Deck 3: Planning Business Messages

Question 1

Identifying strong words to convey the meaning of the message takes place in the planning process.

Answer 1

False
Explanation: After you've planned your message, adapt your approach to your audience with sensitivity, relationship skills, and style. Then you're ready to compose your message by choosing strong words, creating effective sentences, and developing coherent paragraphs.

Question 2

During what phase of the writing process does the writer check for clarity,conciseness and correctness?

A)Drafting
B)Proofreading
C)Planning
D)Completing
E)Writing

Answer 2

E
Explanation: E)After writing your first draft, revise your message to make sure it is clear, concise, and correct. Next produce your message, giving it an attractive, professional appearance. Proofread the final product to ensure high quality and then distribute your message.

Question 3

Selecting the right combination of media and channels for producing and delivering a message takes place during what step of the writing process?

A)Drafting
B)Proofreading
C)Planning
D)Completing
E)Writing

Answer 3

C
Explanation: C)To plan any message, first analyze the situation by defining your purpose and developing a profile of your audience. When you're sure about what you need to accomplish with your message, gather information that will meet your audience's needs. Next, select the right combination of media and channels for producing and delivering your message.

Question 4

When using the three-step writing process,how much of the available writing time should be set aside for the actual writing?

A)15 percent
B)25 percent
C)45 percent
D)65 percent
E)85 percent

Question 5

The three-step writing process is most effective in what type of business writing?

A)Emails
B)Short memos
C)Long reports
D)External communications
E)All written communications

Question 6

Writing an effective business message includes using strong,familiar words,creating effective sentences,and developing coherent paragraphs.

Question 7

When a message meets the audience's needs and gets the point across,it is considered to be what?

A)Timely
B)Effective
C)Efficient
D)Detailed
E)Verbal

Question 8

To save the audience time when reading and responding to a communication,the communication should be what?

A)Timely
B)Electronic
C)Efficient
D)Detailed
E)Written

Question 9

Determining how to deliver a message takes place in the completing process.

Question 10

Describe the proofreading process and discuss what should be done to ensure effective proofreading.

Question 11

The scope of a business message includes what?

A)Background information on the topic
B)A determination of relevant information to be included in the message
C)The format for producing the message
D)A list of all those who will be receiving the message
E)A list of key terminology

Question 12

The three-step writing process includes ________.

A)Planning, writing, proofreading
B)Planning, drafting, writing
C)Planning, writing, completing
D)Writing, editing, proofreading
E)Drafting, writing, proofreading

Question 13

Choosing strong words,creating effective sentences and developing coherent paragraphs take place during what part of the writing process?

A)Drafting
B)Proofreading
C)Planning
D)Completing
E)Writing

Question 14

Spending more time in the planning phase of the writing process leads to better results.

Question 15

Discuss the goals of any communication you might need to craft at the workplace,and describe actions that can be taken to achieve that goal.

Question 16

When using the three-step writing process,how much of the available writing time should be set aside for planning?

A)20 percent
B)30 percent
C)40 percent
D)50 percent
E)60 percent

Question 17

Audiences are least likely to pay attention to ideas that are what?

A)Simple
B)Compelling
C)Emotional
D)Unexpected
E)Complex

Question 18

During the planning phase of the writing process,a writer should do all of the following except what?

A)Check for conciseness
B)Limit the scope
C)Select an approach
D)Outline content
E)Define the main idea

Question 19

When proofreading a message,the focus of the proofreading should be what?

A)Producing a high quality message
B)Choosing strong words
C)Conveying subject knowledge by using impressive sounding words
D)Determining the channel and media for delivering the message
E)Limiting the scope

Question 20

Ensuring the message has an attractive,professional appearance takes place in which step of the writing process?

A)Drafting
B)Proofreading
C)Planning
D)Completing
E)Writing

Question 21

When determining expectations and preferences of the audience,what issues should be considered and how would a writer prepare to address those expectations and preferences?

Question 22

The higher in the organization a message goes the more formal and detailed the message should become.

Question 23

Describe the steps a writer might take when they have an audience who is skeptical or resistant to an idea.

Question 24

When using email,audience size and geography location no longer matters in the shaping of the message.

Question 25

Which of the following identifies the specific purpose of a message?

A)To inform the audience
B)To define why you are writing
C)To persuade the audience to act
D)To foster collaboration
E)To initiate a conversation

Question 26

Before sending a message that may contribute to information overload,what should the sender consider?

A)If the message is clear and meaningful
B)If the purpose is acceptable to the organization
C)If the time is right for the message
D)If the purpose of the message is realistic
E)If the message will change anything in the organization

Question 27

After conducting an audience analysis,what is the next step in the writing process?

A)Gathering information
B)Writing the communication
C)Refining the topics to be covered in the communication
D)Developing the first draft of the communication
E)Determining the channel and medium for the communication

Question 28

Every communication effort takes place in a particular situation,meaning you have a specific message to send to a specific audience under a specific set of circumstances.

Question 29

Before an audience will take the time to read or listen to a message,they have to be interested in the subject matter.

Question 30

Following social media sites and online discussions is a way to accomplish which of the following tasks?

A)Considering the audience's perspective
B)Listening to the community
C)Reading reports
D)Using knowledge management systems
E)Asking the audience for input

Question 31

When deciding what types of information to gather,determining what information the audience needs to move forward is an example of what?

A)Audience perspective
B)Community input
C)Knowledge-management systems
D)Asking the audience for input
E)Document revision

Question 32

Connecting the sender's needs with the audience needs is called what?

A)Purpose
B)Scope
C)Limitation
D)Objective
E)Audience profile

Question 33

When preparing to send a message,what should be determined?

A)Will anything change as a result of the message?
B)Is the purpose realistic?
C)Is the time right?
D)Is the purpose acceptable to the organization?
E)Is the message clear and meaningful?

Question 34

Conducting an audience analysis involves all of the following except which?

A)Identifying the primary audience
B)Developing an audience profile
C)Determining audience composition
D)Gauging audience members' level of understanding
E)Forecasting probable reaction

Question 35

If you expect your audience to be skeptical about your information,how can you minimize the potential for skepticism?

A)State conclusions and recommendations up front, then offer supporting evidence.
B)Offer complete details.
C)Offer a summary of each main point.
D)Introduce conclusions gradually with more proof.
E)Use oral communication instead of written communication.

Question 36

When determining audience composition,which of the following factors will have the least impact on your writing style?

A)Technology
B)Culture
C)Age
D)Experience
E)Attitude

Question 37

Considering the company's business objectives and policies can dictate what?

A)If the message is clear and meaningful
B)If the purpose is cost effective for the organization
C)If the time is right for the message
D)If the purpose of the message is realistic
E)If the message will change anything in the organization

Question 38

When considering your audience,whose concerns should be addressed first?

A)Less influential members
B)Managers
C)Peers
D)The writer
E)Key decision makers

Question 39

After determining a clear and meaningful purpose for a communication,what is the next step in planning the communication?

A)Understanding the needs of the audience
B)Writing the communication
C)Refining the topics to be covered in the communication
D)Developing the first draft of the communication
E)Determining the channel and medium for the communication

Question 40

Which of the following is an example of a specific purpose for a communication?

A)"Let's set up a meeting next week to discuss staffing."
B)"I would like to set up a meeting Tuesday at 10:00 to get approval to hire an addition to staff."
C)"I would like to talk to you about our staffing shortage."
D)"Are you free to meet on Tuesday for a while?"
E)"I would like to hire a few more people. When are you free to talk?"

Question 41

A knowledge management system would best be utilized when?

A)When defining the purpose
B)When developing an audience profile
C)When gathering information
D)When determining audience needs
E)When determining required information

Question 42

During what part of the writing process does the writer consider what background information should be included in the writing?

A)Defining the purpose
B)Developing an audience profile
C)Gathering the information
D)Uncovering the audience's needs
E)Providing required information

Question 43

After developing a clear picture of the audience,the next step is to gather necessary information.

Question 44

Collecting experiences and insights of employees in an organization is best accomplished with which of the following?

A)News releases
B)Blogs
C)Knowledge management systems
D)Marketing reports
E)Customer surveys

Question 45

Communities of customers,product enthusiasts or others linked through social media who engage in online discussions are good sources of information from the community.

Question 46

Equally as important as delivering the right quantity of information,is the delivery of what?

A)Supplemental data
B)Visual aids
C)Background research information
D)Survey results
E)Quality information

Question 47

A message could become unethical if important information is omitted.

Question 48

Discuss the advantages and disadvantages of five methods used to gather information and gain insight before beginning research efforts.

Question 49

When using social media to investigate how people are feeling or what they are thinking,what type of information should be posted on the media site?

A)Information that will stimulate discussion
B)Information that has already received positive feedback elsewhere
C)Information that is tightly controlled by the media host
D)Information that is highly controversial
E)Information that is ethical and accurate

Question 50

Which channel and medium combination allows flexibility of multiple formats and channels but can be limited in terms of reach and capability?

A)Written, printed
B)Written, digital
C)Visual, printed
D)Visual, digital
E)Oral, digital

Question 51

The quantity of information delivered is often more important than the quality of the information.

Question 52

Reviewing your own assumptions and conclusions for validity also ensures what?

A)That the information is accurate
B)That the quantity of the information is appropriate
C)That the information is relevant
D)That the information is ethical
E)That the information well written

Question 53

Focusing on information that concerns your audience the most will increase the chances of what?

A)Accurate information
B)Ethical messages
C)Effective messages
D)Quality messages
E)Positive messages

Question 54

Discuss how to ensure the information you provide to your audience is quality information,using relevant examples.

Question 55

If you are unsure of what audience members need from your message,which of the following might be the most effective way to find out?

A)News releases
B)Blogs
C)Talk with supervisors
D)Ask the audience for input
E)Conduct surveys

Question 56

During what part of the writing process does the writer ensure the accuracy of the information?

A)Defining the purpose
B)Developing an audience profile
C)Gathering the information
D)Uncovering the audience's needs
E)Providing required information

Question 57

Which of the following is least likely to satisfy the audience's informational needs?

A)Accurate information
B)Ethical information
C)Pertinent information
D)Quality information
E)Background information

Question 58

Which of the following is a disadvantage of the oral,in-person combination of channel and medium?

A)There is limited opportunity for immediate feedback.
B)There is no permanent, verifiable record of the communication.
C)Misunderstanding are frequent and difficult to solve.
D)There are limited and vague nonverbal cues.
E)There is limited opportunity to express emotion and feelings in a coherent manner.

Question 59

To best gauge how employees and stakeholders are responding to a change in the business,the most current information will be found where?

A)Annual reports
B)Marketing reports
C)Customer surveys
D)Blogs and microblogs
E)News releases

Question 60

If information is obscured or omitted,what can be the result for the communication?

A)The communication becomes inaccurate.
B)The communication becomes unethical.
C)Pertinent information is missing.
D)The quantity of the information suffers.
E)The reader is more likely to support your argument.

Question 61

Which method of communication is considered to have the greatest media richness?

A)Instant messages
B)Texting
C)Phone calls
D)Emails
E)Face to face

Question 62

When using mobile technology,increasing the size of buttons and text entry fields can help which of the following areas?

A)Portability and flexibility
B)Screen size and resolution
C)Input technologies
D)Speed and connectivity
E)Data usage costs

Question 63

Which of the following would be an appropriate use of digital medium?

A)When you want to make a formal impression
B)When you are legally required to provide information in print
C)When you want to stand out from the flood of electronic messages
D)When you want to introduce yourself to a customer or client
E)When you need a permanent, unchangeable or secure record

Question 64

Being in the same physical space is a key distinction in oral medium,in-person combination.

Question 65

Which channel and medium combination takes longer to create and distribute but allows the sender to avoid immediate interactions?

A)Written, printed
B)Written, digital
C)Oral, printed
D)Visual, digital
E)Oral, digital

Question 66

Most media can only be distributed through one channel,so you have to select the channel and medium combination carefully.

Question 67

Although expensive to print,which combination can convey complex ideas and relationships quickly?

A)Written, printed
B)Visual, digital
C)Oral, printed
D)Visual, printed
E)Oral, digital

Question 68

Media choices can be divided into oral,written and visual media.

Question 69

Which of the following is an advantage when using mobile devices for business communication?

A)Portability and flexibility
B)Screen size
C)Resolution
D)Bandwidth, speed and connectivity
E)Operational costs

Question 70

Which of the following is more formal in tone?

A)Podcasts
B)Webinars
C)Memos
D)Letters
E)Proposals

Question 71

Discuss the advantages and disadvantage of using a combination of a written medium and a digital channel of communication.

Question 72

When referring to channel and medium,medium is the system used to deliver the message.

Question 73

Which of the following is a nonverbal signal that affects the style and tone of the message?

A)Media richness
B)Formality
C)Media and channel limitations
D)Urgency
E)Audience preferences

Question 74

A media that is leaner would be used for what types of messages?

A)Non-routine or complex messages
B)Messages that transfer simple information
C)Messages that attempt to humanize your presence
D)Messages that communicate caring
E)Messages to gain commitment

Question 75

How can a video component improve live phone conversations?

A)Distractions are minimized
B)Visual aids can be utilized
C)Nonverbal communication can be observed
D)Professionalism is more obvious
E)More people can participate in the conversation

Question 76

A visual printed message most often acts as what?

A)A replacement for text
B)Supporting material in printed documents
C)A guide to printed reports
D)A replacement for interactive digital components
E)A supplement to interactive digital components

Question 77

Which of the following is an advantage of combining visuals with supporting text?

A)Today's audiences are bombarded with messages, so anything that communicates quickly is welcome.
B)Visuals along are less effective at describing complex ideas, making supporting text essential.
C)Visuals often show parts and relationships that make up the whole, and supporting text is used to fill in the gaps.
D)Diagrams and symbols must be explained to other cultures to ensure understanding.
E)Visual images can offer explanations and text can be used to identify essential elements of the visual.

Question 78

Which of the following is an advantage of being in the same physical space while communicating?

A)Lower cost
B)Less formality
C)Nonverbal feedback
D)Less preplanning
E)Better interpretation of business trends

Question 79

Which of the following combinations is used most often on the job today?

A)Written medium, digital channel
B)Visual medium, print channel
C)Visual medium, digital channel
D)Oral medium, digital channel
E)Written medium, print channel

Question 80

When determining what channel and media to use for a communication,what type of concerns may be generated when sensitive or private communications are needed?

A)Costs
B)Audience preference
C)Security
D)Urgency
E)Formality