Q&A Hero

Q: In researching a proposal to expand your division, you find evidence that does not support your line of reasoning. Should you include it in your report? Why or why not?

Q: List three functions of the close in a business report.

Q: What are the three main sections of a business report?

Q: Briefly explain the primary difference between linking and embedding files in business reports.

Q: Rewrite the following sentence in a more formal tone, appropriate for a business report: "I don't think changing our mileage reimbursement policy would make things any better."

Q: List three ways to increase the formality of business reports.

Q: The ________ of a wiki is a "safe," nonpublished section where team members can practice editing and writing.

Q: When drafting online content, it is helpful to use the ________ ________ style of organization, in which you cover the most important information briefly at first and then gradually reveal successive layers of detail.

Q: The body of a proposal often includes a statement of ________ in which you describe your organization's experience, personnel, and facilitiesall in relation to reader needs.

Q: Use ________ sections after a body of material in a report to summarize the information for your readers.

Q: ________ sections introduce important topics by helping readers get ready for new information.

Q: Words or phrases that tie ideas together and show how one thought relates to another are known as ________ and are useful for keeping readers on track as they read your report.

Q: In a business proposal, the section describing the ________ you propose can be called "Preliminary Analysis," "Overview of Approach," or something similar.

Q: The ________ ________ of a proposal describes (among other things) how you'll accomplish what must be done, when the work will begin, and when it will be completed.

Q: The introduction of a proposal should state the ________ or boundaries of the proposal what you will and will not do.

Q: The general purpose of any ________ is to persuade readers to do something, such as purchase goods or services, fund a project, or implement a program.

Q: In the ________ of a business report, include only enough detail to support your conclusions and recommendations.

Q: The introduction or opening of a business report should outline its ________the factors beyond your control that affect report quality.

Q: Files that are ________ in a report are not connected to their original versions and will not be updated automatically.

Q: A file that is ________ to a report will get updated automatically when you or someone else updates the file.

Q: A more ________ tone is generally appropriate for longer reports, those dealing with controversial or complex information, and those that will be sent to other parts of the organization or to outsiders.

Q: A well-run wiki encourages participants to edit and improve each other's work.

Q: When it comes to wikis, it is not necessary to think through a long-term purpose in the planning step.

Q: Report templates often identify the specific format recommended for headings.

Q: Reviews can be written in a sentence format or in bulleted lists, but you should never combine the two.

Q: In a long report, including review sections at the end of every major section block is redundant and distracting.

Q: Including transitional phrases such as "As you can see" in a business report is helpful to readers as they seek to understand the document.

Q: Using a variety of formats for typefaces makes it easy for readers to navigate your proposal.

Q: In business environments, you can usually assume that most members of your audience will read your entire report.

Q: Providing smooth transitions is necessary only when you're writing a report for audiences from other cultures who have difficulty tying different parts of your presentation together.

Q: Headings and subheadings are especially vital for online reports.

Q: Statements such as "The advantage of Cyberdyne over other companies is that a contract with Cyberdyne automatically includes a service plan in which we are available for advice on a 24/7 basis" are inappropriate for formal proposals.

Q: If your proposal involves providing replacement machine parts that your company regularly stocks, it is not necessary in the Work Plan section to describe how you'll accomplish what must be done.

Q: In the close of a proposal to install energy-saving light fixtures at a local hospital, it is not necessary to emphasize client benefits if you think they are obvious.

Q: In a formal proposal, it is unprofessional to point out your company's advantages over its competitors.

Q: The body of a proposal on health insurance would be the best place to mention that your staff includes several individuals with MD degrees.

Q: In formal proposals, the close should be the longest section.

Q: The close of a proposal is the right place to discuss any costs associated with your recommendations.

Q: Once your proposal is accepted, you can start altering the work plan to make the schedule and costs more realistic.

Q: When it comes to formal proposals, it is impossible to oversell your message.

Q: In a proposal to upgrade a potential client's phone system, it would be arrogant to include information about your company's extensive experience with that type of work.

Q: If your proposal is solicited, its introduction should refer to the RFP specifically.

Q: Using the "you" attitude is inappropriate when writing proposals.

Q: In a basic proposal, you should define the problem and summarize the solution you propose.

Q: The general purpose of any proposal is to get your audience members to change their minds about some important issue.

Q: Your writing approach for a proposal should be similar to that used for persuasive messages.

Q: Most RFPs spell out exactly what you should cover in your report and in what order.

Q: In solicited proposals, you have more freedom in terms of scope and organization than you do in unsolicited proposals.

Q: Combining conclusions and recommendations under one heading is not acceptable in business reports.

Q: In a business report, you should not introduce new facts as part of a conclusion or recommendation.

Q: If your report is intended to prompt others to action, in the close you should specify exactly what should happen next.

Q: Any formal business report should include all of the following elements in the introduction: authorization, problem/purpose, scope, background, sources/methods, definitions, limitations, and report organization.

Q: Linking a spreadsheet to your report will help ensure that readers are always seeing the most up-to-date information.

Q: Documenting your sources is important for reports you write in school, but it is not necessary in business reports.

Q: Communicating with people within your organization usually calls for more formality than one would use in reports for customers or suppliers.

Q: Using words such as I and we decreases the formality of your report.

Q: The primary value of a wiki stems from A) its revolutionary technology. B) its focus on a single, expert perspective. C) the collective insight of all its contributors. D) none of the above.

Q: When drafting content for online reports, it is helpful to use the inverted pyramid style of organization in which you A) cover the most important information first and then gradually reveal more detail. B) cover the least important information first and work your way to the main idea. C) make readers believe you are headed in one direction, and reveal your true intentions at the end. D) walk readers through arguments you don't support, and then explain why.

Q: In an online report regarding your region's potential for market growth, the best way to include a spreadsheet containing last year's sales figures would be to A) embed the spreadsheet in your report. B) include the spreadsheet in an appendix. C) simply insert the spreadsheet using Microsoft Word. D) link the spreadsheet to your report.

Q: Your report contains a spreadsheet with figures that are updated daily. To ensure currency, you should include the spreadsheet as a(n) ________ file. A) linked B) embedded C) encrypted D) none of the above

Q: Using templates in preparing reports A) limits your creativity and makes your report look ordinary. B) is a sign of incompetence. C) saves time by providing a format and identifying the specific sections required for the type of report you are writing. D) is costly and time-consuming.

Q: Which of the following would be the most effective review in a formal report? A) As this section has shown, our current marketing strategy is highly effective. B) The next segment illustrates potential challenges that our company faces in the coming decade. C) Having outlined the details, I will now offer a few other points. D) Now that the body of the report is finished, supporting evidence needs to be provided.

Q: When preparing review sections in a report, A) always write them in narrative form, not as lists. B) use multiple review sections if the report is long and complex. C) introduce new facts and information to support the review points. D) do all of the above.

Q: Which of the following would be the most effective preview in a formal report? A) Our sales in the eastern region have plummeted but we think we know the cause and it is definitely not our fault. B) First, let me begin by introducing our team. C) The next section discusses the advantages of Internet advertising, something that can make or break your company. D) Okay, now for the important part.

Q: Effective transitions in business reports A) should never be longer than a short phrase. B) may be as long as a sentence. C) may be as long as a paragraph. D) are included only between major sectionsnever within each section.

Q: Transitional words and phrases A) tie ideas together and show how one thought is related to another. B) help overcome poor organization. C) are essential to analytical reports but unnecessary in informational reports. D) do all of the above.

Q: In an online report, headlines A) should rarely be used. B) can be used to provide links to other sections of the report and other websites. C) are considered trendy and should usually be avoided. D) complicate the organization of your report by enabling readers to jump from section to section.

Q: Smooth transitions between sections and links to other documents and sources of information are important A) in online reports, but not usually necessary in written ones. B) whether your report appears in print or online. C) in print reports, but not in those published online. D) in any report longer than 2 pages.

Q: In a proposal to install an air conditioning system, statements such as "Our company has over 25 years of experience installing heating, plumbing, and air conditioning systems" should appear in what section? A) Introduction B) Body C) Close D) Appendix

Q: When writing content to post on the web, keep in mind that readers can be ________ of online content. A) respectful B) receptive C) skeptical D) none of the above

Q: The close of a proposal should A) be extremely low key to avoid your audience thinking you are overconfident. B) avoid restating why you or your firm are the ones to perform the service in question. C) make clear that your company is not desperate for business. D) do all of the above.

Q: Describing your organization's qualifications in a formal proposal is A) considered arrogant and should be avoided. B) appropriate, but only in the introduction. C) an essential part of the body. D) a good idea only when your recommendations are controversial.

Q: In a proposal, the work plan A) is presented in the conclusion. B) is contractually binding if the proposal is accepted. C) outlines the costs of the proposed actions. D) involves all of the above.

Q: In the body of a proposal, the section describing the concept, product, or service you have to offer can be called A) Technical Proposal. B) Research Design. C) Issues for Analysis. D) any of the above.

Q: "Delimitations" refer to A) market conditions that allow a company to adopt your proposal. B) employee restraints that have recently been lifted. C) the scope of your proposal. D) harsh realities that may prevent your audience from adopting your proposal.

Q: Which of the following is not an element normally included in the introduction of a proposal? A) Background/statement of the problem or opportunity B) Proposed solution to the problem C) The scope of the report D) Statement of qualifications

Q: The introduction of a solicited proposal A) need not be as detailed as that of an unsolicited proposal. B) should refer specifically to the RFP that initiated it. C) should downplay the magnitude of the problem you're addressing. D) is expected to be much longer than that of an unsolicited proposal.

Q: Generally speaking, an effective proposal can A) follow the AIDA model. B) follow the plan for good-news messages. C) avoid the "you" attitude. D) be as vague as possible.

Q: If you end up with a large number conclusions, recommendations, or actions in your report, it is a good idea to A) go back to the drawing board and cut them down to one or two, at the most. B) combine similar items to make it easy on your readers. C) number and list them. D) leave them out of the report itself and include them in an appendix.

Q: In the close of a report intended to prompt sales personnel to meet specific goals, you should A) provide hints on what the audience should do so you don't sound like you're giving orders. B) instruct your audience to contact you about what they should do next. C) make sure your readers understand exactly what's expected of them and when it's expected. D) imply that they will be fired if the goals are not achieved.