TEST BANK
OF BCOM 6TH EDITION BY LEHMAN, DUFRENE
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Chapter 11—Organizing and Preparing Reports and Proposals
TRUE/FALSE
1. The need for preliminary and addenda items is
influenced by the length of the report and its formality.
2. Word processing software can simplify the
tedious task of creating a table of contents.
3. An executive summary should only be used for
long and complex reports.
4. An abstract, or executive summary, summarizes
the findings section of the formal report but does not mention the
recommendation(s).
5. Conclusions are drawn by inference from
research findings, while recommendations are the writer's opinion of what
action should be taken based on the conclusions.
6. When the reference list of a report includes
sources not cited in the report, it is referred to as a bibliography or works
consulted.
7. An appendix contains supplementary
information that supports the report but is not appropriate for inclusion in
the report itself.
8. A manager who asks for a report on the best
phone system for an office may request a justification report to support the
recommended decision.
9. The director of a professional organization
who asks for a report on developing an online newsletter for members may
request a justification report to support the recommended decision.
10. Businesses often develop their own report styles which may differ
from standard style manuals.
11. Talking headings are preferred in business reports because they
tell about the content of the sections and reveal any conclusion(s) presented
in the sections.
12. All report headings that are of the same level must be consistent
in positioning, appearance, and grammatical construction.
13. The use of first-person pronouns (I or we) are
generally acceptable in a formal report.
14. “Authorization was received from the IRS” is an example of a
sentence using active voice.
15. When designed correctly, form reports save time and increase
clerical accuracy over individually prepared reports.
16. The most widely used report format for communication within an
organization is the letter report.
17. When a consultant proposes a program to a client, the most
suitable report form is a memorandum report.
18. A report that recommends to management the installation of a new
computer system is an example of an internal proposal.
19. A report that recommends to management the adoption of a particular
cell phone plan for company employees is an example of an internal proposal.
20. An unsolicited proposal is prepared by an individual or firm that
sees a problem to be solved and submits a proposal for consideration.
21. An RFP describes a problem that needs to be solved and invites
respondents to describe their proposed solutions.
22. With team-prepared proposals, the whole team typically works
together on each section of the proposal.
MULTIPLE CHOICE
1. Which of the following is NOT true
concerning the table of contents of a report?
|
a.
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The contents page includes the
beginning and ending page numbers for report parts.
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b.
|
Leaders are used between the report
part and the page numbers to assist the reader's eyes in moving across the
page.
|
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c.
|
Word processing software programs can
generate a table of contents automatically.
|
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d.
|
The list includes the name and
location of every report part except those that precede the contents page.
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2. The executive summary in a formal report
should
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a.
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briefly introduce the report and
preview the major divisions.
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b.
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summarize the major sections of the
report.
|
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c.
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summarize the report summary and any
conclusions and recommendations.
|
|
d.
|
accomplish all of the above.
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3. Which of the following is NOT true of
the executive summary?
|
a.
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It provides an overview of the
essential elements in an entire report.
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b.
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It includes the table of contents.
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|
c.
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It summarizes the recommendations.
|
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d.
|
It previews the major report
divisions.
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4. An analytical report
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a.
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is designed to solve a specific
problem or answer research questions.
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b.
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draws inferences in its body and
therefore does not have a conclusions section.
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c.
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neither a nor b is correct.
|
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d.
|
both a and b are correct.
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5. Which of the following is correct concerning
the executive summary (abstract) in the preliminary pages and the summary that
appears as a final section of the report body?
|
a.
|
Only one or the other is necessary,
since they would contain the same information.
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|
b.
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Both are necessary because the
executive summary summarizes the essential elements of the entire report and
the summary reviews the main points presented in the body.
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c.
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Both are necessary because they are
prescribed sections in the APA style.
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d.
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Neither is necessary in a
well-written, concise report.
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6. Which of the following is correct concerning
the analysis sections of a formal report?
|
a.
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An informational report typically ends
with recommendations and has no summary or conclusions.
|
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b.
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An analytical report typically has no
summary or conclusions and ends with recommendations.
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|
c.
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For short reports, the writer may
place the summary, conclusions and recommendations together in one section.
|
|
d.
|
None of the above is correct.
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7. Which of the following best describes the
purpose of an analytical report?
|
a.
|
To solve a specific problem or answer
research questions
|
|
b.
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To provide information on a specific
problem
|
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c.
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To provide information and summarize
findings of research
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d.
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To compare and contrast research on
similar problems related to the topic
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8. Which of the following statements is NOT
correct concerning the appendix of a report?
|
a.
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Each report contains only one
appendix, although several things may be placed in it.
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b.
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The appendix is a good place to put
lengthy material that is related to the information in the body.
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c.
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Each item in the appendix must be
mentioned in the report.
|
|
d.
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The appendix may include
questionnaires, summary tabulations, legal documents, or mathematical
computations.
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9. Which of the following is NOT true of
the parts of a business report?
|
a.
|
The table of figures includes a
reference to each figure that appears in the report.
|
|
b.
|
The table of contents gives the reader
an overview of the report.
|
|
c.
|
The executive summary summarizes the
essential elements of the entire report.
|
|
d.
|
The appendix includes the references
and the index.
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10. The content outline of a report
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a.
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is a formal section of the report that
serves to define and organize the content.
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b.
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is an optional prerequisite to writing
a formal report.
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c.
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is a planning document that is subject
to modification as the writer develops the report.
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d.
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must have three major points.
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11. Which of the following is applicable to the development of
headings for a report?
|
a.
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Something must divide into at least
three parts or it should not be divided into subdivisions.
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b.
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Headings at the same level must use
consistent grammatical construction.
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c.
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Headings at the same level must be
consistent in font and type style.
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d.
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B & C are correct.
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12. A typical short report includes
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a.
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a personal writing style using first
or second person.
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b.
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no graphics.
|
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c.
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no contractions.
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d.
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only one heading per page.
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13. Derek is writing a short report about his findings on the
attitudes of custodial employees on the job. The audience for the report is
Physical Plant management for the company. Which of the following formats
should Derek use?
|
a.
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letter format
|
|
b.
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memo format
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c.
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form report
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d.
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formal report
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14. Which of the following is NOT a benefit of form reports?
|
a.
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Increase clerical accuracy
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b.
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Save time for the preparer
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c.
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Make data tabulation easier
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d.
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Increase personalization
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15. Which of the following guidelines is appropriate when preparing
memo and letter reports?
|
a.
|
Use personal writing style, including
first- and second-person language.
|
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b.
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Use deductive approach, regardless of
the type of message.
|
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c.
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Avoid the use of headings and
subheadings.
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d.
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All the above are appropriate.
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16. A manager who wants to introduce flexible work schedules in a
company will write which one of the following proposals for management
consideration?
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a.
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solicited proposal
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b.
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RFP
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c.
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external proposal
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d.
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internal proposal
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17. Rozell & Ramos Associates wants to ask companies to submit
bids to design the lighting in their new building. The Associates will develop
which of the following documents to solicit bids.
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a.
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external proposal
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b.
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request for proposal
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c.
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unsolicited proposal
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d.
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internal proposal
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18. Which of the following statements is correct concerning the
writing of proposals?
|
a.
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Proposals are always directed to an
external audience.
|
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b.
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Proposals are only written in response
to solicitations or request for proposals.
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c.
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A simple price quotation may
constitute a proposal.
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d.
|
All of the above are incorrect.
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19. As a restaurant owner, you are submitting a proposal to a local
radio station, offering to operate a concession stand during an all-day benefit
to raise money for your city library. Which of the following would be an
acceptable place to present the expected costs?
|
a.
|
After the description of the purpose
|
|
b.
|
Nowhere in the proposal as the
discussion would be held verbally
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c.
|
As the conclusion
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d.
|
After the main body of the proposal
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20. Which of the following is the BEST advice for including
objectives in a proposal?
|
a.
|
List only enough measurable and
attainable objectives to accomplish the purpose of selling your proposal.
|
|
b.
|
Include a generous list of objectives,
even though you know that you may not totally achieve all of them.
|
|
c.
|
Omit an objectives section; a problem
statement is sufficient for defining your goals.
|
|
d.
|
Your proposal has only one objective:
to convince the reader that the benefit from your product or service will
outweigh the cost.
|
21. Which of the following is true concerning what the writer should
do during the preparation of an effective proposal?
|
a.
|
Prepare the parts according to the
standard accepted arrangement.
|
|
b.
|
Start with the hardest part of the
proposal and then go on to another.
|
|
c.
|
Arrange the parts in whatever order
seems appropriate.
|
|
d.
|
Write the proposal by beginning on
line one, page one, and proceed to the end.
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SHORT ANSWER
1. What three purposes are served in a report by
its preliminary parts? Give an example of a preliminary part that serves each
purpose.
2. Peyton, the new marketing director at his
company, has been asked to write a report for the board of directors on a new
corporate image for the company. The report must include an executive summary.
What components should the executive summary include?
3. You have been asked to compare Product A with
Product B based upon three criteria: cost, reliability, and durability. Using Roman Numerals in an outline form, show
an organizaitonal strategy that could be used.
Assume you would have a standard introduction and conclusion.
4. What is research credibility, and how can you
enhance your credibility as a researcher?
5. List at least five suggestions for choosing a
writing style that results in a more effective formal report?
6. Which report parts are the primary focus of
short reports? List some report features that may be incorporated into short
reports.
7. Explain the differences between internal and
external proposals, as well as solicited and unsolicited proposals.
8. Discuss guidelines for the writing process
when preparing a proposal.
CASE
1. Analysis of an Executive Summary for a
Report
Read and analyze the following Executive Summary written to
accompany a report on the implementation of a secure intranet.
Executive Summary
Braden Inc., a small but growing manufacturing business, has
operated in Indianapolis, Indiana for ten years. Darren Russell, President, had
considered the implementation of a website for the company. He had concerns
about the cost to create and maintain an effective site. Russel established a
team to study the possibility of implementing company website at an affordable
cost.
The team conducted research using primary and secondary research
methods. Current literature was examined, and a survey was conducted through a
Chamber of Commerce membership list of 50 small business owners of various
companies in the metropolitan area that had a company website.
The report discussed the following topics related to the
initiation of a company website: (1) benefits to be gained, (2) challenges in
development and maintenance, (3) projected costs, and (4) guidelines for
getting started. Conclusions of the study can be found in the full report.
The study concluded that intranets have become extremely popular
because of the various benefits they offer. Potential problems of intranets can
be addressed with recommended security measures. Braden Inc. should proceed
with plans to establish a secure intranet.
Required:
Write a critical analysis of this executive summary and discuss
the content as well as the writing style.
2. Headings as Signposts
Headings are signposts that inform readers about what text is
ahead. Talking heads that are parallel in structure can be used in a basic
outline to communicate the content of the section and even give a conclusion
about the section. The following headings for two reports are not parallel and
will not be effective points in a basic outline.
|
·
|
Report 1: Organize Your Finances;
Budget; Insurance is Important; You Need a Will, Emergency Savings is
Necessary
|
|
·
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Report 2: Healthy Food is Good for
You; Get Regular Exercise; Stress Reduction
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Required:
Rewrite the headings so that they are parallel talking heads. Then
develop a basic outline, complete with a report title, for each report based on
the revised talking heads.
STA: DISC: Rhetorical
Considerations KEY: Bloom's: Synthesis
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