use the word "you" in reports to help readers identify with one's recommendations.

Question 23

The conclusions and recommendations section presents new information that has been missed out or not yet been mentioned in the report.

Question 24

Allen Campbell is working on the "Save the forests" campaign in Virginia,which aims at spreading awareness about deforestation through electronic media.He now needs to prepare a report that will present the benefits and drawbacks of using electronic media.Which of the following patterns of organizing information will best serve his purpose?

A) Problem-solution
B) Chronological
C) Pro-and-con
D) Geographic
E) Spatial

Question 25

The _____ can be calculated by adding up all figures and dividing it by the total number of samples.

A) median
B) mean
C) range
D) variance
E) mode

Question 26

The _____ pattern of organizing data is inefficient when there is a need to deemphasize drawbacks of a proposed solution.

A) compare/contrast
B) pro-and-con
C) problem-solution
D) elimination of alternatives
E) SWOT analysis

Question 27

The elimination of alternatives pattern is useful when the solutions a reader is likely to favor will not work,and the solution one recommends is likely to be perceived as expensive,intrusive,or radical.

Question 28

The particular to general pattern of organizing information starts with the problem as it affects the organization and then proceeds to a discussion of parts of the problem and solutions to each of these parts.

Question 29

A summary abstract is used to present the most useful information in the least amount of space.

Question 30

In a compare/contrast pattern of organizing data,it is best to focus on the criteria when:

A) the criteria are difficult to differentiate or separate from one another.
B) one alternative is clearly superior from the other alternatives.
C) the audience grasps the alternative as a whole rather than its parts.
D) the audience wants to compare options independent of recommendations.
E) the audience focuses on the idea behind the alternative instead of its components.

Question 31

Talking heads focus on the structure of the report and provide very little information.

Question 32

Headings cannot be complete sentences because it will make them lengthy and ineffective.

Question 33

Repetition in a report should be used only if it serves a useful purpose.

Question 34

John Rivers who works in the Colorado Department of Education needs to submit a report on the literacy rate of children in the State.He has to present statistical details in addition to ideas on developing the education system.Which of the following arrangements will be most useful for Rivers' audience?

A) Processing information before presenting it to the audience
B) Presenting information in the order in which he became aware of it
C) Working against the audience's expectations to draw its attention
D) Grouping information into a minimum of ten categories
E) Using the word "you" in the report if there are multiple audiences

Question 35

The _____ is the difference between the high and low figures for a particular variable.

A) range
B) mean
C) average
D) mode
E) median

Question 36

A list of illustrations enables audiences to refer to visuals comprising of tables and figures.

Question 37

The _____ can be defined as a number that occurs most often in a list of observations.

A) median
B) range
C) mode
D) average
E) extension

Question 38

If a title of a report does not contain a recommendation,it normally indicates what problem the report tries to solve.

Question 39

Sally Mitchell is preparing a report on "The Rate of Urban Development in different cities of Guinea." Which of the following is she most likely to include in the appendix of the report?

A) Analysis of causes and possible solutions
B) Information that directly relates to the discussion in the body
C) Information that is essential for the proof of the report
D) Supporting data that will be scrutinized by specialists
E) Crucial statistics on development rates in different cities

Question 40

_____ refers to producing or creating one thing by another.

A) Variance
B) Causation
C) Range
D) Extension
E) Dimension

Question 41

Blue Hills,an organization which works on protecting forests and wildlife in Indonesia,conducted a research on protected forest cover and encroached forest land.Sarah Karo,who conducted the research,now needs to consolidate the research and findings for a report.Which of the following does Karo need to prepare?

A) Recommendation report
B) Justification report
C) Annual report
D) After action report
E) Informative and closure report

Question 42

_____ are overviews which tell the audience what a particular section or report will discuss.

A) Transitions
B) Forecasts
C) Criteria
D) Assumptions
E) Illustrations

Question 43

The _____ pattern of organizing information in reports identifies an issue,explains its background,discusses its extent,recognizes its causes,and often works well when the audience is neutral.

A) compare/contrast
B) elimination of alternatives
C) pro-and-con
D) chronological
E) problem-solution

Question 44

Which of the following is recommended to present information in reports effectively?

A) Employing informal language and style
B) Using the word "you" to personalize the report
C) Repeating information as much as possible
D) Using clear, engaging writing
E) Avoiding sources and visuals

Question 45

Ruella Morris,a sales manager at Orbit Bank,is preparing a report on details of new accounts opened in the previous financial year.She is writing the report based on accounts opened on a monthly basis which will help in evaluating productive and non-productive months for the company.Which of the following is Morris using?

A) Spatial
B) Chronological
C) Geographic
D) Elimination of alternatives
E) Pro-and-con

Question 46

A(n)_____ can be written in an informal writing style and helps in orienting the reader to a report,building the credibility of the report as well as the writer.

A) memo of transmittal
B) conclusions and recommendations
C) executive summary
D) introduction
E) background or history

Question 47

Peter Cox recently worked on a fuel efficiency campaign as part of Red Planet,a non-governmental organization in Nevada.He credited the success of the project to a detailed investigation of possible barriers created by car manufacturers,and lobbyists,who helped him tackle them better.The support generated by the public's demand for mandatory fuel efficiency standards also contributed to the victory.In addition,an analysis of drawbacks and strengths within the organization played a big role in achieving campaign milestones.Which of the following patterns of organizing information did Cox use?

A) Chronological
B) Spatial
C) Geographical
D) SWOT analysis
E) Elimination of alternatives

Question 48

Ryan Mitchell,the branch manager of Travel Memoirs in Florida,needs to prepare a report on the challenges faced by the accounts,marketing,and reservation departments of the branch.In the report,he also needs to include different ways of resolving the issues faced by each department.Which of the following patterns would best help Mitchell present his report?

A) Functional
B) Chronological
C) Spatial
D) Pro-and-con
E) Geographic

Question 49

Which of the following is recommended while using headings?

A) To use subheads when there are less than two divisions within a main heading
B) To have headings which are non-parallel with one another
C) To use a subhead immediately after a heading
D) To use a heading as an antecedent for a pronoun
E) To cover all the material under it until the next heading

Question 50

A(n)_____ evaluates two or more alternatives before recommending one among them and usually consist of the decision to be made,alternatives,and explanation of the criteria.

A) Recommendation report
B) Information report
C) Closure report
D) Credit report
E) Match report

Question 51

Michelle Jones has been asked by her manager to write a report,recommending the best place for their store to relocate.They need to relocate primarily because their business has outgrown their present space.Though a large office space is of importance,availability of parking space will also be a determining factor.Which of the following sections in the report will this information be covered in?

A) Scope
B) Limitations
C) Assumptions
D) Criteria
E) Methods

Question 52

Which of the following sections in a report should the release date be included in?

A) Executive summary
B) Illustration
C) Title page
D) Letter of transmittal
E) Body

Question 53

Evelyn Morris,a communications executive at H₂O Foundation,submitted a report on strategies to formulate new policies on water conservation,spreading awareness among the public,and collaborating with allies to bring about change.Which of the following did she use in her report which helped her move from one dimension of the campaign to another with ease?

A) Assumptions
B) Criteria
C) Recommendations
D) Transitions
E) Illustrations

Question 54

Kelly Hughes is writing a report on a campaign on child rights that she has worked on.She is currently working on a certain section of the report which involves writing the objective of the project,summarizing its results,its recommendations,and thanking people for the help she has had.Which section of the report is Hughes working on?

A) Memo of transmittal
B) Title

Question 55

Judith Bennett,a student of Carnegie University,recently conducted a survey for a report,on the use of campus computer labs.However,she was able to conduct the survey only during the summer months because of which the results were valid only for summer usage instead of the entire year's usage.Which of the following sections should Bennett include this information in?

A) Scope
B) Limitations
C) Assumptions
D) Methods
E) Criteria

Question 56

Which of the following does a background section of a report cover?

A) Recommendations to solve a problem or issue
B) Title of the report and name of the person it is created for
C) Arguments backed with essential evidence and data
D) Insight for people reading the document in years to come
E) Analysis of causes of a problem and its possible solutions

Question 57

Nicole Patterson is writing a report for her company Alpha International with a recommendation to organize a fund-raising campaign.The campaign will strive to aid people whose homes have been destroyed by a recent catastrophic flood.Which of the following titles would be most apt for Patterson's report?

A) Campaign to Help Flood Victims
B) Efforts made by Alpha International
C) Effects of Floods
D) Money Required to Do Our Part
E) Donate to Help Us

Question 58

Ashley Torres,a campaigns manager at Help Aid,needs to purchase computers for distribution in Vietnam's villages.This action will enable her to achieve one of the milestones of the literacy campaign she is working on.Which of the following reports does she need to prepare which will substantiate the demand for computers?

A) Credit report
B) Information and closure report
C) Justification report
D) Match report
E) Summary report

Question 59

Allie Sanchez,a clothing designer in New York,supplies her designs to major retail companies in Hawaii,California,London,and Paris.At the end of every financial quarter,she needs to analyze the demands and sales of her boutiques in these cities.Which of the following does Sanchez most likely use?

A) Elimination of alternatives
B) Spatial
C) Chronological
D) General to particular
E) Particular to general

Question 60

Which of the following kinds of reports substantiate a purchase,investment,hiring,or change in policy?

A) Recommendation report
B) Information report
C) Closure report
D) Justification report
E) Match report

Question 61

Discuss with an example,the problem-solution pattern of organizing information.

Question 62

Explain the general to particular and particular to general patterns of organizing information.

Question 63

What are some of the guidelines one should follow in order to write a good report,even when a market test is a failure?

Question 64

What are the factors which determine whether focus should be on criteria or alternatives in a compare/contrast pattern?

Question 65

Explain with an example characteristics of a good and weak executive summary.

Question 66

What are some guidelines to keep in mind which helps one to organize report data in a way that is most useful to readers?

Question 67

What are topic headings and talking heads and how are they different from each other?

Question 68

Discuss the key points to keep in mind while choosing information for reports.

Question 69

Discuss with an example,the SWOT analysis pattern of organizing data in reports.

Question 70

What are spatial,functional and chronological patterns of organizing information? Explain.

Question 71

What are some guidelines that one needs to follow while evaluating sources of data?

Question 72

What is an elimination of alternatives pattern of organizing information? Explain.

Question 73

Why is it necessary to include in a formal report,a section that gives the background of the situation or the history of the problem?

Question 74

What are summary and descriptive abstracts and how are they different from each other?

Question 75

What are recommendation reports and how are they different from justification reports? Explain.