Deck 12: Writing Reports and Proposals

Question 1

Bar charts have limited use because they can only be used to compare two sets of data.

Answer 1

False

Question 2

A surface chart is a type of bar chart in which the bars are represented by symbols.

Answer 2

False

Question 3

Communicating with people in other cultures often calls for more formality.

Answer 3

True

Question 4

Thanks to improved technology,it is now possible for businesspeople to produce high-quality visual aids without the services of graphic designers.

Question 5

Tables are ideal when your audience needs information that would be either difficult or tedious to handle in the main text.

Question 6

Computer software offers a variety of tools that automatically give you the design sensibility that is needed for effective visuals.

Question 7

In line charts showing trends,the vertical axis indicates time or quantity,and the horizontal axis indicates amount.

Question 8

Because of the costs of reproduction,photographs are not used in business reports.

Question 9

The visuals most commonly used to present data include tables,line and surface charts,bar charts,pictograms,Gantt charts,and pie charts.

Question 10

An organization's normal communication channels are almost impossible to describe without the use of an organization chart.

Question 11

As with other written business communications,the text of reports and proposals has three main sections: an introduction (or opening),a body,and a close.

Question 12

Making arbitrary changes in colour,shape,size,or texture is one way of stimulating an audience's interest in your presentation.

Question 13

The body of your report presents,analyzes,and interprets the information you gathered during your investigation.

Question 14

Line charts are commonly used to show trends over time.

Question 15

Word tables are not as useful as numerical ones.

Question 16

If a short proposal is directed toward an audience outside your organization,use a letter format.

Question 17

Pie charts are a good way of illustrating the composition of a whole.

Question 18

If at all possible,use only one line on any given line chart.

Question 19

If you want to illustrate a sequence of event from start to finish use a flow chart.

Question 20

When you are preparing a pie chart,place the largest segment in the 12 o'clock position.

Question 21

The best type of visual aid for showing trends over time is ______________

A) a table.
B) a pie chart.
C) a line chart.
D) an organization chart.

Question 22

Audiences assume that the most important point will receive the most visual emphasis.

Question 23

Flowcharts are used to ______________

A) summarize large amounts of statistical data.
B) show the relative sizes of the parts of a whole.
C) show how something looks or operates.
D) illustrate processes and procedures.

Question 24

A bar chart would be particularly useful for ______________

A) summarizing the salaries of presidents at 20 corporations from 1987 to 1990.
B) comparing market shares of three breakfast cereals from 1987 to 1990.
C) showing the stages in production of a jet engine.
D) depicting the proportion of advertising dollars spent on various major media.

Question 25

If you want to present a large set of numerical values or detailed textual information,___________

A) use a table.
B) use a pie chart.
C) use a diagram.
D) put it all in the main body of the report.

Question 26

Previews and reviews are NOT effective types of transitions.

Question 27

Generally speaking,when designing documents,formal balance ______________

A) is calming and serious.
B) dynamic and engaging.
C) boring and obsolete.
D) is for high-level management.

Question 28

By switching from tense to tense when describing the same research results,
you can confuse your readers.

Question 29

The best place to put a visual aid is right next to or immediately following the paragraph it illustrates.

Question 30

Using I and you gives a report a more informal tone.

Question 31

Drawings,diagrams,and photographs are ______________

A) commonly used in business reports.
B) occasionally used in business reports.
C) never used in business reports.
D) used in oral presentations but not in written reports.

Question 32

In the text of a report,every visual aid is clearly referred to by number.

Question 33

A surface chart is ______________

A) a type of three-dimensional pie chart.
B) a form of line chart in which all the lines add up to the top line.
C) a type of map showing various terrains.
D) used to show interrelationships within an organization.

Question 34

Reports and proposals that are highly technical,complex,or lengthy can put heavy demands on your readers,so ??_______________________________

A) the report or proposal is put in a broader context.
B) the "you" attitude takes on even greater importance with these long messages.
C) company policy becomes even more important.
D) the nature of the subject matter should be emphasized.

Question 35

One of the most common uses of maps in business reports is ______________

A) to show physical differences in variables.
B) to show concentrations of variables by geographic area.
C) to show quality differences in variables.
D) to show business locations.

Question 36

When preparing a pie chart,you ______________

A) limit the number of slices to no more than three.
B) place the largest segment at the 12 o'clock position.
C) arrange wedges of decreasing importance in a counterclockwise direction.
D) do all of the above.

Question 37

To make your tone more formal,use the impersonal style: emphasize objectivity,ensure that content is free from personal opinion,and build your argument on provable facts.

Question 38

The best way to illustrate the composition of a whole is with a ______________

A) pie chart.
B) line chart.
C) bar chart.
D) flow chart.

Question 39

Titles,captions,and legends provide more opportunities to connect your visual and textual messages.

Question 40

Readers should be able to follow the structure of your document and pick up key points of your message from the headings.

Question 41

Your report introduction needs to ____________________

A) introduce the purpose of the report.
B) emphasize the main points of the message.
C) present your credentials.
D) present conclusions and recommendations.

Question 42

Nothing is better for showing the composition of a whole than a(n)__________ chart.

Question 43

__________ problems can range from photos that play on racial or gender stereotypes to images that imply cause-and-effect relationships that may not exist.

Question 44

__________ charts are a form of line chart with a cumulative effect; all the lines add up to the top line.

Question 45

Transitional words and phrases ______________

A) tie ideas together and keep readers moving along the right track.
B) help overcome poor organization.
C) are essential to analytical reports but unnecessary in informational reports.
D) do all of the above.

Question 46

__________ are useful tools for helping readers grasp what they've learned so far while preparing to receive new information.

Question 47

When writing a business report,how can you make your tone less formal?

Question 48

Where transitions are concerned,it is best to ______________________

A) use as few as possible because they can confuse your audience.
B) use descriptive headings instead of transitions.
C) use short words to make it easier for your audience to read.
D) use them to guide readers from one thought to the next.

Question 49

A(n)__________ illustrates a sequence of events.

Question 50

A(n)__________ chart illustrates trends over time.

Question 51

Legends are not _____________

A) necessary for simple graphs.
B) helpful in communicating your key points.
C) used for complex graphs.
D) often read.

Question 52

When it comes to time perspective in your report,______________

A) you should feel free to shift back and forth between the past and present tenses.
B) you should be careful to observe the chronological sequence of events.
C) you should make sure that none of your material is dated.
D) you should keep everything in the past tense.

Question 53

Which of the following is an example of a descriptive title for a visual aid?

A) How CamCo Reduces Costs
B) How Cost Reductions Have Been Made at CamCo
C) Reducing Costs is a Number-One Goal at CamCo
D) CamCo Cuts Costs Through Outsourcing and Downsizing

Question 54

Review each visual to ensure __________________

A) that your readers will enjoy it.
B) that it will fit into the length of your report.
C) that it doesn't distort the meaning of the information.
D) that it doesn't contain more than six colours.

Question 55

The writing style for a report should be more formal if ______________

A) you know your readers reasonably well.
B) your report is internal.
C) the subject is controversial or complex.
D) the report is relatively short.

Question 56

A(n)__________ is a type of visual aid that includes vertical columns and horizontal rows.

Question 57

If you're addressing an audience with multiple language backgrounds or varied reading skills,what can you do to take your readers' specific needs into account?

A) You can shift the balance toward more visual elements.
B) You can make the report longer so as to add much detail and explanation.
C) You can ensure your grammar and spelling are correct.
D) You can shift the balance toward a more informal tone.

Question 58

You can quickly convert reports and proposals to __________ files that are easy and safe to share electronically.

Question 59

A(n)__________ title on a graphic simply identifies the topic,while a(n)__________ title calls attention to the conclusion that ought to be drawn from the data.

Question 60

To illustrate the positions,units,or functions of an organization and the way they interrelate,use a(n)__________ chart.

Question 61

To help readers find what they're looking for and stay on track as they navigate through your documents,explain the use of three navigational aids.

Question 62

If you find relevant information that does not support your line of reasoning,should you still include it in your report? Why or why not?

Question 63

Describe six strategies (in addition to using the AIDA format)for strengthening your argument in business proposals.

Question 64

Briefly explain the primary difference between linking and embedding files in business reports.

Question 65

What are the three main sections of a business report?

Question 66

What four topics are commonly covered in the introduction to a business proposal? Briefly explain each one.

Question 67

In a formal proposal,where does the Work Plan section normally appear and what information does it contain? Can it be changed later?

Question 68

In what forms can previews and reviews be written in a business report?

Question 69

List at least three strategies for increasing the formality of your writing in business reports.

Question 70

List and briefly explain five characteristics of effective report content.

Question 71

List and explain the function of five important technology tools for developing effective reports and proposals.

Question 72

Describe how the approach (direct or indirect)and the length (short or long)affect the close of a report.

Question 73

Remember that the report close is your last chance to convince the reader,so it is okay to introduce new facts if these help your case.Discuss.

Question 74

List at least two specific guidelines to follow in creating effective pie charts.