Deck 4: Planning Business Messages

Question 1

When using the three-step writing process,when should you review a written message for design and layout effectiveness?

A)When writing it
B)When printing or posting it
C)When producing it
D)When planning it
E)When composing it

Answer 1

C

Question 2

All of the following EXCEPT ________ are elements in the planning phase of the three-step writing process.

A)gathering information
B)adapting to the audience
C)selecting the right medium
D)organizing the information

Answer 2

B

Question 3

How can you be sure you are providing the right information to your audience in the right format?

A)By assembling all facts
B)By spending enough time on planning
C)By spending more time on research
D)By using several revisions and rewriting opportunities
E)By carefully choosing the channel and medium

Answer 3

B

Question 4

During which phase of the three-step writing process should you revise your message?

A)Writing
B)Completing
C)Producing
D)Planning
E)Composing

Question 5

Which of the following is an advantage to utilizing the three-step writing process?

A)Your message will be more effective
B)Your message will take less time to write
C)Your audience will have a deeper appreciation of your efforts
D)The message will be able to clarify the situation in very few words
E)You will spend less time proofreading the message

Question 6

What can be done to make the actual writing stage faster and easier?

A)Audience analysis
B)Strong revisions
C)Careful planning
D)Effective channels
E)Technology

Question 7

The three primary steps involved in preparing a business message are

A)planning,writing,and completing.
B)informing,persuading,and collaborating.
C)defining the purpose,the main idea,and the topic.
D)satisfying the audience's informational,motivational,and practical needs.

Question 8

During which step of the writing process do you define your purpose and audience profile?

A)Writing
B)Composing
C)Planning
D)Producing
E)Completing

Question 9

Which one of the following is an element of the completing phase of the three-step writing process?

A)Organizing the information
B)Interpreting the research
C)Proofreading the message
D)Selecting the right medium

Question 10

As a general rule,which step of the three-step writing process should take the most time?

A)Writing
B)Distributing
C)Completing
D)Producing
E)Planning

Question 11

Which of the following should be the main focus of revising your message?

A)Use of strong words and phrases
B)Creating complex sentences
C)Content and readability
D)Sensitivity and relationship skills
E)Appropriate writing style

Question 12

In order to optimize your writing time,reserve about ________ of that time for revising,producing,proofreading,and distributing your message.

A)10 percent
B)20 percent
C)25 percent
D)15 percent

Question 13

During which step of the writing process should you select the medium and channel to be used?

A)Writing
B)Composing
C)Producing
D)Planning
E)Completing

Question 14

Planning is essential when writing business messages because it

A)helps you provide the right information to the right people in the right format.
B)makes the writing process faster and less stressful.
C)can save you from embarrassing blunders that could hurt your company or your career.
D)all of the above.

Question 15

If you devote sufficient time to planning a business message before you begin writing it,you can expect all of the following outcomes EXCEPT

A)expediting the writing process.
B)avoiding embarrassing blunders.
C)experiencing extra work and stress in the writing and completing stages.
D)delivering concise,compelling information that your audience wants and needs to know.

Question 16

During which step of the writing process should you define the main idea and limit the scope of the message?

A)Writing
B)Composing
C)Producing
D)Planning
E)Completing

Question 17

In the writing phase of the three-step writing process,which of the following should be used to adapt your message to your audience?

A)Strong words and coherent paragraphs
B)An outline of the content
C)An evaluation of the content and readability
D)Editing and rewriting skills
E)Sensitivity and relationship skills

Question 18

Which of the following should be incorporated into the message when working on the writing phase of the three-step writing process?

A)Strong words and effective paragraphs
B)An audience-friendly format
C)A well-defined main idea and direct approach
D)Strong words and short sentences
E)An appropriate channel and medium

Question 19

What are the steps in the three-step writing process?

A)Writing,proofing,and distributing
B)Planning,writing,and completing
C)Analysis,commitment,and implementation
D)Writing,adapting,and composing
E)Analysis,gathering,and organizing

Question 20

Which of the following is an advantage of spending more time on planning?

A)Reduced rework
B)It is more intuitive
C)A stronger focus on the writing effort
D)Easier distribution
E)Adaptability to a variety of mediums

Question 21

Why is timing important to the success of the message?

A)It shows the sender has good business sense
B)It will reduce information overload
C)It will determine the merit of the message
D)It will help audience members determine how to best respond
E)If receivers are busy,they are less likely to pay attention to it

Question 22

What is one of the key goals related to the audience that should be developed within the specific purpose of your message?

A)How to best inform the audience of your ideas
B)What the audience should do or think after receiving your message
C)The extent of the collaboration needed with the audience
D)The overall approach that should be used to get the message to the audience
E)The information and the organization of the message

Question 23

What question can you ask yourself to help determine if your message is worth sending?

A)Will the message enhance your career?
B)What is the purpose and scope of the message?
C)Will the message change anything?
D)Did I follow the three-step writing process?
E)Does the message need another revision?

Question 24

Explain each phase of the three-step writing process.

Question 25

Which of the following can be accomplished by ensuring your message supports the objectives and policies of the organization?

A)That the timing is right for the message
B)That the purpose is realistic
C)That the specific purpose has been well defined
D)That the purpose of the message is acceptable to the organization
E)That something will change as a result of the message

Question 26

What step can you take to help ensure your audience will be interested in your message?

A)Develop a general purpose
B)Time your message carefully
C)Develop an audience profile
D)Make sure the purpose is acceptable to the organization
E)Develop a specific purpose

Question 27

During which step of the writing process should a document be proofread?

A)After each paragraph
B)At any time during the writing stage
C)Before a final product is created
D)When completing the message
E)Several times as needed

Question 28

Simple and short messages require as much planning as long reports.

Question 29

The three steps in the writing process are planning,writing,and completing.

Question 30

Which of the following is NOT a general category common to business communication?

A)To inform
B)To persuade
C)To negotiate
D)To collaborate

Question 31

What are the four tasks involved in planning business messages?

Question 32

What should be your goal when defining the purpose of your message?

A)You understand the members of your audience
B)The purpose is clear and meaningful
C)You understand the needs of your audience
D)The message is relevant to the audience's needs
E)The audience should want to see and hear more

Question 33

Describe steps to be taken when completing a business message.

Question 34

What should take place during the writing phase of the three-step writing process?

Question 35

An example of a specific purpose for a business message would be

A)to impart information to the audience.
B)to inform employees about the new vacation policy.
C)to persuade readers to take action.
D)to obtain audience participation and collaboration.

Question 36

When you craft messages with realistic goals,which of these traits are you exhibiting?

A)Good business sense
B)A willingness to compromise whenever you encounter resistance
C)Highly efficient writing
D)Concern for upper management's emotional needs
E)A strong sense of individualism

Question 37

When allocating your time among the three stages of the writing process,you should use about a fourth of the time for planning,half the time for writing,and a quarter of the time for completing.

Question 38

What can be used to develop ideas about how the audience should think or what you hope to accomplish with the message?

A)A specific purpose
B)A goal statement
C)A general purpose
D)Tone
E)Specific word choices

Question 39

What steps should be taken during the planning stage of the three-step writing process?

Question 40

Which of the following is one of the general purposes of all business messages?

A)To generate interest in a product
B)To accomplish a goal
C)To get approval
D)To ask questions
E)To inform

Question 41

List at least three helpful questions to ask in evaluating the purpose of a message.

Question 42

How can a writer test the purpose of a message?

Question 43

The general purpose of a message identifies what you hope to accomplish with the message and what your audience should do or think after receiving your message.

Question 44

Discuss the relationship between general and specific purposes and the goals of each.

Question 45

Describe at least three of the tasks involved in developing an audience profile.

Question 46

If your audience is skeptical,you should introduce conclusions gradually and with more proof.

Question 47

A knowledge-management system

A)helps companies limit the amount of information employees store on the network.
B)enables organizations to test employees periodically to ensure they are doing adequate research.
C)is a centralized database of experiences and insights of employees throughout an organization.
D)is a tool for creating a bibliography when writing long reports.

Question 48

A good way to test the thoroughness of your message is to use the ________ to ask whether the message answers who,what,when,where,why,and how.

A)contrarian approach
B)journalistic approach
C)rhetorical approach
D)storytelling approach

Question 49

Why is it important to talk to supervisors,colleagues,or customers when finding and evaluating information for an audience you are unfamiliar with?

A)To be sure to acknowledge how people feel
B)To gauge interest by the online community
C)To ensure company documents are up-to-date
D)To better identify the needs of the target audience
E)To get input from the audience

Question 50

Informal techniques for gathering insights and focusing your research efforts do NOT include

A)listening to the community.
B)asking the audience for input.
C)distributing questionnaires and surveys.
D)reviewing reports and other company documents.

Question 51

How can you determine the level of detail needed in an internal message?

A)By forecasting the audience's probable reaction
B)By timing your message effectively
C)By determining audience composition
D)By limiting size and geographic distribution of the audience
E)By understanding audience preferences and expectations

Question 52

If you are targeting an audience with diverse information needs and levels of interest in your topic,how should you focus your message?

A)Write a separate message for each subgroup
B)Format your message in a table with one column of information for each subgroup
C)Estimate the average level of audience knowledge and structure your message around that
D)Target your message at the key decision makers while incorporating the needs of other groups as much as possible
E)Provide a little bit of information for every segment of the audience

Question 53

When should you begin to gather information for your message?

A)When the first draft reveals weaknesses in your message
B)After you have a clear understanding of the audience
C)As soon as you determine the message is needed
D)When it is determined the purpose is realistic
E)During the writing phase of the three-step writing process

Question 54

Discuss the steps in developing an audience profile.

Question 55

If you expect the audience to react favorably to your message,how should you handle the conclusions and recommendations in the message?

A)Increase the amount of supporting evidence
B)Build a strong argument that implies a conclusion
C)Place them up front
D)Build a point by point argument that leads to the recommendations
E)Place them after reasons for the recommendations

Question 56

What technique is being used when you consider the feelings and thoughts of the audience and the information needed?

A)Listening to the community
B)Reading reports and documents
C)Considering the audience's perspective
D)Asking the audience for input
E)Talking with supervisors and colleagues

Question 57

Why is it important to gauge audience members' level of understanding when crafting a message?

A)To determine their general background and level of effort
B)To make sure those of a higher rank have all their needs addressed
C)To keep the communication internal if necessary
D)To determine how much help they will need in understanding your message
E)To forecast probable reaction to the message

Question 58

If you expect a favorable response to your message,where can you place your recommendations?

A)Up front
B)After each key point
C)After each piece of supporting evidence
D)In the recommendation section
E)At the end

Question 59

What is a knowledge management system?

A)A centralized database that collects insights of customers and suppliers
B)A communication technology that allows access to blogs
C)The right combination of digital and written communication styles
D)Input technology for those who text often
E)A centralized database that collects insights of employees

Question 60

When should you determine the size and location of your audience?

A)During the writing stage
B)When choosing the message channel
C)During the completing state
D)When determining the message medium
E)When conducting an audience analysis

Question 61

Discuss the ways a writer can find his or her focus when working on a message with a vague or unclear objective.

Question 62

How can you be sure the information you are using is accurate and of good quality?

A)Verify that the information was gathered using the journalistic approach
B)Verify that the information is current and reliable
C)Only use information generated by a knowledge management system
D)Use information that is most interesting to the primary audience members
E)Use free writing to cover all key ideas

Question 63

How can the journalistic approach help you include all required information in your business messages?

Question 64

Which of the following is an advantage of free writing?

A)It helps you determine which information is ethical
B)It limits how much information you need to find
C)It helps you uncover the information needed by audience members
D)It helps you find your focus
E)It allows for more concise and accurate information

Question 65

List at least three strategies to help ensure the accuracy of information you include in business messages.

Question 66

At which point in the planning process should you determine the precise information required for an audience?

A)When gathering information
B)When uncovering audience needs
C)When finding your focus
D)When ensuring accurate information
E)When ensuring all information is ethical

Question 67

Which of the following approaches involves asking questions such as who,what,where,why,and how to distill major ideas from unorganized information?

A)The question-and-answer chain
B)The journalistic approach
C)The Storyteller's Tour
D)Mindmapping
E)Brainstorming

Question 68

When gathering information,why is it important to focus on information that concerns your audience the most?

A)The information will be more ethical
B)The information will answer all questions in the journalistic approach
C)You will cover all your legal bases
D)You increase your chances of accomplishing your goals
E)The message will be shorter and easier to write

Question 69

In addition to the quantity of the information provided,how else can you be sure the information is meaningful to the audience?

A)Use quality,accurate information
B)Use free writing
C)Listen to their inner critic
D)Find a focus
E)Write only to primary audience members

Question 70

It is ethically acceptable to omit some important information if you think your audience will not be interested.

Question 71

Which of the following could make a message unethical?

A)Not including all available information
B)Including all information that is legally required
C)Not including all important information
D)Including enough details for a general understanding
E)Identifying your sources

Question 72

How can your audience's level of understanding help you determine the appropriate amount of information to include in a business message?

Question 73

What should be done if you are unsure of the types of information the audience will need from you?

A)Ask them
B)Follow their blogs
C)Access the knowledge management system
D)Cover all key points in detail
E)Gather more information than needed

Question 74

How can you help make information more pertinent to your audience and increase your chances of acceptance?

A)Send the information through several channels
B)Incorporate knowledge management systems
C)Prioritize the information needed and get rid of what is not needed
D)Be sure all information is ethical
E)Send the information to as large an audience as possible

Question 75

How can you help a large audience with diverse interests be more understanding and accepting of your message?

A)Use multiple channels and mediums
B)Focus on one key point only
C)Keep the quality of information consistent
D)Use knowledge management systems to poll the audience on their concerns
E)Help the audience understand points of interest

Question 76

Drawing pictures,or sketching,is one way to find your focus when writing.

Question 77

What is a good way to make sure you satisfy the informational needs of the audience?

A)Use free writing
B)Listen to your "inner critic"
C)Use discovery techniques
D)Only include quality information
E)Use a journalistic approach

Question 78

You've been asked to prepare a report on whether your company should consider other health insurance providers.List four informal techniques for gathering information to include in your report.

Question 79

When receiving a request for information,why is it helpful to ask the requestor questions about how the information will be used?

A)To gather additional information
B)To help find focus
C)To better uncover audience needs
D)To ensure information is accurate
E)To ensure information is ethical

Question 80

Briefly describe how to meet an unfamiliar audience's informational needs.