Toolkit Part A – Communication Tools
MULTIPLE CHOICE
1. To know ____, ask the question, “Is this communication necessary, and what specific results am I
seeking?”
a. WHY you are communicating c. WHEN to speak
b. WHO your targets are d. HOW to communicate effectively
ANS: A PTS: 1 REF: 564
2. Knowing WHAT is expected and when to go into detail is directly related to knowing ____.
a. WHO your targets are
b. WHEN to speak and when to remain silent
c. HOW to communicate effectively
d. WHERE to communicate best
ANS: A PTS: 1 REF: 564
3. When preparing written documents, which of the following is not a suggestion to keep in mind?
a. Keep your writing concise and well-organized
b. Use an appropriate style
c. Impress your audience with the size of your vocabulary
d. Check your work carefully
ANS: C PTS: 1 REF: 565-566
4. For most standard documents, Microsoft suggests writers aim for a Flesch Reading Ease score of
____.
a. 10-20 c. 60-70
b. 30-40 d. 90-100
ANS: C PTS: 1 REF: 566
5. For most standard documents, Microsoft suggests writers aim for a Flesch-Kincaid Grade Level
score of ____.
a. 5.0 to 6.0 c. 9.0 to 10.0
b. 7.0 to 8.0 d. 11.0 to 12.0
ANS: B PTS: 1 REF: 566
6. In a report, the findings section is used to ____.
a. summarize the entire project in several paragraphs
b. present the best system alternative, with a brief explanation
c. contain a large number of supporting documents
, d. describe the major conclusions reached
ANS: D PTS: 1 REF: 571
7. In a report, the recommendations section is used to ____.
a. summarize the entire project in several paragraphs
b. present the best system alternative, with a brief explanation
c. contain a large number of supporting documents
d. describe the major conclusions reached
ANS: B PTS: 1 REF: 572
8. Which of the following is not a guideline for preparing an effective slide presentation?
a. use bullets rather than numbers, unless showing a specific sequence
b. strive for a consistent look and feel among slides
c. use appropriate point sizes for titles and body text
d. during the presentation, read the slides to the audience
ANS: D PTS: 1 REF: 574
9. When preparing a slide presentation, try to follow the rule often called the 7 by 7 rule: ____.
a. at least seven topics per slide, and at least seven items per topic
b. no more than seven topics per slide, and no more than seven items per topic
c. at least seven items per slide, and at least seven words per item
d. no more than seven items per slide, and no more than seven words per item
ANS: D PTS: 1 REF: 574
10. Which of the following is not a suggestion to keep in mind if nervousness is a problem when
facing an audience?
a. Control your environment c. Use filler words and phrases
b. Turn your nervousness to your advantage d. Practice and build your confidence
ANS: C PTS: 1 REF: 576
TRUE/FALSE
1. The why, who, what, when, and how of communications are important questions that must be
answered before you communicate.
ANS: T PTS: 1 REF: 564
2. When preparing a written document, use a conversational tone in formal documents and a
business tone in informal documents.
, ANS: F PTS: 1 REF: 565
3. A spell checker will identify instances when the word “their” is used instead of the word “there.”
ANS: F PTS: 1 REF: 566
4. The Flesch Reading Ease score measures the average sentence length and the average number of
syllables per word and produces a rating level to a U.S. grade-school level.
ANS: F PTS: 1 REF: 566
5. E-mail usually is less formal than other written communication, but rules of good grammar,
correct spelling, and clear writing still must be followed.
ANS: T PTS: 1 REF: 566
6. Although many authors use a more conversational style for e-mail, users should remember that e-
mail messages often are forwarded to other recipients or groups.
ANS: T PTS: 1 REF: 566
7. Most firms have social media policies that govern workplace behavior.
ANS: T PTS: 1 REF: 568
8. When you have a large number of supporting documents such as questionnaires or sampling
results, you should put those items in an appendix located at the end of the document.
ANS: T PTS: 1 REF: 572
9. In a report, the executive summary is used to summarize an entire project, including
recommendations, in several paragraphs.
ANS: T PTS: 1 REF: 571
10. A presentation should be planned in three stages: the introduction, the information, and the
summary.
ANS: T PTS: 1 REF: 573
11. In a presentation, specialized or technical terminology should be used whenever possible.
ANS: F PTS: 1 REF: 573
, 12. Visual aids can direct audience attention away from the speaker, which is useful if the speaker is
nervous when giving a presentation.
ANS: T PTS: 1 REF: 573
13. When preparing a presentation, the first step (and perhaps the most important) is to prepare an
overall outline that will be the foundation of the presentation.
ANS: T PTS: 1 REF: 573
14. When preparing slides for a presentation, use serif styles, such as Times Roman, for all body text;
if a sans serif style (such as Arial) is used, apply it only in titles.
ANS: F PTS: 1 REF: 574
15. When preparing slides for a presentation, select special effects liberally — many graphics, colors,
sounds, or other special effects will concentrate the audience.
ANS: F PTS: 1 REF: 574
16. When practicing a presentation, write a script so the presentation can be read.
ANS: F PTS: 1 REF: 575
17. A brilliant presentation will not convince top managers to approve a system if they are not sold
on the person who gave the presentation.
ANS: T PTS: 1 REF: 575
18. To control a presentation, avoid eye contact with the audience and use no humor, but insert
irrelevant jokes and make a joke at someone else’s expense.
ANS: F PTS: 1 REF: 575
19. When preparing for a presentation, try to anticipate the questions an audience will ask so a
response can be prepared ahead of time.
ANS: T PTS: 1 REF: 575
20. Microsoft offers a robust Web-conferencing platform called PowerPoint 2010.
ANS: F PTS: 1 REF: 576
COMPLETION
MULTIPLE CHOICE
1. To know ____, ask the question, “Is this communication necessary, and what specific results am I
seeking?”
a. WHY you are communicating c. WHEN to speak
b. WHO your targets are d. HOW to communicate effectively
ANS: A PTS: 1 REF: 564
2. Knowing WHAT is expected and when to go into detail is directly related to knowing ____.
a. WHO your targets are
b. WHEN to speak and when to remain silent
c. HOW to communicate effectively
d. WHERE to communicate best
ANS: A PTS: 1 REF: 564
3. When preparing written documents, which of the following is not a suggestion to keep in mind?
a. Keep your writing concise and well-organized
b. Use an appropriate style
c. Impress your audience with the size of your vocabulary
d. Check your work carefully
ANS: C PTS: 1 REF: 565-566
4. For most standard documents, Microsoft suggests writers aim for a Flesch Reading Ease score of
____.
a. 10-20 c. 60-70
b. 30-40 d. 90-100
ANS: C PTS: 1 REF: 566
5. For most standard documents, Microsoft suggests writers aim for a Flesch-Kincaid Grade Level
score of ____.
a. 5.0 to 6.0 c. 9.0 to 10.0
b. 7.0 to 8.0 d. 11.0 to 12.0
ANS: B PTS: 1 REF: 566
6. In a report, the findings section is used to ____.
a. summarize the entire project in several paragraphs
b. present the best system alternative, with a brief explanation
c. contain a large number of supporting documents
, d. describe the major conclusions reached
ANS: D PTS: 1 REF: 571
7. In a report, the recommendations section is used to ____.
a. summarize the entire project in several paragraphs
b. present the best system alternative, with a brief explanation
c. contain a large number of supporting documents
d. describe the major conclusions reached
ANS: B PTS: 1 REF: 572
8. Which of the following is not a guideline for preparing an effective slide presentation?
a. use bullets rather than numbers, unless showing a specific sequence
b. strive for a consistent look and feel among slides
c. use appropriate point sizes for titles and body text
d. during the presentation, read the slides to the audience
ANS: D PTS: 1 REF: 574
9. When preparing a slide presentation, try to follow the rule often called the 7 by 7 rule: ____.
a. at least seven topics per slide, and at least seven items per topic
b. no more than seven topics per slide, and no more than seven items per topic
c. at least seven items per slide, and at least seven words per item
d. no more than seven items per slide, and no more than seven words per item
ANS: D PTS: 1 REF: 574
10. Which of the following is not a suggestion to keep in mind if nervousness is a problem when
facing an audience?
a. Control your environment c. Use filler words and phrases
b. Turn your nervousness to your advantage d. Practice and build your confidence
ANS: C PTS: 1 REF: 576
TRUE/FALSE
1. The why, who, what, when, and how of communications are important questions that must be
answered before you communicate.
ANS: T PTS: 1 REF: 564
2. When preparing a written document, use a conversational tone in formal documents and a
business tone in informal documents.
, ANS: F PTS: 1 REF: 565
3. A spell checker will identify instances when the word “their” is used instead of the word “there.”
ANS: F PTS: 1 REF: 566
4. The Flesch Reading Ease score measures the average sentence length and the average number of
syllables per word and produces a rating level to a U.S. grade-school level.
ANS: F PTS: 1 REF: 566
5. E-mail usually is less formal than other written communication, but rules of good grammar,
correct spelling, and clear writing still must be followed.
ANS: T PTS: 1 REF: 566
6. Although many authors use a more conversational style for e-mail, users should remember that e-
mail messages often are forwarded to other recipients or groups.
ANS: T PTS: 1 REF: 566
7. Most firms have social media policies that govern workplace behavior.
ANS: T PTS: 1 REF: 568
8. When you have a large number of supporting documents such as questionnaires or sampling
results, you should put those items in an appendix located at the end of the document.
ANS: T PTS: 1 REF: 572
9. In a report, the executive summary is used to summarize an entire project, including
recommendations, in several paragraphs.
ANS: T PTS: 1 REF: 571
10. A presentation should be planned in three stages: the introduction, the information, and the
summary.
ANS: T PTS: 1 REF: 573
11. In a presentation, specialized or technical terminology should be used whenever possible.
ANS: F PTS: 1 REF: 573
, 12. Visual aids can direct audience attention away from the speaker, which is useful if the speaker is
nervous when giving a presentation.
ANS: T PTS: 1 REF: 573
13. When preparing a presentation, the first step (and perhaps the most important) is to prepare an
overall outline that will be the foundation of the presentation.
ANS: T PTS: 1 REF: 573
14. When preparing slides for a presentation, use serif styles, such as Times Roman, for all body text;
if a sans serif style (such as Arial) is used, apply it only in titles.
ANS: F PTS: 1 REF: 574
15. When preparing slides for a presentation, select special effects liberally — many graphics, colors,
sounds, or other special effects will concentrate the audience.
ANS: F PTS: 1 REF: 574
16. When practicing a presentation, write a script so the presentation can be read.
ANS: F PTS: 1 REF: 575
17. A brilliant presentation will not convince top managers to approve a system if they are not sold
on the person who gave the presentation.
ANS: T PTS: 1 REF: 575
18. To control a presentation, avoid eye contact with the audience and use no humor, but insert
irrelevant jokes and make a joke at someone else’s expense.
ANS: F PTS: 1 REF: 575
19. When preparing for a presentation, try to anticipate the questions an audience will ask so a
response can be prepared ahead of time.
ANS: T PTS: 1 REF: 575
20. Microsoft offers a robust Web-conferencing platform called PowerPoint 2010.
ANS: F PTS: 1 REF: 576
COMPLETION
