Deck 1: Characteristics of Writing at Work

Question 1

Writing at work and academic writing both require…

A) effective paragraph development and correct sentence structure.
B) use of graphics and video.
C) effective paragraph development and several grammatical errors.
D) knowledge of exactly who is reading your writing.

Answer 1

A
Explanation: There are a few fundamental principles associated with both workplace writing and academic writing: effective paragraph development, correct sentence structure, correct punctuation, and correct usage.

Question 2

The typical workplace includes:

A) Conciseness
B) Usability
C) Accuracy of information
D) Collaboration

Answer 2

C
Explanation: Surveys show that organizations rank accuracy of information as the most important writing skill.

Question 3

Surveys show that organizations rank which attribute of good technical writing as the most important?

A) over 20 employees.
B) extensive use of technology.
C) strict security to protect intellectual property.
D) Both b and c.

Answer 3

D
Explanation: Today's workplace requires extensive use of technology and strict security to protect the intellectual property of the organization and clients.

Question 4

Even good technical writing may include:

A) a few grammatical errors.
B) some inaccurate information.
C) a few typographical errors.
D) None of the above.

Question 5

Technical communication should

A) Be able to be understood by a variety of readers.
B) Be complex.
C) Be posted on all social media.
D) Be delivered using personal email accounts.

Question 6

Which of the following is not a part of the document development process?

A) Determining content.
B) Collaborating with your CEO.
C) Editing.
D) Drafting.

Question 7

What are three ways to avoid potential security breaches at work?

A) Avoid using social media while at work, never use external storage, and only email documents to your readers.
B) Use caution when texting and emailing, avoid having a personal blog and comply with the company's intellectual property security policies.
C) Avoid using social media while at work, email all of your documents to your personal email account for safe keeping, never text while you are at work.
D) Only write on your personal blog on your break, guard your external storage devices carefully, and know that your writing may be read by unknown readers.

Question 8

What are three ways to avoid potential security breaches at work?

A) Use a flash drive to store all of your writing, lock your computer when you walk away, and delete your social media profiles.
B) Use a flash drive to store all of your writing, lock your computer when you walk away, and email all of your documents to your personal email account for safe keeping.
C) Use social media carefully and never at work, guard your external storage devices carefully, and know that your writing may be read by unknown readers.
D) Know that your writing may be read by unknown readers so encode your documents, email documents to the IT department prior to sending, and try not to text too much during business hours.

Question 9

What are three ways to avoid potential security breaches at work?

A) Because your colleagues get paid to read your writing.
B) Because you get paid to write long documents.
C) Because it supports productivity in the workplace.
D) Because it affords reading material in the breakroom.

Question 10

Good technical communication has all of the following qualities EXCEPT:

A) It uses visuals, if necessary, to help readers understand ideas or data.
B) It can only be read and understood by subject matter experts.
C) It enables people who need to use the writing to perform a task to do so.
D) It shows a plan that reveals the purpose and value of the document
The rest of this test will be based on the following scenario: Samantha has just been hired as the IT Manager at Monopoly National Bank. Though her job title sounds impressive, she is the only employee in the IT Department.
The very first day on the job, Samantha is handed a two-inch thick packet of specifications and sales brochures on six desktop computers that was put together by the previous IT manager, who recently resigned to start her own social network company. The VP of Operations asks Samantha to review the dossier thoroughly, then write a recommendation report and have it on her desk by Friday. As the new IT Manager, Samantha needs to write a report that explains which computer would best suit the needs of the Business Loan Department.
The bank rotates purchasing computers for each department on a two year basis, and they need to replace the six desktop computers in the Business Loan Department by the end of the month or lose the line item for this budget year.
Not only is this Samantha's first day on the job, this is her first job after graduating from college-so she is a little hesitant about how she will accomplish this task. She takes the packet to her office and begins sorting through technical specifications and sales brochures. Eventually, she decides which computer she will recommend and why. Once she has made his decision, she writes a three page, single-spaced essay that has an intriguing introduction, discusses the importance of good IT to production, compares the qualities of each computer in detail, and concludes with the praises of the computer she recommends. Before she sends the essay off to the VP of Operations, she decides to review the textbook for the technical writing class she took her junior year, The Essentials of Technical Communication.

Question 11

Samantha recalls that the text says, "No one wants to read anything you write!" Why would the VP of Operations, then, want to read Samantha's essay?

A) because she tells her to.
B) because it contains information she needs to make a decision.
C) because she will use it in the future to evaluate her performance.
D) Both the second and third answers are correct

Question 12

After reading the sections in Chapter 1 on how workplace writing differs from academic writing, Samantha realizes she has gone into too much detail about technical information on computers, and will streamline that information by putting it in a chart for all of the following reasons EXCEPT:

A) Readers have less knowledge about computers than she does and may skip reading the document entirely if she does not keep the technical information clear and concise.
B) Readers need to know how the new computers will affect their job goals, not be given a lesson in computer technology.
C) She needs to keep the information to show that she is very intelligent because she wants a promotion.
D) Some readers will only want to survey this section of the document in order to find the main points and ideas quickly.

Question 13

Samantha remembers that when writing in school, she used the same design and format for each essay or paper she wrote, but when composing and designing this essay at work, she needed to

A) Focus on the purpose of the document: to recommend a purchase.
B) Attend to the audience's needs: what they need to know to do their job.
C) Keep it clear and concise: use charts and bullets to display information.
D) All of the above.

Question 14

After finishing revising and proofreading the document, Samantha realized that she had saved the Microsoft word document on her desktop computer. What should have Samantha done prior to even beginning the document?

A) Both the second and fourth answers are correct
B) Asked the VP of Operations about the company's security policy and how their intellectual property (such as the document she wrote) is stored.
C) Left the office to buy a flash drive so she can save the document and work on it at home.
D) Asked the VP of Operations for a copy of the company's security policy so she could reference it to ensure she was abiding by their information storage and intellectual property policies.

Question 15

After confirming with the VP of Operations how to save and deliver the essay, right before emailing the document to the VP, she reviews her essay one last time to make sure it exhibits all of the qualities of good technical communication, which are…

A) Accuracy of information; clarity, conciseness, readability, usefulness, ambiguous, and uses standard English.
B) Accuracy of information; clarity, conciseness, readability, usability, correctness, and uses standard English.
C) Accuracy of information; has few grammatical errors, conciseness, readability, usability, correctness, and uses standard English.
D) Accuracy of information; clarity, conciseness, readability, usefulness, ambiguous, and uses standard English and Spanish.

Question 16

In school, what you write becomes a knowledge indicator for a grade. Explain what your writing indicates about you in the workplace.

Question 17

Plagiarism, the intentional or unintentional use of another's words, is the primary legal concern for writing in school. Explain the primary legal concern of writing in the workplace.

Question 18

Why is it important that you always write effective documentation at work?

Question 19

Your textbook says that, "Electronic communication has become a blessing and a curse." In a memo for your classmates, explain the benefits and pitfalls of electronic communication in the workplace. When possible give specific and concrete examples of both benefits and problems associated with electronic communication.

Question 20

Your textbook says, "Many organizations, before they hire new employees, will check social media to see what potential employees have said about themselves." Describe what potential employers might discover if they checked your personal social networking sites today, and what do you think it reflects about you and your work ethic? How do you think they would interpret the messages you post on your social media?

Question 21

Writing in school and writing at work differ because . . .

A) the audiences of each differ.
B) the purposes of each differ.
C) in the workplace, you don't have to worry about effective paragraph development, sentence structure, punctuation, and usage.
D) Both the first and second answers are correct.

Question 22

Which of the following statements is true of technical writing?

A) It is usually intended for a single reader.
B) It includes only print materials.
C) It includes a variety of written documents, including emails, news releases, and speeches.
D) It includes essays written for an academic assignment.

Question 23

You should never access your personal email, blog, or social media sites from your…

A) smartphone
B) personal computer
C) employer's computer
D) Both the first and second answers are correct

Question 24

Writing at work requires:

A) An acute awareness of security and legal liability.
B) Requires awareness that documents may be read by unknown readers, inside and outside the organization, at any later time.
C) Achieves job goals.
D) All of the above.

Question 25

What do many organizations do before they hire a new employee?

A) Check the applicant's social media sites.
B) Send the applicant to get a physical.
C) Do a criminal background check on the applicant.
D) Call the applicant's parents to discuss the applicant's qualifications.

Question 26

What type of organizations produce technical communication?

A) Small businesses
B) Universities
C) Government agencies
D) All of the above

Question 27

How many stages does writing effective documents require?

A) Nine
B) Six
C) Three
D) Five

Question 28

Three stages of developing effective documents include:

A) Determining content, determining delivery mechanism, meeting with the CEO
B) Planning the document, determining content, arranging ideas
C) Drafting, revising, editing
D) Both the second and third answers are correct

Question 29

In the workplace, most of your readers will not read all of what you write…

A) because they are not interested.
B) unless you write an intriguing introduction that entertains them.
C) but will read what they need to read to do their job.
D) because it will be archived indefinitely.

Question 30

Writing at work requires effective communication, which can be accomplished by…

A) Being ambiguous.
B) Including "catchy" headings.
C) Sending all email as "urgent."
D) Making your message clear, easy to read, and interesting, but relevant.

Question 31

What are three writing skills that organizations rank as important?

A) Document design, determining content, and usability.
B) Designing visuals, readability, and document design.
C) Use of standard English, readability, and usability.
D) Use of local jargon, determining content, and usability.

Question 32

What does a good, quality piece of technical communication do?

A) Confuses readers.
B) Makes a good impression on your readers and makes sense to them.
C) Can be read by people who speak all languages.
D) Requires a dictionary.

Question 33

Though you will likely move back and forth between the various stages of the writing process, the process should will generally follow this order:

A) Arranging ideas; Planning the document; Determining content; Editing; Drafting; Revising.
B) Planning the document; Determining content; Editing; Arranging ideas; Drafting; Revising.
C) Editing; Planning the document; Determining content; Arranging ideas; Drafting; Revising.
D) Planning the document; Determining content; Arranging ideas; Drafting; Revising; Editing.

Question 34

When you sign your name to a report or letter, you are…

A) responsible for the contents.
B) not responsible for the contents (the company is responsible).
C) responsible for the contents only if you are a supervisor.
D) responsible for the contents only if you have plagiarized.

Question 35

Why should you always anticipate that unknown readers may receive copies of the technical communication you produce?

A) The documents will often be used in assessing your performance and in determining your potential for a promotion.
B) Unknown readers may also use your reports to gain understanding of a work situation they have inherited with a new job assignment.
C) It will become part of the organization's archive and may be accessed by people who do not understand the context of your technical communication.
D) All of the above.

Question 36

Why is it important that you avoid potential security breaches at work?

Question 37

List three ways you can avoid potential security breaches at work.

Question 38

One of the tips your textbook gives suggests you play a mind game on yourself: "Always write as if someone you do not know might be reading over your shoulder." In a memo written to your fellow students, explain why this is a good strategy for writing in the workplace.

Question 39

Surveys show that organizations rank writing skills in this order of importance: 1. accuracy of information 2. clarity 3. conciseness 3. readability 4. usability 6. Correctness and 7. Use of standard English. In a memo to your fellow students, explain how attention to these qualities will result in well-written workplace documents. (Note: Your textbook gives nine bulleted items that would result from attention to these qualities.)