Business Communication Essentials, 8e (Bovee/Thill)
Chapter 3 Planning Business Messages
1) Audiences are least likely to pay attention to ideas that are what?
A) Concise
B) Compelling
C) Emotional
D) Unexpected
E) Complex
2) To save the audience time when they read and respond to a communication, the
communication should be what?
A) Timely
B) Electronic
C) Efficient
D) Detailed
E) Written
3) When a message meets the audience’s needs and gets the point across, it is considered to be
what?
A) Timely
B) Effective
C) Efficient
D) Detailed
E) Verbal
4) The three-step writing process includes what?
A) Planning, writing, proofreading
B) Planning, drafting, writing
C) Planning, writing, completing
D) Writing, editing, proofreading
E) Drafting, writing, proofreading
5) Selecting the right combination of media and channels for producing and delivering a message
takes place during what step of the writing process?
A) Drafting
B) Proofreading
C) Planning
D) Completing
E) Writing
6) During the planning phase of the writing process, a writer should do all of the following
except what?
A) Check for conciseness
B) Limit the scope
C) Select an approach
D) Outline content
E) Define the main idea
7) Choosing strong words, creating effective sentences and developing coherent paragraphs take
place during what part of the writing process?
A) Drafting
B) Proofreading
C) Planning
D) Completing
E) Writing
8) During what phase of the writing process does the writer check for clarity, conciseness and
correctness?
A) Drafting
B) Proofreading
C) Planning
D) Completing
E) Writing
9) When using the three-step writing process, how much of the available writing time should be
set aside for planning?
A) 20 percent
B) 30 percent
C) 40 percent
D) 50 percent
E) 60 percent
10) When using the three-step writing process, how much of the available writing time should be
set aside for the actual writing?
A) 15 percent
B) 25 percent
C) 45 percent
D) 65 percent
E) 85 percent
11) When proofreading a message, the focus of the proofreading should be what?
A) Producing a high quality message
B) Choosing strong words
C) Conveying subject knowledge by using impressive sounding words
D) Determining the channel and media for delivering the message
E) Limiting the scope
12) Ensuring the message has an attractive, professional appearance takes place in which step of
the writing process?
A) Drafting
B) Proofreading
C) Planning
D) Completing
E) Writing
13) The scope of a business message includes what?
A) Background information on the topic
B) The goal of the message
C) The format for producing the message
D) A list of all those who will be receiving the message
E) A list of key terminology
14) The three-step writing process is most effective in what type of business writing?
A) Emails
B) Short memos
C) Long reports
D) External communications
E) All written communications
15) Spending more time in the planning phase of the writing process leads to better results.
16) Identifying strong words to convey the meaning of the message takes place in the planning
process.
17) Determining how to deliver a message takes place in the completing process.
18) Writing an effective business message includes using strong, familiar words, creating
effective sentences, and developing coherent paragraphs.
19) Discuss the goals of any communication you might need to craft at the workplace, and
describe actions that can be taken to achieve that goal.
20) Describe the proofreading process and discuss what should be done to ensure effective
proofreading.
21) Connecting the sender’s needs with the audience needs is called what?
A) Purpose
B) Scope
C) Limitation
D) Objective
E) Audience profile
22) Which of the following identifies the specific purpose of a message?
A) To inform the audience
B) To define why you are writing
C) To persuade the audience to act
D) To foster collaboration
E) To initiate a conversation
23) Which of the following is an example of a specific purpose for a communication?
A) “Let’s set up a meeting next week to discuss staffing.”
B) “I would like to set up a meeting Tuesday at 10:00 to get approval to hire an addition to staff.”
C) “I would like to talk to you about our staffing shortage.”
D) “Are you free to meet on Tuesday for a while?”
E) “I would like to hire a few more people. When are you free to talk?”
24) When preparing to send a message, what should be determined?
A) Will anything change as a result of the message?
B) Is the purpose realistic?
C) Is this the right time for the message?
D) Is the purpose acceptable to the organization?
E) Is the message clear and meaningful?
25) Considering the company’s business objectives and policies can dictate what?
A) If the message is clear and meaningful
B) If the purpose is cost effective for the organization
C) If the time is right for the message
D) If the purpose of the message is realistic
E) If the message will change anything in the organization
26) Before sending a message that may contribute to information overload, what should the
sender consider?
A) If the message is clear and meaningful
B) If the purpose is acceptable to the organization
C) If the audience will be receptive to the message
D) If the purpose of the message is realistic
E) If the message will change anything in the organization
27) When considering your audience, whose concerns should be addressed first?
A) Less influential members
B) Managers
C) Peers
D) The writer
E) Key decision makers
28) When determining audience composition, which of the following factors will have the least
impact on your writing style?
A) Technology
B) Culture
C) Age
D) Experience
E) Attitude
29) Conducting an audience analysis involves all of the following except which?
A) Identifying the primary audience
B) Developing an audience profile
C) Determining audience composition
D) Gauging audience members’ level of understanding
E) Forecasting probable reaction
30) After determining a clear and meaningful purpose for a communication, what is the next step
in planning the communication?
A) Understanding the needs of the audience
B) Writing the communication
C) Refining the topics to be covered in the communication
D) Developing the first draft of the communication
E) Determining the channel and medium for the communication
31) Every communication effort takes place in a particular situation, meaning you have a specific
message to send to a specific audience under a specific set of circumstances.
32) Before an audience will take the time to read or listen to a message, they have to be
interested in the subject matter.
33) When using email, audience size and geographical location no longer matters in the shaping
of the message.
34) It is likely the audience will be interested in your message if it is well written.
35) Describe the difference between the general purpose of a message and the specific purpose
of a message.
36) When determining expectations and preferences of the audience, what issues should be
considered and how would a writer prepare to address those expectations and preferences?
37) After conducting an audience analysis, what is the next step in the writing process?
A) Gathering information
B) Writing the communication
C) Refining the topics to be covered in the communication
D) Developing the first draft of the communication
E) Determining the channel and medium for the communication
38) When deciding what types of information to gather, determining what information the
audience needs to move forward is an example of what?
A) Audience perspective
B) Community input
C) Knowledge-management systems
D) Asking the audience for input
E) Document revision
39) Following social media sites and online discussions is a way to accomplish which of the
following tasks?
A) Considering the audience’s perspective
B) Listening to the community
C) Reading reports
D) Using knowledge management systems
E) Asking the audience for input
40) Collecting experiences and insights of employees in an organization is best accomplished
with which of the following?
A) News releases
B) Blogs
C) Knowledge management systems
D) Marketing reports
E) Customer surveys
41) If you are unsure of what audience members need from your message, which of the
following might be the most effective way to find out?
A) News releases
B) Blogs
C) Talk with supervisors
D) Ask the audience for input
E) Conduct surveys
42) Equally as important as delivering the right quantity of information, is the delivery of what?
A) Supplemental data
B) Visual aids
C) Background research information
D) Survey results
E) Quality information
43) Reviewing your own assumptions and conclusions for validity also ensures what?
A) That the information is accurate
B) That the quantity of the information is appropriate
C) That the information is relevant
D) That the information is ethical
E) That the information is well written
44) If information is obscured or omitted, what can be the result for the communication?
A) The communication becomes stronger
B) The communication becomes unethical.
C) It may not need audience input.
D) The quantity of the information suffers.
E) The reader is more likely to support your argument.
45) Focusing on information that concerns your audience the most will increase the chances of
what?
A) Accurate information
B) Ethical messages
C) Effective messages
D) Quality messages
E) Positive messages
46) Which of the following is least likely to satisfy the audience’s informational needs?
A) Accurate information
B) Ethical information
C) Pertinent information
D) Quality information
E) Background information