Question 1

The leader of a meeting must:

Accepted Answer

The leader should make an effort to include all group members and encourage participation from those who may not speak up as much.

Question 2

Which of the following is true of taking minutes at a meeting?

Accepted Answer

The purpose of taking minutes at a meeting is to have an objective account of the topics discussed during the meeting, ensuring important information is captured for future reference or for those who were not able to attend. Options A, B, D, and E are either incorrect or incomplete. Minutes do not need to be highly formal, with headings and complete sentences, but they should be clear and concise. While it is important to note attendance, it is not necessary to differentiate between excused or unexcused absences. It is also not always necessary for group members to vote on recorded minutes. All meeting minutes should be formal and professional, but they may vary in format depending on the organization or the level of formality required.

Question 3

Which of the following is a basic element of the techniques of professional talking?

Accepted Answer

The answer of Which of the following is a basic...

Question 4

Peyton, a secretary at an office, has been instructed not to connect sales calls to her boss. Which of the following must she do when she receives a call from a salesperson?

Accepted Answer

It is important for Peyton to clearly and courteously explain to the salesperson that her boss has no interest in any sales proposition. This not only prevents any further attempted sales calls, but also maintains a professional relationship with the salesperson. Disconnecting the call or putting the salesperson on hold may be seen as rude and unprofessional. Promising a callback from her boss may create false hope for the salesperson and waste their time. Asking the salesperson to call again the next day does not solve the issue of her boss not being interested in any sales propositions.

Question 5

Rita Gomez from Creative Advertising Inc. is calling Technotek Inc. to discuss an upcoming marketing event for a new product launch. Which of the following will make a good conversation starter?

Accepted Answer

Option E introduces the caller and her purpose for calling right away, which sets the tone for a productive conversation. It is also polite and professional. The other options are too vague or general, and may not immediately catch the attention of the person who answers the call.

Question 6

Which of the following is true of an individual's style of talking?

Accepted Answer

Style of talking refers to the way that pitch, speed, and volume combine to create a unique persona for the speaker. It is not solely related to the speaker's vocabulary or the listener's level of understanding. Additionally, style refers to the sounds made by the speaker, not necessarily the sounds heard by the listener.

Question 7

Voice quality refers to the:

Accepted Answer

Voice quality refers to the pitch and resonance of the sounds a speaker makes and the sounds an audience hears, including factors such as tone, clarity, and volume. It relates to the physical characteristics of a person's voice and how those characteristics are perceived by others.

Question 8

Which of the following is a way to improve a person's phone voice?

Accepted Answer

Talking as if one is having a face-to-face conversation is the best way to improve a person's phone voice as it helps to convey natural emotions and expressiveness, making the conversation more engaging and effective.

Question 9

In terms of professional talking, which of the following is true of the element of word choice?

Accepted Answer

The element of word choice in professional talking should keep in mind the need for the recipient to understand the words he or she chooses. This means avoiding jargon that the listener may not be familiar with and using language that is clear and easy to understand. It is important to communicate effectively with the audience, rather than assuming prior knowledge or talking down or above them. The vocabulary used with friends outside the workplace may not always be appropriate for professional settings, so it is important to choose words carefully. This does not necessarily mean that a person with a large vocabulary would find it difficult to choose appropriate words, but rather that they should be mindful of who their audience is and adjust their language accordingly.

Question 10

_____ refers to fitting the words to the listener's level of understanding, but it also can include voice and style.

Accepted Answer

Adaptation refers to adjusting one's language, voice, and style to match the listener's level of understanding and communication style. It includes choosing appropriate vocabulary and grammar, speaking at an appropriate pace and volume, and using tone and inflection to communicate effectively with the listener.

Question 11

Which of the following is true of informal workplace talking?

Accepted Answer

The statement "The larger a person's vocabulary, the more word choices he or she has" is true of informal workplace talking. A larger vocabulary can provide more choices for words and expressions to use in conversation, making communication more effective. The other options are either incorrect or not directly related to informal workplace talking.

Question 12

In terms of good phone techniques, when screening calls for others it is important to:

Accepted Answer

It is important to first identify the organization when screening calls for others as this helps establish credibility and professionalism. Offering assistance can come after identifying the organization.

Question 13

Lisa Jones is a journalist working for the Gazette newspaper. She has a telephone interview scheduled with Bruce McGregor, the CEO of RealCo Inc. In order to be courteous, which of the following would be ideal to start the telephone conversation?

Accepted Answer

This option is best as it introduces the caller, specifies the newspaper she works for and requests to speak with Mr. Bruce McGregor. This is polite and professional. The other options are either too direct, informal, or not specific enough.

Question 14

When screening a phone call, assistants to busy executives must:

Accepted Answer

Courteously asking the purpose of the call allows the assistant to determine if it is urgent or important enough to pass through to the executive. It also helps the assistant to prepare the executive for the call and avoid any surprises. Putting the caller on hold for long periods of time or disconnecting the call can be seen as rude or unprofessional, while promising a callback from the executive may create false expectations or lead to unnecessary delays. Promptly redirecting the call to another assistant may also not be the best approach, as the caller may have specifically requested to speak to the executive.

Question 15

Which of the following is true of adaptation, one of the basic elements of the techniques of good talking?

Accepted Answer

Adaptation refers to the ability to adjust one's communication style, tone, and message to fit the audience and the situation. This includes understanding how culture and context influence communication. Therefore, option C is the most accurate description of adaptation among the given options. Option A refers to vocal variety, which is a related but distinct concept. Option B refers to individual vocal characteristics, which are not necessarily adaptable. Option D is incorrect because having a large vocabulary does not hinder a speaker's ability to adapt to the audience. Finally, adaptation is dependent on the speaker's style and voice, as it involves modifying one's communication style to better suit the audience.

Question 16

Which of the following is an effective technique for participating in meetings?

Accepted Answer

Being courteous and cooperative is an effective technique for participating in meetings. It shows respect for others and helps to create a positive and productive atmosphere. Actively discussing items that are not a part of the agenda can disrupt the meeting and waste time. Allowing few members to talk a lot can prevent other members from participating and sharing their ideas. Not participating for fear of being disrespected will not contribute to the success of the meeting. Criticizing the speaker is not constructive and can create tension and conflicts.

Question 17

Tim Barkins, executive officer at Intium Technologies Inc., has a direct telephone line where clients can reach him. Which of the following would be an effective way for him to answer his calls?

Accepted Answer

Option E is the best choice as it identifies the company and the person who is answering the call. It is also polite and professional by asking how they can assist the caller.

Question 18

Which of the following is a good practice when conducting meetings?

Accepted Answer

Summarizing what has been discussed and concluded after a key item is discussed helps to ensure that everyone is on the same page and can facilitate decision-making. Encouraging certain individuals to dominate the discussion, having no structure or time limits, or penalizing participants for talking too little can hinder productive conversation and participation.

Question 19

Which of the following is true of developing an agenda for a meeting?

Accepted Answer

An agenda should be organized in a logical order, with items that lead to others coming before the items they lead to. This helps ensure that all necessary topics are covered and that time is well-spent during the meeting. Options A, C, D, and E are all incorrect. There is no requirement for a written agenda for casual or informal meetings. An agenda should be available to all participants to allow them to prepare and contribute. There is no one-size-fits-all format for developing an agenda, and the use of word processing tools can assist in creating professional and straightforward agendas.

Question 20

Meetings of such groups as formal committees, boards of directors, and professional organizations usually follow generally accepted rules of conduct known as _____.

Accepted Answer

Parliamentary procedure refers to the set of rules that govern the conduct of meetings, ensuring that they are run efficiently and fairly. It is commonly used in formal settings such as committees, boards of directors, and professional organizations. The other options listed are not directly related to the rules of conduct for meetings.

Quiz 15: Communicating Effectively in Meetings and Conversations