Question 1

Which of the following is a disadvantage of communicating a message over the phone?

Accepted Answer

E) This is a disadvantage of using the phone, as is the fact that a call is NOT usually permanently recorded. The remaining choices are advantages to using the telephone.

Question 2

When choosing the delivery option of your message, ________.

Accepted Answer

C) Methods have various advantages and disadvantages, so choosing the method best suited to your message's needs will be challenging.

Question 3

Tyrone decides that the best medium to use for his business message is a letter. Which of the following is TRUE about the message Tyrone is communicating?

Accepted Answer

D) Printed on letterhead and sent to audiences outside the organization, letters obviously create a permanent record. They do not allow for immediate feedback or interactive communication, take at least a day to deliver, and project a more formal image than email.

Question 4

Jenna requested and was granted a week's vacation time at the end of June. Due to an unforeseen crisis at the office, her boss now needs to tell her that she must work that week instead. 
-When communicating this message the best approach would likely be for her boss to ________.

Accepted Answer

D) Since this message contains negative news that Jenna is not expecting, the indirect organizational plan should be used. This involves using the supporting details to build up to the main idea.

Question 5

In this situation ________.

Accepted Answer

D) When the news is negative and unexpected, it is best to gradually build up to the main idea using the indirect organizational plan.

Question 6

Shannon needs to deliver some information quickly to a large group of people. Which of the following would be the best medium for her to use?

Accepted Answer

A) Advantages to email are that it allows quick communication and can be sent to one or many people. The other methods are more time-consuming or less efficient for this situation.

Question 7

When selecting the medium for a message, email ________.

Accepted Answer

C) Since it may not be a private and secure medium, email may not be appropriate for sensitive content.

Question 8

Primary research ________.

Accepted Answer

A) Primary research, or collecting your own original data, can be very time-consuming and is often less efficient than secondary research.

Question 9

The first draft of a message focuses on ________.

Accepted Answer

B) The first draft allows you to get your thoughts on paper, while the second allows you to refine them and evaluate language and grammar. Audience analysis and creating a purpose statement are done before composing your message.

Question 10

Brief messages, such as emails or short presentations at meetings, ________.

Accepted Answer

D) Outlining is an all-purpose organizing tool than can help you plan the organization of your message. For brief messages, you do not need a detailed traditional outline format.

Question 11

All of the following are examples of internal sources EXCEPT ________.

Accepted Answer

B) An industry journal is an external source, as are web-based search tools and experts outside your company. The other choices are all internal sources.

Question 12

The main idea of your message ________.

Accepted Answer

C) In most situations, audiences will become impatient if they don't know why you are communicating with them and how the details support your message. To avoid this, use the direct organizational plan and state the purpose and main idea before the supporting details.

Question 13

Simple, well-planned messages ________.

Accepted Answer

C) The first draft allows you to get your thoughts on paper, while the second allows you to refine your thoughts and pay more attention to evaluating the language and grammar.

Question 14

Didi is asked by her boss to attend the supervisors' meeting that afternoon and to participate in a brief discussion on the flex-time schedule proposal her department is supporting. Which of the following is TRUE about Didi's preparation for this meeting?

Accepted Answer

A) Being prepared for the questions and potential objections to the proposal that will arise at the meeting will put Didi in good shape for the discussion. The supervisors will be more concerned about the benefits to themselves and the company than to Didi and her coworkers.

Question 15

In which of the following cases is the direct organizational plan most appropriate?

Accepted Answer

E) Your boss's reaction to this message will be positive or indifferent, so the direct approach is appropriate. The other choices will either result in negative reactions or require persuasion, so the indirect approach would be preferred in these situations.

Question 16

Why should a persuasive letter like this focus on audience benefits?

Accepted Answer

C) People are more likely to go along with your proposal if they understand the advantages they-or their business-will gain from granting your request.

Question 17

Key decisions that you make in the composing process include all of the following EXCEPT ________.

Accepted Answer

E) Analyzing your audience is part of the first step of the ACE process, and should be completed before you start composing.

Question 18

Your company plans to increase the monthly fees it charges clients starting in September. You are drafting a letter to mail to your clients to inform them of this increase and hopefully persuade them to keep their business with you. 
-Which of the following statements would be best to include in this letter?

Accepted Answer

D) To be persuasive, it is important to analyze audience benefits. This statement most clearly focuses on what clients will gain; the other choices focus on benefits to your company.

Question 19

Your boss asks you to create a proposal for an upcoming staff meeting and estimates that you should devote about 15 hours to writing it. Spending one or two hours each day writing ________.

Accepted Answer

D) Just as exercising for long periods of time is more taxing than short bursts of exercise, working your brain for an extended period is also more stressful. A more effective composing process will result in a more effective communication.

Question 20

All of the following circumstances lend themselves to the direct organizational plan EXCEPT ________.

Accepted Answer

C) As your client will likely have a negative reaction to this news, the indirect approach is preferred. In the other choices the client's reaction will either be positive or neutral.

Quiz 2: Managing the Communication Process: Analyzing, Composing, Evaluating