TRUE/FALSE (Chapter 4)

1. Preparing a business message or presentation is easier and more efficient if you have a systematic process to follow.
ANS: T
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The task of preparing a written business message or presentation is easier and

more efficient if you have a systematic process to follow such as the 3-x-3
writing process.
The task of preparing a written business message or presentation is easier and
more efficient if you have a systematic process to follow such as the 3-x-3
writing process.

2. Business writers are usually most focused on discussing their feelings and displaying their knowledge when writing
most business messages.
ANS: F
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High school and college students are usually focused on discussing their feelings
and displaying their knowledge. Business writers, however, have different goals.
High school and college students are usually focused on discussing their feelings
and displaying their knowledge. Business writers, however, have different goals.

3. Business writing should be purposeful, persuasive, economical, and audience oriented.

ANS: T
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In preparing business messages and oral presentations, you should be purposeful,

persuasive, economical, and audience oriented.
In preparing business messages and oral presentations, you should be purposeful,
persuasive, economical, and audience oriented.

4. You can enhance the quality of your business writing by making it lengthy and by adding complex vocabulary
words.
ANS: F
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The goal in business writing is to express rather than to impress. Conciseness and
clarity enhance the quality of business writing.
The goal in business writing is to express rather than to impress. Conciseness and
clarity enhance the quality of business writing.

5. Sharon is trying to decide whether to call her boss or to send an e-mail message. Sharon is in the first phase of the
writing process.
ANS: T
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Sharon will decide which communication channel is best during the first phase of
the writing process.
Sharon will decide which communication channel is best during the first phase of
the writing process.

6.Robert is gathering data for a business proposal he is writing. Robert is in the first phase of the writing process.
ANS: F
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Research, which involves gathering data to provide facts, takes place during the
second phase of the writing process.
Research, which involves gathering data to provide facts, takes place during the
second phase of the writing process.

7. The third phase of the writing process involves revising, proofreading, and evaluating your message.
ANS: T
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You will revise, proofread, and evaluate your message during the third phase of
the writing process.
You will revise, proofread, and evaluate your message during the third phase of
the writing process.

8. Business communicators generally spend the most time on the prewriting phase of the 3-x-3 writing process.
ANS: F
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Most business communicators spend most of their time on the final phase of the
3-x-3 writing process. During this phase they revise, proofread, and evaluate their
messages.
Most business communicators spend most of their time on the final phase of the
3-x-3 writing process. During this phase they revise, proofread, and evaluate their
messages.

9. The steps in the 3-x-3 writing process must be followed in order.

ANS: F
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Although writers perform the tasks described in the 3-x-3 writing process, the
steps may be altered, compressed, or repeated.
Although writers perform the tasks described in the 3-x-3 writing process, the
steps may be altered, compressed, or repeated.

10. The first question to ask yourself when composing a business message is "What channel should I use to send the
message?"
ANS: F
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As you begin to compose a business message, ask yourself "Why am I sending

this message?" Also, ask yourself "What do I hope to achieve?" Your responses
will determine how you organize and present your information.
As you begin to compose a business message, ask yourself "Why am I sending
this message?" Also, ask yourself "What do I hope to achieve?" Your responses
will determine how you organize and present your information.

11. Business messages that inform explain procedures, announce meetings, answer questions, and transmit findings.
ANS: T
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Business messages that inform explain procedures, announce meetings, answer

questions, and transmit findings.
Business messages that inform explain procedures, announce meetings, answer
questions, and transmit findings.

12. Business messages that persuade sell products, convince managers, motivate employees, and win over customers.
ANS: T
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Business messages that persuade sell products, convince managers, motivate

employees, and win over customers.
Business messages that persuade sell products, convince managers, motivate
employees, and win over customers.

13. The only thing that matters when choosing a channel to send a business message is the cost involved.
ANS: F
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Choosing an appropriate channel for your message depends on many factors: the
importance of the message, the amount and speed of feedback and interactivity
required, the necessity of a permanent record, the cost of the channel, the degree
of formality desired, and the confidentiality and sensitivity of the message.
Choosing an appropriate channel for your message depends on many factors: the
importance of the message, the amount and speed of feedback and interactivity
required, the necessity of a permanent record, the cost of the channel, the degree
of formality desired, and the confidentiality and sensitivity of the message.

14. A face-to-face conversation is considered a richer medium than a written report or proposal.
ANS: T
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A richer medium, such as a face-to-face conversation, permits more interactivity

and feedback. A leaner medium, such as a written report or proposal, presents a
flat, one-dimensional message.
A richer medium, such as a face-to-face conversation, permits more interactivity
and feedback. A leaner medium, such as a written report or proposal, presents a
flat, one-dimensional message.

15. Meaghan must deliver confidential information to her boss. She should choose e-mail as her communication
channel.
ANS: F
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The insecurity of e-mail makes it problematic for personal, emotional, private, or

confidential messages. A written letter is the best channel for most confidential
messages, although Meaghan may choose to meet with her boss face-to-face to
deliver this message.
The insecurity of e-mail makes it problematic for personal, emotional, private, or
confidential messages. A written letter is the best channel for most confidential
messages, although Meaghan may choose to meet with her boss face-to-face to
deliver this message.

16. Anticipating and profiling the audience for a message helps a communicator determine what to emphasize, how to
be convincing, and what words and tone to use.
ANS: T
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A good communicator should use language and tone appropriate for the
audience, should know what to emphasize, and should know how to be
convincing; anticipating and profiling the audience helps the writer make these
decisions.
A good communicator should use language and tone appropriate for the
audience, should know what to emphasize, and should know how to be
convincing; anticipating and profiling the audience helps the writer make these
decisions.

17. Deciding whether the receiver of your business message will be neutral, positive, or negative will help you to
effectively organize the message.
ANS: T
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Imagining whether the receiver is likely to be neutral, positive, or negative will

help you determine how to organize your message.
Imagining whether the receiver is likely to be neutral, positive, or negative will
help you determine how to organize your message.

18. Profiling the audience means anticipating how both primary and secondary audiences will react to a message.
ANS: T
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When profiling an audience, the writer should anticipate how both the primary
and secondary audiences will react to a message.
When profiling an audience, the writer should anticipate how both the primary
and secondary audiences will react to a message.

19. You need to make a decision by the end of the day is an example of sentence that uses a positive tone.
ANS: F
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"You need to make a decision by the end of the day" uses a negative tone and
sounds too aggressive and demanding.
"You need to make a decision by the end of the day" uses a negative tone and
sounds too aggressive and demanding.

20. You can start lowering your energy expenses immediately is an example of an audience-focused sentence.
ANS: T
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"You can start lowering your energy expenses immediately" focuses on the
audience by stressing benefits to the reader.
"You can start lowering your energy expenses immediately" focuses on the
audience by stressing benefits to the reader.

21. The "you" view emphasizes second-person pronouns instead of first-person pronouns.
ANS: T
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The "you" view emphasizes second-person pronouns ("you," "your") instead of

first-person pronouns ("I/we," "us," "our").
The "you" view emphasizes second-person pronouns ("you," "your") instead of
first-person pronouns ("I/we," "us," "our").

22. I have decided to allow you to take Friday off effectively applies the "you" view.
ANS: F
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"I have decided to allow you to take Friday off" uses the "I/we" view.
"I have decided to allow you to take Friday off" uses the "I/we" view.

23. Instant messages, e-mail messages, business letters, memos, and reports are most effective when they use a formal
tone.
ANS: F
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Instant messages, e-mail messages, business letters, memos, and reports are most
effective when they use an informal, conversational tone instead of a formal,
pretentious tone.
Instant messages, e-mail messages, business letters, memos, and reports are most
effective when they use an informal, conversational tone instead of a formal,
pretentious tone.

24. Professional business messages should not include IM abbreviations such a BTW, slang, sentence fragments, or
chitchat.
ANS: T
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To sound professional in your business messages, do not include IM

abbreviations, slang, sentence fragments, or chitchat.
To sound professional in your business messages, do not include IM
abbreviations, slang, sentence fragments, or chitchat.

25. Words like denigrate, the undersigned, and expropriate should be used in business messages because they will
make you sound more professional.
ANS: F
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These types of words will make you sound pompous and pretentious, not
professional. Instead, you should use short, familiar words whenever possible.
These types of words will make you sound pompous and pretentious, not
professional. Instead, you should use short, familiar words whenever possible.

26. The sentence You neglected to provide your account information makes good use of positive language.
ANS: F
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"Neglected" is a negative word that can create ill will and may get you in trouble.
"Neglected" is a negative word that can create ill will and may get you in trouble.

27. Exhibiting sarcasm or anger in a business message can help you get your point across or meet your goals.
ANS: F
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Even when you feel justified in displaying anger, remember that losing your
temper or being sarcastic will seldom accomplish your goals as a business
communicator. Instead, try to be courteous.
Even when you feel justified in displaying anger, remember that losing your
temper or being sarcastic will seldom accomplish your goals as a business
communicator. Instead, try to be courteous.

28. Good attorneys always defend their clients demonstrates better business writing than A good attorney always
defends his client.
ANS: T
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The first sentence avoids gender-biased language by using a plural noun

(attorneys) and a plural pronoun (their). The second sentence includes gender
bias because it assumes that all attorneys are male.
The first sentence avoids gender-biased language by using a plural noun
(attorneys) and a plural pronoun (their). The second sentence includes gender
bias because it assumes that all attorneys are male.

29. Race, ethnicity, and age should never be mentioned in business writing.
ANS: F
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Race, ethnicity, and age can be specified if they are relevant.

Race, ethnicity, and age can be specified if they are relevant.

30. Because jargon can be confusing, it should never be used in business writing.
ANS: F
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Jargon describes technical or specialized terms within a field. These terms can be
useful because they enable insiders to communicate complex ideas briefly.
However, jargon should be used with caution when communicating with
outsiders.
Jargon describes technical or specialized terms within a field. These terms can be
useful because they enable insiders to communicate complex ideas briefly.
However, jargon should be used with caution when communicating with
outsiders.

31. Many of today's progressive organizations will employ teams in some capacity to achieve their objectives.
ANS: T
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Many of today's progressive organizations will employ teams in some capacity to

achieve their objectives.
Many of today's progressive organizations will employ teams in some capacity to
achieve their objectives.

32. Collaborative writing is especially important for documents that require the expertise or consensus of many people.
ANS: T
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Collaborative writing is especially important for projects that are (1) big, (2) have
short deadlines, and (3) require the expertise or consensus of many people.
Collaborative writing is especially important for projects that are (1) big, (2) have
short deadlines, and (3) require the expertise or consensus of many people.

33. Team-written documents and presentations are standard in most organizations because collaboration produces a
better product.
ANS: T
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Collaboration has many advantages, including producing a better product

because many heads are better than one.
Collaboration has many advantages, including producing a better product
because many heads are better than one.

34. In team writing projects, team members usually work most closely together during Phase 1, the prewriting phase.
ANS: T
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Team members generally work closely in Phase 1 (prewriting) of the writing

process.
Team members generally work closely in Phase 1 (prewriting) of the writing
process.

35. One of the most frustrating tasks for teams is writing shared documents.
ANS: T
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One of the most frustrating tasks for teams is writing shared documents. Keeping
the various versions straight and recognizing who made what comment can be
difficult.
One of the most frustrating tasks for teams is writing shared documents. Keeping
the various versions straight and recognizing who made what comment can be
difficult.

36. Online collaboration tools such as mailing lists, discussion boards, groupware, and wikis are useful when team
members are not physically in the same location.
ANS: T
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Collaboration tools such as e-mail, mailing lists, discussion boards, instant

messaging, groupware, portals, blogs, and wikis are especially necessary when
team members are not physically in the same location.
Collaboration tools such as e-mail, mailing lists, discussion boards, instant
messaging, groupware, portals, blogs, and wikis are especially necessary when
team members are not physically in the same location.

37. Software tools such as Google Docs can help student groups collaborate on assignments.
ANS: T
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Student groups collaborating on assignments may find several helpful software

tools. Google Docs is a free Web-based word processor, spreadsheet,
presentation, and form application program that keeps documents current and lets
team members update files from their own computers.
Student groups collaborating on assignments may find several helpful software
tools. Google Docs is a free Web-based word processor, spreadsheet,
presentation, and form application program that keeps documents current and lets
team members update files from their own computers.

38. Business communicators can protect themselves and avoid litigation by knowing what is legal and by adapting their
language accordingly.
ANS: T
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Business communicators can protect themselves from lawsuits by knowing what

is legal and by adapting their language accordingly. Business communicators
should be especially careful when their messages address or include mentions of
investments, safety, marketing, human resources, and copyright law.
Business communicators can protect themselves from lawsuits by knowing what
is legal and by adapting their language accordingly. Business communicators
should be especially careful when their messages address or include mentions of
investments, safety, marketing, human resources, and copyright law.

39. In the area of human resources, only written comments can trigger lawsuits.
ANS: F
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In statements to existing and prospective employees, companies must recognize

that oral comments may trigger lawsuits.
In statements to existing and prospective employees, companies must recognize
that oral comments may trigger lawsuits.

40. Courts are more likely to allow fair use for educational purposes than for commercial ventures.
ANS: F
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When applying the four-factor test to assess fair use, courts are more likely to
allow fair use for nonprofit educational purposes than for commercial ventures.
When applying the four-factor test to assess fair use, courts are more likely to
allow fair use for nonprofit educational purposes than for commercial ventures.