Chapter 09 Informal Reports PDF

Chapter 09 Informal Reports 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...

Chapter 09 Informal Reports 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 analysis or recommendations. 3. Which of the following should be written as an informational report? a. A recommendation from the Information Technology Department that your company install a wireless network b. A feasibility study addressing possible tuition reimbursement 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 analysis or recommendations. A report summarizing information presented at 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 Copyright Cengage Learning. Powered by Cognero. Page 1 RATIONALE: Analytical reports provide data, analyses, conclusions, 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 for mass transit c. A report outlining the new company procedure for reporting workplace injuries d. A report showing state budget allocations for education ANSWER: b RATIONALE: An analytical report provides data, analyses, conclusions, and recommendations. A report recommending an antiterrorism security system for mass transit is an analytical report. All other examples 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 informed, 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 maximum effectiveness and flexibility. ANSWER: a RATIONALE: When the organizational strategy is direct, reports open with an introduction/background, followed by the facts/findings 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. Copyright Cengage Learning. Powered by Cognero. Page 2 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 ideas ANSWER: c RATIONALE: When the conclusions and recommendations, if requested, appear at the end of the report, the organizational strategy is indirect. Such reports usually begin with an introduction or description of the problem, followed by facts and explanations. They end with 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 pronouns, contractions, active-voice verbs, short sentences, and familiar 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 contract with Peck Builders for the new office complex. b. We're pleased to announce the selection of Peck Builders 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 qualifications of Peck Builders. d. The findings demonstrate the imperative of selecting a fully 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 pronouns, contractions, active-voice verbs, short sentences, and familiar words. The answer choice that demonstrates this style is We're pleased to announce the selection of Peck Builders as general contractor 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 committee. ANSWER: c RATIONALE: Using active-voice verbs is one way you can demonstrate an informal writing style. Only "Research indicates a correlation between strong writing skills and promotions" demonstrates active-voice verbs. Copyright Cengage Learning. Powered by Cognero. Page 3 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 addressed 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 for 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 Copyright Cengage Learning. Powered by Cognero. Page 4  c. Letter format d. Manuscript format ANSWER: b RATIONALE: Preprinted forms are often used for repetitive data, such as monthly sales reports, performance appraisals, merchandise inventories, and personnel and financial reports. Standardized headings on these forms save time for the writer, make similar information easy to locate, and ensure that all necessary information is provided. 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 and social media posts. They display complex information quickly and clearly. 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 "Recommendations") 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 Copyright Cengage Learning. Powered by Cognero. Page 5 ANSWER: d RATIONALE: Projected Cost Savings for IT Outsourcing is a talking heading. Talking headings describe content and provide more information 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 letters. 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 use appropriate heading levels, use parallel construction in all levels, capitalize and underline headings carefully, keep headings short but 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 understanding the problem or assignment. You must first make sure your report's purpose is clear before gathering data or determining its format. 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 questionnaires, and interviews are all considered effective sources of factual information for informal reports. Blogs, television shows, and personal 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 Copyright Cengage Learning. Powered by Cognero. Page 6 RATIONALE: Preparing a problem statement helps report writers clarify the task. The problem statement can be further refined by developing a statement of purpose that defines the report's purpose and 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 employees. b. Most companies offer voluntary wellness programs. c. Wellness programs have proven to be effective in improving the health of individuals. d. Establish a wellness incentive program for all employees. ANSWER: d RATIONALE: Establish a wellness incentive program for all employees is a statement of purpose because it defines the focus of the 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 categories: primary and secondary data. 28. Primary data _______. a. result from reading what others have experienced or observed and recorded b. come from firsthand experience and observation c. are the only type of factual information that should be included in informal reports d. include printed materials found in libraries or through electronic resources ANSWER: b RATIONALE: Primary data result from firsthand experience and observation. Secondary data come from reading what others have experienced 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 company records and files. From these records report writers can observe past performance and methods used to solve previous problems and collect pertinent facts to determine a course of action. Copyright Cengage Learning. Powered by Cognero. Page 7 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 the 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 activities or situational, nonrecurring events are informational reports. These types of reports generally deliver nonsensitive data without analysis 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 receptive 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 does 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 topics that might benefit others, include headings and bullets to enhance readability, close with appreciation, and include an itemized expense list, if requested. 34. A report that gives status updates on a current project is called _______. Copyright Cengage Learning. Powered by Cognero. Page 8  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 interim, 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 childcare 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 house 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 progress; current and potential problems and remedies; future activities and expected completion date b. purpose; background; work completed so far; work in progress; current and potential problems and remedies; future activities and expected completion date c. current and potential problems and remedies; purpose; background; work completed so far; work in progress; future activities and expected completion date d. purpose; background; work completed so far; work in progress; current and potential problems and remedies; future activities and expected completion date ANSWER: d RATIONALE: A progress report should specify the purpose and nature of the project in the opening. The body should provide background 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. Progress 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? Copyright Cengage Learning. Powered by Cognero. Page 9  a. State whether the previous minutes were approved or revised. 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 meeting. 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 meeting. 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 would be too time consuming. c. Record voting results and actions taken. d. Omit his name and signature as the person recording the minutes because he is acting on behalf of the organization. ANSWER: c RATIONALE: An accurate and complete set of meeting minutes will include a record of the votes and actions taken, as well as the precise wording of motions. Formal minutes should also refer to both old 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, proposal, or business plan. It covers only what management needs to know. 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 article 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 book you are summarizing. b. Copy passages word for word to ensure that you cover the main ideas. Copyright Cengage Learning. Powered by Cognero. Page 10  c. Avoid headings or lists to prevent reader distraction. d. State the main idea or purpose as well as the source of the 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 advice when writing a summary includes using headings or lists; omitting 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 saves 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 emphasize facts. Analytical reports, on the other hand, emphasize reasoning 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 sometimes 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? Copyright Cengage Learning. Powered by Cognero. Page 11  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, announce 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, announce the recommendation, and explain the recommendation. ANSWER: c RATIONALE: For nonsensitive topics and recommendations that will 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 your 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 advisability of following a course of action is a feasibility report. Feasibility reports are prepared when a company must decide whether to proceed 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. Justificatio n c. Yardstick d. Feasibility ANSWER: d Copyright Cengage Learning. Powered by Cognero. Page 12 RATIONALE: Feasibility reports should announce the decision being advised immediately in the opening. They should then provide a description of the background and problem if necessary, discuss the benefits of the proposal, describe the problems that may result, include the costs associated with the proposal, and show the time frame necessary for implementing the proposal. 50. Yardstick reports _______. a. are long formal reports used only in the manufacturing industry 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 criteria ANSWER: d RATIONALE: Yardstick reports examine problems with two or more solutions. To determine the best solution, the writer establishes criteria by which to compare the alternatives. The criteria then act as 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-mail 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 informational 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 writing near the beginning of a report. Reports organized directly open with an introduction, followed by the facts/findings and a summary. Copyright Cengage Learning. Powered by Cognero. Page 13 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 readers are informed or supportive of the topic. The direct strategy is also 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 indirectly, you may also organize them directly, especially when readers are 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 either an informal or formal writing style, depending on their purpose, audience, 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 reports 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, topic, 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 Copyright Cengage Learning. Powered by Cognero. Page 14 RATIONALE: For short informal reports that stay within organizations, the memo format is appropriate. Today, writers rarely distribute 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 manuscript format. These reports are usually printed on plain paper without letterhead. 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 quickly and clearly and are sometimes easier to understand than written text; therefore, they can be effective as a report format for certain types 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 organization and flow of ideas, the best strategy for creating talking headings is to write a few paragraphs first and then determine the heading. 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 words in a heading. Do not capitalize articles (a, an, the), conjunctions (and, but, or, nor), and prepositions with three or fewer letters (in, to, by, for) unless they are the first or last words in the heading. Copyright Cengage Learning. Powered by Cognero. Page 15 66. You should include at least one heading per report page. a. True b. False ANSWER: True RATIONALE: Headings increase the readability and attractiveness of report pages. If used correctly, headings help the reader grasp the report structure quickly. Therefore, use at least one per page to 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 planning, 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 RATIONALE: Preparing a written purpose statement is a good idea because it limits the scope of a report and provides a standard that keeps the project on target. In writing useful purpose statements, choose action verbs telling what you intend to do. 69. One of the most important steps in the writing of a report is researching the report topic. a. True b. False ANSWER: True RATIONALE: Gathering research is one of the most important steps in writing a report because a good report is based on solid, accurate, verifiable facts. 70. Primary data result from reading what others have experienced or observed and recorded. a. True b. False ANSWER: False RATIONALE: Secondary data come from reading what others have experienced or observed and recorded. Primary data result from firsthand experience and observation. 71. Observation can be considered a valuable form of data collection for a business report. a. True b. False Copyright Cengage Learning. Powered by Cognero. Page 16 ANSWER: True RATIONALE: Observation alone might yield incomplete results, but it is nonetheless a valid form of data collection. 72. Surveys are considered a source of secondary data. a. True b. False ANSWER: False RATIONALE: Surveys and questionnaires are considered sources of primary data because it is generated from firsthand experience and observation. 73. Business writers often use electronic resources such as government sites, news media, periodicals, nonprofit organizations, social networking sites, and blogs to conduct research for business reports. a. True b. False ANSWER: True RATIONALE: Business writers use electronic resources from government sites, news media, periodicals, nonprofit organizations, social networking sites, and blogs to conduct research for business reports. Most research generated for short informal reports will probably be gathered from online resources. 74. Surveys provide the richest, most accurate firsthand information. a. True b. False ANSWER: False RATIONALE: Interviews, not surveys, provide rich, accurate firsthand information because questions can be explained. 75. Informational reports often describe periodic, recurring activities as well as situational, nonrecurring events. a. True b. False ANSWER: True RATIONALE: Informational reports often describe periodic, recurring activities such as monthly sales or weekly customer calls, as well as situational, nonrecurring events such as trips, conferences, and projects. 76. Most informational reports have one thing in common: a neutral or receptive audience. a. True b. False ANSWER: True RATIONALE: Most informational reports are written for neutral or receptive audiences. The readers of informational reports do not need to be persuaded; they simply need to be informed. Copyright Cengage Learning. Powered by Cognero. Page 17 77. Informational reports should be written using the direct organizational strategy. a. True b. False ANSWER: True RATIONALE: Because informational reports generally deliver nonsensitive data, they are written directly. 78. Progress reports are written for only internal readers. a. True b. False ANSWER: False RATIONALE: Continuing projects often require progress reports to describe their status. These reports may be external (advising customers how their projects are advancing) or internal (informing management of the status of activities). 79. Meeting minutes should include the precise wording of motions, including a count of votes and actions taken. a. True b. False ANSWER: True RATIONALE: Meeting meetings should include the precise wording (not paraphrases) of motions and record the votes and actions taken. 80. The minutes of a meeting should identify the names of individuals present and absent. a. True b. False ANSWER: True RATIONALE: Some items that should be included in meeting minutes are the names of attendees and absentees, along with the name of the group, date, time, and place of the meeting. 81. Summary reports are typical in academic settings but rarely used in business settings. a. True b. False ANSWER: False RATIONALE: Summary reports are common in both academic and business settings. Employees are sometimes asked to write summaries that condense technical reports, periodical articles, or books so that a reader can skim the main ideas quickly. Students often write summaries of articles to sharpen their writing skills and to confirm their knowledge of reading assignments. 82. A summary should be as long as necessary to ensure that all illustrations, examples, and references used in the report or document are included within the summary. a. True b. False Copyright Cengage Learning. Powered by Cognero. Page 18 ANSWER: False RATIONALE: A summary saves time by reducing a report or article by 85 to 95 percent. They are significantly shorter than the original document because illustrations, examples, and references are not included in a summary. 83. Informational reports emphasize reasoning and conclusions; analytical reports emphasize facts. a. True b. False ANSWER: False RATIONALE: Informational reports emphasize facts; analytical reports emphasize reasoning and conclusions. 84. When discussing alternative solutions in a recommendation report, you should begin with the alternative most likely to succeed. a. True b. False ANSWER: False RATIONALE: When providing alternatives in a recommendation report, begin with the least likely to succeed. 85. Most analytical reports answer questions about specific problems and aid in decision making. a. True b. False ANSWER: True RATIONALE: Most analytical reports answer questions about specific problems and aid in decision making. Three of the most common analytical reports include justification/recommendation reports, feasibility reports, and yardstick reports. 86. Feasibility reports analyze a problem, discuss options, and present a recommendation, solution, or action to be taken. a. True b. False ANSWER: False RATIONALE: Justification/recommendation reports analyze a problem, discuss options, and present a recommendation, solution, or action to be taken. 87. When your reader may oppose your recommendation, you should begin the report by announcing the recommendation directly. a. True b. False ANSWER: False RATIONALE: When a reader may oppose a recommendation or when circumstances suggest caution, don't be in a hurry to reveal your recommendation. Instead, use the indirect organizational strategy and present your recommendation near the end. Copyright Cengage Learning. Powered by Cognero. Page 19 88. Feasibility reports answer such questions as Will this plan or proposal work? a. True b. False ANSWER: True RATIONALE: Feasibility reports examine the practicality and advisability of following a course of action. As a result, they often answer the question "Will this plan or proposal work?" 89. Feasibility reports are typically written for internal audiences. a. True b. False ANSWER: True RATIONALE: Feasibility reports typically are internal reports written to advise readers on courses of action a company should take such as consolidating departments, offering a wellness program to employees, or hiring an outside firm to handle a company's accounting or computing operations. 90. Yardstick reports examine problems using differing sets of criteria. a. True b. False ANSWER: False RATIONALE: Yardstick reports consistently measure alternatives using the same criteria. 91. What type of report presents data without analysis or recommendations? a. Informational report b. Analytical report c. Justification report d. Proposal ANSWER: a RATIONALE: Informational reports present data without analysis or recommendations. 92. What kind of report provides data or findings, analyses and conclusions, and may also provide recommendations if requested? a. Informational report b. Analytical report c. Progress report d. Sales report ANSWER: b RATIONALE: Reports that provide data or findings, and analyses and conclusions are analytical. If requested, writers also supply recommendations. Copyright Cengage Learning. Powered by Cognero. Page 20 93. Which report format is used for short (usually eight or fewer pages) informal reports addressed outside an organization? a. Letter b. Email or memo c. Infographic d. Digital slide decks ANSWER: a RATIONALE: Use letter format for short (usually eight or fewer pages) informal reports addressed outside an organization. 94. What type of report format appears as a visual representation of data or information and can tell compelling stories that help businesses attract and inform consumers? a. Infographic b. Slide deck c. Email or memo d. Letter ANSWER: b RATIONALE: Many business writers deliver their reports as digital slideshows, also called slide decks. These slides can be sent via e-mail, embedded on the Web, or posted on a company's intranet. Because they are heavier on text than typical presentation slides, they are often more inviting to read. 95. Use Empowered Team Decision-Making Without Losing Control is an example of a _______ heading. a. functiona l b. logical c. bulleted d. talking ANSWER: d RATIONALE: Because this heading describes content and provides information to the reader, it is an example of a talking heading. 96. Data that is the result of firsthand experience and observation is considered _______. a. primary data b. secondary data c. illegitimate data d. first-person data ANSWER: a Copyright Cengage Learning. Powered by Cognero. Page 21 RATIONALE: Primary data result from firsthand experience and observation. Some examples of primary data include observation, surveys and questionnaires, and interviews. 97. Data that come from reading what others have experienced or observed and recorded is called _______ data. a. primary b. secondar y c. printed d. electronic ANSWER: b RATIONALE: Secondary data come from reading what others have experienced or observed and recorded. Some examples of secondary data are company records, printed sources, and electronic resources. 98. What type of report provides a status update on a project? a. Progress report b. Summary report c. Meeting minutes d. Executive summary ANSWER: a RATIONALE: Continuing projects often require progress reports, also called interim reports. Progress reports can notify customers about the headway of their projects or inform management about the status of activities. 99. What type of report covers only what management needs to know about a longer report, proposal, or business plan? a. A regular summary b. An executive summary c. An analytical report d. A progress report ANSWER: b RATIONALE: An executive summary covers only what management needs to know about a longer report, proposal, or business plan, using headings and brief paragraphs to create high “skim value.” 100. What type of report attempts to solve problems by evaluating options and offering recommendations? a. A justification report b. A feasibility report c. A yardstick report d. A proposal ANSWER: a RATIONALE: Justification or recommendation reports are similar to informational reports in that they present information. However, they offer analysis in addition to data. They attempt to solve problems by evaluating options and offering recommendations. Copyright Cengage Learning. Powered by Cognero. Page 22 Copyright Cengage Learning. Powered by Cognero. Page 23