Question 1

Which of the following statements about digital media in the workplace is least accurate?

Accepted Answer

This statement is least accurate as according to recent trends, mobile devices like smartphones and tablets are becoming more popular for work-related tasks, and many companies also provide employees with laptops for remote work. Hence, desktop computers are no longer the most popular choice in many business offices.

Question 2

Which of the following situations is most appropriate for sending an e-mail message?

Accepted Answer

Sending an email to inquire about a meeting schedule is appropriate as it is a form of communication for scheduling and coordinating appointments. However, delivering a negative performance review or putting an employee on probation should be done in person, while sending salary information may require a more secure mode of communication.

Question 3

The most important part of an e-mail message is its ____________________.

Accepted Answer

The subject line is the first thing a recipient will see and determines whether or not they will open the email. It should be clear and concise, summarizing the content of the email.

Question 4

Daniel is resigning from his position as a management consultant and would like a permanent record of his official resignation. Which of the following is the best communication channel for him to resign and to inform his supervisor of his resignation?

Accepted Answer

Resigning from a professional position requires a formal and official mode of communication. Writing a letter that includes the date, his intention to resign, and his gratitude to the company will serve as a permanent record of his resignation. Moreover, through a letter, he can provide documentation of his resignation and keep a copy for his records. A letter also shows respect and professionalism towards his employer. E-mail messages, Facebook status updates, and text messages, on the other hand, may be perceived as informal and lacking proper decorum in the professional world.

Question 5

Liliana must be able to access her company's accounting records and accounting software from remote locations. What technology will allow her to store and to access data and software application in remote network clusters?

Accepted Answer

Cloud computing is a technology that allows users to store and access data and software applications in remote network clusters, making it an ideal solution for Liliana to access her company's accounting records and software from remote locations. E-mail and social networking sites are not designed for this purpose, and Twitter is primarily used for communication and social media interactions rather than data storage and application access.

Question 6

Maya will be using e-mail on the job and wants to learn how to write effective subject lines. What is the best advice you can give her?

Accepted Answer

It is important to update the subject line if the topic of the conversation changes over repeated replies, as it makes it easier for the recipient to track and find the information they need. Choosing a clear and concise subject line that accurately reflects the topic of the email will also help the recipient prioritize and respond in a timely manner.

Question 7

What is the most effective strategy for controlling your e-mail inbox?

Accepted Answer

Checking your e-mail at set times allows you to avoid distractions and interruptions throughout the day. Set specific times, such as in the morning, early afternoon, and before leaving work, to check your inbox and respond to important messages. This ensures that you are staying on top of important communication while also being able to focus on other tasks.

Question 8

A colleague has suggested that you down-edit your e-mail message when replying to be more efficient. What should you do?

Accepted Answer

Down-editing means including only the relevant parts of the incoming message to which you are responding. By inserting your responses to specific parts of the original message, you are efficiently conveying your message while avoiding redundant information. This helps the recipient to quickly understand your message without having to read through all the unnecessary information in the original message.

Question 9

What is the best advice for organizing e-mail messages?

Accepted Answer

Using side headings for longer e-mail messages can help break up the content and make it easier to skim and find specific information.

Answer: A
 Placing action information in the first paragraph helps ensure that it is noticed and addressed.

Answer: D
 Using side headings and placing action information in the first paragraph are both effective strategies for organizing e-mail messages. However, omitting a salutation or greeting entirely is not recommended as it can come across as abrupt or rude.

Question 10

Which of the following subject lines is most effective?

Accepted Answer

The subject line "Attend Our Sales Meeting on January 30" is the most effective because it clearly states the purpose of the email and provides a specific date for the meeting. The other options are too vague or do not offer a clear value proposition to the reader.

Question 11

Daniel has to compose an important e-mail message to a client. What advice should Daniel follow?

Accepted Answer

Daniel should only include content in the email that he would want to be made public, as clients may share or forward the email to others. It is important to maintain a professional tone and avoid including anything that could be seen as inappropriate or unprofessional.

Answer: B
 While it is important to have a subject line that is attention-grabbing, it should still be relevant to the content of the message. Using a catchy but unrelated subject line is misleading and could result in the email being ignored or deleted.

Answer: C
 Emoticons are not appropriate in a professional email, as they can be seen as unprofessional or immature. It is important to maintain a professional tone and avoid anything that could be perceived as unprofessional.

Answer: D
 Daniel should write the email himself, as it is part of his job responsibilities. Relying on a colleague to write the message for him could result in inaccuracies or miscommunications, and could also be seen as unprofessional.

Question 12

As Nathan begins his business career, he will probably find himself writing more ____ than other types of messages.

Accepted Answer

E-mail messages are the most common form of business communication due to their speed, efficiency, and wide acceptance in the business world.

Question 13

Which of the following is an e-mail etiquette rule?

Accepted Answer

All of these options are important email etiquette rules. Obtaining approval before forwarding an email message shows respect for others' privacy, softening the tone with a friendly greeting and closing can help prevent misunderstandings or sounding rude, and avoiding all caps is considered shouting and can be seen as unprofessional.

Question 14

Which of the following describes communication in today's digital age?

Accepted Answer

All of the above statements are true. As technology advances, communicators are increasingly relying on mobile devices like smartphones and laptops for communication. With the rise of social media, messages have become shorter and more frequent, with platforms like Twitter setting a limit on the number of characters per message. Finally, with email and messaging, message response time has increased significantly, with many people expecting a near-instant response to their messages.

Question 15

Shondra is starting a new administrative position and knows that she'll be writing a lot of e-mail messages. What is the best advice you can give her?

Accepted Answer

This advice reminds Shondra to be mindful of the content she includes in her e-mails and to avoid anything potentially inappropriate or damaging to her professional reputation.

Answer: B 
 This advice is incorrect because even though e-mail can be informal, professionalism is still important. Shondra should make sure to use complete sentences and proper grammar to convey her message clearly and effectively.

Answer: C 
 This advice is incorrect because using "Reply All" unnecessarily can clutter people's inboxes and waste their time. Shondra should only use "Reply All" if everyone on the original message needs to see her response.

Answer: D 
 This advice is incorrect because deleted e-mails can often be retrieved by IT departments or through backups. Shondra should be careful about the information she includes in e-mails even if she plans to delete them.

Question 16

Rowena must read and reply to several e-mail messages. What is the best tip she can follow to make sure that she handles her e-mail professionally?

Accepted Answer

Changing the subject line when the subject changes ensures that the conversation stays organized and makes it easier to search for specific topics in the future.

Question 17

Monique wants to be an effective e-mail communicator. What should she do?

Accepted Answer

Placing contact information and social media handles at the bottom of the message can make it easy for the recipient to reach out to Monique. She should also resist using humor and sarcasm as it may not always come across as intended. Double-checking before hitting the Send button can prevent errors or mistakes in the message from causing any issues. Therefore, Monique should do all of these to be an effective e-mail communicator.

Question 18

What is the best advice for writing e-mail messages?

Accepted Answer

Making messages easier to read and comprehend by using formatting tools such as bulleted and numbered lists and headings can improve communication and ensure that the recipient understands the information being conveyed. Using first names only can be inappropriate in some professional settings, including formal business communication. It's generally a good idea to include your name at the bottom of the message or in the signature line, even if it appears in your e-mail address. While including a complimentary closing can be a nice way to end a message, it is not always necessary or appropriate, depending on the context and the relationship between the sender and the recipient.

Question 19

Aimee has discovered a production problem that will cause this month's shipments to be a few days late. Because her Brazilian customers will need to know about this problem right away, Aimee should

Accepted Answer

Sending an e-mail message is the best option for quickly notifying Brazilian customers about the production problem. It allows for immediate transmission of the message and can include all necessary details about the delay. Additionally, it provides a written record of the communication for both parties.

Question 20

Which of the following statements about e-mail in the workplace is most accurate?

Accepted Answer

According to various studies and surveys, including a report by the McKinsey Global Institute, typical businesspeople spend at least two hours a day dealing with e-mails. While social media platforms are gaining popularity, e-mail is still a widely used form of communication in the workplace. E-mail has not completely replaced paper memos and letters, but it has significantly reduced their usage. E-mail may continue to evolve and change, but it is unlikely to become completely obsolete in the near future.

Quiz 7: Short Workplace Messages and Digital Media