Deck 11: Organizing and Preparing Reports and Proposals

Question 1

Word processing software can simplify the tedious task of creating a table of contents.

Answer 1

True

Question 2

Businesses often develop their own report styles which may differ from standard style manuals.

Answer 2

True

Question 3

An abstract,or executive summary,summarizes the findings section of the formal report but does not mention the recommendation(s).

Answer 3

False

Question 4

The most widely used report format for communication within an organization is the letter report.

Question 5

All report headings that are of the same level must be consistent in positioning,appearance,and grammatical construction.

Question 6

The director of a professional organization who asks for a report on developing an online newsletter for members may request a justification report to support the recommended decision.

Question 7

"Authorization was received from the IRS" is an example of a sentence using active voice.

Question 8

Conclusions are drawn by inference from research findings,while recommendations are the writer's opinion of what action should be taken based on the conclusions.

Question 9

When a consultant proposes a program to a client,the most suitable report form is a memorandum report.

Question 10

The use of first-person pronouns (I or we)are generally acceptable in a formal report.

Question 11

Talking headings are preferred in business reports because they tell about the content of the sections and reveal any conclusion(s)presented in the sections.

Question 12

A manager who asks for a report on the best phone system for an office may request a justification report to support the recommended decision.

Question 13

An RFP describes a problem that needs to be solved and invites respondents to describe their proposed solutions.

Question 14

When the reference list of a report includes sources not cited in the report,it is referred to as a bibliography or works consulted.

Question 15

An executive summary should only be used for long and complex reports.

Question 16

An appendix contains supplementary information that supports the report but is not appropriate for inclusion in the report itself.

Question 17

A report that recommends to management the installation of a new computer system is an example of an internal proposal.

Question 18

An unsolicited proposal is prepared by an individual or firm that sees a problem to be solved and submits a proposal for consideration.

Question 19

The need for preliminary and addenda items is influenced by the length of the report and its formality.

Question 20

When designed correctly,form reports save time and increase clerical accuracy over individually prepared reports.

Question 21

The executive summary in a formal report should

A)briefly introduce the report and preview the major divisions.
B)summarize the major sections of the report.
C)summarize the report summary and any conclusions and recommendations.
D)accomplish all of the above.

Question 22

The content outline of a report

A)is a formal section of the report that serves to define and organize the content.
B)is an optional prerequisite to writing a formal report.
C)is a planning document that is subject to modification as the writer develops the report.
D)must have three major points.

Question 23

Which of the following is correct concerning the analysis sections of a formal report?

A)An informational report typically ends with recommendations and has no summary or conclusions.
B)An analytical report typically has no summary or conclusions and ends with recommendations.
C)For short reports, the writer may place the summary, conclusions and recommendations together in one section.
D)None of the above is correct.

Question 24

Which of the following is NOT true of the executive summary?

A)It provides an overview of the essential elements in an entire report.
B)It includes the table of contents.
C)It summarizes the recommendations.
D)It previews the major report divisions.

Question 25

With team-prepared proposals,the whole team typically works together on each section of the proposal.

Question 26

Which of the following is correct concerning the executive summary (abstract)in the preliminary pages and the summary that appears as a final section of the report body?

A)Only one or the other is necessary, since they would contain the same information.
B)Both are necessary because the executive summary summarizes the essential elements of the entire report and the summary reviews the main points presented in the body.
C)Both are necessary because they are prescribed sections in the APA style.
D)Neither is necessary in a well-written, concise report.

Question 27

A limitation of group support systems is that only sequential editing is supported.

Question 28

Which of the following statements is NOT correct concerning the appendix of a report?

A)Each report contains only one appendix, although several things may be placed in it.
B)The appendix is a good place to put lengthy material that is related to the information in the body.
C)Each item in the appendix must be mentioned in the report.
D)The appendix may include questionnaires, summary tabulations, legal documents, or mathematical computations.

Question 29

Derek is writing a short report about his findings on the attitudes of custodial employees on the job.The audience for the report is Physical Plant management for the company.Which of the following formats should Derek use?

A)letter format
B)memo format
C)form report
D)formal report

Question 30

U.S.firms such as AFLAC typically protect themselves against competitors by including in their annual corporate reports only that which is required by the Security and Exchange Commission.

Question 31

Requirements for disclosure in companies' annual reports are consistent throughout the world.

Question 32

A report that recommends to management the adoption of a particular cell phone plan for company employees is an example of an internal proposal.

Question 33

Which of the following headings is NOT parallel with the others?

A)Housing Costs in the Midwest Soar
B)Housing Costs in the South Are Level
C)Increasing Housing Costs in New England
D)All are parallel

Question 34

Which of the following is NOT true of the parts of a business report?

A)The table of figures includes a reference to each figure that appears in the report.
B)The table of contents gives the reader an overview of the report.
C)The executive summary summarizes the essential elements of the entire report.
D)The appendix includes the references and the index.

Question 35

Which of the following is NOT true concerning the table of contents of a report?

A)The contents page includes the beginning and ending page numbers for report parts.
B)Leaders are used between the report part and the page numbers to assist the reader's eyes in moving across the page.
C)Word processing software programs can generate a table of contents automatically.
D)The list includes the name and location of every report part except those that precede the contents page.

Question 36

Which of the following is applicable to the development of headings for a report?

A)Something must divide into at least three parts or it should not be divided into subdivisions.
B)Headings at the same level must be worded in parallel form.
C)Headings at the same level must be consistent in font and type style.
D)B & C are correct.

Question 37

A typical short report includes

A)a personal writing style using first-or second-person.
B)no graphics.
C)no contractions.
D)only one heading per page.

Question 38

Which of the following descriptions is most valid,as it applies to accurate methods of analyzing data?

A)Judging data on the basis of personal consideration
B)Judging data on the basis of the evidence and soundness of research techniques
C)Judging data on the basis of the evidence and on the character and ability of the study's participants
D)Judging data on the basis of evidence and on personal opinions about the subject
E)Judging data on the basis of findings of similar studies

Question 39

Which of the following best describes the purpose of an analytical report?

A)To solve a specific problem or answer research questions
B)To provide information on a specific problem
C)To provide information and summarize findings of research
D)To compare and contrast research on similar problems related to the topic

Question 40

An analytical report

A)is designed to solve a specific problem or answer research questions.
B)draws inferences in its body and therefore does not have a conclusions section.
C)neither a nor b is correct.
D)both a and b are correct.

Question 41

Discuss guidelines for the writing process when preparing a proposal.

Question 42

Which of the following is NOT a benefit of form reports?

A)Increase clerical accuracy
B)Save time for the preparer
C)Make data tabulation easier
D)Increase personalization

Question 43

Which of the following statements is FALSE in regard to collaborative report preparation in a typical writing team?

A)You would probably be responsible for writing only a small portion of the total proposal.
B)You would likely brainstorm and plan the proposal before beginning to write.
C)One person would likely compile all the sections.
D)The entire group would likely prepare the preliminary and addenda parts together.

Question 44

Which of the following guidelines is appropriate when preparing memo and letter reports?

A)Use personal writing style, including first- and second-person language.
B)Use deductive approach, regardless of the type of message.
C)Avoid the use of headings and subheadings.
D)All the above are appropriate.

Question 45

Which of the following is true concerning what the writer should do during the preparation of an effective proposal?

A)Prepare the parts according to the standard accepted arrangement.
B)Start with the hardest part of the proposal and then go on to another.
C)Arrange the parts in whatever order seems appropriate.
D)Write the proposal by beginning on line one, page one, and proceed to the end.

Question 46

What is research credibility,and how can you enhance your credibility as a researcher?

Question 47

A manager who wants to introduce flexible work schedules in a company will write which one of the following proposals for management consideration?

A)solicited proposal
B)RFP
C)external proposal
D)internal proposal

Question 48

Explain the differences between internal and external proposals,as well as solicited and unsolicited proposals.

Question 49

The World Wide Web offers easy access to a universe of information; therefore,

A)copyright laws do not apply.
B)users can access, download, copy and publish only copied text and pictures legally.
C)the World Intellectual Property Organization is working to assure copyright protection.
D)every business has a right to use any information it finds there for free.

Question 50

According to annual reports expert Sid Cato,a company's annual report should

A)be viewed as the most important document a company can produce.
B)avoid biographical data on corporate officers.
C)avoid colored artwork.
D)follow all of the above.

Question 51

As a restaurant owner,you are submitting a proposal to a local radio station,offering to operate a concession stand during an all-day benefit to raise money for your city library.Which of the following would be an acceptable place to present the expected costs?

A)After the description of the purpose
B)Nowhere in the proposal as the discussion would be held verbally
C)As the conclusion
D)After the details about how the activity would be conducted

Question 52

Analysis of an Executive Summary for a Report
Read and analyze the following Executive Summary written to accompany a report on the implementation of a secure intranet.
Executive Summary
Braden Inc.,a small but growing manufacturing business,has operated in Indianapolis,Indiana for ten years.Darren Russell,President,had considered the implementation of a website for the company.He had concerns about the cost to create and maintain an effective site.Russel established a team to study the possibility of implementing company website at an affordable cost.
The team conducted research using primary and secondary research methods.Current literature was examined,and a survey was conducted through a Chamber of Commerce membership list of 50 small business owners of various companies in the metropolitan area that had a company website.
The report discussed the following topics related to the initiation of a company website: (1)benefits to be gained,(2)challenges in development and maintenance,(3)projected costs,and (4)guidelines for getting started.Conclusions of the study can be found in the full report.
The study concluded that intranets have become extremely popular because of the various benefits they offer.Potential problems of intranets can be addressed with recommended security measures.Braden Inc.should proceed with plans to establish a secure intranet.
Required:
Write a critical analysis of this executive summary and discuss the content as well as the writing style.

Question 53

Which of the following statements is correct concerning the writing of proposals?

A)Proposals are always directed to an external audience.
B)Proposals are only written in response to solicitations or request for proposals.
C)A simple price quotation may constitute a proposal.
D)All of the above are incorrect.

Question 54

The AFLAC annual report,rated as one of the best,is an example of which type of report?

A)Internal report
B)External report
C)RFP
D)Analytical report

Question 55

A team of collaborative writers are preparing a procedures manual for the firm's employees.They have divided the writing task so that each writer is working on a different part of the manual at the same time; the team is applying

A)sequential editing.
B)parallel editing.
C)reciprocal editing.
D)multistage editing.

Question 56

Peyton,the new marketing director at his company,has been asked to write a report for the board of directors on a new corporate image for the company.The report must include an executive summary.What components should the executive summary include?

Question 57

Rozell & Ramos Associates wants to ask companies to submit bids to design the lighting in their new building.The Associates will develop which of the following documents to solicit bids.

A)external proposal
B)request for proposal
C)unsolicited proposal
D)internal proposal

Question 58

Which report parts are the primary focus of short reports? List some report features that may be incorporated into short reports.

Question 59

Which of the following is the BEST advice for including objectives in a proposal?

A)List only enough measurable and attainable objectives to accomplish the purpose of selling your proposal.
B)Include a generous list of objectives, even though you know that you may not totally achieve all of them.
C)Omit an objectives section; a problem statement is sufficient for defining your goals.
D)Your proposal has only one objective: to convince the reader that the benefit from your product or service will outweigh the cost.

Question 60

What three purposes are served in a report by its preliminary parts? Give an example of a preliminary part that serves each purpose.

Question 61

Headings as Signposts
Headings are signposts that inform readers about what text is ahead.Talking heads that are parallel in structure can be used in a basic outline to communicate the content of the section and even give a conclusion about the section.The following headings for two reports are not parallel and will not be effective points in a basic outline.
•Report 1: Organize Your Finances; Budget; Insurance is Important; You Need a Will,Emergency Savings is Necessary
•Report 2: Healthy Food is Good for You; Get Regular Exercise; Stress Reduction
Required:
Rewrite the headings so that they are parallel talking heads.Then develop a basic outline,complete with a report title,for each report based on the revised talking heads.