Question 1

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

Accepted Answer

Design and layout are typically reviewed and finalized during the production stage of the three-step writing process, which involves planning, writing (or composing), and completing (or producing) the document. This stage is where the final adjustments to design and layout are made before the document is distributed.

Question 2

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

Accepted Answer

Adapting to the audience is part of the second phase of the three-step writing process, which is the drafting phase. The elements in the planning phase include gathering information, selecting the right medium, and organizing the information.

Question 3

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

Accepted Answer

B

Question 4

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

Accepted Answer

The revision phase comes after the initial draft has been completed, so it falls within the completing phase of the three-step writing process. During this phase, you make improvements to your message, focusing on things such as clarity, conciseness, and coherence.

Question 5

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

Accepted Answer

Utilizing the three-step writing process ensures that your message is carefully planned, drafted, and revised, leading to a more effective message that is likely to achieve its intended purpose.

Question 6

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

Accepted Answer

Careful planning can help make the actual writing stage faster and easier by providing a clear structure and direction for the writer. This includes outlining the main points, organizing thoughts, and deciding on the tone and style of the piece. A well-planned writing process can also help to eliminate writer's block and ensure that the final product meets the desired objectives. While audience analysis, strong revisions, effective channels, and technology can all contribute to the quality of the writing, careful planning is particularly important for streamlining the actual writing stage.

Question 7

The three primary steps involved in preparing a business message are

Accepted Answer

Planning involves analyzing the audience and determining the purpose and main idea of the message. Writing includes drafting and revising the message. Completing involves delivering the message through the appropriate channel and following up as necessary.

Question 8

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

Accepted Answer

Defining your purpose and audience profile is a key part of the planning stage of the writing process. This helps you focus on what you want to achieve with your writing and who you are writing for, which will inform the content and style of your piece.

Question 9

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

Accepted Answer

Proofreading the message is an element of the completing phase of the three-step writing process. It involves reviewing and editing the message for errors, clarity, tone, and effectiveness before sending it out to the intended audience. Organizing the information and selecting the right medium are part of the planning phase, while interpreting the research is part of the drafting phase.

Question 10

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

Accepted Answer

Planning should take the most time as it involves determining the purpose and audience of the writing, gathering information, organizing ideas, and creating an outline or draft. Proper planning can lead to a more effective and efficient writing process.

Question 11

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

Accepted Answer

The main focus of revising your message should be the content and readability. This means ensuring that the message effectively conveys the intended information, is easily understandable for the audience, and is written in a clear and concise manner. While the other choices (A, B, D, and E) are important considerations in writing, they should not be the main focus of revising your message.

Question 12

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

Accepted Answer

Reserving about 25 percent of your writing time for revising, producing, proofreading, and distributing your message is recommended to ensure clarity and effectiveness.

Question 13

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

Accepted Answer

Selecting the medium (such as email, letter, or presentation) and channel (such as in-person, phone call, or social media) should be done during the planning stage of the writing process. This ensures that the message is being delivered through the most appropriate method to effectively reach the intended audience.

Question 14

Planning is essential when writing business messages because it

Accepted Answer

Planning is essential in business writing because it helps you ensure that you provide the right information to the right people in the right format, which can save you from embarrassing mistakes that could potentially harm your company, reputation, or career. Additionally, planning can make the writing process faster and less stressful by giving you a clear direction and structure to follow. Therefore, all of the above options are correct.

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

Accepted Answer

Planning a business message before writing it helps to avoid embarrassing blunders, deliver concise and compelling information, and may even expedite the writing process. It may require additional work and stress in the planning stage, but this should not be a significant drawback or outcome.

Question 16

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

Accepted Answer

Defining the main idea and limiting the scope of the message is crucial in the planning stage of the writing process. This helps to focus and organize the content that will be included in the writing.

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?

Accepted Answer

Sensitivity and relationship skills should be utilized in the writing phase to adapt the message to the audience. This involves being aware of the audience's needs, expectations, and perspective, as well as building rapport and using appropriate language and tone. While strong words, coherent paragraphs, an outline of content, editing and rewriting skills, and evaluation of content and readability are important aspects of the writing phase, they do not specifically address the need to adapt the message to the audience.

Question 18

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

Accepted Answer

The answer of Which of the following should be incorporated...

Question 19

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

Accepted Answer

The three-step writing process consists of planning, writing, and completing. Analysis, gathering, organizing, proofing, adapting, and composing are all important parts of the process but they fall into one of the three main steps. Choice A is not correct because proofing and distributing would fall under completing, not writing. Choice C is not correct because commitment is not a step in the writing process. Choice D is not correct because adapting and composing are part of writing. Choice E is not correct because gathering and organizing would fall under planning.

Question 20

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

Accepted Answer

Spending more time on planning can lead to a reduction in rework as it allows for a thorough consideration of all aspects of the project or task, minimizing the likelihood of errors or omissions that may require rework.

Quiz 4: Planning Business Messages