Q&A Hero

Q: You should be able to summarize the main idea for a speech in a single sentence that links your subject and purpose to the audience's frame of reference.

Q: The purpose of most business presentations is to inform or persuade.

Q: When the goal is to show complicated relationships between multiple ideas, it is most appropriate to use a(n) A) slide deck. B) indirect format. C) linear format. D) nonlinear format. E) narrative flow.

Q: Organized like a printed document, a ________ is appropriate for technical presentations and presentations in which you want to build a conclusion following logical steps. A) direct format presentation B) nonlinear presentation C) slide deck D) Prezi E) linear presentation

Q: One advantage of developing a presentation as a webcast is A) the low cost. B) the ability to tweet the message. C) the use of an audio voiceover. D) the ability to download it and view at later. E) the interaction with a live audience.

Q: If the audience for a presentation will be interested in, but neutral to, what you have to say, A) reward their goodwill by speaking in a relaxed, confident manner. B) dismiss their concerns and persuade them that they are mistaken for feeling that way. C) consider the indirect approach to establish common ground and diffuse skepticism. D) build your credibility as you present compelling reasons to accept your message. E) limit the use of visuals.

Q: When planning an outline for your speech, keep in mind that A) it can include delivery cues, such as where you plan to pause for emphasis or use visuals. B) you should keep each item to two- to three-word descriptions of what you will say. C) you can leave out all transitions. D) this is not the place to include "stage directions." E) you should start with the opening and close.

Q: If you are not given a time limit for your presentation, you should A) make it as long as possible to ensure the audience understands the message. B) keep the presentation as short as possible while accomplishing your purpose. C) ask the audience how long they would like the presentation to take. D) make sure it takes no less than 30 minutes, not including the question-and-answer session. E) deliver the presentation impromptu, and end it whenever the audience appears to be losing interest.

Q: You want to prepare a speaking outline for an upcoming presentation. Which one of the following will help you get off to a good start? A) Remove all transitions and key words from your planning outline. B) Ignore your planning outline and chart a new course based on your personal agenda. C) Start with the planning outline; then strip out anything you don't plan to say to the audience. D) Keyboard your script on your slides. That way, you can read the slides word-for-word. E) Insert additional examples, details, and data into your original planning outline.

Q: For business presentations, time constraints are usually A) rigid, permitting little or no flexibility. B) meaningless since audiences expect presenters to take extra time. C) imposed only on lower-level employees. D) not important if you are presenting to your colleagues. E) only a suggestion.

Q: The best way to clarify your main idea in a presentation is to A) provide a lengthy handout for your audience to review during your presentation. B) use jargon and complicated language to emphasize its importance. C) develop a single sentence that links your subject and purpose to your audience's frame of reference. D) develop a limited scope. E) restate it in three identical sentences, one right after the other.

Q: When organizing a speech or presentation, your first step is to A) develop an outline. B) define the main idea. C) write the introduction. D) decide on the delivery style. E) complete all of your visuals.

Q: Selecting the right medium for your presentation is A) easy because you're simply giving a speech. B) an important decision since technology offers a number of choices. C) only an issue when addressing audiences from other cultures. D) not something you need to think about early on. E) a secondary concern as long as your content is good.

Q: One of the steps in analyzing your audience is to A) determine their likely emotional state. B) remember to keep your speech or oral presentation short. C) define your purpose. D) prepare a detailed, informative outline. E) identifying the proper media and channel.

Q: The two most common purposes of business presentations are to A) analyze and synthesize. B) regulate and validate. C) inform and persuade. D) illustrate and entertain. E) observe and comment.

Q: When you prepare a speech or presentation, your first step involves A) analyzing the situation. B) choosing the right words. C) planning the content, length, and style of your speech or presentation. D) deciding on the right mix of visuals and text for your slides. E) inviting audience members.

Q: Speeches and oral presentations are much like any other messages in that A) they all require similar planning. B) they are delivered to groups that are similar in size. C) the interaction between the audience and speaker is similar. D) they deal with emotional or personal issues to a similar extent. E) they require little planning.

Q: The introduction of a proposal should A) summarize the solution to a problem. B) explain the details of the solution. C) identify the method to be used to solve the problem. D) emphasize how the reader will benefit from the solution. E) indicate what the job will cost.

Q: Formal proposals contain many of the same components as other formal reports, however, there is a difference in A) text. B) use of visuals. C) documentation. D) delivery method. E) audience analysis.

Q: Urging readers to act in the close of a proposal A) is an offensive, hard-sell tactic that should be avoided. B) is acceptable if you know the audience well, but inappropriate for new clients. C) is an effective and reasonable strategy. D) generally works well, but never when responding to government RFP's. E) is effective only when your text is organized in the direct approach.

Q: The body of a proposal should A) capture the reader's attention. B) explain the complete details of the solution. C) make whatever promises it takes to win the contract. D) aggressively attack any other companies competing for the audience's business. E) explain the advantages for your company if the proposal is accepted.

Q: The text of a proposal A) must always follow the AIDA plan. B) is usually presented in outline form. C) consists of the introduction, body, and close. D) should be italicized. E) is always organized using the direct approach.

Q: You're sending a solicited proposal to a local restaurant in an effort to become its primary food vendor. The letter of transmittal to accompany the proposal should follow the format for A) positive messages. B) bad-news messages. C) persuasive messages. D) routine messages. E) operational reports.

Q: In an unsolicited proposal, a synopsis or executive summary may be A) essential for highlighting your competitive advantage. B) useful if the proposal is short. C) placed in an appendix. D) replaced by a letter of transmittal. E) most effective if it does not mention the RFP to which you are responding.

Q: When you're writing an unsolicited proposal, approach the transmittal letter as A) a persuasive message. B) an informative message. C) a cordial message. D) an informational message. E) a direct message.

Q: When you receive an RFP, you'll usually find that it includes A) specific instructions on referring to the RFP itself in your proposal. B) a list of companies that have submitted failed proposals in the past. C) any negative information about the company that might affect the project. D) a disclaimer stating that costs noted in the RFP may increase after the proposal is accepted. E) a synopsis.

Q: The prefatory parts of a formal proposal may include A) a letter of authorization. B) a copy of the RFP. C) an index. D) visual aids. E) an appendix.

Q: Unlike reports, most proposals A) contain many supplementary parts. B) contain few supplementary parts. C) never contain an appendix. D) are never analytical. E) are written in an informal tone.

Q: Proposals addressed to potential customers and investors A) are nearly always formal. B) rarely include a copy of the RFP. C) are less formal than those addressed to internal audiences. D) should never include visuals. E) should always be single-spaced.

Q: In preparing a formal report, how can you ensure the accuracy of your table of contents?

Q: Explain the difference between a title fly and a title page.

Q: Explain why it is generally best to prepare the prefatory parts of your report after you've written the text.

Q: List at least three types of materials commonly included in appendices.

Q: Briefly explain the difference between a synopsis and an executive summary.

Q: When should you include a separate list of illustrations with your report?

Q: Describe the primary function of the letter of transmittal.

Q: List at least three factors that can help you decide what parts to include in a business report.

Q: Acknowledging sources in the body of a report is appropriate for academic work, but never in business.

Q: The most common supplementary parts to include in a formal report are the appendix, the bibliography, and the index.

Q: The introduction is a good place to tell readers why they should be concerned with your topic.

Q: The table of contents should always include all levels of headings for the report.

Q: If a report does not have a synopsis, the letter of transmittal can summarize the major findings, conclusions, and recommendations.

Q: Because they fall at the beginning of a report, write the prefatory parts first.

Q: Because they are based on the main text of the report, prefatory parts should be written A) after the text has been completed. B) first. C) when adding illustrations. D) during the brainstorming process. E) after the final round of proofreading.

Q: One way to indicate a major shift in the flow of the report is to incorporate A) larger headings. B) page breaks. C) graphics. D) underlined text. E) italics.

Q: The close of a report A) requests a decision. B) reviews the reader benefits. C) spells out exactly what should happen next. D) summarizes the merits of your approach. E) restates your qualifications.

Q: The body of a proposal A) offers complete details of an idea. B) gives facts, statistical evidence, and tends. C) is used to offer advantages and disadvantages of a course of action. D) gives complete details on a proposed solution and describes anticipated results. E) describes benchmarks for evaluating options and alternatives.

Q: Which of the following would be included in the introduction of a proposal, but not a report? A) discussion of the problem or purpose B) report organization C) scope D) sources and methods E) solution

Q: When should charts, graphs, and other visual elements be incorporated into the report? A) after the report has been completed B) after the first round of proofreading C) when you are satisfied with the quality of your text D) when you begin to draft content E) when creating the list of illustrations

Q: What is the purpose of the bibliography section in a formal report? A) It limits your ethical obligation to credit your sources. B) It replaces the use of references. C) It includes the names and subjects mentioned in a report. D) It includes material that is not directly relevant to all audience members. E) It fulfills your ethical obligations to credit sources and allows readers to consult the sources.

Q: The ________ is not included in the prefatory parts of a formal report. A) introduction B) letter of authorization C) letter of transmittal D) table of contents E) executive summary

Q: Within the context of preparing formal reports and proposals, the term limitations A) sets the boundaries of your research, that is, what you will and will not investigate. B) presents excuses for inadequate research or a poorly written report. C) specifies the risks, rewards, costs, and benefits of a specific course of action. D) refers to factors beyond your control that affect the quality of the report. E) specifies what will happen if the solution is not accepted.

Q: If you want to call attention to the visuals in a formal report, you should A) work them into the table of contents. B) submit them as a separate enclosure. C) cite their sources in the bibliography. D) include a list of illustrations as a prefatory element. E) refer to them in your conclusions and recommendations.

Q: The introductory section of a formal proposal includes all of the following except A) the scope of the proposal. B) a statement of qualifications. C) a brief description of the solution. D) the background or a statement of the problem. E) an overview of how the proposal is organized.

Q: An index A) may include the names of important persons mentioned in your report. B) lists only the names of authors cited in the report. C) is never necessary in business reports. D) should always be prepared by someone other than the author of the report. E) can replace a bibliography.

Q: You've used information from several websites to support your argument in a formal report. You should A) not bother documenting the sources in a business report. B) provide source information only if the audience requests it. C) clearly document the sources in the report. D) only document the sources if they're copyrighted. E) document the source in an appendix.

Q: The list of secondary sources at the end of a report can be labeled "References" when A) it contains fewer than 10 items. B) it contains more than 50 items. C) it is incomplete. D) you want the tone of your report to be conversational. E) you include works consulted but not mentioned in your report.

Q: The list of secondary sources at the end of a report is labeled "Works Cited" when it contains A) all the secondary sources consulted in preparing the report. B) more than ten entries. C) only those secondary works that were mentioned in the report. D) anonymous sources. E) sources that you feel uncertain about.

Q: All appendices should be A) listed in the table of contents but not mentioned in the text of the report. B) mentioned in the text of the report but not listed in the table of contents. C) mentioned in the text of the report and listed in the table of contents. D) included in the index but not listed in the table of contents. E) printed in a font that is different from the rest of the report.

Q: Placing detailed supporting materials online instead of in a traditional appendix A) can make it much more convenient for readers to access. B) suggests that you don't know how to incorporate them into the report. C) is not acceptable unless your report is highly technical. D) is a great inconvenience for your audience. E) often leads to legal problems.

Q: Materials in an appendix are not incorporated into the text because A) they are controversial. B) they include bad news. C) they are not relevant to everyone in the audience. D) they are boring. E) they include multiple categories of information.

Q: The authors of an informational report have referred to a multitude of data on the spending habits of 18- to 25-year-old Americans. They want to provide readers with access to this information, but realize it's too lengthy to include in the body of the report. Where should they place it? A) in an appendix B) after the letter of transmittal C) between the prefatory parts and the introduction D) at the very end of the report, in a section labeled "Extras" E) Nowhereit should simply be left out.

Q: Which of the following is the best heading for the close of a formal report? A) Ending B) Take-Aways C) Final Thoughts D) The Point E) Summary

Q: In a proposal designed to persuade clients to order surge protection equipment from your company, the close should A) outline the report's key findings. B) include your analysis of the data you've presented. C) describe the action(s) you would like readers to take. D) answer the questions that led to the report. E) tell readers why they will regret not making a purchase.

Q: You're preparing a report on how to reduce network problems at your company's home office. Since the report is organized in the direct approach, the close should A) present the conclusions and recommendations for the first time. B) be relatively long. C) be relatively brief. D) end by asking readers for a decision. E) restate your qualifications.

Q: Which of the following is not a typical function of the introduction to a report? A) establishing the context B) previewing main ideas C) identifying the opportunity to pursue D) documenting sources E) establishing the tone and reader relationship

Q: The best way to decide what to include in an introduction is to A) consult with more experienced report writers. B) figure out what kinds of information will most help your readers follow and comprehend the report. C) put in as many standard topics as you can cover in 10 pages or less. D) do a quick survey of potential readers. E) skim the report quickly, and list what you remember.

Q: An executive summary A) is never longer than a few paragraphs. B) may contain headings and visual aids. C) comes before the synopsis in the prefatory section of a report. D) is always included with reports longer than 10 pages. E) is the same thing as a synopsis.

Q: An executive summary A) is shorter than a synopsis. B) gives a fully developed "mini" version of the report. C) provides additional information (not covered in the report) that executives will need. D) is a "prose table of contents." E) should be written in a tone that is much less formal than the report itself.

Q: A descriptive synopsis A) tells what the report is about in moderately greater detail than the table of contents. B) includes the actual findings of the report. C) presents the main points of the report in the order they appear in the text. D) replaces the table of contents. E) is preferable if your report is organized using the direct approach.

Q: An informative synopsis A) simply tells what the report is about. B) presents the main points of the report in the same order as the text. C) omits the findings of the report. D) is preferable if your report is organized using the indirect approach. E) provides moderately greater detail than the table of contents.

Q: The term ________ is another name for a synopsis in a technical or professional report. A) abstract B) thesis C) prospectus D) quick view E) outline

Q: The synopsis of a formal report is A) a concise overview of the report's most important points. B) a short summary containing subheadings and visual aids. C) usually anywhere from two to five pages. D) never more than five lines in length. E) never longer than a single sentence.

Q: If you will create a PDF file of a business report for electronic distribution, each entry in the table of contents should be A) italicized. B) in boldface type. C) in all caps. D) a clickable link that takes readers to the appropriate place in the report. E) underlined.

Q: To help ensure accuracy, the table of contents for a formal report should be prepared A) before the text is written. B) as you are drafting the text. C) as you prepare the list of references. D) along with the footnotes or endnotes. E) after the report is complete, thoroughly edited, and proofed.

Q: In a complex formal report, it is often helpful to include A) a table of contents that lists every heading in the report plus titles of illustrations and tables. B) two tables of contents: a high-level table that shows only major headings, followed by a detailed table that includes all headings and subheadings. C) everything but prefatory parts in the table of contents. D) everything but supplementary parts in the table of contents. E) asterisks beside the titles of all key parts in the table of contents.

Q: One of the headings in your report is, "Unexpected Price Increases." In the table of contents, the heading should A) be worded exactly the same way. B) not be included. C) be paraphrased. D) be in boldface type. E) be in all caps.

Q: The letter of authorization and the letter of acceptance are used to A) identify who worked on the report. B) make sure everyone is clear about the report's intent. C) introduce the report to the audience. D) acknowledge the audiences concerns. E) explain how the report addresses issues for the audience.

Q: For printed reports, the letter of transmittal is most often positioned A) right before the table of contents. B) just after the table of contents. C) in between the introduction and first chapter of the report. D) on the outside of the report cover, usually fastened with a paper clip or staple. E) at the beginning of the introduction.

Q: The letter of transmittal should A) discuss how information in the report was gathered. B) be different for every person receiving the report. C) minimize controversial issues in the report. D) introduce the report to the audience. E) do nothing more than thank readers for their interest in your report.