Question 1

Instant messages should be used specifically for long messages on critical issues such as getting feedback on a report or negotiating a price.

Accepted Answer

Instant messages and text messaging are good for short messages on noncritical topics because they are less intrusive than phone calls or visits. They can be used for messages such as running commentary or questions on tasks on for which colleagues are working on simultaneously. Since they are generally answered immediately, they can decrease the time needed to solve an issue.

Question 2

It is important to highlight information in a subject line if information is neutral or negative.

Accepted Answer

When a message needs to convey good news to a reader, one should build goodwill by highlighting it in the subject line. On the other hand, when the information is neutral, one should summarize it concisely in the subject line.

Question 3

E-mails should be used when one does not want to create a paper trail.

Accepted Answer

E-mails should be used if one wants to leave a paper trail, or save time or money. One can also use emails to and allow readers to deal with messages at their convenience, when timing is not crucial.

Question 4

Face-to-face visits are a good choice when discretion is vital and one does not want to leave a paper trail.

Accepted Answer

Face-to-face visits are a good choice when discretion is vital and one does not want to leave a paper trail. It is also a good choice when one knows a colleague welcomes the visits or when one wants to build a business relationship with a person.

Question 5

Telepresence is a low-cost alternative for videoconferencing and allows employees to connect and collaborate remotely with web cameras that are standard on many newer laptops or tablets.

Accepted Answer

Telepresence is a high cost alternative to videoconferencing. It uses high-end 50-inch plasma screens and broadcast-quality cameras to create virtual meetings that are almost lifelike.

Question 6

Twitter is a microblog that allows users to let their followers know what they are doing by posting short messages of 140 characters or less.

Accepted Answer

Twitter is a microblog that allows users to let their followers know what they are doing by posting short messages of 140 characters or less. It offers a way for organizations to create a following, share information, brand themselves, and even eavesdrop on what people say about their competitors.

Question 7

Blogs allow users within an organization to build stronger relationships by chatting online and adding each other to their friend's list.

Accepted Answer

Blogs allow businesses to connect with customers and clients in a more social way than they can on traditional websites. Internal corporate blogs allow managers and employees to share ideas and information.

Question 8

Phone calls are a better choice than face-to-face visits when a business requires negotiation or a dialogue.

Accepted Answer

Phone calls are a good choice when the tone of voice is important or when one needs something immediately.

Question 9

A subject line helps in retrieving the document and tells readers why they need to read the document.

Accepted Answer

A subject line is the title of a document. It aids in filing and retrieving the document, tells readers why they need to read the document, and provides a framework for what one is about to say.

Question 10

A way to ensure that an e-mail gets read is to use important information in the subject line.

Accepted Answer

A way to ensure that an e-mail gets read is to use important information in the subject line. Many people delete blanks and generic tags such as "hello," "your message," "thank you," and "next meeting," if they do not recognize the sender.

Question 11

While using a pattern of organizing messages,one should realize that every message which uses the basic pattern will have all the elements listed.

Accepted Answer

While using a pattern one should realize that not every message which uses the basic pattern will have all the elements listed. It is also important to be sure that one understands the rationale behind each pattern so that the pattern can be modified when necessary.

Question 12

Smartphones allow users to conduct word processing,learn their next tasks,and update a job's status.

Accepted Answer

Smartphones allow users to send and receive e-mail, access websites, conduct word processing, learn their next tasks, update a job's status, complete a time sheet, and make telephone calls. With the full functionality of these devices, employees can be connected to their work at all hours.

Question 13

Informative and positive messages include acceptances; positive answers to requests; and information about procedures,products,or services.

Accepted Answer

Informative and positive messages include acceptances, positive answers to requests, and information about meetings, procedures, products, services, or options. It also includes announcements of policy changes that are neutral or positive.

Question 14

When one sends out regularly scheduled messages on the same topic,it is important to put new material at the top or use color for new or changed entries.

Accepted Answer

When one sends out regularly scheduled messages on the same topic, such as monthly updates of training seminars, it is good to try to develop a system that lets people know immediately what is new. One can use color for new or changed entries and put new material at the top.

Question 15

Good blogs present their content in ways that inspire conversations and encourage readers to comment and then to share the information.

Accepted Answer

Good blogs present their content in ways that inspire conversations and encourage readers to comment and then to share the information. The best blogs offer a unique perspective that enables them to stand out from the millions of other blogs on the Internet.

Question 16

An informative message has the primary purpose of deemphasizing any negative elements.

Accepted Answer

A simple informative or good news message has the primary purpose of giving information or good news to the receiver or to reassure the receiver, and to have the receiver view the information positively. Deemphasizing negative elements is its secondary purpose.

Question 17

A positive message is one where a receiver's basic reaction to the message is neutral.

Accepted Answer

When a receiver's basic reaction to a message is neutral, the message is informative. On the other hand, if the receiver's reaction to a message is positive, the message is a positive or a good news message.

Question 18

While sending messages with an attachment,one should avoid the most vital information in the e-mail.

Accepted Answer

While sending messages with an attachment, one should put the most vital information in the e-mail as well as the attachment. For instance, one should not make readers open an attachment merely to find out the time or location of a meeting.

Question 19

Widgets are tiny software programs that can be dragged,dropped,and embedded into social media sites.

Accepted Answer

Using widgets is a way through which businesses are trying to reach customers. Widgets are tiny software programs that can be dragged, dropped, and embedded into social media sites.

Question 20

Wikis are an online form of content knowledge management used by companies to advertise products for consumers.

Accepted Answer

Wikis are an online form of content knowledge management, in which users can post information or collaborate on projects. The access to these wikis is limited to employees of the particular organization using them, much like intranets.

Quiz 9: Sharing Informative and Positive Messages With Appropriate Technology