Deck 15: Synthesizing and Documenting Information

Question 1

Use "you" in reports to help your readers identify with your recommendations.

Answer 1

False

Question 2

Short reports rarely use a memo format.

Answer 2

False

Question 3

The sole purpose of progress reports is to indicate to the reader the amount of time it will take to complete the project from that point.

Answer 3

False

Question 4

It is a waste of time to write a purpose statement before beginning research on a report topic.

Question 5

Task progress reports focus exclusively on tasks that need to be completed.

Question 6

Which of the following distinguishes a formal report from an informal report?

A)Numerical data
B)Table of contents
C)Secondary research
D)Academic language

Question 7

The solutions you find for a problem are shaped by how you have defined it.

Question 8

The suggestions for action in a closure report may include further action.

Question 9

Subject lines for progress reports should be written intricately.

Question 10

Positive wording in progress reports sends the message that you are capable and confident.

Question 11

Among other things,a good purpose statement makes the situation or problem clear.

Question 12

Which of the following report types recommends what an organization should do?

A)Audit reports
B)Incident reports
C)Yardstick reports
D)Business plans

Question 13

The internal readers of a report are usually:

A)at several different levels in the organization.
B)the writer's peers.
C)the writer's superiors.
D)the writer's colleagues in a team.

Question 14

Closure reports usually summarize projects and assess the results.

Question 15

Good writers use progress reports to document the value of their work to the organization.

Question 16

Writers develop good writing style through knowledge and practice.

Question 17

Reports are usually written by subordinates for managers or supervisors.

Question 18

Where does the purpose statement fit in a completed report?

A)In the explanation of the methods used to gather research information
B)In the conclusion and recommendations
C)In the introduction
D)It does not; the purpose statement is a guide for creating the report only

Question 19

Narrowing the focus of your report will help to identify the report's purpose.

Question 20

Which of the following is included in the introduction of a report?

A)A list of names of the expected audience
B)A statement about the length of the report
C)A statement about the scope of the report
D)A list of questions that were used in primary research

Question 21

For the past few weeks,you have noticed that internal mail delivery has been slow and the scheduled pick-up times for outgoing mail have not always been met.These delays affect deadlines and how your clients view your organization.If you want to recommend that your organization hire additional support staff for the mail room,it is MOST likely that you would write a:

A)feasibility report.
B)justification report.
C)proposal.
D)closure report.

Question 22

The content of an incident report should include:

A)only what happened and observable behaviours.
B)what happened and your recommendations for avoiding it in future.
C)behaviours you observed and the inferences you drew from your observations.
D)what happened and the exact regulations that were violated during the incident.

Question 23

Subject lines for progress reports should:

A)be straightforward,and should include the name of the project.
B)highlight the main achievement during the period covered by the report.
C)include your name and the name of the person who is monitoring the progress.
D)give the number of the report only.

Question 24

A report has the following headings in the given order: (1)Investigating a New Cheque Supplier (2)Selection Criteria (3)Suppliers Considered (4)Evaluation Results.What type of report does this MOST likely represent?

A)A progress report
B)A problem-solving report
C)A proposal report
D)A closure report

Question 25

You are writing a purpose statement for a report on the lack of volunteers for faculty-student committees on campus.All of the following are necessary components of the statement EXCEPT:

A)well-written headings that outline the structure of the report.
B)whether the report is a recommendation,a request,a proposal,or an explanation.
C)specific questions that need to be answered.
D)the definition of the problem.

Question 26

If you are writing a report about the problem of why a theatre's season ticket subscriptions are declining,you would start by:

A)brainstorming other ways to generate revenue besides season tickets.
B)surveying the audience to see if a different lineup of productions would be more interesting.
C)defining the cause of the problem.
D)comparing season ticket prices to those of comparable theatres in the area to see if the prices are too high.

Question 27

The last stage of creating a report is:

A)evaluating the solutions.
B)drafting the report.
C)revising the report.
D)submitting the report.

Question 28

Which of the following elements of an informative or closure report summarizes the most important outcomes from the reader's perspective?

A)Subheadings
B)Introductory paragraph
C)Chronological account
D)Concluding paragraph

Question 29

Which of the following is NOT needed in the purpose statement of a report?

A)The specific technical questions that must be solved
B)The rhetorical purpose of the report
C)The psychological barriers that must be overcome to make the report persuasive
D)The problem as the organization experiences it

Question 30

Progress reports are often prepared:

A)weekly or monthly during a long project.
B)only at the end of a project.
C)for short projects (lasting less than a month)only.
D)only at major milestones in the project plan.

Question 31

Recommendation progress reports,like letters and memos,should be arranged in the:

A)functional pattern,if the reader is not surprised by the content.
B)problem-solving pattern,if the audience will accept the recommendation easily.
C)compare-contrast pattern,if the audience is not familiar with the topic.
D)direct pattern,if the audience will accept the recommendation easily.

Question 32

The chronological account of a closure report:

A)explains the report topic.
B)describes problem identification,actions,and results.
C)assesses the success of a project or work.
D)summarizes most important outcomes from the reader's perspective.

Question 33

What does writing style reveal?

A)The amount of time the writer spent writing and revising
B)The writer's comfort level with the document format being used
C)The writer's academic or business training
D)The writer's attitude about the subject and the audience

Question 34

Does the following sentence demonstrate good writing style for a report? "Although this report was requested two months ago,and notwithstanding the urgency of the problem covered by it,the considerable difficulty encountered in accessing the required information has led to this delayed submission."

A)Yes,because the sentence uses formal language and structure,in keeping with the formality of a report
B)No,because an explanation of the delay should not be included in the report itself
C)No,because the sentence is too long,the sentence structure is too complex,the verbs are passive,and the language does not sound natural
D)Yes,because the writer acknowledges and explains the delay in submitting the report

Question 35

If you were creating a report to focus on what tasks you have already done on a project and what work remains to be done,you would choose a:

A)project progress report.
B)planning progress report.
C)task progress report.
D)chronological progress report.

Question 36

How is report writing style similar to the writing style of other business documents?

A)Reports are written in the third person,just as other business documents do.
B)Reports use a more formal style than other business documents,just as other business documents do.
C)Reports use good business writing style,just as other business documents do.
D)Reports include definitions and technical language,just as other business documents do.

Question 37

Which of the following is NOT a type of progress report?

A)Task progress report
B)Chronological progress report
C)Recommendation progress report
D)Cause and effect progress report

Question 38

A report with the subject line "Summary of Competitive Intelligence Workshop,Ottawa,Ont.,February 2-4" is MOST likely to be an example of a(n):

A)incident report.
B)trip report.
C)conference report.
D)closure report.

Question 39

What is the main problem with the following subject line for a progress report? "Insoluble problem encountered"

A)It does not give the number of the progress report.
B)It is not specific enough; it should name the insoluble problem.
C)It is too negative; it does not convey confidence in your ability to handle problems,and it makes a problem the focus of the entire project on which you are reporting.
D)It should include a "flag" word,such as "urgent" or "warning" to alert readers about the seriousness of the content.

Question 40

The three types of progress reports are:

A)problem and solution,chronological,and cause and effect.
B)task,recommendation,and problem and solution.
C)recommendation,task,and cause and effect.
D)chronological,task,and recommendation.

Question 41

List the three main elements in an information report.

Question 42

What are the two additional functions other than reporting progress that can be achieved with a progress report?

Question 43

Mention the ways in which a progress report can be organized.

Question 44

Identify the basic steps in creating any report.

Question 45

What are the components of a report?