Deck 15: Document Formats

Question 1

Transitional expressions such as therefore, as a result, and meanwhile can be used to achieve paragraph coherence.

Answer 1

False

Question 2

Every lawyer must submit his legal brief to the clerk of courts is an effective example of using inclusive, nonbiased language.

Answer 2

True

Question 3

Because revising is the most important phase of the writing process, good writers can expect to spend most of their time in this phase.

Answer 3

False

Question 4

Although active-voice verbs are preferred in business writing, the passive voice can be used to de-emphasize negative news.

Question 5

Confidential or sensitive messages should be sent using a fast communication channel such as e-mail or instant messaging.

Question 6

Because your goal is to communicate clearly, you're better off limiting your sentences to about 20 or fewer words.

Question 7

Research is necessary only when preparing longer, more formal business documents.

Question 8

Revising and proofreading are not necessary for short, informal business messages sent by e-mail.

Question 9

Communication is best defined as "the transmission of information and meaning from one individual or group to another."

Question 10

You are more likely to find errors in a document if you proofread it on your computer screen.

Question 11

I am writing this e-mail message to inform you that is a recommended and professional way to begin business letters and memos.

Question 12

Most people have good listening skills because they listen with 75 percent efficiency.

Question 13

Every field has its own special jargon. Using that jargon within the field is acceptable and even necessary for accurate, efficient communication.

Question 14

The most successful players in today's workplace will be those with highly developed communication skills.

Question 15

Use the direct pattern when your audience may be uninterested, hostile, or displeased.

Question 16

Communicators in high-context cultures (such as those in China, Japan, and Arab countries) tend to be logical, analytical, and action oriented.

Question 17

The first phase of the writing process involves researching, organizing, and composing the message.

Question 18

Careful writers avoid clichés such as beyond a shadow of a doubt because these clichés lack freshness and clarity.

Question 19

When verbal and nonverbal messages conflict, receivers put more faith in nonverbal cues.

Question 20

Smart communicators profile their audience before writing and choose appropriate tone, language, and channels for their messages.

Question 21

How should the following sentence be classified? David applied with several large high-tech companies he also applied with some small start-ups.

A) Complete sentence
B) Fused or run-on sentence
C) Fragment
D) Comma splice

Question 22

Choosing an appropriate channel for your business message depends on the importance of the message, feedback needed, necessity of a permanent record, cost of the channel, confidentiality and sensitivity of the message, and

A) degree of formality required.
B) the channel used by your competitors.
C) the use of primary or secondary research.
D) the sender's preference.

Question 23

Which of these is the most accurate statement about communication skills in today's workplace?

A) Many employers consider communication skills critical to effective job placement, performance, career advancement, and organizational success.
B) Strong communication skills are essential only for advancement into management positions.
C) Writing skills are less important on the job today because people are writing less than ever before.
D) All of the above statements are accurate.

Question 24

Jacqueline began her memo with background information and explanations before announcing a reduction in insurance coverage. The pattern Jacqueline used is called

A) frontloading.
B) direct.
C) passive voice.
D) indirect.

Question 25

Which of the following sentences best demonstrates the "you" view?

A) You will receive a complimentary printer with your purchase of a Dell laptop computer.
B) Dell offers free printers with the purchase of any Dell laptop computer.
C) We can't provide a free printer with your purchase of a PDA.
D) The offer for a free printer expired on September 30; you should have checked the advertisement before ordering.

Question 26

The communication process begins when

A) a message is put into words.
B) a message is sent over a communication channel to a receiver.
C) the sender has an idea.
D) the receiver actually receives the message and decodes it.

Question 27

Which is the least accurate statement about today's workplace?

A) Improving productivity and profitability will be everyone's job, not just management's.
B) Because of today's innovative communication technologies, you can expect to be communicating more often and more rapidly than ever before.
C) Communication skills are less important for those participating on virtual teams or telecommuting from home.
D) Corporate America is increasingly aware that information and knowledge are the keys to better products and increased profitability.

Question 28

Shipping clerk Christina included this sentence in her message to a customer: Pertaining to your returns, we must verify the shipping numbers and lot codes of all outstanding merchandise prior to issuance of a refund. This sentence is an example of

A) an unprofessional tone.
B) overly formal language.
C) a conversational style.
D) plain English.

Question 29

Which of the following is the best advice for proofreading long, complex documents?

A) Proofread complex documents immediately after writing because your thoughts are still fresh.
B) Thoroughly proofreading once is typically adequate.
C) Expect to find mistakes.
D) Rely solely on your word processor's spell check program.

Question 30

Which of the following uses active voice in a complete sentence?

A) The company's rigid return policy was criticized by a few unhappy customers.
B) Because a few unhappy customers criticized the company's rigid return policy.
C) Managers were told about the unhappy customers who criticized the company's rigid return policy.
D) A few unhappy customers criticized the company's rigid return policy.

Question 31

In a conversation with someone from another culture, you can reduce misunderstandings by using simple English, speaking slowly and clearly, and

A) finishing the other person's thoughts to speed up the communication process.
B) accepting a yes or a nod to affirm comprehension.
C) placing blame for miscommunications on others.
D) following up in writing.

Question 32

During the prewriting phase of the writing process, you should

A) research and organize background information.
B) compose the document using precise and concrete language.
C) analyze the audience for and the purpose of the message.
D) evaluate the effectiveness of your message.

Question 33

If you have any questions, please do not hesitate to ask is an example of

A) a trite business phrase.
B) inappropriate jargon.
C) a long lead-in.
D) strong business writing.

Question 34

Revising means

A) improving the content and sentence structure of your message.
B) correcting the grammar, spelling, punctuation, format, and mechanics of your message.
C) selecting the appropriate pattern for good or bad news messages.
D) searching for graphics and photos to include in your message.

Question 35

Collecting information before composing a business message helps the writer to

A) shape the message.
B) identify transitional expressions.
C) develop a sprint writing technique.
D) create unified sentences and coherent paragraphs.

Question 36

Which of the following sentences avoids noun conversion?

A) Your supervisor must give approval of all capital budget purchases.
B) The committee worked on the establishment of a fund for scholarships.
C) The benefits committee will be responsible for the acquisition of an endowment.
D) The scholarship committee approved the plan.

Question 37

Which of the following best demonstrates concise writing?

A) There are several things that each and every employee must know about workplace hazards.
B) The directors are of the opinion that HAZMAT training is absolutely essential.
C) Although this training is a company requirement, it must be completed at the employee's expense.
D) This is to inform you that until such time as training is completed, pay raises will be withheld.

Question 38

In preparing business messages, your writing needs to be economical, persuasive, audience oriented, and

A) direct.
B) purposeful.
C) procedural.
D) impressive.

Question 39

Which of the following is an independent clause?

A) When you receive the request for your budget reduction plan.
B) After closing several branch offices to conserve resources.
C) The restructuring plan will save money but cost jobs.
D) Because we are hoping to retain as many positions as possible.

Question 40

Several barriers may cause poor listening. Which of the following is a physical barrier?

A) Faking attention but not really listening
B) Using emotionally charged words
C) Having noisy surroundings
D) Tuning out speakers whose ideas do not match our own

Question 41

List and describe two techniques for improving nonverbal communication skills.

Question 42

Revise the following sentence to use inclusive language:
A nurse must follow directions carefully when administering medication to her patients.

Question 43

Revise and improve the following sentence:
There are many managers who help employees make improvements in their communications skills.

Question 44

List two techniques for becoming an active and effective listener.

Question 45

Revise the following sentence to use positive language:
We cannot process your business loan application because you did not provide complete information on current assets and liabilities.

Question 46

Revise the following sentence to express the idea in the "you" view:
We have approved your vacation request.

Question 47

Revise the following sentence to achieve parallelism:
Jonathan is responsible for all cold-call telephone sales; calls to established customers are made by Victoria.

Question 48

List and describe two techniques for improving communication and interaction with diverse workplace audiences.

Question 49

Revise and improve the following sentence to avoid trite business phrases:
Enclosed herein please find a copy of the signature page of the complete offer to purchase, which is being sent under separate cover.

Question 50

List and describe two techniques for improving your chance of being understood when
writing to someone from a different culture.