Q&A Hero

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) none of the above.

Q: Organizing main points of the speech by categories or divisions of a subject is called logical reasons order. a.True b.False

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: The organizational pattern you choose will determine the order of your main points. a.True b.False

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: Of the following, the best way to cite a source in a speech would be: a.According to a magazine I read last week........... b.According to Arthur Jones in Harper's magazine, August 7, 1989, in an article entitled "New Sources of Energy," on page 17 ... c.According to Arthur Jones in an article in last August's issue of Harper's magazine ... d.According to "New Sources of Energy" ...

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) double-check that you've uploaded the correct file. C) make sure that all hyperlinks are in place and operational. D) verify the onscreen display of the report after you've posted it. E) all of the above.

Q: The key to preparing oral footnotes is to _____________________. a.acknowledge the sources of the information you use in your speeches b.offer enough credentials to enhance the credibility of the information you are citing c.include enough information for listeners to access the sources themselves d.all of these

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: ________________ is a structured problem-solving discussion held by a group in front of an audience. a.A panel discussion b.A symposium c.An oral brief d.An oral brief

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) do none of the above.

Q: Kwan creates a 16-slide PowerPoint presentation with bullet points and graphs that illustrates his group's progress. He posts it on a webpage that all project members and managers can access. Kwan's document is called ___________________. a.a symposium b.an oral brief c.a written brief d.a remote access report

Q: Using FedEx or UPS to deliver a formal report or proposal A) is a waste of money—first-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 not allow you to confirm whether the report has been delivered. E) allows you to track the report and ensure that it is delivered on time.

Q: Before starting a major section of a project, Aja types up a one-page report that summarizes the issue, major information about it, her group's plan, and their rationale for doing what they plan to do. She prints the document and gives it to her boss. This document is called ____________. a.a symposium b.an oral brief c.a written brief d.a remote access report

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 it—one who is an expert on the topic and one who is not. C) never rely on anyone other than yourself. D) completely avoid using spell checkers, grammar checkers, and other software tools. E) send the draft to a competing company, and ask for their feedback.

Q: _______________ are the sets of behaviors that help a group develop and maintain cohesion. a.task roles b.maintenance roles c.procedural roles d.leadership roles

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) None of the above–reports do not differ significantly from other business messages.

Q: Which of the following criteria can be used to determine whether an individual's participation was effective? a.The group member voiced strong opinions frequently. b.The group member was on time. c.The group member was dressed appropriately. d.The group member contributed to the cohesiveness of the group.

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: After a meeting, a group leader should _______________________________. a.evaluate the effectiveness of each group member and communicate this to them b.wait until the note-taker has distributed the minutes to everyone before discussing the meeting outcomes c.review the decisions group members made and ask them to justify their choices d.prepare and distribute a meeting summary

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: Statements such as "I think most of us are stating the same points. Are we really in agreement that..." are made to ________________. a.monitor conflicts b.periodically check to see if the group is ready to make a decision c.verify the agenda d.control group thinking

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) do all of the above.

Q: Statements such as "We've spoken on this topic for ten minutes. We have five more minutes to discuss it before we have to move on to the next agenda item" are made to _________________. a.monitor conflicts b.periodically check to see if the group is ready to make decision c.monitor the time d.implement the group's decision rules

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: Statements such as "I've heard five comments in favor of this proposal and three against. Are we ready to take a vote?" are made to _______________. a.monitor conflicts b.periodically check to see if the group is ready to make a decision c.verify the agenda d.stay on schedule

Q: You're sending an unsolicited 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) persuasive messages. B) bad-news messages. C) good-news messages. D) routine messages. E) operational reports.

Q: During the meeting, the leader is responsible for ________________________. a.deciding who should attend the meeting b.using informal conversation to repair damaged relationships c.intervening if the conflict level becomes a problem d.providing refreshments and entertainment

Q: In a formal 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) unnecessary. E) most effective if it does not mention the RFP to which you are responding.

Q: Which of the following is not a procedural leadership role? a.Recording b.Gatekeeping c.Expediting d.Harmonizing

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) all of the above.

Q: When exploring a relationship, good advice about self-disclosure except ____________________________________. a.relate a secret about yourself so the person can get to know you better b.reveal the kind of information about yourself you want the other person to disclose to you c.keep disclosures on the sharing feelings level d.not reveal anything about yourself during the first meeting

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: Self-disclosure ______________________________________. a.means telling everything possible about a given topic b.is synonymous with personal style feedback c.occurs when personal thoughts or behaviors are shared with another d.is always appropriate e.concerns only factual biographies

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: Mary does not like to talk to others about her financial situation. When her friend asks her how much savings she has she says, "Oh, I'm not sure; my parents take care of that," even though she is the one who manages her finances. Mary's response indicates what? a.A direct strategy to manage privacy b.An indirect strategy to manage privacy c.Rapport-talk d.Report-talk

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: Accommodating may be appropriate when the issue is not important, but the relationship is. a.True b.False

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) All of the above are true.

Q: Praise is not effective unless it is focused on the specific behavior or accomplishment. a.True b.False

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) do none of the above.

Q: Describing feelings teaches others how to treat us by explaining how what has happened affects us. a.True b.False

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: Telling a white lie can be an effective way to assert privacy. a.True b.False

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: You should self-disclose more intimate information only when you believe the disclosure represents an acceptable risk. a.True b.False

Q: All appendixes 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: Delia and Eloise are so bored of their routines that they decide to completely disregard predictability and spend a week doing lots of new things they have never done. This is an example of which strategy of managing relationship dialectics? a.Temporal selection b.Topical segmentation c.Neutralization d.Reframing

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: What is it called when a couple compromises between the desires of one partner and the desires of the other? a.neutralization b.topical segmentation c.reframing d.temporal selection

Q: Materials in an appendix are not incorporated into the text because A) they are controversial. B) they include bad news. C) they are too long, or not relevant to everyone in the audience. D) they are boring. E) they are completely unrelated to the report.

Q: We use digital technology to maintain relationships. Most of our ongoing relationships are characterized by ____________, which means that we use more than one medium to maintain our relationships. a.medium multiplicity b.medium multiplexity c.media multiplicity d.media multiplexity

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) Nowhere–it should simply be left out. B) In an appendix C) After the letter of transmittal D) Between the prefatory parts and the introduction E) At the very end of the report, in a section labeled "Extras"

Q: What is the difference between an acquaintance and a friend? a.Friends are people that we have known for a longer period of time. b.Acquaintances are classified by context, and friends are not. c.Friends are people with whom we have voluntarily negotiated more personal relationships d.None of these.

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: Jocelyn is one of Violet's Facebook friends. They went to high school together but never saw each other outside of school. When Facebook reminds Jocelyn that it's Violet's birthday, she writes "Happy Birthday!" on her wall, but they do not communicate otherwise. Jocelyn and Violet are ___________________. a.acquaintances b.friends c.close friends d.intimates

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 they can choose not to make a purchase, but they will regret it.

Q: Some people achieve more closeness in online relationships than in equivalent face-to-face relationships. a.True b.False

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 what they think is the best course of action. E) make it clear that it would be foolish and irresponsible to ignore your recommendations.

Q: Your Johari window is not fixed; it will change over time to reflect changes in your relationships. a.True b.False

Q: Which of the following is not a typical function of the introduction to a report? A) Telling the audience what the report is about B) Explaining to readers why they should be concerned about the topic C) Outlining how the report is organized D) Documenting sources E) All of the above are typical functions.

Q: According to your textbook, a platonic relationship is less intimate than a romantic relationship. a.True b.False

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: Topical segmentation is the most effective way to manage relationship dialectics. a.True b.False

Q: You've prepared a 7-page report for a local government official, outlining the potential for your company's involvement with downtown revitalization. In this short report, it would be reasonable to A) not include an executive summary. B) not include a synopsis. C) combine the executive summary with the letter of transmittal. D) do any of the above. E) do none of the above.

Q: To successfully terminate a relationship, we should ___________________________________. a.avoid the other person b.spend less and less time together until we don't see each other c.be direct, open, and honest d.persuade the other person to withdraw from the relationship

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: All of the following are mentioned by your textbook as reasons for the termination of a relationship except ____________________. a.poor communication b.bad hygiene c.rejection d.boredom

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 unnecessary if the report is not intended for executives. E) should be written in a tone that is much less formal than the report itself.

Q: Your friend says to you, "I failed two of my classes this semester," as she shows you her report card. Which of the following statements is a fact? a.Your friend is upset about her grades. b.Your friend failed two classes. c.Your friend did not try very hard this semester. d.Your friend is not very smart.

Q: The primary difference between an informative synopsis and a descriptive synopsis is A) the descriptive synopsis is more detailed. B) the informative synopsis is more detailed. C) the informative synopsis omits the report findings. D) the descriptive synopsis is preferable if your report is organized using the direct approach. E) none of the above–there are no significant differences.

Q: If you want to offer emotional support to your friend, which of the following does your book recommend that you do? a.Use supportive responses that encourage the other person to talk about the distressing situation b.Try to make it sound like you are not giving advice. c.Give a detailed account of a time you experienced something similar. d.Emphasize that you are an impartial observer.

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: Which of the following techniques is not likely to help you improve your attending skills a.getting physically ready to listen b.providing feedback cues c.observing nonverbal cues d.resisting mental distractions

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: We are more apt to self-monitor when we are familiar with the situation. a.True b.False

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: The terms prejudice and discrimination both involve action and can be used interchangeably. a.True b.False

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: A person's culture has very little influence on the perception process. a.True b.False