50 Additional Questions

Question 1

Which of the following is a secondary source of evidence?

A. Survey data
B. Academic journals
C. Interviews
D. Ethnographies

Answer 1

B

Academic journals are a secondary source of evidence.

Primary sources—Evidence collected from observations, experiments, surveys, interviews, ethnographies, and testing

Secondary sources—Evidence drawn from academic journals, magazine articles, books, websites, research databases, DVDs, CDs, and reference materials

Question 2

Which is one of the five principles of visual design?

A. Capacity
B. Categorization
C. Comparison
D. Contrast

Answer 2

D

The five principles of visual design are balance, alignment, grouping, consistency, and contrast.

Question 3

Which of the following is the BEST approach for checking whether scientific sources are up to date?

A. Conduct one or more empirical studies
B. Consult a relevant literature review
C. Use the technique of triangulation
D. Consult several periodical indices

Answer 3

B

The best approach for checking whether scientific sources are up to date is to consult a relevant literature review.

Scientific sources will often offer a literature review that traces research on the subject back at least a few years. These literature reviews will show you how quickly the field is changing while allowing you to judge whether the evidence you have located is current.

Question 4

Which approach is a correct application of the visual design principle of balance?

A. Use a page grid to evenly place the written text and graphics on the page
B. Always place images on the left-hand side of the text for balance
C. Place related images and words near each other on a page
D. Make sure the left and right and top and bottom of each page mirror each other

Answer 4

A

One approach for applying the visual design principle of balance is to offset the design features on a page to balance items on both sides of the page.

Balance is perhaps the most prominent feature of design in technical documents. On a balanced page or screen, the design features should offset each other to create a feeling of stability.

To balance a text, imagine your page or screen is balanced on a point. Each time you add something to the left side, you need to add something to the right side to maintain balance. Similarly, when you add something to the top, you need to add something to the bottom.

A time-tested way to devise a balanced page design is to use a page grid to evenly place the written text and graphics on the page.

Question 5

Which is an example of subject-verb disagreement?

A. The team completed it’s milestones
B. No one in the group perform satisfactorily
C. You should test the document; before you approve the final draft
D. The editor is out of the office, my boss is leaving today

Answer 5

B

Subject-verb disagreements occur when the subject of the sentence does not match the verb. Singular subjects should go with singular verbs, while plural subjects should have plural verbs.

Question 6

Which is a description of secondary readers?

A. Action takers who will make decisions
B. Advisors who are experts in the field
C. Evaluators who have an interest in your document
D. Supervisors who sign off on documents

Answer 6

B

Per Mathes & Stevenson, the four kinds of people who might read your text are:
Primary Readers (Action Takers)
Secondary Readers (Advisors)
Tertiary Readers (Evaluators)
Gatekeepers (Supervisors)

Primary Readers (Action Takers) - people who need to make a decision or do something

Secondary Readers (Advisors) - people who might advise the primary readers. Usually, they are experts in the field… can greatly influence the decision that will be made.

Tertiary Readers (Evaluators) - others who may have an interest in your document’s information. These readers may be local news reporters, lawyers, auditors, historians, politicians, community activists, environmentalists, or perhaps your company’s competitors. You can think of these readers as evaluators because they will be making judgments about your project, usually from an outsiders’ perspective.

Gatekeepers (Supervisors) - people who will need to look over your work before it is sent to the primary readers. Your most common gatekeeper is your immediate supervisor. In some cases, though, your company’s lawyers, accountants, marketing specialists, and others may need to sign off on the document before it is sent out.

Question 7

What is a coordinator on a technical communication team typically responsible for?

A. Maintaining a project schedule and meeting minutes
B. Collecting information and coordinating empirical research
C. Evaluating missing content areas and how information is organized
D. Document layout, images, and information graphics

Answer 7

A

Here are four team member roles you might consider:

Coordinator—The coordinator is responsible for maintaining the project schedule and running the meetings. The coordinator is not the “boss.” Rather, he or she is a facilitator who helps keep the project on track.

Researchers—One or two people in the group should be assigned to collect information. They are responsible for doing Internet searches, digging up materials in the library, and coordinating the team’s empirical research.

Editor—The editor is responsible for the organization and style of the document. He or she identifies places where content is missing or where information needs to be reorganized to achieve the project’s purpose.

Designer—The designer is responsible for laying out the document, collecting images, and making tables, graphs, and charts.

Question 8

Which statement describes an appropriate use of line drawings in technical communication?

A. To illustrate people at work in an office setting
B. To show exactly what a final product looks like in realistic detail
C. To label parts of a piece of machinery
D. To show in realistic detail the damage to a car following an accident

Answer 8

C

A line drawing or diagram is a semirealistic illustration of the subject being described.

Line drawings offer several advantages. They can provide a close-up view of important features or parts. They can also be easily labeled, allowing you to point out important features to the readers.

Question 9

In which of the following documents is persuasive style commonly used?

A. Technical descriptions
B. Articles
C. Instructions
D. Activity reports

Answer 9

B

Plain style stresses clarity and accuracy. Persuasive style motivates readers by appealing to their physical senses, personal values, and emotions. Grand style stresses eloquence. Technical communication most often uses plain or persuasive style.

Historically, rhetoricians have classified style into three levels: plain style, persuasive style, and grand style.

Plain style—Plain style stresses clear wording and simple prose. It is most often used to instruct, teach, or present information. Plain style works best in documents like technical descriptions, instructions, and activity reports.

Persuasive style—There are times when you will need to influence people to accept your ideas and take action. In these situations, persuasive style allows you to add energy and vision to your writing and speaking. This style works best with proposals, letters, articles, public presentations, and some reports.

Grand style—Grand style stresses eloquence. For example, Martin Luther King, Jr., and President John F. Kennedy often used the grand style to move their listeners to do what was right, even if people were reluctant to do it.

Question 10

Which of the following statements are correct guidelines for writing persuasive sentences?

1. Use sensory details to add color, texture, and movement
2. Use similies, metaphors, and analogies
3. Make the subject of the sentence what the sentence is about
4. Use tone and pace to add energy

A. 1, 2, 3
B. 1, 2, 4
C. 1, 3, 4
D. 2, 3, 4

Answer 10

B

Persuasive style should be used to add energy and color. It should also be used in places in the document where readers are expected to make a decision or to take action. The use of tone, similes, analogies, and metaphors in strategic places should encourage readers to do what you want. You can use short or long sentences to adjust the intensity of your prose.

Persuasive style—Persuasive style motivates readers by appealing to their physical senses, personal values, and emotions. You can use sensory details to add color, texture, and movement to your writing or speech. You can also use similes, metaphors, and analogies to make your writing visually engaging and exciting. Meanwhile, you can use tone and pace to add energy to your work.
In today’s entrepreneurial workplace, the ability to write and speak both plainly and persuasively is more important than ever. You need to be able to explain your innovative ideas in clear and persuasive ways.

Question 11

Which is correct advice for those working on technical documents for global audiences?

A. Simply listen to what your readers expect to find in the document
B. Make good use of sporting metaphors as they are widely understood
C. Use pictures of people to help introduce the content of the document
D. Use jokes and humor as they often translate well

Answer 11

A

Here are five helpful strategies for global and transcultural communication:
1. Listen carefully
2. Be polite
3. Research the target culture
4. Avoid humor
5. Talk to your colleagues

Question 12

When would a formal report usually be produced?

A. As soon as something has been delivered
B. When a problem occurs that needs to be reported
C. In response to a research question
D. At regular intervals as agreed with management

Answer 12

C

Formal reports are the most common large documents produced in the technical workplace. A formal report is usually a factual and data-centered response to a research question. It typically describes a research methodology, presents results, discusses those results, and makes recommendations.

In today’s entrepreneurial and innovative workplace, formal reports are used in a variety of ways. Entrepreneurs often use formal reports to analyze current markets for new products or services. Meanwhile, innovators regularly use formal reports to make recommendations or assess the results of on-going projects. Writing formal reports will be an important part of your career.

Question 13

Why are handouts distracting during presentations?

A. They reinforce points made in your presentation
B. They can be formatted to leave room for note taking
C. They can take a few minutes to be passed around, causing the speaker to lose momentum
D. Enables the presenter to circulate detailed technical data to re-enforce key points

Answer 13

C

Handouts—Handouts can be helpful in some cases, giving the audience something to take away from the presentation for review. When used properly, they can reinforce points made in your presentation or provide data that won’t be visible with a projector. Also, handouts made with presentation software can be formatted to leave room for note taking. Handouts, though, can also be very distracting. In a large room, handouts can take a few minutes to be passed around, causing the speaker to lose momentum. Meanwhile, the audience might be distracted by the handout, reading it instead of listening to the presentation.

Question 14

Which citation style is most common in technical documents?

A. American Psychological Association (APA)
B. Council of Science Editors (CSE)
C. Institute for Electrical and Electronics Engineers (IEEE)
D. Modern Language Association (MLA)

Answer 14

A

The most common documentation style for technical fields is offered by the American Psychological Association (APA). The APA style, published in the Publication Manual of the American Psychological Association, is preferred in technical fields because it puts emphasis on the year of publication.

Question 15

Which of the following statements about formulating research questions is true?

1. Ask the question that you would most like to answer.
2. You will not need to refine and revise your hypothesis as your research moves forward.

A. Only 1 is true
B. Only 2 is true
C. Both 1 and 2 is true
D. Neither 1 or 2 is true

Answer 15

A

About formulating research questions: As you move forward with research, you will probably need to refine or sharpen your original research question and hypothesis. Also, when drafting a research question, try to devise a question that is as specific as possible.

As you move forward with your research, you will probably need to refine or modify your original research question and hypothesis. For now, though, ask the question that you would most like to answer. Then, to form your hypothesis, answer this question to the best of your knowledge. Your hypothesis should be your best guess at this time about the answer to your research question. Like most researchers, you will likely need to refine and revise your hypothesis as your research moves forward.

Question 16

Which is an example of a usability understandability test?

A. Videotaping support staff to see how quickly they can find information in a set of instructions
B. Asking team leaders to explain a set of instructions to their subordinates
C. Tracking staff members as they follow instructions for a new process on a test system
D. Asking users to summarize the main points in a document

Answer 16

D

Usability testing means trying out your document on real readers. This kind of authentic testing can be informal or formal, depending on the importance of your document and the time you have to test it.

Most usability testing is designed to answer four questions:

Can they find it?—Read-and-locate tests are used to determine whether users can locate important parts of the document and how quickly they can do so. Often, the users are videotaped and timed while they are using the document.

Can they understand it?—Understandability tests are used to determine if the users retain important concepts and remember key terms. Users are often asked to summarize parts of the document or to define concepts.

Can they do it?—Performance tests are used to determine whether users can perform the actions the document describes. These tests are often used with instructions and procedures. To do a performance test, have the users perform the procedure that the document describes. Or, ask them to react to your recommendations. Here again, videotaping the users is a good way to keep a record of what happened. Did they seem to find the document easy to use? Where did they stumble or show frustration? When did they react positively or negatively to the tasks or ideas described in the document?

Is it safe?—Safety tests are used to study whether the activities described in the document, especially in instructions or user’s manuals, are safe. These tests carefully watch for possible safety problems by having sample readers use the product documentation.

Question 17

Which is an opening move typically made in the introduction to a document?

A. Make an obvious transition
B. Forecast the content
C. Say thank you
D. Appraise the evidence

Answer 17

B

Six Opening Moves in an Introduction:
1. Define Your Subject
2. State Your Purpose
3. State Your Main Point
4. Stress the Importance of the Subject
5. Provide Background Information
6. Forecast the Content

Five Moves in a Conclusion
Move 1: Make an obvious transition.
Move 2: Restate your main point.
Move 3: Reemphasize the importance of the subject.
Move 4: Look to the future.
Move 5: Say thank you and offer contact information.

Question 18

Which of the following are types of readers of technical documents?

1. Primary
2. Quarternary
3. Tertiary
4. Gatekeepers

A. 1, 2, 3
B. 1, 2, 4
C. 1, 3, 4
D. 2, 3, 4

Answer 18

C

The types of readers of technical documents are Primary, Secondary, Tertiary, and Gatekeepers.

Primary Readers (Action Takers)
Secondary Readers (Advisors)
Tertiary Readers (Evaluators)
Gatekeepers (Supervisors)

Primary Readers (Action Takers) - people who need to make a decision or do something

Secondary Readers (Advisors) - people who might advise the primary readers. Usually, they are experts in the field… can greatly influence the decision that will be made.

Tertiary Readers (Evaluators) - others who may have an interest in your document’s information. These readers may be local news reporters, lawyers, auditors, historians, politicians, community activists, environmentalists, or perhaps your company’s competitors. You can think of these readers as evaluators because they will be making judgments about your project, usually from an outsiders’ perspective.

Gatekeepers (Supervisors) - people who will need to look over your work before it is sent to the primary readers. Your most common gatekeeper is your immediate supervisor. In some cases, though, your company’s lawyers, accountants, marketing specialists, and others may need to sign off on the document before it is sent out.

Question 19

What social media content is commonly used in technical workplaces for making announcements, soliciting new ideas, updating colleagues on projects, and gathering feedback about new ideas and proposed changes in policies?

A. Wikis
B. Blogs
C. Podcasts
D. Videos

Answer 19

B

Wikis are commonly used in technical workplaces for keeping documentation up to date and for customer service.

Blogs are usually more secure than social networking sites, so supervisors and co-workers often use them for making announcements, soliciting new ideas, updating colleagues on projects, and gathering feedback about new ideas and proposed changes in policies.

Microblogs, like Twitter, are similar to regular blogs, except they limit posts to a specific number of characters, like 140 characters. In technical workplaces, microblogs are especially useful because they allow colleagues, clients, and customers to “follow” you, your team, or your company, receiving updates when things happen. You can also follow others. Managers are increasingly using microblogs to send out workplace announcements, to set up meetings, or to alter schedules.

Both blogs and microblogs can be used for collaborating with your team on a project.

Video sharing sites like YouTube and podcasting sites like Podcast Alley are widely used by corporations to communicate with clients, customers, and the press. They are especially popular with tech start-ups because they offer a good way to build awareness about a new company and its products in an inexpensive way.

Question 20

Which approach is NOT applying the visual design principle of grouping?

A. Adding color, shading, and highlighting
B. Setting margins
C. Using borders
D. Use whitespace around a list

Answer 20

A

Adding color, shading, and highlighting creates contrast, not groups.

The principle of grouping means that items on a page that are near each other will be seen as one unit. Grouping allows you to break up the information on a page by dividing the text into scannable blocks.

Grouping is also referred to as “using white space” to frame items on the page. White spaces are places where no text or images appear on the page and include:
- the margins of the document.
- the space around a list.
- the area between an image and the body text.
- the space between two paragraphs.

One way to group information is to use headings.

In document design, borders and straight lines, called rules, can be used to carve a page into smaller groups of information. They can also help break the text into more manageable sections for the readers.

Question 21

Which of the following statements about the five stages of the technical writing process are true?

1. When writing documents you will need move sequentially through the stages.
2. The third stage involves improving the style.

A. Only 1 is true
B. Only 2 is true
C. Both 1 and 2 is true
D. Neither 1 or 2 is true

Answer 21

B

The technical writing process involves moving back and forth among several stages.

Innovative people use genres to generate new ideas and deliver them with effective documents, websites, podcasts, and presentations. This genre-centered process can be divided into five stages:
Stage 1: Researching and Planning
Stage 2: Organizing and Drafting
Stage 3: Improving the Style
Stage 4: Designing
Stage 5: Revising and Editing

Question 22

Which technique for generating new ideas uses journalists’ questions?

A. Outlining/boxing
B. Freewriting
C. Logical/concept mapping
D. The Five W and How

Answer 22

D

Five of the best techniques for technical communication are concept mapping, brainstorming, freewriting, outlining/boxing, and using the Five-W and How questions.

Concept mapping is a visual way to invent your ideas, helping you to discover their logical relationships. Logical/concept mapping uses visualization software and lines and circles to connect related ideas.

When brainstorming, make a quick list of everything you know or believe about your topic. One page or one screen is probably enough. Just write down any words or phrases that come to mind. You’re brainstorming.

Freewriting is easy. Simply put your fingers on the keyboard and start typing into a document file in your word processor. Type for five to ten minutes before you stop to look over your work. Don’t worry about the usual constraints of writing such as sentences, paragraphs, grammatical correctness, or citations. Just keep typing. Eventually, you will find that you have filled one or more screens with words, sentences, and fragments of sentences (Figure 12.2). You may or may not end up using many of the words and sentences in your freewriting draft, but the purpose of freewriting is to put your ideas on the screen. It helps you fight through writer’s block.

Sometimes it helps to sketch an outline before you start drafting. That way, you can see how the document will be structured.

Boxing is less formal. As you plan your document, draw boxes on the screen or a piece of paper that show the major ideas or topics in your document (Figure 12.4). Then, type or write your ideas into the boxes. If you want to make multiple levels in your text, simply create boxes within boxes. You can use the Table function in your word-processing software to make boxes.

The Five W and How questions focus on the who, what, where, when, why, and how of an issue. Separately, for each question, write down any words, phrases, and sentences that come to mind about your topic. These six questions will help you view your subject from a variety of viewpoints and perspectives.

Question 23

Which of the following should be checked when substantively editing (level 2 editing) a draft document?

A. Is the technical detail appropriate for the target readers
B. Is more background information needed
C. Has the purpose of the document changed since it was started
D. Should you reorganize the document to suit the genre

Answer 23

D

Professional editors use a tool called the “levels of edit,” which is illustrated in Figure 19.1, to assess how much editing a document needs before the deadline:

Level 1: Revising—Revises the document as a whole, which is why this level of edit is often called “global editing.” Revision pays attention to the document’s subject, purpose, readers, and context of use.

Level 2: Substantive editing—Pays special attention to the content, organization, and design of the document.

Level 3: Copyediting—Concentrates on revising the style for clarity, persuasion, and consistency, especially at the sentence and paragraph levels.

Level 4: Proofreading—Catches only the grammatical mistakes, misspellings, and usage problems.

At a Glance: Guidelines for Revising (Level 1)
Subject—Is the subject too narrow or too broad?
Purpose—Does the document achieve its stated purpose?
Readers—Is the document appropriate for the readers?
Context of use—Is the document appropriate for its context of use?

At a Glance: Guidelines for Substantive Editing (Level 2)
Content—Are there any digressions or gaps in content?
Organization—Does the document conform to a recognizable genre or pattern?
Design—Do the page layout and graphics enhance the readability of the document?

At a Glance: Guidelines for Copyediting (Level 3)
Sentences—Are the sentences clear and concise?
Paragraphs—Do the paragraphs have a clear topic sentence and support?
Headings—Do the headings help the readers scan for important information?
Graphics—Do the graphics support the written text?

At a Glance: Guidelines for Proofreading (Level 4)
Grammar—Are all the sentences grammatically correct?
Punctuation—Are the sentences properly punctuated?
Spelling and typos—Are there any spelling errors or typos?
Word usage—Are all the words used properly?

Question 24

Identify the missing word in the following sentence.

“[ ? ] your main point” is one of the closing moves in a conclusion of a document.

A. Refine
B. Restate
C. Re-examine
D. Relegate

Answer 24

B

Five Closing Moves in a Conclusion:
1. Make An Obvious Transition
2. Restate Your Main Point
3. Reemphasize the Importance of the Subject
4. Look to the Future
5. Say Thank You and Offer Contact Information

Question 25

In what sequence do teams usually progress through Tuckman’s four stages of team development?

1. Norming
2. Storming
3. Performing
4. Forming

A. 1, 2, 3, 4
B. 4, 2, 1, 3
C. 2, 1, 4, 3
D. 4, 2, 3, 1

Answer 25

B

Tuckman’s four stages of team development, in their typical order, are Forming, Storming, Norming, and Performing.

In 1965, Bruce Tuckman introduced a four-stage model of how most teams learn to work together: Forming, Storming, Norming, and Performing.

Tuckman’s stages are not rigid. Instead, a team tends to move back and forth among the stages as the project evolves and moves forward.

Forming: Strategic Planning - During the forming stage, your team should define its mission and objectives, divide up the tasks, and establish a calendar. When a team is first created, the members are usually excited and optimistic about the new project. They are often a little anxious, because each person is uncertain about the others’ expectations. So, in the forming stage, members should spend time getting to know each other and assessing each other’s strengths and abilities.

Storming: Managing Conflict - Soon after the forming stage, your team will typically go through a storming phase. At this point, it’s normal for tension to surface among team members. When the storming phase happens, team members will need to negotiate, adapt, and compromise to achieve the team’s mission.

Norming: Determining Team Roles - The storming period can be frustrating, but soon afterward, your team should enter the norming stage. In this stage, members of your team will begin to accept their responsibilities and their roles in the project. A sense of team unity will develop as people begin to trust each other. Criticism will become increasingly constructive as team members strive to achieve the project’s mission and objectives.

Performing: Improving Quality - Your team is performing when members are comfortable with the project and their roles in it. Team members will recognize the other members’ talents and weaknesses. They also will begin to anticipate each other’s needs and capabilities.

Question 26

When writing in the persuasive style what does the use of metaphors usually help do?

A. Influence the reader so that they read a document with a specific emotion
B. Create or reinforce a particular perspective that you want readers to adopt
C. Help the reader to understand difficult concepts
D. Control the reader’s pace as they move through your document

Answer 26

B

The elements of persuasive style are tone, similes, analogies, metaphors, and pace.

Elevate the Tone - Tone is the resonance or pitch that the readers will “hear” as they read your document. Of course, most people read silently to themselves, but all readers have an inner voice that sounds out the words and sentences. By paying attention to tone, you can influence the readers’ inner voice in ways that persuade them to read the document with a specific emotion or attitude. One easy way to elevate the tone in written texts is to first decide what emotion or attitude you want the readers to adopt. Then, use concept mapping to find words and phrases that evoke that emotion or attitude (Figure 16.3).

Use Similes and Analogies - Similes and analogies are rhetorical devices that help writers define difficult concepts by comparing them to familiar things.

Use Metaphors - Though comparable to similes and analogies, metaphors work at a deeper level in a document. Specifically, metaphors are used to create or reinforce a particular perspective that you want readers to adopt toward your subject or ideas. For example, a popular metaphor in Western medicine is the “war on cancer.”

Change the Pace - You can also control the reader’s pace as they move through your document. Longer sentences tend to slow down the reading pace, while shorter sentences tend to speed it up. By paying attention to the lengths of sentences, you can increase or decrease the intensity of your text.

Question 27

Which is NOT a guideline for working with visuals in a presentation?

A. Use the presentation software that probably came bundled with your word-processing software
B. Title each slide with an action-oriented heading
C. Use a minimum of a 36-point font for headings and a minimum of a 24-point font for body text
D. Put five or more items on each slide

Answer 27

D

Guidelines for Creating Visuals in a presentation:
- Use the presentation software (PowerPoint, Keynote, or Presentations) that probably came bundled with your word-processing software.
- The design principles discussed in Chapter 17 (balance, alignment, grouping, consistency, and contrast) work well when you are designing visual aids for public presentations. In addition to these design principles, here are some special considerations concerning format and font choices that you should keep in mind as you are creating your visuals:
- Format Choices:
- Title each slide with an action-oriented heading.
- Put five or fewer items on each slide. If you have more than five points to make about a topic, divide the topic into two slides.
- Use left-justified text in most cases. Centered text should be used infrequently, and right-justified text, almost never.
- Use lists instead of paragraphs or sentences.
- Use icons and graphics to keep your slides fresh for the audience.
- Font Choices:
- Use a simple typeface that is readable from a distance. Sans serif fonts are often more readable from a distance than serif fonts.
- Use a minimum of a 36-point font for headings and a minimum of a 24-point font for body text.
- Use color to keep slides interesting and to improve retention.
- Do not use ALL UPPERCASE letters because they are hard to read from a distance.

Overall, it is best to keep your slides as simple as possible. After all, if your audience needs to puzzle through your complex slides, they probably won’t be listening to you.

Graphics are also helpful, especially when you are trying to describe something to the audience. An appropriate graph, chart, diagram, picture, or even a movie will help support your argument (Figure 20.11). Chapter 18 discusses the use of graphics in documents. Most of those same guidelines apply to presentations.

Here are some guidelines that pertain specifically to using graphics in a presentation:
- Make sure words or figures in the graphic are large enough to be read from a distance.
- Label each graphic with a title.
- Keep graphics uncomplicated and limited to simple points.
- Keep tables small and simple. Large tables full of data do not work well as visuals because the audience will not be able to read them—nor will they want to.
- Use clip art or photos to add life to your slides, but don’t overdo the clip art.

Graphics, including clip art and photos, should never be used merely to decorate your slides. They should reinforce the content, organization, and style of your presentation.

Always remember that we live in a visual culture. People are sensitive to bad design. So take the time to properly create slides that enhance your presentation, not detract from it.

Question 28

Which of the following statements about the focus of substantive editing (level 2 editing) are true?

1. Check whether the document conforms to a recognizable genre or pattern.
2. The page layout and graphics should enhance the readability of the document.

A. Only 1 is true
B. Only 2 is true
C. Both 1 and 2 is true
D. Neither 1 or 2 is true

Answer 28

C

The Four Levels of Edit:

Level 1: Revising—Revises the document as a whole, which is why this level of edit is often called “global editing.”
At a Glance: Guidelines for Revising (Level 1)
- Subject—Is the subject too narrow or too broad?
- Purpose—Does the document achieve its stated purpose?
- Readers—Is the document appropriate for the readers?
- Context of use—Is the document appropriate for its context of use?

Level 2: Substantive Editing—Pays special attention to the content, organization, and design of the document.
At a Glance: Guidelines for Substantive Editing (Level 2)
- Content—Are there any digressions or gaps in content?
- Organization—Does the document conform to a recognizable genre or pattern?
- Design—Do the page layout and graphics enhance the readability of the document?

Level 3: Copyediting—Concentrates on revising the style for clarity, persuasion, and consistency, especially at the sentence and paragraph levels.
At a Glance: Guidelines for Copyediting (Level 3)
- Sentences—Are the sentences clear and concise?
- Paragraphs—Do the paragraphs have a clear topic sentence and support?
- Headings—Do the headings help the readers scan for important information?
- Graphics—Do the graphics support the written text?

Level 4: Proofreading—Catches only the grammatical mistakes, misspellings, and usage problems.
At a Glance: Guidelines for Proofreading (Level 4)
- Grammar—Are all the sentences grammatically correct?
- Punctuation—Are the sentences properly punctuated?
- Spelling and typos—Are there any spelling errors or typos?
- Word usage—Are all the words used properly?

Question 29

Which of the following uses the (TM) symbol?

A. Unregistered trademark
B. Registered trademark
C. Copyright
D. None of the above

Answer 29

A

Unregistered trademark symbol: (TM)
Registered Trademark: (R)
Copyright symbol: (C)
Unregistered service trademark symbol: (SM)

Question 30

What does the copyediting symbol # or ^# mean?

A. Delete the last paragraph break
B. Delete blank lines at the end of the last paragraph
C. Begin a new paragraph
D. Add a space

Answer 30

D

Remove paragraph break = looks like a backwards S
Delete blank lines at the end of the last paragraph = slash with a curl
Begin a new paragraph = ¶
Add a space = # or ^#
Format header text at the beginning of a paragraph = not a thing

Question 31

What three aspects determine how readers make decisions when using technical documents?

A. Attitudes, Context, Values
B. Needs, Wants, Values
C. Genres, Needs, Values
D. Values, Attitudes, Needs

Answer 31

D

When using technical documents to make decisions, readers consider their Needs, Values, and Attitudes.

You should also spend some time doing research on your readers so you can develop a reader profile that identifies their needs, values, and attitudes. Specifically, you will want to have answers to the following questions:

Needs—What kinds of information do your readers need to make a decision or take action? What kinds of products or services do they need to solve a problem or get something done?

Values—What outcomes, standards, or ideals do your readers consider most important? Specifically, what do they value above other things?

Attitudes—How do your readers feel about you, your company, and the topic you are writing about? Are they already leaning your way, or are they skeptical about what you are telling them?

Question 32

How are topic sentences used in a paragraph?

A. Used frequently to emphasize the message being conveyed
B. Used to make a claim or statement that the rest of the paragraph will support
C. Positioned to create a link from one topic to the next
D. Used to paraphrase the paragraph’s overall claim

Answer 32

B

At a Glance: Four Kinds of Sentences in a Paragraph

• Transition sentence (optional) - The purpose of a transition sentence is to make a smooth bridge from the previous paragraph to the present paragraph.
• Topic sentence - The topic sentence is the claim or statement that the rest of the paragraph is going to prove or support.
• Support sentence - The bulk of any paragraph is typically made up of support sentences. These sentences contain examples, reasoning, facts, data, anecdotes, definitions, and descriptions.
• Point sentence (optional) - Point sentences restate the paragraph’s main point toward the end of the paragraph. They are used to reinforce the topic sentence by restating the paragraph’s original claim in new words. Point sentences are especially useful in longer paragraphs where readers may not fully remember the claim stated at the beginning of the paragraph. They often start with transitional devices like “Therefore,” “Consequently,” or “In sum,” to signal that the point of the paragraph is being restated.

Question 33

Which of the following are types of usability tests?

1. Document markup
2. Summary
3. Ham and cheese
4. Protocols

A. 1, 2, 3
B. 1, 2, 4
C. 1, 3, 4
D. 2, 3, 4

Answer 33

B

Usability testing means trying out your document on real readers. This kind of authentic testing can be informal or formal, depending on the importance of your document and the time you have to test it.

Types of Usability Testing:
- Document markup (readers mark places in document where they stumble or fail to understand)
- Read and locate test (can they find it? often videotaped and timed)
- Summary test (can they understand it? define concepts too)
- Protocols (they talk out loud while using the text; comments recorded and transcribed)
- Journal or tape recording (they keep a written or tape journal)
- Surveying (questionnaire afterwards about their experience)
- Interviewing (they are interviewed about their experiences)
- Focus groups (groups look over the document and discuss their reactions)
- Laboratory testing (cameras and one-way mirror, observation)

Question 34

Which communication situation is MOST likely to use the technical genre of formal reports?

A. Presenting an innovative idea to management for their consideration
B. Presenting objective information on an ongoing issue and its future implications for the workplace
C. Formally reporting findings from a study and making recommendations on the next steps
D. Describing how to complete a workplace activity or process

Answer 34

C

The genres of technical communication are:

Emails, Letters, and Memos
Technical Descriptions and Specifications
Instructions and Documentation
Proposals
Brief Reports
Formal Reports

Emails, Letters, and Memos - share information, make requests, and convey decisions
- Letters and Memos - letters and memos for “formal” messages when you are speaking on behalf of your company or organization
- Emails - messages that fall somewhere between informal and formal kinds of correspondence. You will use e-mail for day-to-day communications with your team and customers. E-mails are also sometimes used to send formal decisions to people inside and outside the company.

Technical Descriptions and Specifications - clear and accurate technical descriptions are crucial to successful product launches, because these documents are used to describe products in precise detail for manufacturing and marketing.

Instructions and Documentation - help people complete simple and complex tasks

Proposals - describe new projects, present ideas, offer new strategies, and promote services. Innovators and entrepreneurs use proposals to pitch new products, create new services, and recommend changes to existing methods and procedures. The purpose of a proposal is to present your ideas and plans for your readers to consider. Almost all projects begin with proposals

Brief Reports - objectively present ideas or information within a company. This genre has several variations:

 - Progress Reports - written to inform management about the progress or status of a project. These reports are usually written at regular intervals—weekly, biweekly, or monthly—to update management on what has happened since the last progress report was submitted. Your company’s management may also periodically request a progress report to stay informed about your or your team’s activities. A typical progress report will provide the following information:
      - A summary of completed activities
      - A discussion of ongoing activities
      - A forecast of future activities

 - White Papers and Briefings - used to educate management or clients about an important issue. Typically, white papers are print documents, while briefings are presented verbally. Occasionally, briefings will also appear as “briefs” in written form. White papers and briefings typically present gathered facts in a straightforward and impartial way. They include the following kinds of information:
      - A summary of the facts
      - A discussion of the importance of these facts
      - A forecast about the importance of these facts in the future

 - Incident Reports - describe an event, usually an accident or irregular occurrence, and they identify what corrective actions have been taken. As with other kinds of brief reports, incident reports present the facts as objectively as possible. They provide the following information:
      - A summary of what happened (the facts)
      - A discussion of why it happened
      - A description of how the situation was handled
      - A discussion of how the problem will be avoided in the future

 - Laboratory Reports - written to describe experiments, tests, or inspections. If you have taken a laboratory class, you are no doubt familiar with lab reports. These reports describe the experiment, present the results, and discuss the results. Lab reports typically include the following kinds of information:
      - A summary of the experiment (methods)
      - A presentation of the results
      - A discussion of the results

Formal Reports - the most common large documents produced in the technical workplace. A formal report is usually a factual and data-centered response to a research question. It typically describes a research methodology, presents results, discusses those results, and makes recommendations.

Question 35

Which of the following is an appropriate strategy for communicating with corporate website customers?

1. Avoid asking loyal customers to suggest improvements, as they are likely to be biased.
2. Acknowledge comments from visitors to the website.

A. Only 1
B. Only 2
C. Both 1 and 2
D. Neither 1 or 2

Answer 35

B

People who take the time to visit a corporate social networking site and leave comments want to be acknowledged. If they offer a compliment, respond with a thank you or some additional information about the product or service. If they have a complaint, try to explain how the company is handling the situation and perhaps improving it.

Question 36

Which is a factor for consideration when using symbols in documents for a global audience?

A. Symbols can confuse readers of documents not in their first language
B. The American Institute of Graphic Arts (AIGA) created the symbol system that is familiar to North Americans and is used globally
C. Shapes such as circles or squares are too simple to add any value
D. Symbols add little value to technical documents

Answer 36

B

To avoid misunderstandings, designers have developed collections of symbols that are intended to cross cultures. The American Institute of Graphic Arts (AIGA) created the symbol system that is familiar to North Americans and is used globally (Figure 18.19). The European Union and the International Organization for Standardization (ISO) have also created sets of international symbols that are widely used.

Question 37

Identify the missing word in the following sentence.

A graphic should be [ ? ] and placed properly.

A. labeled
B. transparent
C. small
D. black and white

Answer 37

A

Guidelines for using graphics:

Guideline One: A Graphic Should Tell a Simple Story
Guideline Two: A Graphic Should Reinforce the Written Text, Not Replace It
Guideline Three: A Graphic Should Be Ethical
Guideline Four: A Graphic Should Be Labeled and Placed Properly

Question 38

Which of the following are major patterns of arrangement for a section of a document?

1. Better and worse
2. Costs and benefits
3. Now and then
4. If… then

A. 1, 2, 3
B. 1, 2, 4
C. 1, 3, 4
D. 2, 3, 4

Answer 38

B

All nine Patterns of Arrangement:
- Cause and Effect
- Comparison and Contrast
- Better and Worse
- Costs and Benefits
- If… Then
- Either… Or
- Chronological Order
- Problem/Needs/Solution
- Example

Question 39

What kind of page typically contains the facts, details, images, and other information readers seek?

A. Home page
B. Node page
C. Navigation page
D. Splash / Individual page

Answer 39

D

Home page = main page of the site, identifies subject and purpose of site, forecasts structure like an intro and table of contents

Node pages—The home page will typically have links to a number of node pages. Node pages divide the website’s content into larger topic areas. For example, a university’s home page will have links that go to node pages like Colleges and Departments, Libraries, Students, and Faculty and Staff. These are all nodes in the website.

Navigation pages = search engine or site map

Splash / individual pages = Individual pages contain the facts, details, images, and other information that readers are seeking.

Question 40

Which of the following statements about using concept maps to elevate the tone of a document is true?

1. Concept maps can be used to help identify major steps and break them down into minor steps.
2. Use concept mapping to find words and phrases that evoke an emotion or attitude.

A. Only 1 is true
B. Only 2 is true
C. Both 1 and 2 is true
D. Neither 1 or 2 is true

Answer 40

B

Using concept mapping, sketch out a methodology that would allow you to study that research question in depth.

Use concept mapping to sketch out a methodology that would help you generate results to answer your research question.

Use Concept Mapping to Identify Project Tasks
Put your top-rank objective (purpose) in the middle of your screen or a piece of paper and ask yourself, “What are the two to five major steps necessary to achieve this goal?” Once you have identified your major steps, then identify the two to five minor steps that will help you achieve each major step.

Concept mapping, brainstorming, freewriting, outlining/boxing, and the Five W and How questions are good ways to generate new ideas.

Concept mapping can be used to define a subject and highlight places where evidence needs to be found.

Using Concept Mapping to Create a Frame
Framing is a useful way to describe an idea through the readers’ point of view. Here, a concept map shows how the word progress would be framed. Figure 13.4

Once you locate a common value, you can use concept mapping to reframe the issue in a way that appeals to your readers.

Concept mapping can help. Put the purpose of your research in the middle of your screen or a piece of paper. Ask, “How are we going to achieve this purpose?” Then, answer this question by formulating the two to five major steps you will need to take in your research. Each of these major steps can then be broken down into minor steps (Figure 14.3).

Concept mapping can help you sketch out a methodology. Keep asking the How? question as you consider the steps needed to complete your project.

One easy way to elevate the tone in written texts is to first decide what emotion or attitude you want the readers to adopt. Then, use concept mapping to find words and phrases that evoke that emotion or attitude (Figure 16.3).

As described in Chapter 16, “Using Plain and Persuasive Language,” you can use concept mapping and other stylistic strategies to create specific tones or themes in your writing.

Question 41

According to Johnson-Sheehan, which of the following statements about project outcomes and deliverables are true?

1. To identify the outcomes of your project, make a list of the two to five measurable goals that you can use to show progress.
2. Sometimes it is helpful to convert each project outcome into a deliverable.

A. Only 1 is true
B. Only 2 is true
C. Both 1 and 2 is true
D. Neither 1 or 2 is true

Answer 41

C

Your project outcomes are the visible and measurable results of the team’s efforts. To identify the outcomes of your project, make a list of the two to five measurable goals that you can use to show the progress of your team.

Organizations often like to talk about outcomes in terms of “deliverables.” Deliverables are the real products or services that you will deliver to the customer or client during the project and after it is completed. Sometimes it is helpful to convert each project outcome into a deliverable.

Question 42

Which of the following is NOT a benefit of using reader profiles for technical communication?

A. Helps you make documents more informative and persuasive
B. Helps you anticipate the needs of global and transcultural readers
C. Helps you identify the need-to-know information that your readers want
D. Helps you create new methods of production

Answer 42

D

Using Reader Profiles to Your Advantage
Use reader profiles to:
- make documents more informative and persuasive
- anticipate the needs of global and transcultural readers

The different reader profiles for each of these documents allowed the authors (probably the same team of writers) to effectively present the same information to two very different kinds of readers.

Specifically, your reader profile worksheets will help you identify the need-to-know information that your readers want, while steering you away from information they don’t need. You can then organize your document or presentation to feature the major issues that your readers or audience will find most important. Meanwhile, your worksheets can help you decide what style and design will best suit your readers’ values and attitudes.

Question 43

Why is triangulation of sources important?

A. Compares evidence from a variety of print, electronic and empirical sources
B. Ensures sources of evidence are collected from three different perspectives
C. Provides an assessment of how biased the sources are
D. Determines whether sources have been plagiarized

Answer 43

A

Triangulation of sources is important because triangulation compares evidence from a variety of print, electronic, and empirical sources.

Triangulate evidence to ensure reliability.

Triangulation is a helpful way to determine whether you are collecting evidence from a variety of sources. Triangulating your sources allows you to compare sources, thereby helping you determine which evidence is reliable and which is not.

To triangulate your sources, collect evidence from all three sides of the “research triangle” (Figure 14.8): Electronic Sources, Print Sources, and Empirical Sources.

If you find similar facts from all three sides of the research triangle, you can be reasonably confident that the evidence is reliable.

If you find the evidence from only two sides, the evidence is probably still reliable, though you should be less confident.

If, however, you find the evidence from only one side of the triangle, it might not be reliable and needs further confirmation.

Make sure you look for sources from a variety of perspectives and opinions. In other words, do not only search for sources that confirm what you already believe because you won’t gain a deeper understanding of the subject. After all, even when you absolutely disagree with someone else, his or her argument may give you additional insight into the issue you are researching. Keep an open mind.

Question 44

Which of the following statements about empirical studies is true?

1. Primary empirical sources include observations, experiments, and interviews.
2. Secondary empirical sources include academic journals, magazine articles, and research databases.

A. Only 1 is true
B. Only 2 is true
C. Both 1 and 2 is true
D. Neither 1 or 2 is true

Answer 44

C

Empirical research is a critical part of working in technical disciplines.

Primary sources—Evidence collected from observations, experiments, surveys, interviews, ethnographies, and testing

Secondary sources—Evidence drawn from academic journals, magazine articles, books, websites, research databases, DVDs, CDs, and reference materials

Using Empirical Sources
You should also generate your own data and observations to support your research. Empirical studies can be quantitative or qualitative, depending on the kinds of evidence you are looking for. Quantitative research allows you to generate data that you can analyze statistically to find trends. Qualitative research allows you to observe patterns of behavior that cannot be readily boiled down into numbers.

Ethnography = the scientific description of the customs of individual peoples and cultures

Question 45

Which feature of pie charts is MOST likely to limit their use in documents?

A. It is not always possible to place the labels in the segments of the pie chart or near them
B. They take up a great amount of space in a document while usually presenting only a small amount of data
C. They use color which has different meanings in different cultures
D. They are difficult to construct manually

Answer 45

B

Pie charts are useful for showing how a whole divides into parts (Figure 18.12). Pie charts are popular, but they should be used sparingly. They take up a great amount of space in a document while usually presenting only a small amount of data.

Question 46

When strategically planning the work of a technical documentation team, in what sequence are the following typically undertaken?

1. Set objectives
2. Develop a timeline
3. Create a list of tasks

A. 1, 2, 3
B. 2, 3, 1
C. 2, 1, 3
D. 1, 3, 2

Answer 46

D

Steps of Strategic Planning:
1. Set Objectives
2. Create a List of Tasks
3. Set a Timeline

Question 47

Which strategy applies the visual design principle of consistency?

A. Headings should be predictable
B. Use the whitespace appropriately to frame items
C. Structure the text so the hierarchy of information is clear
D. Offset the elements to create a stable feeling in the text

Answer 47

A

Here are five basic design principles that will help you make better decisions about how your document should look and function:

Balance—The document should look balanced from left to right and top to bottom.

Alignment—Images and words on the page should be aligned to show the document’s structure, or hierarchy.

Grouping—Related images and words should be placed near each other on the page.

Consistency—Design features in the document should be used consistently, so the document looks uniform.

Contrast—Items in the document that are different should look significantly different.

The principle of consistency suggests that design features should be used consistently throughout a document or website:
- Headings should be predictable.
- Pages should follow the same grid.
- Lists should use consistent bulleting or numbering schemes.
- Page numbers should appear in the same place on each page.

Question 48

Which are the two factors that help determine the appropriate level of editing for a document?

A. The length of the document and the time available
B. The quantity needed and the document genre
C. The quality needed and the time available
D. The quality needed and the length of the document

Answer 48

C

The two factors that help determine the appropriate level of editing for a document are the quality needed and the time available.

Question 49

Which check is MOST likely to be carried out during proofreading (level 4 editing)?

A. The sentences are grammatically correct
B. That each paragraph supports the flow of the text
C. That sub-headings help readers to navigate the document
D. The document layout makes it readable for situations where it will be used

Answer 49

A

Proofread for grammar, punctuation, and word usage.

Proofreading begins when the document is complete in almost every way. While proofreading, you need to focus only on the mechanical details of the document, like the grammar, spelling, punctuation, and word usage. While proofreading, you should focus on marking “errors” and making only minor stylistic changes to the text.

In technical documents, grammar errors are a sign of low quality. Most readers can figure out the meaning of a document even when it contains an occasional grammar error. The real problem with these kinds of errors is that they will cause your readers to doubt the quality or soundness of the document and the information it contains.

Punctuation reflects the way we speak.

Spelling errors and typos can be jarring for readers. One or two in a document may be forgivable, but several errors will cause your readers to seriously question your commitment to quality.

At a Glance: Guidelines for Proofreading (Level 4)
- Grammar—Are all the sentences grammatically correct?
- Punctuation—Are the sentences properly punctuated?
- Spelling and typos—Are there any spelling errors or typos?
- Word usage—Are all the words used properly?

Question 50

Which of the following statements about genres is true?

1. Genres are patterns that reflect how communities, including people in technical workplaces, get things done.
2. Innovative people use genres to generate new ideas.

A. Only 1 is true
B. Only 2 is true
C. Both 1 and 2 is true
D. Neither 1 or 2 is true

Answer 50

C

Genres are patterns that reflect how communities, including people in technical workplaces, get things done. A genre shapes a project’s content, organization, style, and design, as well as the medium in which it is delivered.

Genres also help you be more creative. In the technical workplace, writing a document or developing a presentation is an innovative process. New ideas don’t just happen. Instead, innovative people use genres to generate those new ideas and deliver them with effective documents, websites, podcasts, and presentations. This genre-centered process can be divided into five stages:

Stage 1: Researching and Planning

Stage 2: Organizing and Drafting

Stage 3: Improving the Style

Stage 4: Designing

Stage 5: Revising and Editing

The technical writing process involves moving back and forth among several stages. Each stage is shaped by the genre of the document.