Deck 13: Communication Tools

Question 1

A presentation should be planned in three stages: the introduction, the information, and the summary.

Answer 1

True

Question 2

A spell checker will identify instances when the word "their" is used instead of the word "there."

Answer 2

False

Question 3

E-mail usually is less formal than other written communication, but rules of good grammar, correct spelling, and clear writing still must be followed.

Answer 3

True

Question 4

In a report, the executive summary is used to summarize an entire project, including recommendations, in several paragraphs.

Question 5

The Flesch Reading Ease score measures the average sentence length and the average number of syllables per word and produces a rating level to a U.S. grade-school level.

Question 6

For most standard documents, Microsoft suggests writers aim for a Flesch-Kincaid Grade Level score of _____.

A) 5.0 to 6.0
B) 7.0 to 8.0
C) 9.0 to 10.0
D) 11.0 to 12.0

Question 7

When you have a large number of supporting documents such as questionnaires or sampling results, you should put those items in the data section located at the end of the document.

Question 8

In a report, the recommendations section is used to _____.

A) summarize the entire project in several paragraphs
B) present the best system alternative, with a brief explanation
C) contain a large number of supporting documents
D) describe the major conclusions reached

Question 9

Overall guidelines for preparing an effective slide presentation include all of the following EXCEPT _____.

A) use bullets rather than numbers, unless showing a specific sequence
B) strive for a consistent look and feel among slides
C) use appropriate point sizes for titles and body text
D) during the presentation, read the slides to the audience

Question 10

In a report, the findings section is used to _____.

A) summarize the entire project in several paragraphs
B) present the best system alternative, with a brief explanation
C) contain a large number of supporting documents
D) describe the major conclusions reached

Question 11

When preparing a slide presentation, try to follow the rule often called the 7 by 7 rule: _____.

A) at least seven topics per slide, and at least seven items per topic
B) no more than seven topics per slide, and no more than seven items per topic
C) at least seven items per slide, and at least seven words per item
D) no more than seven items per slide, and no more than seven words per item

Question 12

For most standard documents, Microsoft suggests writers aim for a Flesch Reading Ease score of _____.

A) 10-20
B) 30-40
C) 60-70
D) 90-100

Question 13

The why, who, what, when, and how of communications are important questions that must be answered before you communicate.

Question 14

Knowing WHAT is expected and when to go into detail is directly related to knowing _____.

A) WHO your targets are
B) WHEN to speak and when to remain silent
C) HOW to communicate effectively
D) WHERE to communicate best

Question 15

Although many authors use a more conversational style for e-mail, users should be aware of some simple rules of netiquette and remember that e-mail messages often are forwarded to other recipients or groups and are as important as any other form of written communications.

Question 16

If nervousness is a problem when facing an audience, keep all of the following suggestions in mind EXCEPT _____.

A) control your environment
B) turn your nervousness to your advantage
C) use meaningless filler words and phrases
D) practice and build your confidence

Question 17

The Flesch-Kincaid Grade Level score measures the average sentence length and the average number of syllables per word and rates the text on a 100-point scale.

Question 18

When preparing a written document, use a conversational tone in formal documents and a business tone in informal documents.

Question 19

When preparing written documents, keep in mind all of the following suggestions EXCEPT _____.

A) keep your writing concise and well-organized
B) use an appropriate style
C) impress your audience with the size of your vocabulary
D) check your work carefully

Question 20

To know _____, ask the question, "Is this communication necessary, and what specific results am I seeking?"

A) WHY you are communicating
B) WHO your targets are
C) WHEN to speak
D) HOW to communicate effectively

Question 21

When preparing slides for a presentation, use serif styles, such as Times Roman, for all body text; if a sans serif style (such as Arial) is used, apply it only in titles.

Question 22

Microsoft offers a robust Web-conferencing platform called PowerPoint 2010.

Question 23

When practicing a presentation, write a script so the presentation can be read.

Question 24

A brilliant presentation will not convince top managers to approve a system if they are not sold on the person who gave the presentation.

Question 25

To control a presentation, avoid eye contact with the audience and use no humor, but insert irrelevant jokes and make a joke at someone else's expense.

Question 26

Most companies now use ____________________ as the main form of internal communication.

Question 27

Many companies use ____________________, which enables users to manage and share their calendars, task lists, schedules, contact lists, and documents.

Question 28

All writers must consider ____________________, which analyzes the ease of comprehension by measuring specific characteristics of syllables, words, and sentences.

Question 29

When preparing slides for a presentation, select special effects liberally - many graphics, colors, sounds, or other special effects will concentrate the audience.

Question 30

A(n) ____________________ gives your work a consistent look and makes the job easier.

Question 31

In a presentation, specialized or technical terminology should be used whenever possible.

Question 32

Most word processing programs include a(n) ____________________, which is a tool that can detect usage problems and offer suggestions.

Question 33

When preparing for a presentation, try to anticipate the questions an audience will ask so a response can be prepared ahead of time.

Question 34

In a report, the ____________________ usually includes a title page, table of contents, and brief description of a proposal.

Question 35

A(n) ____________________ is a tool that identifies words that do not appear in a word processing program's dictionary.

Question 36

When preparing a presentation, the first step (and perhaps the most important) is to prepare an overall outline that will be the foundation of the presentation.

Question 37

Visual aids can direct audience attention away from the speaker, which is useful if the speaker is nervous when giving a presentation.

Question 38

When preparing written communications, ____________________, as in the sentence, "The system was designed by Tom," should be avoided.

Question 39

When preparing written communications, ____________________, as in the sentence, "Tom designed the system," should be used whenever possible.

Question 40

A(n) ____________________, or an e-mail message, can be used when a report is sent and a date, time, and place for an oral presentation can be set.

Question 41

With a computer and a projection system, ____________________, such as Microsoft PowerPoint, can be used to create slides with sounds, animation, and graphics.

Question 42

Many word processing programs include a tool that can generate a(n) ____________________ automatically.

Question 43

Include a(n) ____________________ when a report is long or includes many exhibits.

Question 44

A(n) ____________________, which is required at the end of the preliminary investigation and again at the conclusion of the systems analysis phase, might have to be given more than once in some situations.

Question 45

In a presentation, ____________________ can help to display a graphical summary of performance trends, a series of cost-benefit examples, or a bulleted list of important points.