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Q:
The letter of transmittal
A) may follow the direct or indirect plan.
B) has a more formal style than the report itself.
C) is usually included as an appendix.
D) should be written in an informal tone.
E) is never written as a memo.
Q:
A letter of ________ is a specialized cover letter that introduces your report to the audience.
A) authorization
B) acceptance
C) transmittal
D) introduction
E) appreciation
Q:
Information such as the report title, the writer's name, and the submission date are usually found
A) on the title page.
B) on the title fly page.
C) on the cover.
D) in the letter of transmittal.
E) in the letter of authorization.
Q:
You should include a title fly with business reports when you want to
A) give the name of the company for which the report has been prepared.
B) add a touch of formality to the report.
C) protect the report from dirt and careless handling.
D) provide a page for the reader to make notes on.
E) make it easier for readers to get straight to the text of your report.
Q:
Which of the following is not included in the prefatory parts of a formal report?
A) cover
B) letter of authorization
C) introduction
D) table of contents
E) title page
Q:
The prefatory parts of a report should
A) help readers decide whether and how they need to read the report.
B) be prepared and written before the text of the report.
C) include an introduction to the report.
D) not require any revision once they are written.
E) be placed at the end of the report.
Q:
In a report designed to organize a new task force, the close should
A) identify the report's authors.
B) include an analysis of the data you've presented.
C) list the action that you would like readers to take.
D) discuss why the report was written.
E) describe how tasks will be broken down.
Q:
When revising reports and proposals, present your data in a way that
A) requires the reader to read the entire report or proposal.
B) incorporates a variety of styles.
C) incorporates bullets and lists.
D) meets your audience's needs.
E) limits the use of transitions.
Q:
Formal reports include an extra measure of polish and professionalism and often include ________ that are not used in informal reports.
A) varied sentence length
B) headings and subheadings
C) transitions
D) lists and bullets
E) packaging elements
Q:
The revision process for formal reports and proposals includes all of the following except
A) profiling the audience.
B) evaluating overall organization.
C) adding headings and subheadings.
D) making sure the content responds to audience needs.
E) striving for writing that is clear, concise, and compelling.
Q:
As you're revising the content of an online report,
A) avoid the use of headings and subheadings.
B) include extraneous details; then let your audience sort them out.
C) scatter essential elements throughout the text of the report.
D) strip out all information that doesn't directly meet audience needs.
E) expand topics through the use of links.
Q:
The revision process for business reports is essentially the same as it is for other messages but
A) often requires far less effort.
B) often takes much less time.
C) often takes considerably more time.
D) often can be accomplished entirely by common word processing software.
E) is only rarely required.
Q:
The four tasks involved in completing business reports and proposals include all of the following except
A) distributing.
B) revising.
C) producing.
D) illustrating.
E) proofreading.
Q:
How does proofreading reports and proposals differ from proofreading other business messages?
Q:
When distributing reports and proposals electronically, why is it preferable to send documents as PDF files instead of word-processor files?
Q:
If you are competing with several other firms in the submission of a proposal, one way to stand out from the competitors is to
A) include strong graphics on the cover.
B) deliver it in person.
C) use a professional delivery service.
D) call later that day to ensure arrival.
E) deliver the proposal over a celebratory lunch.
Q:
One advantage in using a PDF file to send a report is the author's ability to
A) manage group changes.
B) control how the document is displayed on a computer.
C) determine how long the document will be available to the recipients.
D) limit group input and comments.
E) ensure timely delivery.
Q:
Which of the following would be the most effective way to deliver a report that you've prepared for a small group of managers in your local office?
A) Deliver the report to them in person.
B) Ask a coworker to drop off the report.
C) Use interoffice mail to distribute copies of the report.
D) Tell those managers to download the report from your webpage.
E) Save the report in an open-source format on a USB drive and send it via the USPS.
Q:
Three weeks ago, you sent a proposal to a client who had asked for information on upgrading his company's security system. You've heard nothing in response. You should
A) inquire politely as to whether the report arrived and offer to answer any questions regarding its subject.
B) take it as a sign that the client agrees with what you had to say.
C) assume that the report has not been read.
D) call the client and demand to know why you haven't received a response yet.
E) call the client's office, give a fictional reason for calling, and then casually ask about the report as if you had forgotten about it, as well.
Q:
If your company or client expects you to distribute your report online,
A) make sure that the file is in the right location.
B) deliver hard copies to those who are slow to respond on email.
C) indicate in an email when a response is expected.
D) verify the onscreen display of the report after you've sent it.
E) load visuals in a separate file.
Q:
Sending reports and proposals as PDF files
A) reduces the likelihood of inadvertently spreading macro viruses and other contaminations.
B) increases the chances of inadvertently spreading macro viruses and other contaminations.
C) gives you less control over how the document is displayed on the audience's computer.
D) is likely to frustrate audiences, since they require expensive software to open.
E) makes it especially difficult to gather comments and other input from reviewers.
Q:
For electronic distribution of reports and proposals, you should
A) always send documents as word-processor files, unless the audience requests otherwise.
B) always send documents as PDF files, unless the audience requests otherwise.
C) send the documents multiple times as email attachments, just to make sure they get there.
D) send WordPerfect files, rather than Microsoft Word or PDF.
E) request a notice when the report or proposal is received.
Q:
Using FedEx or UPS to deliver a formal report or proposal
A) is a waste of moneyfirst-class mail is almost always preferable.
B) is necessary only when sending the document overseas.
C) will, in most cases, make you appear desperate.
D) will be viewed as a careless use of money by the audience.
E) allows you to track the report and ensure that it is delivered on time.
Q:
Why is it often helpful to enlist the help of two people when proofreading reports and proposals?
Q:
When you proofread the text part of a report, you should essentially look for the same types of mistakes as you would look for in any business message.
Q:
Minor flaws in the final draft of a report
A) generally go unnoticed.
B) are usually caught with software tools.
C) do not have a significant impact on the report.
D) may affect your credibility.
E) may damage your career.
Q:
An ideal approach to proofreading a formal report or proposal is to
A) skim it quickly as soon as you finish drafting it, and then send it ASAP.
B) have two people review itone who is an expert on the topic and one who is not.
C) never rely on anyone other than yourself.
D) rely heavily on spell checkers, grammar checkers, and other software tools.
E) proofread the visuals first.
Q:
Proofreading reports is different from proofreading other kinds of business messages in that
A) reports usually have more typographical errors.
B) the visual aids in reports don't usually need proofing.
C) reports often have elements that aren't included in other business messages.
D) audience expectations are usually lower when it comes to reports.
E) it is difficult to have a third party proofread the work because they are not familiar with the subject.
Q:
One important step in proofreading formal reports and proposals is to
A) go back and use the most impressive words you can find to describe key concepts.
B) proof your visuals thoroughly and make sure they are positioned correctly.
C) ignore topics and focus exclusively on content.
D) simply rely on your software's spelling and grammar checkers to find any errors.
E) keep in mind that speed is often more important than accuracy.
Q:
In preparing a solicited proposal, how should you handle the RFP?
Q:
In a formal proposal, how do you determine the organizational approach to use in the letter of transmittal?
Q:
In preparing a formal proposal, how should you determine whether to treat the letter of transmittal as a positive, negative, or persuasive message?
Q:
List at least three elements normally included in the body of a formal proposal.
Q:
The close of a formal proposal emphasizes the benefits that readers will realize from your solution.
Q:
A synopsis or executive summary is usually less useful in a formal proposal than in other types of formal reports.
Q:
Proposals addressed to external audiences, including potential customers and investors, are nearly always formal.
Q:
A reference to the ________ is found in a proposal, but is not included in a report.
A) title fly
B) appendix
C) RFP
D) letter of transmittal
E) table of contents
Q:
In a workplace report, refer to each visual before readers see it in a document or onscreen.
Q:
A(n) ________ helps readers understand the various design elements used in a visual.
A) caption
B) descriptive title
C) legend
D) informative title
E) infographic
Q:
Ideally, all visuals should
A) be placed in a separate appendix.
B) use the same format.
C) be as close to the text referring to it as possible.
D) be alphabetized.
E) be bunched.
Q:
When integrating a visual into the text,
A) place all visuals at the end of the text in an appendix.
B) avoid the use of titles or other descriptors.
C) switch back and forth between visuals and words.
D) refer to the visuals in the text.
E) use sidebars.
Q:
To ensure that the visual is ________, look for mistakes such as undocumented symbols and misaligned elements, and check to be sure that the message is accurately delivered.
A) accurate
B) honest
C) properly documented
D) parallel
E) needed
Q:
Which of the following is an example of a descriptive title for a visual aid?
A) How CamCo Reduces Costs
B) CamCo Cost Reductions
C) Reducing Costs Is a Number-One Goal at CamCo
D) CamCo
E) Figure 1
Q:
The primary difference between titles and captions of visuals is that
A) titles are usually longer than captions.
B) captions usually appear above visuals, whereas titles appear below.
C) captions offer discussion of the visual's content.
D) titles provide detailed descriptions of visuals, but captions give only short descriptions.
E) None of the abovethey are simply different terms for the same thing.
Q:
The ideal balance between the visual and the verbal should depend on
A) the needs of your audience.
B) the length of the report/presentation.
C) the amount of money available for underwriting the costs of graphics.
D) internal company guidelines.
E) the variety of visuals use.
Q:
A ________ identifies the topic of an illustration; however, an ________ calls attention to the conclusion that should be drawn by the data in the illustration.
A) descriptive title; informative title
B) decorative sidebar; integrated title
C) descriptive heading; informative subheading
D) descriptive legend; informational caption
E) declarative caption; informational legend
Q:
In computer graphics, a template
A) is a tool for creating curves and geometric shapes.
B) helps ensure an effective design and saves you the time of making numerous decisions every time you create a chart or graphic.
C) is any kind of chart generated by a spreadsheet program.
D) is a tool for creating classic architectural views.
E) is helpful only for those who cannot use basic software functions.
Q:
Discuss six principles to keep in mind when designing visuals regarding the aesthetic and symbolic aspects of graphic art.
Q:
In a line chart, what do the vertical and horizontal axes normally illustrate?
Q:
List at least five types of visual aids commonly used to present data in business documents. Provide an example of a specific task for which one type would be especially useful.
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:
One potential disadvantage of using a photograph to help explain a repair procedure is that it shows so much detail.
Q:
Data visualization focuses on extracting broad meaning from data (rather than on clarifying individual data points).
Q:
Tables presented in printed documents must contain fewer columns and rows than tables presented online.
Q:
The more decorative elements you can add to a graphic, the more interesting and useful it will be to the audience.
Q:
The term visual literacy refers to a person's abilities to create effective images and interpret visual messages correctly.
Q:
Visual images have connotative meanings that are consistent across cultures.
Q:
When creating visuals for massive data sets, complex quantities, or dynamic data, use
A) flowcharts.
B) infographics.
C) data visualization.
D) line and surface charts.
E) tables.
Q:
A massive collection of data from a variety of sources is referred to as
A) tag clouds.
B) big data.
C) data visualization.
D) infographics.
E) parallelism.
Q:
To emphasize different quantities or ideas, use visual choices that
A) are formal.
B) create parallelism.
C) are simple.
D) follow rules of convention.
E) contrast.
Q:
The ability of the sender to create effective images that are correctly interpreted by the receiver is
A) visual parallelism.
B) big data.
C) visual symbolism.
D) visual literacy.
E) convention.
Q:
Many design elements have ________, and their connotative meanings can evolve over time to mean different things in different cultures.
A) numbers
B) denotative qualities
C) visual symbolism
D) infographics
E) visual literacy elements
Q:
The advantage of incorporating visuals is
A) they force the reader to slow down to study the message.
B) they convey less information than text, so the reader will have to read the text for supporting material.
C) people are less numbers-oriented and rely on visuals for meaning.
D) the reader is more likely to be drawn more deeply into the message.
E) they are easy to change for diverse audiences.
Q:
If you find a photograph online that you want to use in a document,
A) you don't need permissionyou are protected by fair use doctrine.
B) you don't need permission unless you are using it in marketing materials.
C) if it is not specifically offered free, assume that someone owns it and is entitled to credit and/or payment.
D) you can do so without permission unless you have to pay to download it.
E) add it with an embedded link.
Q:
A special class of diagrams called ________ contains enough visual and textual information to function as standalone documents.
A) photographs
B) pictograms
C) data clouds
D) infographics
E) geographic information systems
Q:
If you're planning to create a table for online use, ________ to make sure that the table is easy to read.
A) reduce the number of columns and rows
B) eliminate lines and spaces between columns and rows
C) display data items in unrounded, multiple units
D) present large amounts of data and information
E) add additional columns and rows
Q:
When you need to show processes, transformations, and other activities, the most effective visual choice would be
A) infographics.
B) flowcharts and diagrams.
C) animations and videos.
D) data visualizations.
E) word clouds.
Q:
Use a ________ to show frequency or distribution of parts in a whole.
A) line chart
B) bar chart
C) histogram
D) flowchart
E) pie chart
Q:
To avoid ethical problems with visual support in a message,
A) limit background information.
B) exaggerate visual information that supports your argument.
C) group data carefully.
D) use emotional manipulation.
E) simplify cause-and-effect relationships whenever possible.
Q:
Use the concept of ________ to help you design visuals that are consistent from one page of a document to the next.
A) data visualization
B) visual parallelism
C) tag clouds
D) data redundancy
E) big data
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.
E) indicate trends over time.
Q:
To illustrate how your department's budget will be distributed by percentage and type of expense, you should use
A) an organizational chart.
B) a table.
C) a pie chart.
D) a line chart.
E) a flow chart.
Q:
A bar chart would be particularly useful for
A) illustrating what percentages of a company's monthly budget are spent on utilities and other expenses.
B) comparing market shares of three breakfast cereals from 2011 to 2012.
C) showing the stages in production of a jet engine.
D) depicting the proportion of advertising dollars spent on various major media.
E) showing how the marketing budget has changed since 2014.
Q:
A surface chart
A) shows trends over time.
B) shows a cumulative effect.
C) shows an arrangement of data in columns and rows.
D) shows how parts of a whole are distributed.
E) lists a sequence of events from start to finish.
Q:
The best visual for illustrating a manufacturer's quality control process would be a
A) line chart.
B) flowchart.
C) table.
D) pie chart.
E) bar chart.
Q:
The best type of visual aid for showing that annual consumer spending has decreased over the past ten years would be
A) a table.
B) a pie chart.
C) a line chart.
D) an organization chart.
E) a flowchart.
Q:
If you have a great deal of detailed, specific information to present, the best visual to use would be a
A) table.
B) pie chart.
C) diagram.
D) flow chart.
E) bar chart.
Q:
Clip art cluttering a bar chart is an example of
A) a pictogram.
B) chartjunk.
C) a good way to grab reader interest.
D) a pictograph.
E) an embedded link.
Q:
Data and other information presented in the report
A) should be positive.
B) must be easy to find.
C) should be relatively precise.
D) must be factually correct.
E) should include reader friendly decorative elements.
Q:
Briefly explain how a wiki can help teams and other groups, and describe at least three points wiki contributors should keep in mind to increase their effectiveness.