Deck 4: Planning Business Messages

Question 1

In preparing business messages, you should devote about ______ percent of your time to planning.

A) 10
B) 20
C) 50
D) 70

Answer 1

50

Question 2

Audience analysis is relatively easy when you are communicating with

A) strangers.
B) co-workers.
C) large groups of people.
D) customers on a mailing list.

Answer 2

co-workers.

Question 3

Educating your audience requires

A) providing as much information as possible.
B) giving only enough information to accomplish the purpose of the message.
C) providing little information, as long as you indicate that you're open to any questions that may arise.
D) gearing your message to the least informed segment of the audience, even if they are not the key decision makers.

Answer 3

giving only enough information to accomplish the purpose of the message.

Question 4

If you face a skeptical audience, try to

A) be as straightforward as possible about stating your conclusions and recommendations.
B) avoid stating your conclusions and recommendations.
C) use less evidence in support of your points.
D) introduce your conclusions and recommendations gradually with more proof.

Question 5

Which of the following is not an informal method of gathering information to meet your audience's needs?

A) Reading reports and other company documents
B) Chatting with supervisors and colleagues
C) Conducting library research
D) Asking your audience for input

Question 6

If you make an honest mistake, such as giving incorrect information, the best thing to do is

A) take no action.
B) blame someone else.
C) contact the primary audience immediately and correct the error.
D) start looking for a new job.

Question 7

When choosing the appropriate medium for your message, your choices include

A) oral media.
B) written media.
C) electronic media.
D) all of the above.

Question 8

Telephone calls are

A) considered an outdated medium by many businesspeople.
B) now acceptable only for external communication.
C) still a vital communication link for many organizations.
D) no longer practical when compared to e-mail.

Question 9

Which of the following electronic media would be best for sending a brief, unambiguous message that does not require an immediate response?

A) videoconferencing
B) voice mail
C) videotape
D) CD-ROM

Question 10

Which of the following is not a disadvantage of electronic media?

A) High cost
B) Potential for inadvertently creating tension and conflict
C) Tendency for employees to overuse them
D) All of the above

Question 11

Which of the following formats is most formal?

A) E-mail
B) Memo
C) Blog
D) All are equal in formality

Question 12

When you know your audience will be receptive to your message, it is generally best to organize it using a(n)

A) complex approach.
B) indirect approach.
C) direct approach.
D) none of the above

Question 13

If your message is intended strictly to inform, you control the message and need little interaction with your audience.

Question 14

If the general purpose of your message is to persuade, you will have little control over your message but will have a maximum of audience interaction.

Question 15

There is no point in sending a message if its purpose is not realistic.

Question 16

If you don't know who your audience will be, there's no point in trying to guess what would be of interest to them.

Question 17

Online sources generally require more careful evaluation than other media.

Question 18

Voice mail is a particularly effective medium for lengthy messages.

Question 19

The biggest drawback to e-mail is that it is underutilized.

Question 20

Instant messaging has quickly become the best medium for sending complex business messages.

Question 21

The urgency of your message should help you decide what medium to use.

Question 22

The best time to organize a message is after you've put a draft of it on paper-that way you know exactly what you're working with.

Question 23

The topic and main idea of a message are basically the same thing.

Question 24

Brainstorming is helpful when working alone but is not an effective way to generate ideas if you are working with others.

Question 25

In most cases, routine messages should be organized using the indirect approach.

Question 26

Every medium has ____________________ that make it inappropriate for certain messages.

Question 27

Including ____________________ material is an organization problem that frustrates your audience.

Question 28

An alternative to creating an outline of your message is to use a(n) ____________________ ____________________ similar to those used to show a company's management structure.

Question 29

Describe at least two disadvantages of using electronic media for business messages.