Reading Quiz 2 – Flashcards
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Which of the following statements about communication in the workplace is most accurate? a. Today's workplaces are nearly all paperless; employees conduct business with digital media and communicate only with electronic messages. b. Most employees exchange documents and complete projects on the Web, but only management creates content, reviews products, or edits projects. c. More data are stored on and accessed from PDAs and individual computers rather than on the Internet or a network. d. Although today's workplaces are still far from paperless, increasingly information is exchanged electronically and on the go.
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d. Although today's workplaces are still far from paperless, increasingly information is exchanged electronically and on the go.
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Business are storing and accessing ever more data along with software in remote network clusters. This process of remote storage is called a. community sourcing. b. networking. c. cloud computing. d. data dumps.
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c. cloud computing.
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How are businesses using VPNs (virtual private networks) today? a. Businesses use VPNs to send confidential e-mails on their intranets. b. Small businesses share VPNs instead of developing their own Web sites. c. VPNs offer businesses secure access to company information from any worldwide location that provides an Internet connection. d. VPNs are the primary host site of corporate blogs used to promote new products.
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c. VPNs offer businesses secure access to company information from any worldwide location that provides an Internet connection.
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You must communicate up-to-date information immediately to customers who are digitally connected. Which of these is the best communication channel to offer you this always-on connectedness for your business message? a. E-mail b. Twitter c. Podcast d. Blog
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b. Twitter
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Which of the following messages is appropriate to send via e-mail? a. An announcement of a major benefit reduction for all employees b. An announcement of a change in a meeting date c. A quarterly performance appraisal of an employee d. Notification of company layoff plans for the next quarter
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b. An announcement of a change in a meeting date
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Jackson is sending an e-mail message about an important upcoming meeting. Which of the following represents the most effective subject line? a. Urgent! b. Our next staff meeting will be held on the 15th of August. c. Please Attend Staff Meeting August 15 d. Please Read NOW
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c. Please Attend Staff Meeting August 15
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Most e-mail messages and memos a. have nonsensitive topics and begin directly. b. require persuasion. c. are indirect and begin with an explanation. d. need not be carefully organized because they are informal
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a. have nonsensitive topics and begin directly.
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Bennett is sending an e-mail message about a change in procedure for submitting work hours. Which of the following represents the most direct opening? a. Recently, the management staff discussed our process for submitting work hours. b. A new procedure for submitting work hours will go into effect on April 1. c. Are you in the mood to try something a little different? d. We all hate when procedures change, but this change is needed.
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b. A new procedure for submitting work hours will go into effect on April 1.
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Which of the following is the best advice for writing the body of an e-mail message? a. To help the receiver act on the subject, discuss only one idea. b. Because e-mail messages and memos are informal, do not use numbered or bulleted lists. c. Limit white space to place all information on a single screen if possible. d. Do not waste space on headings and subheadings.
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a. To help the receiver act on the subject, discuss only one idea.
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Your e-mail messages and memos should have high skim value, which means a. you write the message quickly and efficiently. b. information presented is easy to read and comprehend. c. all sentences contain ten or fewer words. d. all paragraphs contain five or fewer lines.
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b. information presented is easy to read and comprehend.
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An e-mail message or memo usually ends with action information, needed dates, a summary of the message, or a a. witty quotation. b. copyright notice or confidentiality statement. c. closing thought. d. reference line that includes the typist's initials.
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c. closing thought.
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Which of the following is the most appropriate closing for an e-mail message or memo? a. Please submit your report by August 1 so that the information can be presented at the seminar. b. Please let me know if I may be of further assistance. c. Thank you in advance for answering my questions. d. It's been great talking with you
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a. Please submit your report by August 1 so that the information can be presented at the seminar.
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What is the current advice on the use of a greeting on business e-mail? a. Omit greetings because they make an e-mail appear too casual. b. Add a greeting only when forwarding an e-mail with a lengthy header. c. Don't waste precious digital space on the nonessential keystrokes of a greeting or salutation. d. Begin with a greeting to provide a visual cue and to show friendliness
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d. Begin with a greeting to provide a visual cue and to show friendliness
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If a coworker is using company computers to communicate with family members, what is the best advice? a. Send e-mail to family or friends if you wish because the employer can't monitor non-business e-mail anyway. b. Use company computers for e-mail and shopping, but don't visit any gambling sites. c. Don't use company computers for personal matters. d. Be certain to complete all personal communication during break time.
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c. Don't use company computers for personal matters.
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If you have to send a long message via e-mail, what is the best advice? a. Place all information in the body of the e-mail message. b. Attach a separate document to the e-mail message, leaving the body of the message blank. c. Attach a document to the e-mail message, including identifying information in the body of the e-mail. d. Send it another way because you should not send attachments via e-mail.
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c. Attach a document to the e-mail message, including identifying information in the body of the e-mail.
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To correctly format a hard-copy interoffice memorandum, which of the following is not a guideline you should follow? a. Set 1-inch top and bottom margins and left and right margins of 1.25 inches. b. Insert in bold the guide words: Date:, To:, From:, and Subject: at the left margin. c. Provide a heading that includes the name of the company plus "Memo" or "Memorandum." d. Justify the right margin.
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d. Justify the right margin.
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Business e-mail users must learn that e-mail can be dangerous because messages travel long distances, are difficult to erase, and a. can't be used to transmit official documents. b. are informal, allowing a few spelling and punctuation mistakes. c. may become evidence in court. d. are challenging to type using only two fingers.
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c. may become evidence in court.
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E-mail is the No. 1 communication channel in business today. To make your messages effective, you should a. consider the receiver. b. compose quickly. c. organize indirectly. d. edit and revise as you draft.
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a. consider the receiver.
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Samantha must use e-mail frequently to communicate with others in her new job. What is the best advice to give her? a. Consider composing important messages offline. b. Use general tags such as Hi! or Important as the subject line to catch the reader's attention. c. Add frequent emoticons such as happy faces to appear friendly and approachable in e-mail messages. d. Always press "Reply to All" when responding to e-mail messages.
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a. Consider composing important messages offline.
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Which of the following situations is most appropriate for sending an e-mail message? a. Matthew is angry with one of his colleagues and wants to let her know exactly how he feels. b. Jane found a great political joke she wants to share with her colleagues. c. Chris must send the monthly sales data to his department. d. Maggie needs to vent her frustrations about working conditions to her shift supervisor
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c. Chris must send the monthly sales data to his department.
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Which of these is the best recommendation for business communicators using e-mail? a. Use e-mail to deliver bad news or to resolve arguments to limit or avoid workplace confrontation. b. Add humor or tongue-in-cheek comments to lighten the tone of serious e-mail topics. c. Use e-mail, not hard-copy memos, for messages that the business would not want to be made public or for topics that should not be published. d. Care about tone, correctness, and conciseness to create messages with the reader in mind.
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d. Care about tone, correctness, and conciseness to create messages with the reader in mind.
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Which of the following is the best tip for replying to e-mail messages? a. Reply to an e-mail message immediately because reading additional e-mail messages before replying might confuse you. b. If you can't reply immediately, acknowledge receipt of the message and tell the sender when you'll be able to reply. c. Include the sender's entire original message in the body of your reply to clarify the meaning of your response. d. Retain the original subject line to identify a conversation thread even if the topic shifts.
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b. If you can't reply immediately, acknowledge receipt of the message and tell the sender when you'll be able to reply.
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Which of the following is an advantage of instant messaging (IM)? a. It includes "presence functionality," allowing coworkers to locate each other online, which saves time tracking someone down who is out of the office. b. It is delayed; a user has time to recall sent messages if he or she decides the message should not have been delivered. c. It prevents multitasking and encourages employees to focus on one job at a time. d. It allows in-depth analysis of data, including charts and graphs, and lengthy conversation of the chosen topics.
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a. It includes "presence functionality," allowing coworkers to locate each other online, which saves time tracking someone down who is out of the office.
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Porter's company has decided to let employees use instant messaging (IM) as an internal communication tool, and she wants to make sure that she's using it professionally. What should she do? a. Make sure she's available via IM at all times so that her colleagues can always reach her. b. Include both professional and personal contacts on the same IM contact list for efficiency. c. Respect her receivers by using proper grammar, spelling, and proofreading in her instant messages. d. Create an imaginative IM name for herself such as "PrettySmart1."
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c. Respect her receivers by using proper grammar, spelling, and proofreading in her instant messages.
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Podcasts, blogs, and wikis are part of the new user-centered virtual environment called a. the Total Network. b. Web 2.0. c. Cloud Computing. d. VPN.
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b. Web 2.0.
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Businesses have embraced podcasts for audio and video messages because podcasts a. do not require a live presence, yet offer a friendly human face. b. can't replace costlier live teleconferences but can replace most business travel. c. provide up to 1,000 views per podcast, saving money over individual presentations. d. broadcast interactive, non-repetitive information
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a. do not require a live presence, yet offer a friendly human face.
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Which of the following is the best tip for preparing a podcast? a. Purchase a high-end digital recorder, memorize your message, and record your presentation. b. Speak clearly, deliver off the cuff, and maintain eye contact. c. Know the subject, know your audience, and know your goal. d. Select a digital recorder, organize your message, and rehearse your delivery.
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d. Select a digital recorder, organize your message, and rehearse your delivery.
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Some companies now use Twitter and other social media to monitor what is being said about them, to engage with customers, and a. to serve as cover letters for longer documents. b. to post job openings. c. to market to other businesses. d. to share files and collaborate on projects.
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c. to market to other businesses.
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You are using the corporate blog to respond to an business emergency. Which of the following is the best recommendation? a. Use the blog as the sole provider of emergency information to avoid muddled messages. b. Make the blog part of your overall effort to communicate information regarding the business's emergency. c. Soothe emotional reactions by posting information on your corporate blog, replacing all other communication channels. d. Do not address rumors or misinformation on the blog; address factual content only
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b. Make the blog part of your overall effort to communicate information regarding the business's emergency.
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Blogs have several internal communication purposes including a. posting employee changes such as layoffs, promotions, and firings. b. announcing employee illnesses, adoptions, and vacations. c. providing information about benefits or featuring profiles on key employees. d. posting administrative salaries, raises, and incentive packages.
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c. providing information about benefits or featuring profiles on key employees.
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You are crafting a message for your corporate blog. What advice should you follow? a. Make your writing serious, reserved, and formal. b. Offer a professional perspective on subjects you care about or a topic your company needs to promote. c. Get to know the blogosphere in your industry and avoid discussing topics from other blogs. d. Blog about topics that showcase your expertise and insights
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d. Blog about topics that showcase your expertise and insights
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Experts advise that you use blogrolling to maximize effectiveness. What does blogrolling mean? a. You provide links to other sites or blogs on the Web that you find valuable and that are related to your business or industry. b. You frequently update or "roll over" the information on your blog to keep it fresh. c. Your company or organization maintains separate blogs for each department or division and posts rolling messages daily. d. You add links to other technologies, allowing viewers to access podcasts, Twitter feeds, Facebook pages, and company files.
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a. You provide links to other sites or blogs on the Web that you find valuable and that are related to your business or industry.
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How do companies use wikis? a. Companies share special deals and incentives in short messages of 140 characters or less. b. Corporate teams respond to internal and external customers in rapid-fire posts to emergencies and other high-pressure situations. c. Global companies share information between headquarters and satellite offices. d. Companies post photos and biographies of their top-tier managers
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c. Global companies share information between headquarters and satellite offices.
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Which of the following statements best describes use of social networks by businesses today? a. All companies are comfortable with using social networking for brainstorming and teamwork. b. Companies struggle with finding the right balance between permitting access to the Web and protecting security as well as ensuring productivity. c. Companies must run their own social networks to capitalize effectively on the benefits this medium offers. d. Large companies (like McDonalds and British Telecom) create buzz and promote their brands via social networking, but social networking offers no benefit to small businesses.
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b. Companies struggle with finding the right balance between permitting access to the Web and protecting security as well as ensuring productivity.
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Travis has asked you for some advice regarding the use of social networking in the workplace. What advice will you share? a. Do not share any sensitive information. b. Refuse friend requests or "unfriend" people to avoid jeopardizing professional relationships. c. Establish boundaries, and don't share information online that you wouldn't share openly in the office. d. Assume the content posted on a social networking site is protected.
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c. Establish boundaries, and don't share information online that you wouldn't share openly in the office.
