Deck 5: Communicating Electronically

Question 1

Identify a true statement about the legal requirements governing electronic messages.

A)A copy of an electronic message cannot be produced as verification in the courts.
B)Inability to locate emails and other documents demanded by courts cannot be considered negligence.
C) Evidence produced by companies in the form of an email is considered invalid by the courts.
D) Destroying email messages in violation of securities rules is a sure path to destruction.

Answer 1

D

Question 2

Chris and Stephanie are friends who reside in two different states. They stay in touch with the help of a computer program that allows them to send messages to each other that both of them can immediately see when they are online. In this scenario, the technology used by Chris and Stephanie is:

A)blogging.
B)phishing.
C) text messaging.
D) instant messaging.

Answer 2

D

Question 3

Which of the following statements is true of instant messaging (IM)?

A)With IM, your conversation with someone is free from eavesdropping.
B)With IM, it is important to pay careful attention to spelling and grammar when trading messages.
C) The best known IM programs require special hardware and training.
D) To use IM, you maintain a list of people with whom you want to interact.

Answer 3

D

Question 4

Stuart is agitated by the political developments that took place in his country in the last couple of months and decides to share his views. He posts his concerns online by filling a simple online form on his browser. The visitors to his online journal can post comments. The technology used in this scenario is an example of:

A)crowdsourcing.
B)Skyping.
C) blogging.
D) Yammering.

Question 5

Which of the following is true of data security?

A)Policies associated with data security generally require that employees share data informally.
B)The responsibilities of collecting, handling, and storing data properly rest solely with a company's database administrator.
C) Risks associated with data security include breaches of confidentiality and failure to offer choice in what information is shared.
D) Even data that is no longer needed should be preserved securely.

Question 6

Aaron, an employee of MindRaft Inc., had an argument with one of his colleagues, Ron. Following this, Aaron sent hate mails containing sarcastic and offensive statements to Ron. In this scenario, the message sent by Aaron is an example of a _____.

A)spam
B)flame
C) slander
D) hoax

Question 7

Which of the following is true of effective Web writing?

A)Web users refer frequently to directions and are likely to read little notes, sidebars, and help files.
B)Information on a website should follow the pyramid style of writing common in newspaper writing.
C) Web users can more quickly scan items in rows rather than columns.
D) English-speaking readers typically start scanning at the right side of the main content area of a website.

Question 8

Who among the following adheres to the guidelines for preparing effective email messages?

A)Alan, who focuses on multiple topics and addresses all of them in the email
B)Ellis, who restates the subject in the body of the message
C) Jake, who avoids using a descriptive subject line
D) Mary, who avoids integrating graphs and pictures into the email

Question 9

Which of the following is true of email?

A)It is costly if used for communicating with people located in different time zones.
B)It is best suited for delivering sensitive and confidential information.
C) It offers a personal touch to business communication.
D) It facilitates the fast, convenient flow of information among users at various locations.

Question 10

Which of the following statements is true of a company's right over its employees' electronic communication?

A)Employees' electronic communications cannot be intercepted by a company.
B)US courts have denied the right of companies to monitor the electronic mail of employees.
C) A company can monitor its employees' electronic communications without consent.
D) A company technically owns its employees' electronic communications.

Question 11

_____, which are websites that provide virtual communities in which people with shared interests can communicate, are common sources of viruses and spyware.

A)Uniform resource locators
B)Social networking sites
C) Web browsers
D) Proxy servers

Question 12

Which of the following considerations must be made before sending a message?

A)An electronic format is preferred over a face-to-face encounter for sensitive situations.
B)A technological option is inappropriate if the message is straightforward and informative.
C) Messages cannot be retrieved once they are deleted.
D) The communication channel should fit the sender's purpose.

Question 13

Identify a true statement about channel selection.

A)If a message is straightforward and informative, a technological communication channel is inappropriate.
B)Before choosing a communication channel, it should be determined whether a permanent record of a message is needed or if a temporary form would suffice.
C) An electronic communication tool is appropriate for communicating bad-news messages in sensitive situations.
D) Personal interaction cannot replace written communication, printed or online, which is essential in today's team-based work environments.

Question 14

Which of the following is an advantage of email communication?

A)It reduces a company's costs.
B)It offers a personal touch.
C) It is safe from malicious attacks.
D) It ensures a quick verbal response.

Question 15

Which of the following is a guideline that assists in effective email usage?

A)Check mails once every week.
B)Do not contribute to email overload.
C) Send messages that are formatted.
D) Do not use separate accounts for receiving messages.

Question 16

To avoid the legal perils of electronic communications, employees must be taught to:

A)write loose messages.
B)use technical jargon.
C) delete all old messages.
D) organize relevant messages.

Question 17

_____ is particularly well suited to text messaging because the names of the numbers are also close to the sounds of certain words.

A)Mandarin
B)Arabic
C) Japanese
D) English

Question 18

_____ is effective when sending a single message to several recipients and when needing to communicate 24 hours a day, 365 days a year.

A)Email
B)Spyware
C) A wiki
D) A weblog

Question 19

Which of the following statements is true of text messaging?

A)It cannot be used to send messages from a cellphone to a computer.
B)It puts less premium on conciseness than email.
C) It is a refinement of computer instant messaging.
D) It cannot be used for business purposes.

Question 20

Which of the following guidelines should you follow for effective email communication?

A)Send to single or multiple addressees.
B)Avoid restating the subject in the body of a message.
C) Focus on multiple topics in a single message.
D) Avoid using graphic highlighting.

Question 21

Abdul, a manager at Chrysum Corp., was assigned the task of overseeing the operations in a foreign office for a week. Before leaving the country, Abdul recorded a message on his phone to inform callers that he was away from home and would return their calls when he returned. In this scenario, the technology used by Abdul is an example of:

A)instant messaging.
B)weblogging.
C) cellphone communication.
D) voice mail communication.

Question 22

Which of the following is a guideline for effective voice mail communication?

A)Refrain from updating your greeting often.
B)Encourage callers to leave detailed messages.
C) Never leave your email address or fax number on your greeting.
D) Check your voice mail once a week.

Question 23

Which of the following is true of electronic meeting systems (EMS)?

A)They are a group of Internet-based applications that allow the creation of user-generated content.
B)They enable group members in brainstorming ideas, voting, outlining ideas, or expanding on the ideas of others.
C) They cannot be used when people are not in the same room at the same time.
D) They consist of computer software programs that can help group members collaborate when meeting face-to-face.

Question 24

_____ are email messages that incite panic, typically related to risks of computer viruses or deadly threats, and urge you to forward them to as many people as possible.

A)Flames
B)Computer hoaxes
C) Cold emails
D) Mousetraps

Question 25

_____ are dynamic, with rapidly changing content that does not require authorization to post.

A)Flames
B)Cookies
C) Blogs
D) Websites

Question 26

Which of the following is true of a blog?

A)It allows visitors to change the original posted material and add comments.
B)It provides complete anonymity to all users in the internal blogs used in organizations.
C) It can be used as an online scrapbook, a personal diary, or a digital soapbox.
D) It rarely has the capacity to store knowledge in archives for future use.

Question 27

Which of the following is a Web 2.0 technology?

A)A database
B)A wiki
C) A flame
D) A cookie

Question 28

Identify a true statement about cellphone communication.

A)Cellphone communication dramatically deteriorates performance among salespersons.
B)Confidential or sensitive information can be effectively shared through cellphones.
C) Cellphone communication is cost-effective when communicating with people located in several locations and time zones.
D) The radio frequencies that transmit the voice signals in cellphone communication can be picked up by other equipment.

Question 29

Which of the following is a virtual team management tool for team games?

A)Prelude
B)Blackboard
C) Huddle
D) Jive

Question 30

Who among the following is following a good practice while writing for a website?

A)James, who avoids highlighting the content area on his website
B)Jane, who categorizes and groups items in columns rather than rows on her website
C) Zafar, who places little notes, sidebars, and help files on his website
D) Alisha, who places the main idea at the end of the content area on her website

Question 31

Which of the following is a true statement about virtual communication in organizations?

A)Video conferences are less effective than face-to-face meetings in the case of a structured discussion.
B)Long email threads are considered a communication pitfall.
C) The preference for digital mediums is seen to increase with age.
D) Emails appear to magnify status differences among team members.

Question 32

A _____ is a collaborative website that hosts the collective work of many authors.

A)weblog
B)wiki
C) flame
D) cookie

Question 33

_____ is a virtual team management tool for scheduling.

A)Sqwiggle
B)Doodle
C) Brix
D) Jive

Question 34

Which of the following tips should be followed to improve voice mail communication?

A)Speak fast and in a loud voice.
B)Keep your message brief, typically 60 seconds or less.
C) Avoid updating your greeting frequently.
D) Avoid repeating your name and phone number.

Question 35

Which of the following is a difference between web pages and social media?

A)Unlike web pages, social media prohibits users from generating their own content.
B)Unlike web pages, social media enables people to connect online and have a conversation.
C) Unlike web pages, social media is not generally interactive.
D) Unlike web pages, social media requires authorization before posting.

Question 36

In the context of channels of virtual collaboration, virtual teams can use _____ that can serve as an electronic bulletin board.

A)memos
B)wikis
C) cookies
D) caches

Question 37

Which of the following is a category of virtual team management tools that allows you to chat in real-time with your team members?

A)File sharing
B)Scheduling
C) Instant messaging
D) Meeting

Question 38

_____ is a popular software program that lets participants share what's on their personal computer with the entire group, including PowerPoint slides, data summaries, and written reports.

A)GoToMeeting
B)JavaScript
C) Visual Studio
D) LinkSwift

Question 39

Which of the following is true of cellphone communication?

A)It ensures complete confidentiality.
B)It improves performance among salespersons by improving their outreach to clients.
C) It is free from policies and legal restrictions.
D) It is cost-effective when communicating with people located in several time zones.

Question 40

Which of the following statements is true of voice mail technology?

A)It makes it possible for people to participate on the Web.
B)It allows flexibility in staying in touch without the aid of a computer.
C) It has rapidly changing content that requires authorization to post.
D) It provides a platform for people with shared interests to communicate.

Question 41

Data mining is difficult to judge in terms of its ethicality.

Question 42

Information that is confidential or sensitive can be securely shared through cellphone communication.

Question 43

The typical cellphone screen can accommodate no more than 100 characters.

Question 44

Discuss the risks associated with data security. What measures are taken by organizations to guide employees in the proper use of technology to safeguard information?

Question 45

An employer must have either a warrant or an employee's permission to view messages stored by someone other than the employer.

Question 46

A deleted message cannot be resurrected.

Question 47

Face-to-face meetings are more effective than video-conferences when participants are involved in a structured discussion.

Question 48

Text messaging cannot be used for business purposes as it is strictly a social communication tool.

Question 49

Companies are not authorized to monitor the electronic mail of an employee.

Question 50

English-speaking readers typically start scanning at the top right side of the main content area of a website.

Question 51

Undeliverable email messages are delivered to a mail administrator.

Question 52

A sender should give his or preference the utmost importance when choosing a communication channel.

Question 53

Written communication, printed or online, can replace the personal interaction essential in today's team-based work environments.

Question 54

Jargon is the buzzword for proper behavior on the Internet.

Question 55

Whenever possible, use an electronic communication tool as an avoidance mechanism.

Question 56

On a website, users can more quickly scan items in rows rather than columns.

Question 57

Blogging is a real-time email technology that blends email with conversation.

Question 58

All virtual communication is mediated by technology but they differ because communication can be achieved through voice, text, video, or some combination of these.

Question 59

When wiki writing, use the first-person blogging style as wikis are typically the place for personal opinion and analysis.

Question 60

For delivering a message that is straightforward and informative, a face-to-face encounter is preferred over a technological channel.

Question 61

Camponi Fashions Inc. gives its sales consultants an allowance of $2,000 for purchase of clothing from the current line of products. Any purchase beyond this allowance can be made at a 15% discount. Due to an economic downturn, the management reduces the clothing allowance for the upcoming year to $1,000 and the purchase discount to 10%. When the company returns to normal profit levels in the future, the original allowance and discount would be restored.
Required: As a sales manager of the company, write an email message conveying the change in policy for the upcoming year.
The following guidelines should be followed while writing the email message:
a. Use a neutral subject line written inductively in proper format, with a neutral statement or observation that does not reveal the "bad news" or lead the readers to unrealistic expectations.
b. Provide specific details of the past clothing allowance and discount policies. State how these policies have benefited the company and the consultants.
c. Review the current financial difficulties the company is experiencing.
d. State the specifics of the new allowance and discount policies in the middle paragraph in passive voice.
e. State the company's commitment to restore the previous policies once normal profits return.

Question 62

List four advantages of electronic mail communication.

Question 63

What is instant messaging? Discuss its features and uses.

Question 64

List the recommended guidelines for effective voice mail communication.

Question 65

Why it is important to determine whether an information is personal or confidential before choosing a communication channel?

Question 66

What is a wiki? Describe the guidelines that need to be followed for wiki writing.

Question 67

Why it is important to determine whether positive human relations are sacrificed before choosing a communication channel?

Question 68

Discuss Web 2.0 technologies. Compare social media and web pages.

Question 69

Describe the commonsense guidelines that help ensure that you are not seen as a discourteous cellphone user.

Question 70

You are the vice-president of sales for a Car Zone dealership in South Florida. Top sales people are annually recognized with Bronze, Silver, or Gold awards, depending on the level of their sales. Sales people are recognized at an annual banquet and presented with a certificate. The top sales person for the year is Brandon Spellman.
Required: Write an email message to Car Zone employees congratulating all award winners and announcing Brandon Spellman as the top salesperson of the year.
The following guidelines should be followed while writing the email:
a. Write a subject line that mentions the topic, such as "Congratulations to Car Zone Top Sales People."
b. Begin the email message, written deductively, with congratulations to Brandon Spellman as the top sales person for the year.
c. Provide the names of the winners of the Bronze, Silver, and Gold awards.
d. Explain the level of achievement required for receipt of these awards.
e. Close with a positive statement congratulating all award recipients.

Question 71

Describe the policies created by companies to ensure that employees use social media responsibly.

Question 72

How can the purpose of a message be determined before choosing a communication channel?