Question 1

When a document is based solely on text there is a risk that:&#10;A) the information can become too crowded or repetitive&#10;B) your reader's knowledge will increase excessively to a dangerous level&#10;C) the information can provide a level of understanding above your competitors&#10;D) your reader may develop medical issues, such as eye strain

Accepted Answer

When a document is based solely on text, there is a risk that the information can become too crowded or repetitive, making it difficult for the reader to understand or retain the information. This can lead to confusion, frustration, and a decrease in overall readability. When a document is based solely on text, there is a risk that the information can become too crowded or repetitive, making it difficult for readers to understand or follow. This may result in the readers losing interest or missing important details.

Question 2

When communicating face to face this first impression is:&#10;A) easier to control as you can actually see and talk to the other person&#10;B) important for the organisation as you can talk to the other person&#10;C) easier to control as you can actually see who the other person responds to best&#10;D) important to ensure the other person can respond to your suggestions

Accepted Answer

When communicating face to face, it is easier to control the first impression as you can actually see and talk to the other person. Body language, tone of voice, and facial expressions can all be taken into account when making that impression. Therefore, choice A is the best answer. When communicating face to face, it is easier to control the first impression as you have the ability to see and talk to the other person. This allows for the use of body language, tone of voice, and other nonverbal cues to help convey your message and create a positive first impression.

Question 3

Make the document easy for the reader to follow by placing the information into a well-designed folder.

Accepted Answer

The statement suggests organizing information into a well-designed folder for ease of reading, which is a physical or digital organization method, not a direct measure of document readability or structure.

Question 4

If you identify any errors or issues in the draft version of a document you should amend them and create a final version.

Accepted Answer

This is the standard process for editing and finalizing a document. Identifying errors and amending them improves the quality of the document and creating a final version ensures that the edited version is the one being presented to the intended audience. If errors or issues are identified in a draft version of a document, they should be corrected and a final version should be created.

Question 5

Any documents written by you during work hours:&#10;A) must be completed before you finish your day's work&#10;B) can only be used with the people that helped to produce it&#10;C) remain the property of your organisation and copyright belongs to your employer&#10;D) must be reviewed by the managers and customers at the end of the month

Accepted Answer

Any documents written during work hours belong to the organization and the copyright belongs to the employer. It is important for employees to understand that they do not have ownership over the documents they produce while on the job. Therefore, it is essential to maintain confidentiality and prevent unauthorized disclosure. A and D do not accurately reflect the best choice for this scenario, and B is incorrect as there may be instances where the document needs to be shared beyond the original team. Documents written during work hours are considered part of the work product for the organization and are owned by the employer. This means that the copyright also belongs to the employer. Therefore, employees should take care to not share or distribute documents without permission from their organization. Option A is not necessarily accurate as some documents may require further review, feedback, or additional work beyond one day. Option B is too limiting as there may be other stakeholders who need access to the document. Option D is also not necessary for every document and could be an inefficient use of time.

Question 6

Making the right impression in writing is easier than meeting someone in person or by telephone because you are unable to convey meaning through body language or the way you use your voice.

Accepted Answer

Making the right impression in writing requires careful attention to word choice, tone, and structure, as these elements convey meaning in a written communication. However, it can be more difficult to convey tone and intention without the aid of body language and vocal inflection. Making the right impression in writing can be just as challenging as in person or on the phone because you must rely solely on the words you choose and the way you structure your message. It can be difficult to convey tone, emotion or intent without the use of body language or vocal cues.

Question 7

During the course of a working day you may be required to:&#10;A) install various software and functions&#10;B) develop a range of reports, programs and emails&#10;C) produce reports, memos and emails&#10;D) use a range of technology to organise personal events

Accepted Answer

The task of producing reports, memos and emails is a common requirement in most workplaces, whereas installing software and organising personal events are more specific tasks that may not apply to all job roles. Developing programs and reports may also apply to some job roles, but producing reports, memos and emails is a more general task that applies to a wider range of positions.

Question 8

Using the appropriate software program and method for the task can make work processes easier and less efficient.

Accepted Answer

Using the appropriate software program and method for the task can make work processes easier and more efficient, not less efficient.

Question 9

Format and structure go hand in hand with:&#10;A) style and desires&#10;B) audience and style&#10;C) style and purpose&#10;D) audience and purpose

Accepted Answer

Format and structure are determined by both the intended audience and the purpose of the written piece. It is important to consider who will be reading the writing and what the intended message or outcome is in order to create appropriate format and structure. Style and desires may play a role in the overall tone and feel of the writing, but they are not directly tied to format and structure. Format and structure should be determined by the specific audience and purpose of the communication. The chosen style may also influence format and structure, but it is secondary to audience and purpose.

Question 10

It is important to be aware of any time issues relating to any documents you produce and to liaise with relevant staff members to ensure they are produced on time.

Accepted Answer

It is important to prioritize time management when producing documents and communicate with others involved to ensure timely completion. It is important to prioritize and manage time effectively in order to complete documents on time and ensure they meet any deadlines or requirements. Collaboration and communication with others involved in the document production process can also help ensure timely delivery.

Deck 17: Producing Business Documents