Q&A Hero

Q: A report title always starts with "A Study of" or "A Report on." A) True B) False

Q: Covers for reports are usually blank sheets of card stock that serve to protect the contents. A) True B) False

Q: Because they fall at the beginning of a report, the prefatory parts are usually written first. A) True B) False

Q: Every component of a formal report should start on a new page.A) TrueB) False

Q: Length, audience expectations, and organizational traditions all dictate what is included in formal reports. A) True B) False

Q: The more formal a report, the greater number of components it is likely to contain. A) True B) False

Q: Even when you use computers to generate your reports, you need to allow extra time for formatting and production. A) True B) False

Q: With the advent of sophisticated computer tools for producing reports, more and more employees are turning over the production of their reports to a special department set up for that purpose. A) True B) False

Q: List and explain the function of five important technology tools for developing effective reports and proposals.

Q: In a formal proposal, where does the Work Plan section normally appear and what information does it contain? Can it be changed later?

Q: What four topics are commonly covered in the introduction to a business proposal? Briefly explain each one.

Q: Describe six strategies (in addition to using the AIDA format) for strengthening your argument in business proposals.

Q: List and briefly explain five characteristics of effective report content.

Q: List at least two specific guidelines to follow in creating effective pie charts.

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

Q: In what forms can previews and reviews be written in a business report?

Q: Remember that the report close is your last chance to convince the reader, so it is okay to introduce new facts if these help your case. Discuss.

Q: To help readers find what they"re looking for and stay on track as they navigate through your documents, explain the use of three navigational aids.

Q: If you find relevant information that does not support your line of reasoning, should you still include it in your report? Why or why not?

Q: Describe how the approach (direct or indirect) and the length (short or long) affect the close of a report.

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

Q: List at least three strategies for increasing the formality of your writing in business reports.

Q: When writing a business report, how can you make your tone less formal?

Q: You can quickly convert reports and proposals to __________ files that are easy and safe to share electronically.

Q: __________ problems can range from photos that play on racial or gender stereotypes to images that imply cause-and-effect relationships that may not exist.

Q: __________ are useful tools for helping readers grasp what they"ve learned so far while preparing to receive new information.

Q: A(n) __________ title on a graphic simply identifies the topic, while a(n) __________ title calls attention to the conclusion that ought to be drawn from the data.

Q: To illustrate the positions, units, or functions of an organization and the way they interrelate, use a(n) __________ chart.

Q: A(n) __________ illustrates a sequence of events.

Q: Nothing is better for showing the composition of a whole than a(n) __________ chart.

Q: __________ charts are a form of line chart with a cumulative effect; all the lines add up to the top line.

Q: A(n) __________ chart illustrates trends over time.

Q: A(n) __________ is a type of visual aid that includes vertical columns and horizontal rows.

Q: Transitional words and phrases ______________ A) tie ideas together and keep readers moving along the right track. B) help overcome poor organization. C) are essential to analytical reports but unnecessary in informational reports. D) do all of the above.

Q: Where transitions are concerned, it is best to ______________________ A) use as few as possible because they can confuse your audience. B) use descriptive headings instead of transitions. C) use short words to make it easier for your audience to read. D) use them to guide readers from one thought to the next.

Q: Your report introduction needs to ____________________ A) introduce the purpose of the report. B) emphasize the main points of the message. C) present your credentials. D) present conclusions and recommendations.

Q: When it comes to time perspective in your report, ______________ A) you should feel free to shift back and forth between the past and present tenses. B) you should be careful to observe the chronological sequence of events. C) you should make sure that none of your material is dated. D) you should keep everything in the past tense.

Q: The writing style for a report should be more formal if ______________ A) you know your readers reasonably well. B) your report is internal. C) the subject is controversial or complex. D) the report is relatively short.

Q: Review each visual to ensure __________________ A) that your readers will enjoy it. B) that it will fit into the length of your report. C) that it doesn"t distort the meaning of the information. D) that it doesn"t contain more than six colours.

Q: Which of the following is an example of a descriptive title for a visual aid? A) How CamCo Reduces Costs B) How Cost Reductions Have Been Made at CamCo C) Reducing Costs is a Number-One Goal at CamCo D) CamCo Cuts Costs Through Outsourcing and Downsizing

Q: Legends are not _____________ A) necessary for simple graphs. B) helpful in communicating your key points. C) used for complex graphs. D) often read.

Q: If you"re addressing an audience with multiple language backgrounds or varied reading skills, what can you do to take your readers' specific needs into account? A) You can shift the balance toward more visual elements. B) You can make the report longer so as to add much detail and explanation. C) You can ensure your grammar and spelling are correct. D) You can shift the balance toward a more informal tone.

Q: Drawings, diagrams, and photographs are ______________ A) commonly used in business reports. B) occasionally used in business reports. C) never used in business reports. D) used in oral presentations but not in written reports.

Q: One of the most common uses of maps in business reports is ______________ A) to show physical differences in variables. B) to show concentrations of variables by geographic area. C) to show quality differences in variables. D) to show business locations.

Q: Flowcharts are used to ______________ A) summarize large amounts of statistical data. B) show the relative sizes of the parts of a whole. C) show how something looks or operates. D) illustrate processes and procedures.

Q: When preparing a pie chart, you ______________ A) limit the number of slices to no more than three. B) place the largest segment at the 12 o'clock position. C) arrange wedges of decreasing importance in a counterclockwise direction. D) do all of the above.

Q: The best way to illustrate the composition of a whole is with a ______________ A) pie chart. B) line chart. C) bar chart. D) flow chart.

Q: A bar chart would be particularly useful for ______________ A) summarizing the salaries of presidents at 20 corporations from 1987 to 1990. B) comparing market shares of three breakfast cereals from 1987 to 1990. C) showing the stages in production of a jet engine. D) depicting the proportion of advertising dollars spent on various major media.

Q: A surface chart is ______________ A) a type of three-dimensional pie chart. B) a form of line chart in which all the lines add up to the top line. C) a type of map showing various terrains. D) used to show interrelationships within an organization.

Q: The best type of visual aid for showing trends over time is ______________ A) a table. B) a pie chart. C) a line chart. D) an organization chart.

Q: If you want to present a large set of numerical values or detailed textual information, ___________ A) use a table. B) use a pie chart. C) use a diagram. D) put it all in the main body of the report.

Q: Generally speaking, when designing documents, formal balance ______________ A) is calming and serious. B) dynamic and engaging. C) boring and obsolete. D) is for high-level management.

Q: Reports and proposals that are highly technical, complex, or lengthy can put heavy demands on your readers, so _______________________________ A) the report or proposal is put in a broader context. B) the "you" attitude takes on even greater importance with these long messages. C) company policy becomes even more important. D) the nature of the subject matter should be emphasized.

Q: Previews and reviews are NOT effective types of transitions. A) True B) False

Q: Readers should be able to follow the structure of your document and pick up key points of your message from the headings. A) True B) False

Q: To make your tone more formal, use the impersonal style: emphasize objectivity, ensure that content is free from personal opinion, and build your argument on provable facts. A) True B) False

Q: Using I and you gives a report a more informal tone. A) True B) False

Q: Titles, captions, and legends provide more opportunities to connect your visual and textual messages. A) True B) False

Q: The best place to put a visual aid is right next to or immediately following the paragraph it illustrates. A) True B) False

Q: In the text of a report, every visual aid is clearly referred to by number. A) True B) False

Q: By switching from tense to tense when describing the same research results, you can confuse your readers. A) True B) False

Q: Audiences assume that the most important point will receive the most visual emphasis. A) True B) False

Q: Making arbitrary changes in colour, shape, size, or texture is one way of stimulating an audience's interest in your presentation. A) True B) False

Q: Computer software offers a variety of tools that automatically give you the design sensibility that is needed for effective visuals. A) True B) False

Q: Thanks to improved technology, it is now possible for businesspeople to produce high-quality visual aids without the services of graphic designers. A) True B) False

Q: Because of the costs of reproduction, photographs are not used in business reports. A) True B) False

Q: The visuals most commonly used to present data include tables, line and surface charts, bar charts, pictograms, Gantt charts, and pie charts. A) True B) False

Q: An organization's normal communication channels are almost impossible to describe without the use of an organization chart. A) True B) False

Q: If you want to illustrate a sequence of event from start to finish use a flow chart. A) True B) False

Q: When you are preparing a pie chart, place the largest segment in the 12 o'clock position. A) True B) False

Q: Pie charts are a good way of illustrating the composition of a whole. A) True B) False

Q: Bar charts have limited use because they can only be used to compare two sets of data. A) True B) False

Q: A surface chart is a type of bar chart in which the bars are represented by symbols. A) True B) False

Q: If at all possible, use only one line on any given line chart. A) True B) False

Q: In line charts showing trends, the vertical axis indicates time or quantity, and the horizontal axis indicates amount. A) True B) False

Q: Word tables are not as useful as numerical ones. A) True B) False

Q: Line charts are commonly used to show trends over time. A) True B) False

Q: Tables are ideal when your audience needs information that would be either difficult or tedious to handle in the main text. A) True B) False

Q: The body of your report presents, analyzes, and interprets the information you gathered during your investigation. A) True B) False

Q: As with other written business communications, the text of reports and proposals has three main sections: an introduction (or opening), a body, and a close. A) True B) False