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Business Communication Today, 15e (Bovee/Thill) Chapter 1 Understanding the Foundations of Business Communications 1) Communication is the process of A) transferring information and meaning. B) listening actively. C) writing messages. D) speaking to others. E) providing data to benefit the speaker. Answer: A Explanation: A) Communication is a two-way process that begins with the sender and ends when the receiver acquires information and meaning. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Concept AACSB: Written and oral communication Learning Outcome: Plan and prepare business messages 2) Which of the following must occur for communication to be considered successful? A) The audience must be aware a message is being constructed. B) The message must be sent using more than one media method. C) It must transfer or negotiate understanding. D) The audience must agree with the goals of the message. E) The message must offer a benefit to both the sender and the receiver. Answer: C Explanation: C) Communication is the process of transferring information and meaning between senders and receivers, using a variety of media forms. Communication can happen in a variety of ways, but there must be a transfer of understanding for the communication to be successful. Understanding does not mean agreement. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Application AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications

3) Which of the following developments is putting additional pressure on communication skills? A) Having great ideas B) The need for managers to connect with staff and external business partners C) Connecting with those who have a similar background D) Utilizing established company networks E) The changing nature of employment Answer: E Explanation: E) Ambition and great ideas aren't enough. You'll need to communicate with a wide variety of people if you want to succeed in business. The changing nature of employment is putting new pressure on communication skills, too. Many companies now supplement their permanent workforces with independent contractors who are brought on for a short period or even just a single project. Difficulty: Easy LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Concept AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 4) Which of the following is one of the benefits of strong communication skills? A) More detailed strategic plans B) The ability to prevent stakeholders from switching to competitors C) Stronger relationships D) Eliminating risk E) Fewer employee leaks of sensitive information Answer: C Explanation: C) Just as in personal and social relationships, business relationships depend on effective connections between the company and all stakeholders, including employees, customers, and others affected by the company's business decisions. Communication helps to foster emotional connections that create a healthy work environment. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications

5) Which of the following is the term for all the parties affected by the actions of an organization? A) Employees B) Managers C) The network D) Stakeholders E) The government Answer: D Explanation: D) Stakeholders are those groups affected in some way by the company's actions: customers, employees, shareholders, suppliers, neighbors, the community, the nation, and the world as a whole. Difficulty: Easy LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Concept AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 6) Which of the following can communicators do to make sure they share facts rather than vague impressions? A) Provide optimistic information B) Present information in a concise manner C) Offer compelling arguments and recommendations D) Identify areas of responsibility E) Use concrete language with specific detail Answer: E Explanation: E) Use concrete language, specific detail, and information that is clear, convincing, accurate, and ethical. Even when an opinion is called for, present compelling evidence to support your conclusion. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications

7) Which of the following will help the audience understand how they will benefit from your message? A) Offering compelling arguments and recommendations B) Clarifying expectations and responsibilities C) Presenting information in an efficient manner D) Providing practical information E) Giving vague impressions Answer: A Explanation: A) Show your readers precisely how they will benefit by responding the way you want them to respond to your message. This is done by offering compelling, persuasive arguments and recommendations. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 8) Which of these is a reason why it's important to learn how to communicate efficiently? A) Efficient messages are cheaper to transmit. B) Efficient messages don't need to convey as many facts. C) Concise messages don't need to be personalized. D) Short messages are easier to write. E) Concise messages show respect for people's time. Answer: E Explanation: E) To make your communication efforts as effective as possible, focus on making them practical, factual, concise, clear, and persuasive. Concise messages show respect for people's time, and they increase the chances of a positive response. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 9) Improving your communication skills may be the single most important step you can take in your career. Answer: TRUE Explanation: The world is full of good marketing strategists, good accountants, good engineers, and good attorneys—but it is not full of good communicators. Strong communication skills will help you stand out from your competition in the job market. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Concept AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 4 Copyright © 2021 Pearson Education, Inc.

10) Senior executives spend less and less of their workday communicating as they take on more leadership responsibility. Answer: FALSE Explanation: If you launch a company or move into an executive role in an existing organization, you can expect communication to consume the majority of your time. Top executives spend most of their workdays communicating, and businesspeople who can't communicate well don't stand much chance of reaching the top. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 11) Strong communication skills are important even for employees with technical skills, such as engineers and accountants. Answer: TRUE Explanation: In fields such as engineering or finance, you often need to share complex ideas with executives, customers, and colleagues, and your ability to connect with people outside your field can be as important as your technical expertise. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 12) Describe five characteristics of effective business messages. Answer: Effective business messages provide practical information that immediately helps receivers in concrete ways. Such messages present facts rather than vague impressions, communicate efficiently and concisely, and clarify expectations and responsibilities.. Finally, effective business messages offer compelling, persuasive arguments and recommendations. Difficulty: Moderate LO: 1.1: Explain the importance of effective communication to your career and to the companies where you will work. Skill: Concept AACSB: Written and oral communication Learning Outcome: Plan and prepare business messages

13) The quality of performing at a high level and conducting oneself with pride and purpose is known as A) expediency. B) professionalism. C) entrepreneurialism. D) management. E) personality. Answer: B Explanation: B) Professionalism is the quality of performing at a high level and conducting oneself with purpose and pride. Difficulty: Moderate LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Concept AACSB: Reflective thinking Learning Outcome: Discuss the challenges and importance of business communications 14) Understanding people's feelings and managing your own feelings in a productive way is referred to as A) common sense. B) professionalism. C) distraction. D) emotional intelligence. E) compatibility. Answer: D Explanation: D) Relating to the needs of others is a key part of emotional intelligence, which is the ability to read other people's emotions accurately and to manage one's own emotions in productive ways. The more you know about your audience, the easier it will be to focus on their needs, which will make it easier for them to hear and respond positively to your message. Difficulty: Moderate LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Critical Thinking AACSB: Interpersonal relations and teamwork Learning Outcome: Describe the opportunities and challenges of communicating in a diverse world

15) All elements of professionalism depend on A) using effective communication skills. B) developing strong recommendations. C) having clear expectations of the job. D) pursuing practical skills. E) providing only fact-based information. Answer: A Explanation: A) Professionalism can be broken down into six distinct traits: striving to excel, being dependable and accountable, being a team player, demonstrating a sense of etiquette, making ethical decisions, and maintaining a positive outlook. The key aspect of these elements of professionalism depends on effective communication. Difficulty: Moderate LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Concept AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 16) Which of the following encompasses all communication that occurs outside the lines of command in the company's organization structure? A) The lateral communication network B) A diagonal communication network C) The informal communication network D) A horizontal communication network E) The audience-centered communication network Answer: C Explanation: C) Informal communication takes place naturally when employees interact, both on the job and in social settings. Some of it takes place when the formal network doesn't provide information that employees want. The informal communication network is located wherever workers congregate, which could be hallways, drinking fountains, or lunchrooms. Informal communication also takes place on telephones and through email and social networks. Difficulty: Moderate LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Plan and prepare business messages

17) Which of the following is the ability to evaluate evidence completely and use that evidence to form a logical conclusion? A) Professionalism B) Audience-centered approach C) Critical thinking D) Digital information fluency E) Ethics Answer: C Explanation: C) Critical thinking is the ability to evaluate evidence completely and objectively in order to form logical conclusions and make sound recommendations Difficulty: Moderate LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 18) What communication network is being followed when ideas follow the lines of command in an organization? A) Horizontal B) Informal C) Critical D) Formal E) Diagonal Answer: D Explanation: D) Every organization has a formal communication network, in which ideas and information flow along the lines of command (the hierarchical levels) in the company's organization structure. Difficulty: Moderate LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications

19) An audience-centered approach to communication involves A) saying whatever it takes to win over the members of your audience. B) embedding a layer of technology between you and your audience members. C) respecting, understanding, and meeting the needs of your audience members. D) focusing on how the members of the audience can help you obtain your goals. E) preparing a message as if the audience will not be interested. Answer: C Explanation: C) Use an audience-centered approach to help you understand and respect the members of your audience, and then make every effort to get your message across in a way that's meaningful to them. Difficulty: Difficult LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Concept AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 20) How does information flow between departments when people are trying to coordinate tasks or solve complex organizational problems? A) Upwardly B) Diagonally C) Informally D) Vertically E) Horizontally Answer: E Explanation: E) Horizontal communication flows between departments to help employees share information, coordinate tasks, and solve complex problems. Difficulty: Moderate LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Concept AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications

21) Which of the following can best be described as recognizing information needs, locating and evaluating reliable sources of information, organizing information into cohesive messages, and using information ethically? A) Formal communication B) Workplace proficiency C) Digital information fluency D) Positive work relationships E) Social communication models Answer: C Explanation: C) Employers expect you to be able to recognize information needs, locate and evaluate reliable sources of information, organize information into cohesive messages, and use information ethically, often referred to as digital information fluency. Difficulty: Difficult LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Synthesis AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications 22) Which of the following is the term for a combination of skills that includes social skills and the ability to relate to the needs of others? A) Etiquette B) Emotional intelligence C) Informal communications D) Formal communications E) Critical thinking Answer: B Explanation: B) This ability to read other people's emotions accurately and to manage one's own emotions in productive ways is called emotional intelligence. The ability to relate to the needs of others is a key part of emotional intelligence and is widely considered to be a vital characteristic of successful managers and leaders. Difficulty: Moderate LO: 1.2: Explain what it means to communicate as a professional in a business context. Skill: Concept AACSB: Written and oral communication Learning Outcome: Discuss the challenges and importance of business communications

73) Businesspeople who compose messages for mobile devices should A) keep formats simple. B) write complex paragraphs. C) eliminate all on-screen white space. D) assume device compatibility. E) not bother to proofread; technology will autocorrect errors. Answer: A Explanation: A) Avoid formats that interfere with fast reading, such as busy typefaces, complex graphics, and complicated layouts. Difficulty: Moderate LO: 6.4: List four principles of effective design, and explain the role of major design elements in document readability. Skill: Concept AACSB: Information technology Learning Outcome: Explain how to create messages for different electronic media 74) For effective document design in business communication, you should A) fit as much material as possible on each page. B) mix different typefaces and decorative touches throughout the document. C) strive for simplicity. D) use a one-size-fits-all approach to balance design elements. E) utilize horizontal layouts exclusively. Answer: C Explanation: C) Strive for simplicity. Don't clutter your message with too many design elements, too many colors, or too many decorative touches. Anything that doesn't support your message should be removed, if possible. Difficulty: Moderate LO: 6.4: List four principles of effective design, and explain the role of major design elements in document readability. Skill: Concept AACSB: Written and oral communication Learning Outcome: Plan and prepare business messages

75) Centered type is commonly used for A) making the document easier to read. B) text paragraphs. C) headings and subheadings. D) adding emphasis. E) eliminating formality. Answer: C Explanation: C) Centered type is rarely used for text paragraphs but is commonly used for headings and subheadings. Difficulty: Moderate LO: 6.4: List four principles of effective design, and explain the role of major design elements in document readability. Skill: Concept AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 76) Which of the following is usually included in a typical memo heading? A) The writer's signature B) Salutation C) Subject D) Complimentary close E) Who is copied on the memo Answer: C Explanation: C) Most memos include four headings: Date, To, From, and Subject. However, memos usually don't include a salutation, complimentary close, or signature. Difficulty: Moderate LO: 6.4: List four principles of effective design, and explain the role of major design elements in document readability. Skill: Concept AACSB: Written and oral communication Learning Outcome: Plan and prepare business messages 77) When sending a business letter, most are printed on letterhead stationery. Answer: TRUE Explanation: Business letters are usually printed on letterhead stationery, which includes the company's name, address, and other contact information. Difficulty: Moderate LO: 6.4: List four principles of effective design, and explain the role of major design elements in document readability. Skill: Concept AACSB: Written and oral communication Learning Outcome: Plan and prepare business messages

78) When designing a communication for a mobile device, white space should be increased. Answer: TRUE Explanation: White space is always helpful, but it's critical on small screens because readers are trying to get the point of every message as quickly as possible. Difficulty: Moderate LO: 6.4: List four principles of effective design, and explain the role of major design elements in document readability. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 79) Think in "small chunks" of information when writing for someone who'll read your message on a smartphone. Answer: TRUE Explanation: Mobile readers consume information one screen at a time, so divide your message into independent, easy-to-consume bites. Difficulty: Moderate LO: 6.4: List four principles of effective design, and explain the role of major design elements in document readability. Skill: Concept AACSB: Information technology Learning Outcome: Explain how to create messages for different electronic media 80) Identify and discuss four techniques you can to make the content of a message "mobile friendly." Answer: The following techniques will help you format content for mobile devices: Think in small chunks. Mobile users consume information one screen at a time; so divide your message into independent, easy-to-consume bites. Use plenty of white space. Keep paragraphs short (4-6 lines) and separate them with blank lines so the reader's eyes can easily jump from one point to the next. Keep formats simple. Avoid anything that can interfere with of fast, easy reading: e.g., busy typefaces, complex graphics, and complicated layouts. Consider horizontal and vertical layouts. Most mobile devices allow users to rotate their screen content from horizontal to vertical. A layout that doesn't work well with the narrow vertical perspective might be acceptable at the wider horizontal perspective. Difficulty: Difficult LO: 6.4: List four principles of effective design, and explain the role of major design elements in document readability. Skill: Reflection AACSB: Information technology Learning Outcome: Explain how to create messages for different electronic media

81) Which stage of the writing process is your "last chance" to make sure the document carries the message? A) Design B) Proofreading C) Mechanics D) Haptics E) Consistency Answer: B Explanation: B) Proofreading is the quality inspection stage for your documents, your last chance to make sure that your document is ready to carry your message—and your reputation— to the intended audience. Difficulty: Moderate LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Concept AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 82) Which of the following are problems to look for during the proofreading stage? A) Errors in audience analysis B) Confusion over project goals C) Mistakes that crept in during production D) Poor choices regarding distribution E) Network and mobile device incompatibility Answer: C Explanation: C) Look for two types of problems during proofreading: (1) undetected mistakes from the writing, design, and layout stages, and (2) mistakes that crept in during production. Difficulty: Moderate LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Application AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages

83) Which of the following will aid in ensuring the proofreading process achieves its goals? A) Read the document from beginning to end, as a reader would B) Do a fast, casual scan of a document so you don't get distracted by details C) Approach it methodically, looking for specific problems D) Use your app's grammar and spell check E) Immediately after writing the document Answer: C Explanation: C) Resist the temptation to treat proofreading as a casual scan up and down the page or screen. Instead, approach it as a methodical procedure in which you look for specific problems that may occur. Difficulty: Moderate LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Application AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 84) Which of the following is an advantage of making multiple passes in the proofreading process? A) You will not need to use perceptual tricks. B) You can be less vigilant and focused. C) You can review digital documents without printing. D) You can focus on a different aspect of document quality each time. E) You can read large amounts of information at once. Answer: D Explanation: D) Go through the document several times, focusing on a different aspect each time. For instance, look for content errors the first time and layout errors the second time. Difficulty: Moderate LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages

85) Which of the following perceptual tricks can be used when proofreading to make sure you are not missing an obvious error? A) Make multiple passes B) Take your time C) Stay focused D) Avoid reading a large document in one sitting E) Read the document out loud Answer: E Explanation: E) Try (1.) reading each page backward, from the bottom to the top, (2.) placing your finger under each word and reading it silently, (3.) making a slit in a sheet of paper that reveals only one line of type at a time, and (4.) reading the document aloud and pronouncing each word carefully. Difficulty: Difficult LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Application AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 86) Which of the following is an effective strategy for proofreading? A) Read the document several times in one session B) Use distractions as a way to refocus C) Give yourself time after finishing the first draft D) Proofread immediately after finishing the document E) Read the document from start to finish twice Answer: C Explanation: C) If possible, don't proofread immediately after finishing a document; let your mind wander off to new topics and then come back fresh later on. Difficulty: Moderate LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Application AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages

87) Which of the following is a methodical evaluation of the product's quality as it relates to design goals? A) Conciseness B) Descriptiveness C) Quality assurance D) Perspective E) Intelligent design Answer: C Explanation: C) Quality assurance is a manufacturing terms that represents a methodical evaluation of the product quality relative to its design goals. Quality assurance should be an essential part of your communication process, whether you are writing reports, presentations, or completing any other type of assignment. Difficulty: Moderate LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Application AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 88) The amount of time needed for proofreading depends on the complexity of the writing. Answer: TRUE Explanation: The amount of time you need to spend on proofing depends on the length and complexity of the document and the situation. Difficulty: Moderate LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 89) Explain the importance and process of proofreading. Answer: Proofreading is important because it is your last chance to make sure that your document is ready to carry your message—and your reputation—to the intended audience. When proofreading, you should check the document for errors from the writing, design, and layout stages, and mistakes that crept in during production. More specifically, you should be on the lookout for writing errors (such as typographical mistakes and misspelled words), missing elements (text sections and visual aids), and design and formatting errors (such as incorrect font selections and page numbers). Difficulty: Difficult LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Concept AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages

90) Which types of problems should be looked for during the proofreading process? Answer: Proofreading is the quality inspection stage for your documents, your last chance to make sure that your document is ready to carry your message—and your reputation—to the intended audience. Look for two types of problems: (1) undetected mistakes from the writing, design, and layout stages and (2) mistakes that crept in during production. Resist the temptation to treat proofreading as a casual scan up and down the page or screen. Instead, approach it as a methodical procedure in which you look for specific problems that may occur. Difficulty: Difficult LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 91) Identify eight techniques for effective proofreading. Answer: First, make multiple passes. Go through the document several times, focusing on a different aspect each time. For instance, look for content errors the first time and layout errors the second time. Second, use perceptual tricks. To keep your brain from tricking you, you need to trick it by changing the way you process the visual information. Third, double-check highpriority items. Double-check the spelling of names and the accuracy of dates, addresses, and any number that could cause grief if incorrect. Fourth, give yourself some distance. If possible, don't proofread immediately after finishing a document; let your mind wander off to new topics and then come back fresh later on. Fifth, be vigilant. Avoid reading large amounts of material in one sitting and try not to proofread when you're tired. Sixth, stay focused. Concentrate on what you're doing. Try to block out distractions and focus as completely as possible on your proofreading task. Seventh, review complex digital documents on paper. Some people have trouble proofreading webpages, online reports, and other digital documents on screen. If you have trouble, try to print the materials so you can review them on paper. Eighth, take your time. Quick proofreading is not careful proofreading. Difficulty: Difficult LO: 6.5: Explain the importance of proofreading, and give eight tips for successful proofreading. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages

92) Which of the following factors should you consider when distributing lengthy reports or multimedia productions? A) Cost B) Digital elements C) Page numbering D) Column sizing and spacing E) Using a letter or memo to introduce the report Answer: A Explanation: A) Cost isn't a concern for most messages, but for lengthy reports or multimedia productions, it may well be. Difficulty: Moderate LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 93) Why is it important to consider the nonverbal message your choice of distribution method sends? A) The delivery message can have a greater impact than the document itself. B) Making appropriate distribution choices tells recipients you have good business sense. C) Your delivery choice should indicate success whether the document is accepted or not. D) Distribution expectations vary widely from one culture to the next. E) With mobile devices, distribution is no longer an issue. Answer: B Explanation: B) Be sure to consider the nonverbal message you send regarding cost as well. Overnight delivery of a printed report could look responsive in one situation but wasteful in another, for example. Difficulty: Moderate LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages

94) Which of these audience needs should you consider when distributing a large digital file? A) Hardware costs B) Technology predictions C) Audience convenience D) The nonverbal message E) Availability of graphical elements Answer: C Explanation: C) How much work is involved for you and your audience? For instance, if you use a file-compression utility to shrink the size of email attachments, make sure your recipients have the means to expand the files on arrival. Difficulty: Moderate LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Application AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 95) Which of the following is a concern about delivery methods when a communication contains sensitive information? A) Time B) File compression method C) Convenience D) Cost E) Security Answer: E Explanation: E) For the most sensitive messages, your company will probably restrict both the people who can receive the messages and the means you can use to distribute them. Difficulty: Moderate LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages

96) When attaching a digital document to an email message, which of these is often the best file format to use if recipients are worried about viruses? A) PDF B) Attach a web link C) MS Word D) Document sharing site E) HTML Answer: A Explanation: A) The convenience offered by digital communication needs to be weighed against security and privacy concerns. Instead of sending word processor files, you can use Adobe Acrobat or an equivalent product to convert your documents to PDF files (which are more immune to viruses). Difficulty: Moderate LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 97) Which of the following is an advantage of sending a file in a PDF format? A) It is less expensive than all other digital methods. B) PDF files are more immune to viruses than some other options. C) A PDF guarantees message privacy. D) It is less secure and therefore easier for recipients to open. E) PDFs are the only way to send graphics over digital networks. Answer: B Explanation: B) Instead of sending word processor files, you can use Adobe Acrobat or an equivalent product to convert your documents to PDF files (which are more immune to viruses). Difficulty: Moderate LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 98) You should always mark a message as urgent to ensure a quick response. Answer: FALSE Explanation: Don't mark any messages, printed or digital, as "urgent" if they aren't truly urgent. Difficulty: Moderate LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Application AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages

99) Discuss the importance of privacy and security when considering electronic distribution methods. Answer: The convenience offered by digital communication needs to be weighed against security and privacy concerns. For the most sensitive messages, your company will probably restrict both the people who can receive the messages and the means you can use to distribute them. In addition, most computer users are wary of opening attachments these days. Instead of sending word processor files, you can use Adobe Acrobat or an equivalent product to convert your documents to PDF files (which are more immune to viruses). Difficulty: Moderate LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Critical Thinking AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages 100) Describe four important issues to consider when distributing business messages. Answer: The first issue is cost. Although it won't be a concern for most messages, it may well be for lengthy reports or multimedia productions. It's vital to invest wisely depending on the importance of your message. Another issue is convenience: how much work is involved for you and your audience? The simplest distribution method is not always best, since what's convenient for you may come across as unprofessional to your audience. Time is also important to take into consideration: how soon does the message need to reach the audience? The distribution method you choose should reflect your audience's preferences and needs. Finally, security and privacy are key considerations. The convenience offered by IM and other technologies needs to be weighed against security and privacy concerns. To minimize potential risks associated with virus-prone email attachments, you can convert your documents to PDF files using Adobe Acrobat or an equivalent product. Difficulty: Difficult LO: 6.6: Discuss the most important issues to consider when distributing your messages. Skill: Concept AACSB: Written and oral communication Learning Outcome: Revise, complete, and distribute business messages