Chapter 09 Informal Reports PDF

1. Reports in today's business environment range widely in length and purpose, help organizations sift through data and make decisions, and \_\_\_\_\_\_\_.    a.  can be delivered orally or digitally --- ----- ------------------------------------------------------------------------   b....

1. Reports in today's business environment range widely in length and purpose, help organizations sift through data and make decisions, and \_\_\_\_\_\_\_.    a.  can be delivered orally or digitally --- ----- ------------------------------------------------------------------------   b.  should never be stored on cloud servers off-site for security purposes   c.  are nevertheless becoming obsolete   d.  are used strictly for providing information *ANSWER:  * a ---------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- *RATIONALE:  * Although business reports range widely in length, purpose, and delivery mode, they help organizations sift through data and make major decisions. They can be presented orally or also delivered digitally in e-mails, PDF files, websites, or slide decks. Reports today are commonly stored on off-site cloud servers. Some reports provide information only; others analyze and make recommendations. +-----------------------------------------------------------------------+ | 2. Reports that present data without analysis or recommendations are | | \_\_\_\_\_\_\_. | | | |   a.  informational reports | | --- ----- ------------------------------- | |   b.  analytical reports | |   c.  cost-benefit analysis reports | |   d.  justification reports | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | -------------------------- | | *RATIONALE:  * An informational report presents data without anal | | ysis or recommendations. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 3. Which of the following should be written as an informational | | report? | | | |   a.  A recommendation from the Information Technology Departme | | nt that your company install a wireless network | | --- ----- --------------------------------------------------------- | | ------------------------------------------------- | |   b.  A feasibility study addressing possible tuition reimburse | | ment for employees | |   c.  A comparison of five handheld communication devices that | | your company might purchase | |   d.  A summary of information presented at a recent conference | | for technical writers | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------- | | *RATIONALE:  * An informational report presents data without anal | | ysis or recommendations. A report summarizing information presented a | | t a conference for technical writers is most likely to be written as | | an informational report. All other examples would require analysis or | | recommendations. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 4. Reports that provide data or findings with analyses and | | conclusions are \_\_\_\_\_\_\_. | | | |   a.  informational reports | | --- ----- ----------------------- | |   b.  analytical reports | |   c.  summaries | |   d.  progress reports | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------------------------------------------------------- | | *RATIONALE:  * Analytical reports provide data, analyses, conclus | | ions, and, if requested, recommendations. Analytical reports may also | | intend to persuade readers to act or to change their beliefs. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 5. Which of the following reports is an example of an analytical | | report? | | | |   a.  A report summarizing the details of a recent seminar you | | attended | | --- ----- --------------------------------------------------------- | | ---------------------- | |   b.  A report recommending an antiterrorism security system fo | | r mass transit | |   c.  A report outlining the new company procedure for reportin | | g workplace injuries | |   d.  A report showing state budget allocations for education | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------------------------ | | *RATIONALE:  * An analytical report provides data, analyses, conc | | lusions, and recommendations. A report recommending an antiterrorism | | security system for mass transit is an analytical report. All other e | | xamples represent informational reports. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 6. The direct strategy of organization is appropriate for a business | | report when readers \_\_\_\_\_\_\_. | | | |   a.  need to be educated | | --- ----- -------------------------------- | |   b.  must be persuaded | |   c.  are informed | |   d.  may be disappointed or hostile | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------------------------------------- | | *RATIONALE:  * The direct strategy is helpful when readers are in | | formed, supportive, or eager to have the results first. Other answer | | choices reflect reasons to use the indirect strategy. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 7. When you organize an informational report directly, in what order | | should the ideas be presented? | | | |   a.  Introduction/background, facts/findings, and summary | | --- ----- --------------------------------------------------------- | | ----------------------------------- | |   b.  Introduction/background, summary, and facts/findings | |   c.  Summary, introduction/background, and facts/findings | |   d.  The direct strategy presents ideas in any order for maxim | | um effectiveness and flexibility. | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------ | | *RATIONALE:  * When the organizational strategy is direct, report | | s open with an introduction/background, followed by the facts/finding | | s and a summary. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 8. The indirect strategy of organization is appropriate for a | | business report when readers \_\_\_\_\_\_\_. | | | |   a.  are supportive of the topic | | --- ----- -------------------------------------- | |   b.  must be persuaded | |   c.  are familiar with the topic | |   d.  want to know the results immediately | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------------------------------------------ | | *RATIONALE:  * The indirect strategy is helpful when readers must | | be persuaded or educated. The indirect strategy is also useful when | | readers may be disappointed in or hostile toward the findings. Other | | answer choices reflect reasons to use the direct strategy. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 9. When you organize an analytical report indirectly, in what order | | should the ideas be presented? | | | |   a.  Introduction/problem, conclusions/recommendations, facts/ | | findings, and discussion/analysis | | --- ----- --------------------------------------------------------- | | ----------------------------------- | |   b.  Introduction/background, facts/findings, and summary | |   c.  Introduction/problem, facts/findings, discussion/analysis | | , and conclusions/recommendations | |   d.  The indirect strategy does not follow a set order of idea | | s | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------------------ | | *RATIONALE:  * When the conclusions and recommendations, if reque | | sted, appear at the end of the report, the organizational strategy is | | indirect. Such reports usually begin with an introduction or descrip | | tion of the problem, followed by facts and explanations. They end wit | | h conclusions and recommendations. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 10. An informal writing style includes \_\_\_\_\_\_\_. | | | |   a.  contractions (for example, *wouldn\'t*, *don\'t*, *they\' | | re*) | | --- ----- --------------------------------------------------------- | | ------ | |   b.  second-person pronouns (for example, *you* and *your*) | |   c.  mainly passive-voice verbs | |   d.  longer sentences | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ----------- | | *RATIONALE:  * An informal writing style includes first-person pr | | onouns, contractions, active-voice verbs, short sentences, and famili | | ar words. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 11. Which of the following sentences uses an informal writing style | | for an informal report? | | | |   a.  *James, Deloitte, and Wilts, Inc., after extensive review | | of references and credentials of contractors, has elected to contrac | | t with Peck Builders for the new office complex.* | | --- ----- --------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | - | |   b.  *We\'re pleased to announce the selection of Peck Builder | | s as general contractor for our new office complex.* | |   c.  *After conducting an exhaustive search of building design | | elements and cost-efficiency data, the company has verified the qual | | ifications of Peck Builders.* | |   d.  *The findings demonstrate the imperative of selecting a f | | ully qualified and bonded contractor for the new building project of | | James, Deloitte, and Wilts, Inc.; that contractor is Peck Builders.* | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------- | | *RATIONALE:  * An informal writing style includes first-person pr | | onouns, contractions, active-voice verbs, short sentences, and famili | | ar words. The answer choice that demonstrates this style is *We\'re p | | leased to announce the selection of Peck Builders as general contract | | or for our new office complex*. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 12. Which of the following sentences demonstrates active-voice verbs? | | | |   a.  *Superior writing skills are required by many employers.* | | --- ----- --------------------------------------------------------- | | ------------------------- | |   b.  *Employee use of e-mail was monitored by management.* | |   c.  *Research indicates a correlation between strong writing | | skills and promotions.* | |   d.  *The proposals were carefully reviewed by the screening c | | ommittee.* | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------- | | *RATIONALE:  * Using active-voice verbs is one way you can demons | | trate an informal writing style. Only \"Research indicates a correlat | | ion between strong writing skills and promotions\" demonstrates activ | | e-voice verbs. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 13. The format of a report depends primarily on its length, topic, | | audience and \_\_\_\_\_\_\_. | | | |   a.  delivery mode | | --- ----- ----------------- | |   b.  purpose | |   c.  formality level | |   d.  writing style | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | ------------------------------- | | *RATIONALE:  * The format of a report is governed by its length, | | topic, audience, and purpose. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 14. In which format should a short informal report to a customer be | | written? | | | |   a.  Letter format | | --- ----- ----------------------- | |   b.  Memo or e-mail format | |   c.  Manuscript format | |   d.  Preprinted form | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------------------------------- | | *RATIONALE:  * Use letter format for short informal reports addre | | ssed outside an organization. Letter reports usually are longer than | | regular correspondence and show more careful organization. They also | | include headings and may come with attachments. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 15. In which format should a short informal report that will stay | | inside your organization be written? | | | |   a.  Letter format | | --- ----- ----------------------- | |   b.  Memo or e-mail format | |   c.  Manuscript format | |   d.  Preprinted form | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | -------------------------------------------------------------------- | | *RATIONALE:  * Memo or e-mail format would be most appropriate fo | | r a short informal report that will stay within your organization. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 16. Sondra works for a development firm and must explain to a | | customer the results of a year-long study of potential sites for new | | stores. In what format should she develop this report? | | | |   a.  Memo or e-mail format | | --- ----- ----------------------- | |   b.  Preprinted form | |   c.  Letter format | |   d.  Manuscript format | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | ---------------------------------------------------------- | | *RATIONALE:  * Manuscript format is appropriate for longer, more | | formal reports such as the results of a year-long study. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 17. You are an inventory specialist for a retail store. Your boss has | | asked you to compile a year-end report listing the merchandise sold | | each month through the company\'s website. In what format should you | | present this data? | | | |   a.  Memo or e-mail format | | --- ----- ----------------------- | |   b.  Preprinted form | |   c.  Letter format | |   d.  Manuscript format | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---- | | *RATIONALE:  * Preprinted forms are often used for repetitive dat | | a, such as monthly sales reports, performance appraisals, merchandise | | inventories, and personnel and financial reports. Standardized headi | | ngs on these forms save time for the writer, make similar information | | easy to locate, and ensure that all necessary information is provide | | d. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 18. Visual representations of data or information that can easily be | | embedded into blogs and posts on social media are referred to as | | \_\_\_\_\_\_\_.  | | | |   a.  PDF files | | --- ----- --------------------- | |   b.  digital slide decks | |   c.  infographics | |   d.  report templates | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | -------- | | *RATIONALE:  * Infographics are visual representations of data or | | information and often go viral when viewers embed them into blogs an | | d social media posts. They display complex information quickly and cl | | early. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 19. Headings that show the sections of a report are called | | \_\_\_\_\_\_\_. | | | |   a.  talking headings | | --- ----- --------------------------- | |   b.  signposts | |   c.  functional headings | |   d.  cross-sectional divisions | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | -------------------------------------------------- | | *RATIONALE:  * A functional heading (such as \"Findings\" or \"Re | | commendations\") shows the sections of a report. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 20. Headings that provide specific information about the content of a | | report section are called \_\_\_\_\_\_\_. | | | |   a.  talking headings | | --- ----- --------------------------- | |   b.  signposts | |   c.  functional headings | |   d.  cross-sectional divisions | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------------------------------- | | *RATIONALE:  * Talking headings describe content and provide more | | information to the reader than functional headings (\"Workers Learn | | About Healthy Lifestyles\" vs. \"Lifestyles\"). | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 21. Which of the following is a talking heading? | | | |   a.  *IT Outsourcing* | | --- ----- --------------------------------------------- | |   b.  *Savings* | |   c.  *Cost Savings* | |   d.  *Projected Cost Savings for IT Outsourcing* | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------- | | *RATIONALE:  * *Projected Cost Savings for IT Outsourcing* is a t | | alking heading. Talking headings describe content and provide more in | | formation to the reader than functional headings. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 22. Katherine must use headings in a report. What should she do to | | make sure that her headings are effective? | | | |   a.  Place first- and second-level headings in all capital let | | ters. | | --- ----- --------------------------------------------------------- | | --------------------- | |   b.  Use a period after each stand-alone bolded heading. | |   c.  End a page with a heading to entice her audience to read | | the report further. | |   d.  Include at least one heading per report page. | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | -------------------------- | | *RATIONALE:  * To make her headings effective, Katherine should u | | se appropriate heading levels, use parallel construction in all level | | s, capitalize and underline headings carefully, keep headings short b | | ut clear, punctuate headings appropriately, and include at least one | | heading per report page. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 23. Your first step to writing an effective business report is | | \_\_\_\_\_\_\_. | | | |   a.  collecting data | | --- ----- --------------------------- | |   b.  understanding the problem | |   c.  selecting its format | |   d.  creating headings | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ------ | | *RATIONALE:  * The first step in writing a report is clearly unde | | rstanding the problem or assignment. You must first make sure your re | | port\'s purpose is clear before gathering data or determining its for | | mat. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 24. Appropriate sources of information for an informal report include | | company records, observation, and \_\_\_\_\_\_\_.   | | | |   a.  blogs | | --- ----- --------------------- | |   b.  personal experience | |   c.  survey results | |   d.  television shows | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --- | | *RATIONALE:  * Company records, observation, surveys and question | | naires, and interviews are all considered effective sources of factua | | l information for informal reports. Blogs, television shows, and pers | | onal experience may not be appropriate sources of factual information | |. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 25. To help you clarify your reason for writing a report, you should | | write a \_\_\_\_\_\_\_. | | | |   a.  thesis statement | | --- ----- ----------------------- | |   b.  transitional sentence | |   c.  problem statement | |   d.  topic sentence | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---------- | | *RATIONALE:  * Preparing a problem statement helps report writers | | clarify the task. The problem statement can be further refined by de | | veloping a statement of purpose that defines the report\'s purpose an | | d scope. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 26. Which of the following is an example of a statement of purpose | | for a report? | | | |   a.  *A wellness program will improve the health of all employ | | ees.* | | --- ----- --------------------------------------------------------- | | -------------------------------- | |   b.  *Most companies offer voluntary wellness programs.* | |   c.  *Wellness programs have proven to be effective in improvi | | ng the health of individuals.* | |   d.  *Establish a wellness incentive program for all employees | |.* | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | -------------------------------------------------------- | | *RATIONALE:  * *Establish a wellness incentive program for all em | | ployees* is a statement of purpose because it defines the focus of th | | e report and begins with an action verb ("establish"). | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 27. Factual information for reports falls into which two broad | | categories? | | | |   a.  Primary and secondary | | --- ----- ------------------------------ | |   b.  Direct and indirect | |   c.  Informational and analytical | |   d.  Literal and figurative | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | -------------------------------------- | | *RATIONALE:  * Factual information for reports falls into two cat | | egories: primary and secondary data. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 28. Primary data \_\_\_\_\_\_\_. | | | |   a.  result from reading what others have experienced or obser | | ved and recorded | | --- ----- --------------------------------------------------------- | | ----------------------------- | |   b.  come from firsthand experience and observation | |   c.  are the only type of factual information that should be i | | ncluded in informal reports | |   d.  include printed materials found in libraries or through e | | lectronic resources | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------- | | *RATIONALE:  * Primary data result from firsthand experience and | | observation. Secondary data come from reading what others have experi | | enced or observed and recorded. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 29. The most efficient means of investigating past performance and | | methods used to solve previous problems in your workplace is to | | \_\_\_\_\_\_\_. | | | |   a.  conduct interviews | | --- ----- ------------------------------------------ | |   b.  observe others | |   c.  construct questionnaires and inventories | |   d.  visit company records and files | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | -------------------------------------------------------- | | *RATIONALE:  * Many business reports begin with an analysis of co | | mpany records and files. From these records report writers can observ | | e past performance and methods used to solve previous problems and co | | llect pertinent facts to determine a course of action. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 30. What type of research source produces excellent firsthand | | information? | | | |   a.  Web pages or articles | | --- ----- ----------------------- | |   b.  Interviews | |   c.  Company records | |   d.  Databases | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ----------------------------------------------------------- | | *RATIONALE:  * Interviews provide accurate firsthand information | | because interviewers can explain the questions and ideas to elicit th | | e most accurate information from experts in their fields. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 31. Reports that describe periodic, recurring activities or | | situational, nonrecurring events are \_\_\_\_\_\_\_. | | | |   a.  justification/recommendation reports | | --- ----- -------------------------------------- | |   b.  informational reports | |   c.  analytical reports | |   d.  yardstick reports | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------- | | *RATIONALE:  * Reports that describe periodic, recurring activiti | | es or situational, nonrecurring events are informational reports. The | | se types of reports generally deliver nonsensitive data without analy | | sis or recommendations. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 32. Most informational reports are written \_\_\_\_\_\_\_. | | | |   a.  using the indirect organizational strategy | | --- ----- -------------------------------------------- | |   b.  by only top business executives | |   c.  using a formal writing style | |   d.  for a neutral or receptive audience | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | -------------------------------------------- | | *RATIONALE:  * Most informational reports are organized directly | | using an informal writing style and are intended for a neutral or rec | | eptive audience. In addition, informational reports may be written by | | employees at all levels within a company. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 33. Kendra just attended a sales conference in Baltimore. She must | | now write a report summarizing her conference. What advice should she | | follow? | | | |   a.  Mention every topic that was discussed at the conference. | | --- ----- --------------------------------------------------------- | | ---------------------------- | |   b.  Begin her report by identifying the event. | |   c.  Use a chronological organizational pattern. | |   d.  Avoid the use of headings or bullets so that the reader d | | oes not become distracted. | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ----------------------- | | *RATIONALE:  * Instead of being organized chronologically, trip, | | conference, or convention reports should focus on three to five main | | topics in which the reader will be most interested. In addition, the | | report should begin by identifying the event, summarize the main topi | | cs that might benefit others, include headings and bullets to enhance | | readability, close with appreciation, and include an itemized expens | | e list, if requested. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 34. A report that gives status updates on a current project is called | | \_\_\_\_\_\_\_. | | | |   a.  the minutes of a meeting | | --- ----- -------------------------- | |   b.  an analytical report | |   c.  a progress report | |   d.  a summary | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | ------------------------------------------------------ | | *RATIONALE:  * Continuing projects often require progress, or int | | erim, reports to give status updates on the project. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 35. Which of the following situations might require a progress | | report? | | | |   a.  The work of a committee preparing for an open house when | | a new wing of a hospital is completed | | --- ----- --------------------------------------------------------- | | --------------------------------------- | |   b.  The reporting of monthly sales figures for all divisions | |   c.  A study of whether a company should provide on-site child | | care | |   d.  A one-page summary of a long article in *The Wall Street | | Journal* | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | ------------------------------------------- | | *RATIONALE:  * The work of a committee preparing for an open hous | | e is likely to require a progress report. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 36. Which of the following sequences of sections is recommended for | | progress reports?  | | | |   a.  background; purpose; work completed so far; work in progr | | ess; current and potential problems and remedies; future activities a | | nd expected completion date | | --- ----- --------------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------------ | |   b.  purpose; background; work completed so far; work in progr | | ess; current and potential problems and remedies; future activities a | | nd expected completion date | |   c.  current and potential problems and remedies; purpose; bac | | kground; work completed so far; work in progress; future activities a | | nd expected completion date | |   d.  purpose; background; work completed so far; work in progr | | ess; current and potential problems and remedies; future activities a | | nd expected completion date  | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | -- | | *RATIONALE:  * A progress report should specify the purpose and n | | ature of the project in the opening. The body should provide backgrou | | nd information if relevant, describe the work completed, explain work | | currently in progress, and describe current or anticipated problems. | | The report closing should discuss future plans and completion dates. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 37. As chairperson of a customer service task force, you must update | | management on your team\'s progress. What kind of report will you | | write? | | | |   a.  Justification/recommendation report | | --- ----- ------------------------------------- | |   b.  Trip report | |   c.  Progress report | |   d.  Feasibility report | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------- | | *RATIONALE:  * You would most likely write a progress report. Pro | | gress reports monitor the headway of unusual or nonroutine activities | | such as those of a task force. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 38. When writing up meeting minutes, how should one begin? | | | |   a.  State whether the previous minutes were approved or revis | | ed. | | --- ----- --------------------------------------------------------- | | -------- | |   b.  Record briefly the discussions of old business. | |   c.  Identify the person recording the meeting. | |   d.  Record the name of the group, date, time, and place of me | | eting. | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ---------- | | *RATIONALE:  * When taking meeting minutes, you should begin with | | the name of the group, as well as the date, time, and place of the m | | eeting.  | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 39. Mathias is in charge of taking formal minutes during an Institute | | of Internal Auditors chapter meeting. Which of the following | | suggestions will help Mathias record accurate and complete meeting | | minutes? | | | |   a.  Record only new business because old business will appear | | in previous minutes. | | --- ----- --------------------------------------------------------- | | ------------------------------------------------------------ | |   b.  Avoid using the exact wording of motions because that wou | | ld be too time consuming. | |   c.  Record voting results and actions taken. | |   d.  Omit his name and signature as the person recording the m | | inutes because he is acting on behalf of the organization. | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | -------------------------------- | | *RATIONALE:  * An accurate and complete set of meeting minutes wi | | ll include a record of the votes and actions taken, as well as the pr | | ecise wording of motions. Formal minutes should also refer to both ol | | d business and new business and include the name and signature of the | | person recording the minutes. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 40. What type of summary provides the key points of a long report, | | proposal, or business plan?   | | | |   a.  Top-line summary | | --- ----- -------------------- | |   b.  Technical summary | |   c.  Executive summary | |   d.  Analytical summary | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ---- | | *RATIONALE:  * An executive summary summarizes a long report, pro | | posal, or business plan.  It covers only what management needs to kno | | w. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 41. A summary should condense a report or article by what percentage? | | | |   a.  5 percent | | --- ----- ------------------ | |   b.  25 percent | |   c.  85 to 90 percent | |   d.  50 percent | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | ------------------------- | | *RATIONALE:  * A summary saves time by reducing a report or artic | | le by 85 to 95 percent. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 42. Which of the following guidelines should be followed when | | preparing a summary report? | | | |   a.  Include specific examples from the report, article, or bo | | ok you are summarizing. | | --- ----- --------------------------------------------------------- | | ------------------------------- | |   b.  Copy passages word for word to ensure that you cover the | | main ideas. | |   c.  Avoid headings or lists to prevent reader distraction. | |   d.  State the main idea or purpose as well as the source of t | | he document being summarized. | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------- | | *RATIONALE:  * A summary should state the main idea or purpose as | | well as the source of the document being summarized. Other helpful a | | dvice when writing a summary includes using headings or lists; omitti | | ng illustrations, examples, and references; and paraphrasing. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 43. A report that condenses a 200-page government policy report on | | oil drilling in Alaska into a shorter report for Sierra Club members | | to read is a \_\_\_\_\_\_\_. | | | |   a.  trip report | | --- ----- ------------------------ | |   b.  summary  | |   c.  meeting minutes report | |   d.  progress report | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | -------------------------------------------------------------- | | *RATIONALE:  * Summaries condense the primary ideas, conclusions, | | and recommendations of a longer report or publication. A summary sav | | es time by reducing a report or article by 85 to 95 percent. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 44. How do informational reports and analytical reports differ? | | | |   a.  Informational reports emphasize facts; analytical reports | | emphasize reasoning and conclusions. | | --- ----- --------------------------------------------------------- | | --------------------------------------------------------------------- | | --- | |   b.  Informational reports are intended for internal audiences | | ; analytical reports are intended for external audiences. | |   c.  Informational reports are written using a formal writing | | style; analytical reports are written using an informal writing style | |. | |   d.  Informational reports emphasize reasoning and conclusions | | ; analytical reports emphasize facts. | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------- | | *RATIONALE:  * Although both informational and analytical reports | | seek to collect and present data clearly, informational reports emph | | asize facts. Analytical reports, on the other hand, emphasize reasoni | | ng and conclusions. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 45. Justification/recommendation reports are sometimes called | | \_\_\_\_\_\_\_. | | | |   a.  internal proposals | | --- ----- --------------------- | |   b.  executive summaries | |   c.  feasibility reports | |   d.  yardstick reports | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | *RATIONALE:  * Justification or recommendation reports are someti | | mes called *internal proposals* because of their persuasive nature. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 46. In what order should you organize your ideas when you believe | | your audience will be agreeable to the suggestions in your | | justification/recommendation report? | | | |   a.  Announce the recommendation, explain the recommendation, | | identify the problem or need, and provide necessary action. | | --- ----- --------------------------------------------------------- | | ------------------------------------------------------------- | |   b.  Provide necessary action, identify the problem or need, a | | nnounce the recommendation, and explain the recommendation. | |   c.  Identify the problem or need, announce the recommendation | | , explain the recommendation, and provide necessary action. | |   d.  Identify the problem or need, provide necessary action, a | | nnounce the recommendation, and explain the recommendation. | | | | *ANSWER:  * c | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------------------- | | *RATIONALE:  * For nonsensitive topics and recommendations that w | | ill be agreeable to readers, organize directly: identify the problem | | or need, announce the recommendation, explain the recommendation, and | | provide necessary action. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 47. Your department needs a new copier, and your job is to research | | the options. Based on your research, you have selected an all-in-one | | machine that you believe will be cost effective and will perform | | well. What kind of report would you write to present your findings? | | | |   a.  Feasibility report | | --- ----- ------------------------------------- | |   b.  Justification/recommendation report | |   c.  Yardstick report | |   d.  Progress report | | | | *ANSWER:  * b | | ---------------- -------------------------------------------------- | | -------------------------------------------------------------------- | | *RATIONALE:  * Because you are to research options and present yo | | ur findings, you will write a justification/recommendation report. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 48. A report that determines whether your company should proceed with | | a plan for using an external accounting firm is a(n) \_\_\_\_\_\_\_. | | | |   a.  feasibility report | | --- ----- ---------------------- | |   b.  progress report | |   c.  informational report | |   d.  summary  | | | | *ANSWER:  * a | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ----------------------------- | | *RATIONALE:  * A report that examines the practicality and advisa | | bility of following a course of action is a feasibility report. Feasi | | bility reports are prepared when a company must decide whether to pro | | ceed with a plan of action. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 49. In which of the following types of reports should you announce | | your decision immediately in the opening? | | | |   a.  Summary | | --- ----- --------------- | |   b.  Justification | |   c.  Yardstick | |   d.  Feasibility | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------- | | *RATIONALE:  * Feasibility reports should announce the decision b | | eing advised immediately in the opening. They should then provide a d | | escription of the background and problem if necessary, discuss the be | | nefits of the proposal, describe the problems that may result, includ | | e the costs associated with the proposal, and show the time frame nec | | essary for implementing the proposal. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 50. Yardstick reports \_\_\_\_\_\_\_. | | | |   a.  are long formal reports used only in the manufacturing in | | dustry | | --- ----- --------------------------------------------------------- | | --------- | |   b.  do not include researched data | |   c.  are rarely written or used in businesses today | |   d.  examine problems with two or more solutions against set c | | riteria | | | | *ANSWER:  * d | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------------------------------------------------------- | | *RATIONALE:  * Yardstick reports examine problems with two or mor | | e solutions. To determine the best solution, the writer establishes c | | riteria by which to compare the alternatives. The criteria then act a | | s a yardstick against which all the alternatives are measured. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 51. E-mail, PDF files, and PowerPoint sides are all examples of | | digital means of submitting reports.   | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | ----------------------------------------- | | *RATIONALE:  * Many reports today are delivered digitally in e-ma | | il messages, PDF files, or slide decks. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 52. Based on their function, business reports typically fall into one | | of two categories: instructional or persuasive. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * False | | ---------------- -------------------------------------------------- | | ---------------------------------------------- | | *RATIONALE:  * The two broad categories of business reports are i | | nformational reports and analytical reports. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 53. An informational report presents data without analysis and | | recommendations. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------- | | *RATIONALE:  * An informational report presents the data only. If | | a report includes analysis and recommendations, it is an analytical | | report. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 54. The direct organizational strategy presents the purpose for | | writing near the beginning of a report. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------------------------------------------------- | | *RATIONALE:  * The direct strategy presents the purpose for writi | | ng near the beginning of a report. Reports organized directly open wi | | th an introduction, followed by the facts/findings and a summary. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 55. Reports should be organized using the direct strategy when the | | readers are informed or supportive of the topic. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | *RATIONALE:  * The direct strategy is appropriate when the reader | | s are informed or supportive of the topic. The direct strategy is als | | o appropriate when the readers are eager to have the results first. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 56. Analytical reports should always follow the indirect | | organizational strategy. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * False | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------------------------- | | *RATIONALE:  * Although you may organize analytical reports indir | | ectly, you may also organize them directly, especially when readers a | | re supportive of or are familiar with the topic. Many readers prefer | | this strategy because it follows the normal thought process: problem, | | alternatives (facts), solution. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 57. To show your respect for the reader, reports should always be | | written using a formal style.  | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * False | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ------------------------ | | *RATIONALE:  * Like other business messages, reports can use eith | | er an informal or formal writing style, depending on their purpose, a | | udience, and setting.  | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 58. First-person pronouns and contractions are acceptable in business | | reports.   | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ----------------------- | | *RATIONALE:  * Informal reports can---and should---include first- | | person pronouns and contractions. Increasingly, even more formal repo | | rts use contractions. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 59. The format for a report relies solely on the intended audience. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * False | | ---------------- -------------------------------------------------- | | --------------------------- | | *RATIONALE:  * The format of a report depends on its length, topi | | c, audience, and purpose. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 60. The memo or e-mail format is appropriate for short informal | | reports that stay within organizations. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------------------------------------------------- | | *RATIONALE:  * For short informal reports that stay within organi | | zations, the memo format is appropriate. Today, writers rarely distri | | bute memo reports in hard copy. Instead, they attach them to e-mails | | or, if short, place them in the body of e-mail messages. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 61. The manuscript format is appropriate for longer, more formal | | reports. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ------------ | | *RATIONALE:  * For longer, more formal reports, use the manuscrip | | t format. These reports are usually printed on plain paper without le | | tterhead.  | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 62. Because they are primarily visual, infographics are not | | considered an effective report format type.   | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * False | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------------- | | *RATIONALE:  * Infographics can display complex information quick | | ly and clearly and are sometimes easier to understand than written te | | xt; therefore, they can be effective as a report format for certain t | | ypes of information. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 63. When creating talking headings, it is best to write a few | | paragraphs first and then determine the heading.   | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | -------- | | *RATIONALE:  * To ensure that they contribute to the overall orga | | nization and flow of ideas, the best strategy for creating talking he | | adings is to write a few paragraphs first and then determine the head | | ing.   | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 64. *Discussion of Findings* is an example of a functional heading. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ----------------------------------------- | | *RATIONALE:  * Functional headings show the outline of a report. | | Examples of functional headings include \"Discussion of Findings,\" \ | | "Background,\" and \"Projected Costs.\" | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 65. The first letter of each word in a heading should always be | | capitalized.  | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * False | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ----------- | | *RATIONALE:  * You should capitalize the first letter of main wor | | ds in a heading. Do not capitalize articles (*a, an, the*), conjuncti | | ons (*and, but, or, nor*), and prepositions with three or fewer lette | | rs (*in, to, by, for*) unless they are the first or last words in the | | heading. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 66. You should include at least one heading per report page. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------------------- | | *RATIONALE:  * Headings increase the readability and attractivene | | ss of report pages. If used correctly, headings help the reader grasp | | the report structure quickly. Therefore, use at least one per page t | | o break up blocks of text. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 67. The first step in preparing a report is to sit down and begin | | writing immediately; this technique allows you to capture your best | | ideas quickly. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * False | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------------------------------- | | --------------------------------------------- | | *RATIONALE:  * Your natural tendency in preparing a report is to | | sit down and begin writing immediately. If you follow this urge, you | | will very likely have to backtrack and start again. Reports take plan | | ning, beginning with determining the problem the report will address | | and then writing a clear problem statement. | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | 68. When you write a purpose statement for a report, you should use | | action verbs. | | | |   a.  True | | --- ----- ------- | |   b.  False | | | | *ANSWER:  * True | | ---------------- -------------------------------------------------- | | --------------------------------------------------------------------- | | ---------------------