Question 1

When you personalize the content of a message, you make the reader feel important.

Accepted Answer

Personalized content shows the reader that the message is meant specifically for them, increasing the chances of engagement and making the reader feel valued.

Question 2

Without identifying the primary audience for a message, you cannot know whether you've achieved your goal.

Accepted Answer

Identifying the primary audience for a message is crucial in determining the right tone, language, and content to use that will resonate with the intended audience. Without knowing who the message is directed at, it will be difficult to know whether the message was effective in conveying the desired information or call to action.

Question 3

Messages for readers outside your organization tend to be less formal than those written for readers inside your organization.

Accepted Answer

Messages for readers outside your organization tend to be more formal than those written for readers inside your organization, as they often serve to establish or maintain a professional image and may be subject to external scrutiny.

Question 4

If you expect that a reader will react negatively to your message, use a direct approach.

Accepted Answer

Using an indirect approach is often more effective when anticipating a negative reaction, as it allows the reader to gradually understand the message, potentially reducing the impact of the negative news.

Question 5

The expression of the general purpose of a message should state the response or action that the writer desires from the reader.

Accepted Answer

The answer of The expression of the general purpose of...

Question 6

Static websites, intended only for people to retrieve information, can be useful but are least ideal for business communication.

Accepted Answer

Static websites do not allow for interactive and personalized communication, which is important for effective business communication.

Question 7

People often delete or read email based upon the subject line alone.

Accepted Answer

Studies show that people often decide whether to open, delete, or read an email based on the subject line alone. A clear and attention-grabbing subject line can increase the likelihood of an email being opened and read.

Question 8

When you face writer's block, you should minimize distractions by closing web browsers and leaving your smartphone in another room.

Accepted Answer

Minimizing distractions can help overcome writer's block, and closing web browsers and leaving smartphones in another room are effective ways to do so.

Question 9

Using "BCC" (blind carbon copy) is advisable whenever you want to show your manager how you are handling a difficult coworker situation--to protect yourself against recriminations later.

Accepted Answer

BCC should not be used in this situation as it is not transparent and could be seen as unethical or sneaky. It is better to involve your manager directly and openly in addressing the difficult coworker situation.

Question 10

When communicating with people who report to you, you should encourage collaboration by being respectful rather than patronizing.

Accepted Answer

Encouraging collaboration requires showing respect towards others and recognizing their contributions, which would not be achieved by being patronizing.

Question 11

A clearly stated purpose guides you in planning the content of your message.

Accepted Answer

A clearly stated purpose helps you focus on the key points that need to be included in your message and ensures that your communication is effective in achieving its intended goal.

Question 12

Use attachments for any email messages over 100 words.

Accepted Answer

The decision to use attachments in email messages should be based on the nature of the content being shared, not solely on the word count of the message.

Question 13

Study your manager's own messages to understand his or her preferred style, and adapt your own messages accordingly.

Accepted Answer

By studying your manager's own messages, you can gain insight into their preferred communication style and adjust your own messages accordingly. This can help improve communication and build a better working relationship with your manager.

Question 14

The first step of the writing process is to compose a first draft of the message.

Accepted Answer

The first step of the writing process is typically prewriting or planning, which involves brainstorming, researching, and organizing ideas before composing a first draft.

Question 15

Even if you cannot satisfy everyone, your first priority is to satisfy the needs of the primary audience.

Accepted Answer

This is true because satisfying the primary audience is critical to the success of a project, product or service. While it may not be possible to satisfy everyone, meeting the needs of the primary audience helps ensure that the overall goal or objective is achieved.

Question 16

If your reader is likely to reject your proposal, provide external evidence and several examples to support your position.

Accepted Answer

Providing external evidence and examples can help support your position and convince the reader to consider your proposal even if they were initially hesitant or opposed to it. It demonstrates that your proposal is backed by facts and has been successful in similar situations.

Question 17

If you do not know how much your readers know about a topic, gear the amount of detail in your message to the needs of the secondary audience.

Accepted Answer

You should gear the amount of detail in your message to the needs of the primary audience, as they are your main focus. The secondary audience's needs can be considered, but the primary audience's needs should dictate the level of detail.

Question 18

Praise in public; criticize in private.

Accepted Answer

This is a common leadership principle that emphasizes the importance of giving positive feedback or recognition publicly, but addressing areas of improvement privately to avoid potential embarrassment or demotivation of team members.

Question 19

You should criticize the action, not the person, when writing a message to say something negative to a subordinate.

Accepted Answer

Criticizing the action instead of the person helps maintain a professional and respectful tone in the message and allows the subordinate to focus on improving their actions rather than feeling personally attacked.

Question 20

The writing process consists of analyzing the audience, planning, drafting, revising, formatting, and proofreading.

Accepted Answer

The writing process does consist of analyzing the audience, planning, drafting, revising, formatting, and proofreading.

Quiz 5: Improving Your Writing Style