Chapter 14 Planning Reports and Proposals 1) The basic purpose of informational reports is A) to persuade the audience to act. B) to present recommendations and conclusions to a superior for how to solve a particular problem. C) to present data, facts, feedback, and other types of information, without analysis or recommendations. D) to convince the reader of the soundness of your thinking. Answer: C Explanation: C) An informational report is purely informational. It provides facts and data, but it doesn't analyze, draw important conclusions, or make recommendations. 2) In addition to offering information and analysis, ________ can also include recommendations. A) indirect reports B) analytical reports C) informational reports D) directive reports Answer: B Explanation: B) Analytical reports offer both information and analysis; they can also include recommendations. 3) When you're outlining your report, using ________ requires you to really think through the content, whereas using ________ simply requires you to identify topic areas. A) prescriptive headings, parallel headings B) effective headings, ineffective headings C) informative headings, descriptive headings D) multilateral headings, unilateral headings Answer: C Explanation: C) In order to create informative headings, you have to think about your content, rather than simply identifying general topic areas. 4) When you're preparing a formal work plan, include a ________ to clarify the problem you face and a ________ to describe what you plan to accomplish. A) statistical analysis, hypothesis B) problem statement, purpose statement C) yardstick, problem statement D) descriptive standard, goal analysis Answer: B Explanation: B) The problem statement clarifies the challenge you face, and the purpose statement describes what you plan to accomplish. 5) With an internal audience for your report, you A) must avoid discussing sensitive information. B) are more free to discuss sensitive information. C) must avoid analysis. D) must include analysis. Answer: B Explanation: B) With an internal audience, you are more free to discuss sensitive topics and problem areas for your company. The same issues might be avoided with an external audience that might interpret company problems as a sign of company weakness. 6) The best way to phrase the purpose statement of a report is with A) complex language. B) an infinitive phrase. C) a controversial statement. D) jargon. Answer: B Explanation: B) Infinitive phrases such as To identify, To summarize, To discover, and so on, work well for purpose statements. For example, an analytical report might have the purpose statement: "To analyze sales data to see if the company met its quarterly goals." 7) All of the following except ________ are elements in the planning phase of the three-step writing process. A) analyzing the situation B) adapting to your audience C) gathering information D) selecting the right medium Answer: B Explanation: B) In the three-step writing process, planning consists of the following: analyzing the situation, gathering and organizing information, and selecting the right medium. 8) Which of the following is the least clear statement of purpose? A) "To determine which of four alternative investments will have the highest return." B) "To analyze four potential investments." C) "To answer the question, 'Which of four investments will provide the highest return?' " D) "To evaluate and make recommendations based on data." Answer: D Explanation: D) A statement of purpose must be specific enough to give the reader a sense of what the report is about. "To evaluate and make recommendations based on data" is vague. The phrase doesn't tell what the report will evaluate, what it will make recommendations about, and which data it will use to make those evaluations and recommendations. 9) All of the following except ________ are categories of informational reports. A) reports to monitor and control operations B) reports to demonstrate compliance C) reports to document progress D) reports to assess opportunities Answer: D Explanation: D) Information reports are used to monitor and control operations, implement policies and procedures, demonstrate compliance, and document progress. 10) When you're writing a business plan, you must include a ________ section to explain the purpose of your business and what you hope to accomplish. A) mission and objectives B) design and development C) products and services D) financial projections and requirements Answer: A Explanation: A) The mission and objectives section of a business plan explains the purpose of a business and what that business hopes to accomplish. 11) A writer who wants to use a ________ to build an informational report can choose from a number of arrangement patterns, such as geography, sequence, chronology, category, or importance. A) talking pattern of organization B) topical pattern of organization C) demonstrative pattern of organization D) representative pattern of organization Answer: B Explanation: B) A topical organization is built around the content itself, using such arrangements as comparison, importance, sequence, chronology, geography, or category. 12) A formal work plan includes all of the following except A) a statement of the problem or opportunity addressed in your report. B) plans for what will happen if funds for the project are cancelled. C) plans for following up after delivering the report. D) a statement of the purpose and scope of your investigation. Answer: B Explanation: B) A work plan maps out what will occur if all goes according to schedule. A work plan does not try to anticipate highly abnormal events, such as the cancelling of your project. 13) Which of the following is not a typical element in a formal work plan? A) Statement of purpose B) Statement of the scope of the investigation C) Discussion of tasks to be accomplished D) Conclusions and recommendations Answer: D Explanation: D) A work plan maps out tasks for the solving of a problem or implementation of a project. A work plan does not engage in analysis. For that reason, you don't expect a work plan to draw conclusions or make recommendations for the future. 14) When selecting the right medium for a report A) you should choose the ones that are most convenient. B) you should choose the ones that are most economical. C) your decisions should reflect your audience's expectations. D) you should always present your report in writing. Answer: C Explanation: C) The best medium for your report is largely based on your audience's preferences. If your audience expects a routine text document with no bells and whistles, that is what you should give them. If your audience prefers to see graphs, charts, photos, and other visuals, you should provide those things for them. 15) Answering the question, ________, will help you define the problem that you need to address in an analytical report. A) What needs to be determined? B) Why is this issue important? C) Who is involved in the situation? D) All of the above Answer: D Explanation: D) You can clarify the problem in an analytical report by determining what you need to analyze, why the issue is important, who is involved, where the trouble is located, and how and when it started. 16) When outlining the content of your report A) it is preferable to use informative headings as opposed to descriptive ones. B) you should use complex language for all headings. C) keep in mind that you will have to use this same outline for your final report. D) do all of the above. Answer: A Explanation: A) Informative headings help you think through the topic constructively as you write the report. For each constructive heading you need to ask yourself such questions as, "What is the point of this section?" or "What are we trying to accomplish in this section?" 17) Which of the following is not a useful strategy in preparing business reports? A) Understand and meet audience expectations. B) Use the same format for reports, regardless of topic. C) Keep your report as short as possible. D) All of the above are useful strategies. Answer: B Explanation: B) Different report topics require different formats. Compliance reports, for example, require specific formats that would not be appropriate for other types of report. With regard to formatting, always try to match your format to goals of your report. 18) An employee who describes the data she collected from six different plant managers without drawing any conclusions is preparing A) an analytical report. B) an informational report. C) a proposal. D) a work plan. Answer: B Explanation: B) An informational report focuses on providing information only. This report presented data without attempting to draw any conclusions. Therefore, it is an informational report. 19) The CEO of a pharmaceutical company asks you assess the company's adherence to laws governing television ads for prescription drugs. The CEO has requested a A) personal activity report. B) work plan. C) compliance report. D) policy report. Answer: C Explanation: C) A report that verifies whether or not a company adheres to government rules and regulations is called a compliance report. 20) Compliance reports are generally required by A) parent companies. B) accounting departments. C) government agencies. D) marketing departments. Answer: C Explanation: C) All businesses are required to demonstrate that they are in compliance with regulations and rules for their particular form of business. Since the government writes and administers the laws that businesses are required to follow, compliance reports are submitted to the government for examination. 21) A public corporation filing a quarterly tax report would be providing A) a progress report. B) a compliance report. C) a justification report. D) a periodic operating report. Answer: B Explanation: B) Federal taxes are government rules that businesses and corporations must comply with. Therefore, a tax report is a type of compliance report. 22) A contractor submitting a weekly report on work done to date would be providing the client with A) a progress report. B) a compliance report. C) a justification report. D) a periodic operating report. Answer: A Explanation: A) A progress report is an update on how well the company is doing with regard to specific goals, targets, and deadlines. Progress reports can be simple or comprehensive. A comprehensive progress report would feature extensive data showing how targets and goals are being met (or not met). 23) Topical organization strategies for informational reports include all of the following except A) complexity. B) sequence. C) importance. D) comparison. Answer: A Explanation: A) Informational reports typically focus on comparing two or more entities, identifying the steps in a process (sequence), or ranking entities (importance). Reports do not typically focus on measuring complexity. 24) A business plan A) is useful only before a company is launched. B) always contains the same elements. C) should not identify risks and problems, since these might discourage potential investors. D) is sometimes prepared after a company is up and running. Answer: D Explanation: D) Surprisingly, many companies do not write out a business plan until they are already operating. Many new companies start out with just a few people who do everything and don't require formal plans. When these companies grow, they often see the need to create a business plan, mostly as a way to monitor and guide the growth process as they continue to expand. 25) A ________ outlines an organization's official position on issues that affect its success. A) policy report B) position paper C) feasibility report D) business plan Answer: B Explanation: B) Position papers outline an organization's official position on issues that affect the company's success. 26) As it relates to a formal business plan, the ________ defines how the company will generate revenue and produce a profit. A) marketing strategy B) business model C) action forecast D) financial projection Answer: B Explanation: B) The business model defines how a company will generate revenue and produce a profit. 27) Unlike proposals, justification reports A) are designed to affirm decisions after they have been made. B) are internal as opposed to external reports. C) are always in memo format. D) do not require a great deal of supporting data. Answer: A Explanation: A) A justification report makes the case after the fact that a particular decision was justified. For example, if the CEO of a company sees a sudden acute danger ahead and pulls the plug on a project abruptly, she might order a justification report to account for her action after the fact. 28) The problem-factoring process involves A) looking at a problem from multiple perspectives. B) considering how to allocate blame for a problem. C) creating problems instead of solving them. D) dividing a complex problem into a series of logical, connected questions. Answer: D Explanation: D) Use problem factoring to divide a complex problem into more manageable pieces. 29) Analytical reports for skeptical audiences should generally follow the ________ approach. A) direct B) indirect C) hypothetical D) aggressive Answer: B Explanation: B) When the audience is hostile or skeptical, you need to build a case to convince the audience to accept your conclusions. The indirect approach uses logic and evidence to lead the audience to a conclusion gradually, allowing time for ideas to be considered and accepted. 30) Which of the following is not a common organizational format for analytical reports? A) Focusing on conclusions B) Focusing on recommendations C) Focusing on information D) Focusing on logical argument Answer: C Explanation: C) A report that merely provides information is likely to be an informational report. An analytical report does more than focus on information. It takes information and uses it to draw conclusions and make recommendations. 31) One potential drawback of focusing immediately on conclusions in a report is that you may A) reveal information you know about that has not been included in the report. B) make everything you say seem too simple. C) offend your audience. D) do all of the above. Answer: B Explanation: B) An immediate focus on conclusions can make your report sound as if you didn't consider all of the options. This is the risk you run of using the direct approach—the impression that your conclusions are oversimplified. 32) A report focused on recommendations should A) first establish or verify the need for action. B) not include conclusions. C) avoid mentioning any potential risks. D) outline costs, but not in detail. Answer: A Explanation: A) Recommendations must specify some kind of action. In some cases, such as when circumstances are murky or unclear, it is best not to take action. So if you are going to make recommendations, you must first make your case that the situation actually requires action. 33) If the audience for your report is likely to accept what you have to say, focus on A) the logical arguments in your report. B) your conclusions and recommendations. C) the benchmarks used to compile your results. D) the criteria used in your decision-making process. Answer: B Explanation: B) When you expect your audience to agree with you, be direct and focus on your conclusions and recommendations. 34) If your readers will want to know what they ought to do in a given situation, then your report should focus on A) your conclusions. B) your writing process. C) your recommendations. D) your sources of information. Answer: C Explanation: C) When your readers will want to know what you think they should do, organize your report to focus on recommendations. 35) A group of managers who must make an important decision can request a ________ to explore the implications of that decision. A) failure analysis report B) due diligence report C) market analysis report D) feasibility report Answer: D Explanation: D) Feasibility reports are called for when managers need to explore the ramifications of a decision they're about to make. 36) Any risks involved with your recommendations should A) not be addressed, since they may discourage your audience. B) be discussed in your report, but only in vague, general terms. C) be addressed clearly in your report. D) be outlined before you reveal the benefits that can be achieved. Answer: C Explanation: C) Addressing risks does two things. First, it is the ethical thing to do. Failing to reveal risks that could jeopardize others is irresponsible and wrong. Second, addressing risks also provides you with protection if things do go wrong. 37) A ________ suggests an individualized solution for a potential customer and requests a purchase decision. A) grant proposal B) sales proposal C) solicited proposal D) project proposal Answer: B Explanation: B) Sales proposals suggest individualized solutions for potential customers and request purchase decisions. 38) Unlike reports focused on conclusions or recommendations, reports focusing on logical arguments A) use an indirect approach. B) are not very convincing. C) emphasize the positive. D) do not include outside evidence. Answer: A Explanation: A) If the report focuses on logical arguments, you are putting all of your effort into building a case that your audience will accept. Whenever you build a case rather than state things up front, you are using an indirect approach. 39) Which of the following is not a strategy for structuring reports focused on logical arguments? A) 2 + 2 = 4 approach B) Direct approach C) Yardstick method D) An approach that compares a solution to a set of predetermined standards Answer: B Explanation: B) A report that focuses on logical arguments by definition is using some kind of indirect approach of building a case rather than stating conclusions up front. Therefore, "direct approach" is the only model that doesn't work for a report that focuses on logical arguments. 40) The 2 + 2 = 4 approach A) generally works only with lengthy, nonroutine reports. B) is the first logical argument strategy to try. C) is far more complicated than any other organizational strategy. D) is the only approach that is appropriate for any business report. Answer: B Explanation: B) In the 2 + 2 = 4 approach, your goal is to show how everything adds up to a single conclusion or plan of action. If this approach seems like it can work, it is the first thing to try when you need a logical argument strategy. 41) Because of its natural feel and versatility, the ________ approach is generally the most persuasive way to develop an analytical report for skeptical readers. A) 2 + 2 = 4 B) yardstick C) direct D) hypothetical Answer: A Explanation: A) When it is appropriate, the 2 + 2 = 4 approach can make a complicated argument look simple. For example, to convince your readers for the need to build a new plant, you might say: (1) We have more customers than we can provide for, and (2) We are working at full capacity, so (3) Building a new plant is the only way we can get that extra capacity. 42) One drawback of using the yardstick approach to structure business reports is that A) you must discuss all the alternatives, even if many of them turn out to be irrelevant and/or unproductive. B) this approach is generally considered old-fashioned. C) it forces you to ignore the fact that the problem may have multiple causes. D) it is impractical in most business settings. Answer: A Explanation: A) The yardstick approach works well when options are limited. When you have a large number of options, going through the yardstick process can be tedious and time-consuming, as each option needs to be evaluated. 43) You're writing an analytical report outlining the benefits of starting a recycling program. You need to explain how the program meets numerous criteria including reasonable cost, ease of implementation, and long-term impact. The ________ approach will probably be the best way to organize your report. A) 2 + 2 = 4 B) scientific C) direct D) yardstick Answer: D Explanation: D) In the yardstick approach, you try to convince your audience that your solution to a problem is correct by showing how your approach meets several prearranged standards. For a recycling program, the standards might include: Does the program meet state and federal guidelines? Is the program cost-effective and does it actually make a profit? Does the program meet the needs of our community? Does the program create jobs? Does the program require the purchase of new equipment? If the program meets all of these (and other) requirements, you conclude that it is successful. 44) A contractor receives a request from the owner of a company to bid on a large-scale construction project. The contractor will prepare a(n) A) unsolicited proposal. B) solicited proposal. C) blind proposal. D) request for proposal. Answer: B Explanation: B) When the organization that needs something done requests that a contractor make a bid on a proposal, the organization is soliciting the proposal. 45) If you're writing an unsolicited proposal, you may have to A) convince readers that a problem exists that must be addressed. B) analyze the client's business in light of the competition. C) use a style approved by the American Association of Business Writers. D) enumerate the client's options regarding such business decisions as product-line expansion. Answer: A Explanation: A) In some cases, the party receiving the proposal is aware of the problem. For example, a business with obvious roof damage knows that the roof needs repair. In other cases, the party receiving the proposal may not be aware of its problem. In that case, the company submitting the proposal needs to first identify the problem (e.g., your roof has clear signs of structural damage that you may not see) and then convince owner of the building that it has the right solution to the problem. 46) An analytical report often ends by presenting a recommendation. Answer: True Explanation: An analytical report requires analysis, and part of analysis involves drawing conclusions. Whether or not recommendations are added to those conclusions is optional for an analytical report. However, many analytical reports conclude by making specific recommendations based on conclusions drawn. 47) Internal reports are more likely to be misinterpreted than external reports. Answer: False Explanation: Internal reports can be written with more candor and freedom than external reports. With external reports, the author needs to be more careful to make sure that no information gets out that could be interpreted in a way that is damaging to the company. 48) The statement of purpose for a report is always presented as a question. Answer: False Explanation: The statement of purpose is usually stated using infinitive phrases rather than questions. 49) The statement of purpose for analytical reports will usually need to be more comprehensive than one for informational reports. Answer: True Explanation: An analytical report aims to do more than merely inform its audience. Therefore, analytical reports typically require a purpose statement that includes both what information the report will include and what kinds of conclusions and/or recommendations the report proposes to make as a result of analyzing that information. 50) Very few reports require a work plan. Answer: False Explanation: Many reports require work plans. Any time a project is proposed that will involve multiple team members carrying out different tasks all working toward a single goal usually requires a work plan. 51) When writing a work plan, it's important to begin by developing a problem statement. Answer: True Explanation: Almost all work plans, whether formal or informal, require a clear statement of the problem or opportunity involved. A good problem statement helps keep all individuals involved in the work plan focused on core issues and project goals. 52) An executive dashboard is a customized online presentation of highly summarized business information. Answer: True Explanation: An executive dashboard is essentially a report on the status of various company activities expressed as easy to read meters and graphs. Using the dashboard, the executive can see at a glance which problems need to be addressed right away and which problems can be addressed with a long-term approach. 53) The direct approach is the most popular strategy for business reports. Answer: True Explanation: The direct approach is the simplest and most efficient way to convey information. The indirect approach is typically used only for skeptical or hostile audiences, or writers who lack the status to state their conclusions openly and without explanation. 54) For long, complex reports, the indirect approach tends to be less effective than the direct approach. Answer: True Explanation: Many readers get impatient with the indirect approach and cut to the recommendations section of the report prematurely. In that case, it would have been better to have used the direct approach to save time for both readers and writers of the report. 55) In business reports, it is never appropriate to combine the direct and indirect approaches by revealing conclusions and recommendations as you go along. Answer: False Explanation: There is no hard and fast rule that recommendations must appear at either the beginning (direct) or end (indirect) of a report. Some writers state recommendations as they go along, combining both direct and indirect approaches. 56) A primary goal in preparing monitor/control reports is to emphasize the good news and hide the bad news. Answer: False Explanation: Hiding bad news and emphasizing good news serves no constructive purpose for the organization. Sooner or later the truth will come out. If you were guilty of hiding the truth, you will be blamed for problems that arise later as a result of your failure to be forthcoming. 57) An email summarizing an employee's trip to a trade show would be an example of a personal activity report. Answer: True Explanation: A personal activity report's main goal is to justify the activity of the person and make use of what was gained from the activity. If important things were learned at the trade show about, for example, rival products, that knowledge should be put into use so the company can gain from it. 58) Sales call reports are a type of compliance report. Answer: False Explanation: A compliance report provides information about the company's ability to comply with government regulations and policies. Reports on sales have nothing to do with government compliance. 59) Operating reports establish expectations and guidelines to direct future action. Answer: False Explanation: Operating reports provide information about how a company is doing with regard to such basic things as sales, inventories, expenses, and shipments. 60) Progress reports are never more than updates in memo or email form. Answer: False Explanation: Progress reports can be brief or detailed. In some cases, a progress report can be extensive as it describes progress being made in various divisions of a company in depth, using a great deal of facts, figures, and data. 61) Reports that examine the financial aspects of a proposed decision, such as acquiring another company, are called due diligence reports. Answer: True Explanation: The concept of "due diligence" requires that a company do its homework with regard to the financial aspects of an opportunity, transaction, or investment. Specifically, what are the risks, possible gains, likely outcomes, obligations to others, tax exposure, and so on to the company? A responsible company or individual is expected to carry out due diligence for all of its financial decisions. 62) Whereas troubleshooting reports deal with problems as they occur, failure analysis reports seek to prevent problems before they happen. Answer: False Explanation: Failure analysis reports analyze a situation in which a failure occurred and look for things that can be learned from the failure. For example, if a new product failed to sell, the company might commission a failure report to find out why it failed—was it due to faulty marketing, poor support, stiff competition, bad timing, poor quality workmanship, or some other reason? 63) A justification report is an internal report designed to persuade top management to approve a proposed investment or project. Answer: False Explanation: A justification report is designed to justify an action that has already been committed or a decision that has already been made. 64) Focusing on conclusions in an analytical report involves using the direct approach to report organization. Answer: True Explanation: A focus on conclusions cuts "straight to the chase." The report keys on conclusions drawn from the information at hand. Reasons and explanations for the conclusions are documented only after the conclusions are stated. 65) In reports focused on recommendations, it is best to avoid the direct approach. Answer: False Explanation: A report that focuses on recommendations is the most direct kind of report. It states its remedy for the situation right up front, trusting that its audience will find the recommendations credible. This approach works well as long as the audience has faith in the person writing the report. 66) The yardstick approach is best for organizing reports when you and your audience do not agree on the criteria you're using in your analysis. Answer: False Explanation: The yardstick approach involves comparing your solution to a problem to a set of predetermined criteria or standards. The approach can work well as long as there is no disagreement about the validity of criteria. If the party submitting the report and the party receiving the report disagree about criteria, the approach is not likely to be successful. 67) The primary purpose of an internal proposal is either to request funds and management support for new projects or to obtain permission to take action on specific projects. Answer: True Explanation: Internal reports typically request decision makers to approve new plans or resources to support existing plans or operations. 68) Proposals are classified in two ways: internal versus external, and solicited versus unsolicited. Answer: True Explanation: Internal reports are submitted within the company; external reports go outside of the company. Solicited reports have been requested by the party receiving the report. Unsolicited reports are submitted to the receiver without a request. 69) "RFP" stands for "ratified final proposal." Answer: False Explanation: An RFP is a request for a proposal. An RFP is an invitation from a business or individual to a contractor to submit a proposal for work that needs to be done. Receiving an RFP means that the party contacting you has confidence that you can successfully carry out the work they need done. 70) A landscaper bidding on a job at the request of a general contractor would submit an external, unsolicited proposal. Answer: False Explanation: If the bid has been requested from the contractor, it must be considered a solicited proposal. 71) Whereas ________ reports focus on facts, ________ reports offer interpretation and can also include recommendations. Answer: informational; analytical Explanation: Informational reports provide facts, data, and other forms of information that readers of the report can use to draw conclusions. Analytical reports supply information and draw conclusions and make recommendations based on that information. 72) The statement of ________ defines why you are preparing a report. Answer: purpose Explanation: A statement of purpose is a brief statement or set of statements that expresses why the report is being done. 73) Report writers often combine the ________ and ________ approaches—revealing their conclusions and recommendations as they go along instead of putting them first or last. Answer: direct, indirect Explanation: In some cases, rather than put recommendations and conclusions at the end of a document (as in an indirect approach), or at the beginning of the document (as in a direct approach), writers distribute recommendations and conclusions in various places throughout the document. 74) When a business plan is written after a company is operating, it tends to serve as a ________. Answer: monitor-and-control Explanation: Since the company is up and running, the business plan does not guide its origins and initial operation. Instead, the business plan can be used to monitor how well the company is meeting its goals, and control how well it sticks to its intentions. 75) All ________ reports are written in response to regulations of one sort or another. Answer: compliance Explanation: Compliance reports collect data to make sure that the company is following government regulations of some type, such as taxes or environmental regulations. 76) A(n) ________ report is written to validate a decision that has already been made. Answer: justification Explanation: The requirement for a justification report is that it is done after the fact, after a decision has been made. A justification report seeks to find evidence that the decision already made was correct, given the circumstances at the time. 77) ________ reports study events that happened in the past, with the hope of learning how to avoid similar failures in the future. Answer: Failure analysis Explanation: A failure analysis report is an attempt to learn from mistakes. If mistakes already committed go un-analyzed, the company is likely to commit the same mistakes in the future. If the mistakes are examined, the company can learn to avoid the same kind of mistakes in the future. 78) Breaking down a problem into a series of specific questions is called problem ________. Answer: factoring Explanation: Problem factoring involves asking a series of questions to get at the cause of the problem and find a way to remedy the problem. For example, if the bread you are baking fails to rise, you might ask: "Did I add yeast to the bread?" "Was the yeast a living culture?" "Did I kill the yeast by mixing it with water that was too hot?" "Did I fail to activate the yeast by mixing it with water that was too cold?" Using these (and other) questions you can develop a hypothesis that you can test that will help you solve your problem. 79) When you speculate about the cause of a problem, you are forming a(n) ________, a potential explanation that needs to be tested. Answer: hypothesis Explanation: A hypothesis is a working explanation for a problem that can be tested. The ability to test is the key to a true hypothesis. You may suspect, for example, that X causes Y, but you do not have a true hypothesis unless you can actually test to see if X causes Y. 80) The ________ approach is often the most persuasive and efficient way to develop an analytical report for skeptical readers—it's the approach to try first. Answer: 2 + 2 = 4 Explanation: The 2 + 2 = 4 approach is the simplest indirect approach. Using the 2 + 2 = 4 approach you simply build a case to show that all factors add up to a specific conclusion. 81) With the ________ approach to structuring analytical reports, you begin by discussing the problem, and then list the criteria that will guide evaluation of possible solutions. Answer: yardstick Explanation: Using the yardstick approach you need to evaluate the situation by comparing your solution to the problem to various predetermined standards. Doctors use the yardstick approach when diagnosing an illness. Does the patient show symptom A but not symptom B? Does the patient respond to treatment A but not treatment B? In the yardstick approach you add up determinations like these and come to a conclusion. 82) Whereas ________ proposals are used to request decisions from managers within an organization, ________ proposals are directed to parties outside the organization. Answer: internal; external Explanation: Internal proposals can be more candid and freer with facts. External proposals need to look out for possible misinterpretation of information by people outside of the company. 83) ________ proposals are initiated by a company that is trying to obtain business or funding on its own, without a specific request from a client. Answer: Unsolicited Explanation: When a pavement contractor knocks on someone's door and asks them if they need their driveway re-paved, the contractor is making an unsolicited proposal. 84) A formal invitation to bid on a contract is called a ________ for ________, or RFP. Answer: request; proposals Explanation: Typically, a company that is familiar with your work sends an RFP to invite you to bid on a project. The fact that the RFP has been made indicates that the company considers you a serious candidate for the job. 85) In a(n) ________ proposal, the author must convince readers that a problem or opportunity exists before providing a solution or plan of action. Answer: unsolicited Explanation: In a situation in which the proposal has not been solicited, the writer must often spend considerable time and energy establishing that a problem exists and must be dealt with. 86) Briefly explain the primary function of a statement of purpose, then indicate the most useful way to phrase one. Answer: A statement of purpose defines why you are preparing your report. The best way to phrase a purpose statement is to begin with an infinitive phrase, such as "to analyze." 87) You have been asked to help a company find ways to reduce the amount it spends on employee health and dental benefits. Write a purpose statement for the report you will produce. Answer: To analyze the current costs of employee health and dental benefits and suggest ways to reduce expenses. (Answers will vary.) Purpose Statement The purpose of this report is to identify and evaluate strategies for reducing [Company Name]'s expenditures on employee health and dental benefits. This report aims to provide actionable recommendations that will help the company manage and lower its benefit costs while maintaining or improving the quality of coverage for employees. Through a detailed analysis of current benefit plans, industry benchmarks, and potential cost-saving measures, this report seeks to ensure financial sustainability and optimize the overall benefits program. 88) List three types of reports commonly used to monitor and control operations in business. Answer: (1) Plans, (2) operating reports, and (3) personal activity reports. 89) Provide at least five examples of topical organization strategies for business reports. Answer: (1) Comparison, (2) importance, (3) sequence, (4) chronology, (5) spatial orientation, (6) geography, and (7) category. 90) What is the primary difference between a feasibility report and a justification report? Answer: Whereas a feasibility report studies proposed options, a justification report is written after an action, to justify what was done. 91) Give three reasons why writing analytical reports presents a greater challenge than writing informational reports. Answer: Analytical reports challenge (1) the quality of your reasoning—you're doing more than just delivering information; (2) the quality of your writing—you need to present your thinking in a compelling and persuasive manner; and (3) your ability to take the responsibility that comes with persuasion. 92) Briefly explain problem factoring. Answer: Problem factoring helps report writers identify cause and effect by breaking down the defined problem into a series of logical, connected questions. 93) List the three most common strategies for structuring analytical reports. Answer: (1) Focusing on conclusions (direct), (2) focusing on recommendations (direct), (3) focusing on logical argument (indirect). 94) Briefly describe the circumstances in which the yardstick approach would be particularly useful for organizing your proposal, and provide an example of a report that would benefit from this organizational approach. Answer: The yardstick approach is useful when you need to use a number of criteria to evaluate one or more possible solutions. It is also tailor-made for situations in which the audience has provided a list of criteria the solution must meet. One example would be a bid on a government building project. (Answers will vary.) The yardstick approach is particularly useful for organizing a proposal when you need to evaluate multiple options or solutions against a set of criteria to determine the most effective choice. This approach involves setting up specific criteria (the "yardstick") and then systematically assessing each option based on these criteria. Circumstances for Use: • Comparative Analysis: When comparing different options or solutions to a problem. • Evaluation of Alternatives: When assessing the merits of various proposals or strategies. • Decision-Making: When needing to make a well-informed decision based on predefined standards. Example of a Report: Title: "Evaluating Solutions for Upgrading the Company’s IT Infrastructure" Description: This report would benefit from the yardstick approach by evaluating different IT infrastructure upgrade options (such as cloud-based solutions, on-premises upgrades, or hybrid systems) against criteria such as cost, scalability, security, and implementation time. Each option would be assessed based on these criteria to determine which solution best meets the company's needs and objectives. By using the yardstick approach, the report provides a clear, objective comparison, helping stakeholders make an informed decision. 95) List and describe the seven elements that usually are part of a formal work plan. Answer: (1) Statement of the problem or opportunity: This clarifies the problem you are addressing and helps you stay focused on the goal. (2) Statement of the purpose and scope of your investigation: This describes what you plan to accomplish and the boundaries of your work. It states what you will and will not cover. (3) Discussion of tasks to be accomplished: This includes the things to do, the amount of time needed for each task, the research necessary, and any constraints. (4) Description of any products that will result from your investigation: Sometimes this will consist only of the report. In other cases, there may be additional deliverables. (5) Review of the project assignments, schedules and resource requirements: Who will be responsible for what? When will tasks be completed? Who will coordinate the process? How much will it cost? (6) Plans for following up after delivering the report: Follow-up helps make sure that the information gets to the right people and shows you care about your work's effectiveness. (7) Working outline: This is an initial outline of the report you will produce. 96) What are the four general categories of informational reports? Answer: Informational reports can be grouped into four categories: (1) reports to monitor and control operations, (2) reports to implement policies and procedures, (3) reports to demonstrate compliance, and (4) reports to document progress. 97) Describe several benefits and one potential drawback of organizing business reports using the direct approach. Answer: The direct approach is the most popular and convenient format for business reports because it saves time and makes the report easy to follow. It produces a more forceful report, and you sound sure of yourself when you state your conclusions confidently at the outset. In some cases, however, that confidence may be misconstrued as arrogance. Depending on your relationship with your audience and on their probable reaction to your report, the indirect approach may be more appropriate. 98) Describe the elements of a formal business plan. Answer: At a minimum, a formal business plan should describe the basic concept of the business and outline its specific goals, objectives, and resource requirements. A plan to be submitted to banks or investors should include a summary of the business concept (including your product or service and its market potential). It also explains the mission and objectives of the business and provides full background information on the origins and structure of your venture. The plan should also provide a complete but concise description of your products or services, along with data on your market and competition that will persuade investors that you can achieve your sales goals. Another objective of the plan is to summarize the background and qualifications of the key management personnel in your company. Your marketing strategy should also be described (including projections of sales and market share), and if your product requires design or development, you should explain those plans, as well. You should provide an operations plan that outlines the facilities, equipment, and labor needed for your business, and clearly identify any critical risks and problems associated with your plan. The plan must also include detailed financial projections and requirements (for the first three years of operation), and an exit strategy that explains how investors will be able to profit from their investment. 99) What is the difference between a solicited and an unsolicited proposal? Answer: The most significant factor in planning any proposal is whether the intended recipient has asked you to submit a proposal. Solicited proposals are generally prepared at the request of external parties that require a product or a service, but they may also be requested by such internal sources as management or the board of directors. Unsolicited proposals are created by organizations attempting to obtain business or funding without a specific invitation from a potential client. Such proposals may also be initiated by employees or managers who want to convince company insiders to adopt a program, a policy, or an idea. In other words, with an unsolicited proposal, the writer makes the first move. 100) Explain the three basic categories of analytical business reports and provide at least one example of each type. Answer: The first category includes reports written to assess opportunities. One example of this type is the market analysis report, which judges the likelihood of success for new products or sales initiatives by suggesting potential opportunities in a given market and identifying competitive threats and other risks. Due diligence reports, which examine the financial aspects of a proposed decision, are also in this category. The second category includes reports written to solve problems. Examples are troubleshooting reports (which managers assign when they need to understand why something isn't working properly) and failure analysis reports (which study past failures in an effort to avoid similar ones in the future). The third category of analytical business reports includes reports written to support decisions. Feasibility reports are one type in this category. They are called for when managers need to explore the ramifications of a decision they're about to make. Justification reports (written to justify decisions that have already been made) also fall into this group. Test Bank for Business Communication Today Courtland L. Bovee, John V. Thill 9780132971294, 9780134562186, 9780135900239, 9780132539555
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