Business Comm. Chapters 13-16 – Flashcards
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Minor flaws in the final draft of a report
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may affect your credibility.
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For printed reports, the letter of transmittal is most often positioned
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right before the table of contents.
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An executive summary
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gives a fully developed "mini" version of the report.
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The term ________ is another name for a synopsis in a technical or professional report.
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abstract
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The letter of authorization and the letter of acceptance are used to
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make sure everyone is clear about the report's intent.
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All appendices should be
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mentioned in the text of the report and listed in the table of contents.
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What is the purpose of the bibliography section in a formal report?
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It fulfills your ethical obligations to credit sources and allows readers to consult the sources.
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A descriptive synopsis
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tells what the report is about in moderately greater detail than the table of contents.
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An ideal approach to proofreading a formal report or proposal is to
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have two people review it-one who is an expert on the topic and one who is not
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Which of the following is the best heading for the close of a formal report?
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Summary
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Using FedEx or UPS to deliver a formal report or proposal
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allows you to track the report and ensure that it is delivered on time.
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The close of a report
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spells out exactly what should happen next
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A letter of ________ is a specialized cover letter that introduces your report to the audience.
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transmittal
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Placing detailed supporting materials online instead of in a traditional appendix
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can make it much more convenient for readers to access
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When should charts, graphs, and other visual elements be incorporated into the report?
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when you are satisfied with the quality of your text
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Urging readers to act in the close of a proposal
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is an effective and reasonable strategy.
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One advantage in using a PDF file to send a report is the author's ability to
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control how the document is displayed on a computer
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One way to indicate a major shift in the flow of the report is to incorporate
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page breaks.
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An informative synopsis
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presents the main points of the report in the same order as the text.
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In a complex formal report, it is often helpful to include
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two tables of contents: a high-level table that shows only major headings, followed by a detailed table that includes all headings and subheadings
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For electronic distribution of reports and proposals, you should
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always send documents as PDF files, unless the audience requests otherwise
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One advantage of developing a presentation as a webcast is
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the ability to download it and view at later.
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Sending preview materials to the audience prior to an online presentation
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can help audience members become familiar with important background information.
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When it comes to slide design
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consistency is critical because audiences assign meaning to visual elements beginning with the first slide
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An effective introduction to a presentation will
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establish your credibility
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Rehearsing your presentation will
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help you check your voice, timing, phrasing, and equipment
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To hold your audience's attention during the body of your speech, you should
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relate your subject to your audience's needs
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For business presentations, time constraints are usually
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rigid, permitting little or no flexibility
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When you prepare a speech or presentation, your first step involves
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analyzing the situation.
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In order to appear sincere, confident, and trustworthy,
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maintain eye contact with friendly audience members
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Best practices for the question-and-answer session after a presentation include
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anticipating likely questions and thinking through your answers.
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When preparing a background design for slides,
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be sure the background is not distracting.
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Don't try to memorize a presentation because
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you'll probably sound stilted when you deliver the message.
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For most business presentations, ________ are the medium of choice
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electronic slides
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When using charts and tables in presentations,
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they should be simpler than visuals for printed documents.
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Generally, when presenting to a larger audience,
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the presentation becomes more formal
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To enhance the presentation through the use of visuals,
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make sure the message, not the visual, is the focus of the presentation
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If the purpose of your presentation is to get your audience involved in an upcoming project, you should
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close by explaining who'll be involved and what they'll do.
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If you face hostile or difficult questions during a question-and-answer session,
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respond honestly while keeping control of your emotions.
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In business presentations, the backchannel is
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electronic communication among audience members during the presentation.
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One of the best ways to organize, reposition, and delete slides while checking for design consistency is with the use of
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slide sorter view
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The slide master feature in presentation software
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helps create a consistent design for your entire slide show
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If there is a lack of consensus among the audience at the end of your presentation, you should
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make the disagreement clear and be ready to suggest a method for resolving the differences.
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Delivering your presentation by reading it word-for-word is a good idea when
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you're covering policy statements or legal documents that must be presented verbatim.
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One effective way to arouse interest at the start of a speech is to
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unite the audience around a common goal.
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When developing a presentation for an online audience,
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break complicated slides into multiple slides.
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The best way to handle frequent job changes on a résumé is to
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group similar jobs under a single heading
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An effective résumé design looks
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clean and professional.
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By definition, a résumé is a
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structured summary of a person's education, employment background, and job qualifications
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To incorporate the best keywords in your résumé,
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study relevant job descriptions and seek to understand your target audience's needs.
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When preparing your list of references,
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prepare a reference sheet using the same layout as the résumé.
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A type of résumé that emphasizes a candidate's skills and accomplishments while also including a complete job history is termed
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a combination résumé.
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Posting a job opening on a major job board such as Monster is often
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a company's last resort, after it has exhausted other possibilities for finding desirable candidates.
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On your résumé, do not include items that could encourage discrimination, such as
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when you graduated from high school.
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The best email address to include on a résumé is
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a free personal address from one of the many services that offer them.
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Creating a plain-text file of your résumé
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allows you to include your résumé in the body of an email message, instead of as an attachment
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An online résumé
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lets jobseekers use multimedia to expand on the information in a basic résumé.
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An infographic résumé uses ________ to convey a person's career development and skill set
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visual metaphors
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A scannable résumé differs from the traditional format in that
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it always includes a keyword summary.
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Creating a traditional paper résumé is
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still useful, even if most or all of your application efforts take place online.
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Résumés and curriculum vitaes, or CVs, are essentially the same, except
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CVs are more detailed and include personal information.
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For someone who's involved in the job search process, volunteer work
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can highlight problem-solving and leadership skills
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Applicant tracking systems use keyword filters to
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rank desirability of incoming résumés for current openings.
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When you're evaluating a functional résumé as a way to present your qualifications, don't forget that many employers
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are suspicious of them
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The vast majority of all job openings in the United States are
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never advertised to the general public.
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If you are just graduating from college and have limited professional experience,
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your chronological résumé should probably list educational qualifications before listing experience.
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In composing a résumé, it is best to avoid
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using the word "I".
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Customizing your résumé for each job opening is
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an important step in showing each employer that you will be a good fit
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Putting "References available upon request" at the end of your résumé is
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not necessary since the availability of references is usually assumed.
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In the experience section of the résumé, the focus should be on
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what you accomplished in each position
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Effective keywords to list on your résumé include
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position applying for and skills needed for the position
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In the opening paragraph of an application letter, it is vital to
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explain how you can help the company meets its needs
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When terminating the job with a current employer, your letter of resignation
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should include at least two weeks' notice.
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During the interview, a candidate should ask questions about
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what the company is looking for in a new employee.
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When you're responding to questions during an interview, you're more likely to answer them successfully if you
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pause for a moment before answering each question.
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When a job interviewer indicates the interview is coming to a close, you should
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prepare to leave but (if possible) try to pin down what will happen next
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You'll impress prospective employers with your application letter if you
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show that you know something about the company and its marketplace.
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Employers use ________ tests to measure a variety of attributes involved in acquiring, processing, analyzing, using, and remembering information
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cognitive
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Within two days after an employment interview, you should
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follow up with a short note of thanks, using a tone that's positive while reinforcing why you are a good fit.
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When it comes to length, an application letter should
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be short-no more than three paragraphs
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During the close of the interview, be sure to
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emphasize your value to the organization.
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If you're asked to submit to alcohol testing and drug screening during the hiring process, remember that
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a majority of companies require them of all applicants
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During the warm-up phase of the interview, ________ is crucial in projecting confidence and professionalism.
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body language
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When you discuss salary requirements with a prospective employer, you should
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let the interviewer raise the topic first.
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Which of the following would be the best opening sentence for a solicited application letter?
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"Based on your company's remarkable growth over the past three years, I can appreciate your need for highly qualified and experienced sales personnel."
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Searching LinkedIn to learn about the managers you will meet with in an upcoming interview
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can make it easier for you to build rapport with your interviewers.
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When you're participating in a video interview with a prospective employer,
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make eye contact with the camera.
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If you write a letter to decline the offer of a job,
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use an indirect format
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Job offers and the acceptance of the offer
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are legally binding contracts.
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When choosing the clothing you'll wear for a workplace interview, the best policy is to
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dress conservatively and professionally
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In a(n) ________, the candidate meets with several interviewers at once.
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panel interview
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Many interviewers begin making a decision about the applicant
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within the first 20 seconds of the interview
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Which type of interview would be likely to include a question such as, "You seem wholly unqualified for this job, and your answers have been terrible so far. Why should we continue with this?"
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Stress
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The best salutation for an application letter is
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one that addresses a specific individual by name
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During a screening interview, your best approach is to
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keep your answers short, but offer key points that set you apart from other candidates.
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Interviews in which job candidates are asked how they would respond to various hypothetical situations on the job are known as ________ interviews
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situational
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