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The three primary steps involved in preparing a business message are

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planning, writing, and completing

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In developing business messages, the step during which you evaluate whether you have expressed your ideas clearly is

answer

Completing

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In preparing business messages, you should generally devote about _______ percent of your time to planning.

answer

50

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Inexperienced communicators tend to

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dive directly into writing the message without taking sufficient time to plan.

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Which of the following is not a general purpose common to business communication?

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to negotiate

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An example of a specific purpose for a business message would be

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to inform employees about the new vacation policy

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Most messages should not be sent unless they will

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bring about a change

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In most cases, a message should be deferred or canceled if

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the time is wrong

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The primary audience for your message made up of

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the key decision makers in the audience

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In general, for internal communication, the higher up your message goes, the

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fewer details people want to see

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Messages should contain additional detail and background information when

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you are unsure about audience's level of understanding

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Forecasting your audience's probable reaction to your message is

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vital, because potential audience reaction affects message organization

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You're writing a proposal to allow certain employees at your company to telecommute. You know management will be skeptical, so you should

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introduce your proof gradually before revealing your conclusions and recommendations

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A knowledge-management system

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is a centralized database of experiences and insights of employees throughout an organization

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When it comes to planning business messages, social media

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enable you to quickly locate experts and vital information on a wide variety of topics

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When meeting your audience's information needs, you should emphasize ideas

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of greatest interest to the audience

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In business communication, using discovery techniques such as free writing and sketching

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is helpful when you need to generate ideas and uncover possible avenues to research

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A good way to test the thoroughness of your business message is to check it for

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the who, what, when, where, why, and how

question

After sending project cost estimates to a longtime client, you realize you failed to include information on some discount options. The best thing to do is

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contact the primary audience immediately and correct the error

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Choosing the right medium for your message

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is an important communication skill

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Which media would be best for keeping in touch with a sales team whose members live in several different states?

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Electronic media

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In today's high-tech business environment, the need for managers to engage in frequent "walk-arounds" (chatting with employees to get input and answer questions)

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still exists, according to many experts

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Using oral media for business communication

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can lead to awkward conversations, but also help you earn a reputation as an honest, caring manger

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Form letters in business

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can be helpful when communicating about routine matters

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In business contexts, reports and proposals

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Vary in length, and maybe written in many formats, including letters and memos

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In general, traditional business messages rely

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primarily on text, with occasional support from graphical elements. (such as charts and diagrams)

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Infographics are

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messages that combine powerful visuals with supporting text.

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Telephone calls are

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capable of conveying quite a few nonverbal signals

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Which of the following media would be best for sending a brief internal message (requiring no response from your audience) about an upcoming software update?

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Email

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VoIP is a

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technology for making telephone calls via the Internet

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When it comes to business communication, YouTube

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has quickly become an important medium for a variety of messages

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In part, media richness refers to

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a medium's ability to facilitate feedback

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The richest communication medium is

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a face-to-face conversation

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A key advantage of oral communication is

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the opportunity to get immediate feedback

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As a new supervisor, you need to introduce yourself to your team of ten employees. The best medium for this type of nonroutine message would be

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a face-to-face meeting

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Learner media are best used for messages that

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are routine

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Of the following media, which is the richest?

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an interactive website enabling audiences to participate in the communication process

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Which of the following media would be best to make a formal introduction to a potential client?

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Letter

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In high-context cultures, ________ media are often more effective than __________ ones.

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oral, written

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Which of the following is not listed among factors to consider when choosing a medium for your message?

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Sender preferences

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In general, audiences are likely to

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form inaccurate conclusions from poorly organized messages.

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Organizing messages effectively helps readers by

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all of the above

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The primary difference between the topic of a message and the main idea is

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the main idea is more specific than the topic

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Which of the following is an example of a message topic?

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"Funding for research and development"

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When your message is complex and includes a large amount of information

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a variety of techniques (such as brainstorming) can help determine your main idea.

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Storytelling is

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an effective way to organize messages in a surprising number of business communication scenarios.

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In a business message, the range of information you present, the overall length, and the level of detail is known as your

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scope

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The scope of a message will generally be longer when

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any of the above are true

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Whatever the length of your message, you should limit the number of major support points to roughly

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six

question

Taking the time to outline your points as you prepare business messages

answer

will save you time in the long run and lead to better results

Chapter 4: Business Comm – Flashcards

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