Deck 17: Documentation Formats

Question 1

The first step in preparing a report is locating information to support your ideas.

Answer 1

False

Question 2

Individuals rather than teams generally produce quicker, more accurate decisions.

Answer 2

False

Question 3

The first step in finding a job is writing a well-organized résumé.

Answer 3

False

Question 4

The most common type of hiring or placement interview is the panel interview.

Question 5

When answering interview questions, feel free to openly admit some weaknesses to show that you are human.

Question 6

Effective presentations should contain deliberate repetition of ideas.

Question 7

Because jobs are scarce and you must apply to many employers, you should prepare a generic résumé to send to every position you want.

Question 8

The most important part of preparing for a business presentation is creating a dynamic, engaging multimedia presentation.

Question 9

After a job interview, you should always send a thank-you note, e-mail, or letter.

Question 10

Most jobs today are found through referrals and person-to-person contacts.

Question 11

Information that is common knowledge does not need to be documented in a business report.

Question 12

Analytical reports present data without analysis or recommendations.

Question 13

Rather than memorizing or reading a presentation, you should deliver it extemporaneously.

Question 14

The most frequently used graphic in reports is the table.

Question 15

Hiring managers and recruiters view technical skills as more important than the soft skills of professionalism, etiquette, and communication.

Question 16

One of the best online sources for jobs is a company's own website.

Question 17

Formal proposals are written for only external audiences.

Question 18

Business reports vary in length, purpose, and delivery format.

Question 19

The richest communication channel is e-mail.

Question 20

No meeting should be called unless it is important, can't wait, and requires an exchange of ideas.

Question 21

What is the best advice to follow when integrating graphics in a report?

A) Always place graphics in the appendix of a report.
B) Mention the graphic in the text of the report.
C) Create graphics in only black and white so that the graphics do not distract the reader.
D) Do not include a title above any graphic because the graphic should be self-explanatory.

Question 22

Which of the following represents an informal writing style?

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 selected 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 validate the imperative of selecting a fully qualified and bonded contractor for the new building venture of James, Deloitte, and Wilts, Inc.; that contractor is Peck Builders.

Question 23

Which of the following is the best advice for leading or participating in a business meeting?

A) Leave your cell phone on to demonstrate to others your dedication to customers and fellow colleagues.
B) Let the leader do most of the talking.
C) Don't start the meeting until all attendees arrive.
D) Let members who disagree with one another make a complete case for their position while group members give their full attention.

Question 24

Bethany must write a formal business report and reveal the results of a year-long study on employee wellness at each of her company's five locations. What type of organizational pattern should she use?

A) Chronological
B) Topic/Function
C) Geographical
D) Simple/Complex

Question 25

What statement about an e-portfolio is most accurate?

A) An e-portfolio is a collection of digital files that can be navigated with the help of menus and hyperlinks.
B) E-portfolios can be accessed only at websites.
C) A print résumé is more effective than an e-portfolio at showing off an applicant's talents and qualifications.
D) E-portfolios have replaced traditional résumés in the screening and hiring process.

Question 26

What is the best advice to follow when creating a multimedia presentation?

A) Use the same color for all audiences and occasions.
B) Avoid using any images or graphics on your multimedia slides so that your audience focuses on your words.
C) Limit the number of bullet points to six per slide.
D) Use as many animation and sound effects as possible to keep your audience's attention.

Question 27

The introduction of a presentation should include all of the following except

A) an attention-getting device that gets the audience involved.
B) a preview of the main points to be discussed in the body of the speech.
C) explanations and details of each of the main points.
D) a personal credibility statement.

Question 28

A timetable for project completion is included in which section of an informal report?

A) Staffing
B) Authorization Request
C) Budget
D) Proposal

Question 29

What résumé style would be most appropriate for individuals who have experience in their field of employment?

A) Chronological
B) Functional
C) Video
D) Infographic

Question 30

Which of these statements would best explain your qualifications in the body of a cover message?

A) I am a qualified and fully certified criminologist.
B) Training in crisis prevention and emergency response has prepared me to serve and protect your community at the River Valley Campus.
C) You need a licensed criminologist, and I meet those qualifications.
D) With my bachelor's degree from Luther College, I am well-prepared and eager to apply my knowledge in criminology.

Question 31

Which of the following statements about work teams is most accurate?

A) Teams should avoid conflict to prevent tension among group members.
B) To be most effective, teams should be comprised of individuals with similar backgrounds, ethnicity, age, skills, and experience.
C) Teams produce better decisions when they agree on their purpose and develop procedures to guide them.
D) Team members should focus on their individual needs and goals.

Question 32

You must prepare your monthly business report for company stockholders and present your department's expected sales for the next three months. Which report format would be most appropriate?

A) Letter format
B) Memo or e-mail format
C) Manuscript format
D) Preprinted form

Question 33

Mai has an upcoming panel interview and wants to project positive nonverbal behaviors during it. What is the best advice for her to follow?

A) Sit erect, leaning forward slightly to show interest and confidence.
B) Avoid a direct gaze with her interviewers, and look at only the person who asked the question.
C) Keep her hands in her pockets so that her interviewers will not notice her shaky hands.
D) Use words such as like or basically to fill any dead air.

Question 34

Which of the following is the best purpose statement for an informal report?

A) Employees and companies benefit from online-training opportunities.
B) Online training
C) Online training has proven to be an effective tool for employees and companies.
D) To evaluate the effectiveness of an employee online-training program

Question 35

What type of hiring or placement interview is usually conducted by people who will be the supervisors and colleagues of a candidate and who take turns asking questions?

A) Group
B) Stress
C) Panel
D) Sequential

Question 36

What is the best advice to follow when participating in workplace conversations?

A) Act professionally in all social situations.
B) Address all supervisors and customers by their first name.
C) Avoid praising others so that you do not come across as a "brownnoser."
D) Feel free to openly discuss your workplace frustrations with all colleagues.

Question 37

Before what kind of audience should speakers use a dynamic and entertaining delivery style and incorporate movement and large gestures?

A) Hostile
B) Friendly
C) Neutral
D) Uninterested

Question 38

Which of the following situations might require a feasibility report?

A) The status of a large construction project
B) The reporting of monthly sales figures for all divisions
C) The investigation results of implementing an on-site employee exercise facility
D) A one-page summary of a long article in The New York Times

Question 39

When paraphrasing researched information,

A) use the same grammatical structure of the original information so that you do not change the meaning of the ideas.
B) replace just a few original words with synonyms to avoid charges of plagiarism.
C) restate the researched information in your own words and in your own style.
D) place double quotation marks before and after the paraphrased information.

Question 40

Which of the following techniques is most effective when an interviewer asks, Why do you want to work for us?

A) Briefly summarize current employment problems requiring you to change employers.
B) Show what you know about the interviewer's company and demonstrate how your goals match its point of view.
C) Explain that as a recent graduate you want to work for any company needing an employee with your skills and background.
D) Simply tell the truth about your reasons for seeking this job; for example, you are unemployed, you need more pay or better benefits, or you just graduated.

Question 41

Describe the functional résumé and explain its advantages for recent college graduates.

Question 42

List two advantages of properly documenting research data.

Question 43

Describe one effective technique to gain audience rapport in a presentation.

Question 44

What is the difference between primary and secondary data? Give one example of each.

Question 45

List and briefly describe two advantages of teams.

Question 46

Define success story as it is used in an interview and provide an example of a success story.