Question 1

Your team has completed its analytical report for presentation to the board of directors. Which of the following should be checked in the final proofreading of the report?

Accepted Answer

All of the above should be checked in the final proofreading of the report to ensure that the content is accurate and well-organized, the mechanics such as grammar, punctuation, and spelling are correct, and the format and layout are consistent and professional.

Question 2

Proofreading by reading a document aloud while another person verifies the copy is

Accepted Answer

Proofreading by reading a document aloud while another person verifies the copy is recommended for extremely important documents, as it can help catch errors that might be missed by an individual reader. While it may not be necessary for every business document, it is a valuable practice for certain projects.

Question 3

Which of the following is an example of effective use of an enumerated list?

Accepted Answer

This is an effective use of an enumerated list because it clearly outlines the steps required to log into the network in a sequential and organized manner.

Question 4

Hong's memo that describes new steps for merchandise returns should include which of the following techniques for emphasis?

Accepted Answer

Numbered lists would be the best choice to clearly outline and organize the new steps for merchandise returns. This allows for easy reference and understanding for employees. Bulleted lists could also be a good choice, but may not provide as clear of a hierarchy or sequence of steps. Talking heads and boxed text are not applicable techniques for emphasis in a memo.

Question 5

Writer's pride of ownership refers to

Accepted Answer

Writer's pride of ownership refers to the sense of attachment and possessiveness that writers feel towards their written work. This often leads to reluctance in sharing their writing with others and accepting feedback or criticism. It is a feeling of ownership over their writing and a desire to maintain control over it.

Question 6

Which of the following is the MOST effective heading in a memo report to employees?

Accepted Answer

D) "How Do Benefit Changes Affect You?" is the most effective heading because it directly addresses the reader's interest and encourages engagement by framing the topic in terms of its impact on the employees.

Question 7

Final proofreading of an important business document should typically be done

Accepted Answer

Final proofreading should be done from a draft paper copy to ensure that all errors and corrections are caught before printing or sending the final version. Proofreading from a computer screen can cause some errors to be missed, and proofreading a final copy on company letterhead may be too late to make corrections. Proofreading from an archive file copy is not ideal as it may not reflect the most recent changes.

Question 8

What proofreading procedure should Anthony use when proofreading a technical support manual?

Accepted Answer

A technical support manual requires a thorough proofreading procedure to ensure accuracy and effectiveness. Proofreading three times is recommended, as it allows for a more comprehensive check of content, organization, style, and mechanical errors. The third pass of reading from right to left also catches any errors that may have been missed in previous passes.

Question 9

From a managerial point of view, which is the BEST advice?

Accepted Answer

Reading all documents carefully before signing them ensures that the manager is fully aware of the content and can catch any mistakes or inaccuracies. It is important for managers to take ownership of the documents they sign, even if they have administrative help. Leaving proofreading to administrative help or only spot checking leaves room for errors to be missed. Keying your own documents may not always be feasible or efficient, especially for larger organizations.

Question 10

Which of the following is NOT appropriate advice for effective revising and proofreading?

Accepted Answer

Allowing others to proofread your work can provide fresh perspectives and catch errors that you may have missed. Therefore, the advice in option C is not appropriate. Options A and B are both appropriate advice for effective revising and proofreading.

Question 11

Which of the following is NOT an effective way to revise and proofread your message?

Accepted Answer

All of the above options are effective ways to revise and proofread your message.

Question 12

Which of the following is true of text chunking in documents?

Accepted Answer

Chunking does make the page look more organized and studies have shown it can increase retention by up to 50 percent. The other options are not necessarily true and can vary depending on the specific document and context.

Question 13

Which of the following is NOT an effective attitude when revising and proofreading documents?

Accepted Answer

Disregarding the audience's perspective is not an effective attitude when revising and proofreading documents. Understanding and considering the audience's viewpoint is important for effective communication.

Question 14

Which is the BEST technique for emphasizing to stockholders the reasons for revenue increases?

Accepted Answer

Using bullets to list out each reason for revenue increases makes the information easier to read and process for stockholders. It also allows them to quickly scan and understand the important points without having to read through lengthy paragraphs or searching for information in a paragraph buried in the middle of the text.

Question 15

Roberto's 10-page report on emerging international markets contains important information that needs emphasis for the readers. Which of the following techniques would LEAST improve the readability of the report?

Accepted Answer

Major and minor headings that are equally emphasized may not improve readability because the hierarchy of information is unclear. It is important to have clear and distinct headings with varying levels of emphasis to make it easier for readers to understand the flow and structure of the report.

Question 16

Discuss why the effective business communicator should vary sentence and paragraph length.

Accepted Answer

The answer of Discuss why the effective business communicator should...

Question 17

Enumerated or bulleted lists

Accepted Answer

Enumerated or bulleted lists can be used to add visual impact and improve readability of items in a series, making them easier to scan and understand. They should be used strategically and not excessively to avoid detracting from the flow of the written message. They can be placed within the main text of a business document or in an appendix section, depending on the context and purpose of the list. Wasted white space can be minimized by adjusting the spacing and formatting of the list.

Question 18

Which of the following is true of document headings?

Accepted Answer

Document headings are important to grab the reader's attention and make the document more organized and skimmable. Research has shown that readers are more likely to pay attention and engage with a document that has headings.

B is not entirely true as headings can provide a hint or summary of the content that follows. However, they should not reveal all the details or conclusions.

C is not true as major headings should be more prominent and formatted differently from minor headings to indicate their importance.

Question 19

Explain the value of using the reading level feature when word processing a document.

Accepted Answer

The answer of Explain the value of using the reading...

Question 20

Which of the following is the most effective report heading?

Accepted Answer

Option C is the most effective report heading as it is specific and highlights a positive trend. It catches the reader's attention and provides valuable information at a glance. Option A and D are too general, and option B is specific but lacks information about performance.

Quiz 4: Preparing Spoken and Written Messages