Midterm

Question 1

What are the five things an external document must include?

Answer 1

Letter of transmittal 
Cover page
Table of contents
Body
Summary

Question 2

Where does the letter of transmittal go in the document?

Answer 2

On top of the document

Question 3

What are 3 Key points to consider before writing or speaking?

Answer 3

Who is my audience
What do I want to tell my audience
How do I say it

Question 4

What are some general guidelines for effective communication?

Answer 4

Generally put your main idea up front
Keep your sentence structure short and simple
Provide all essential information without giving too much

Question 5

When should the main idea not be up front?

Answer 5

When the message is negative

Question 6

What is diction?

Answer 6

the speaker’s or writer’s choice of the words

Question 7

What are two types of diction?

Answer 7

High and Low

Question 8

What is high diction?

Answer 8

standard or formal english

Question 9

What is low diction?

Answer 9

Conversational or informal English

Question 10

What are some examples of low diction?

Answer 10

Slang
Military jargon
Cliches
Profanity

Question 11

Why should a speaker or writer use high diction?

Answer 11

It is easier to understand

Creates a positive impression

Question 12

What is the difference between denotation and connotation?

Answer 12

Denotation is the definition of a word. The connotation is any extra meaning, often emotional, a word may have.

Question 13

What are some ways to encourage workers to pass up negative information?

Answer 13

Foster an environment where people feel comfortable to speak up.
Management by walking around
Anonymous suggestion box

Question 14

What are some causes of problems with downward communication?

Answer 14

Distortion or confliction

Question 15

What are causes of problems with lateral communication?

Answer 15

Hoarding information

Question 16

What is noise?

Answer 16

Anything that impedes communication

Question 17

What are some examples of noise?

Answer 17

Loud sounds
Talking
Clock
Temperature
Smells 
Bad Lighting

Question 18

What are the six main speaker responsibilities?

Answer 18

Follow time constraints
Speak on the assigned topic
Don't talk down to your audience
Address when questions should be asked
Be enthusiastic
Be prepared

Question 19

What are some ways to follow time constraints?

Answer 19

Show up early
Speak for the allotted time
Prepare enough material

Question 20

What is the SLS writing method? What does it do?

Answer 20

It is a combination of short and long sentences that helps create good flow.

Question 21

Explain the use of who and that.

Answer 21

“Who” should be used for people. “That” should be used for non-living things and avoided when not necessary.

Question 22

What are some things to remember when using time in business writing?

Answer 22

Use the 12 hour clock as well as the p.m. and a.m. Designators

Question 23

What are the seven parts to a traditional business letter?

Answer 23

Return (outside) address or Heading
Date
Inside Address
Salutation
Body
Complimentary close
Signature block

Question 24

How many spaces are between the salutation and the body?

Answer 24

One

Question 25

How many spaces are between the body and the complimentary close?

Answer 25

One

Question 26

How many spaces between the complimentary close and the printed name after the signature block?

Answer 26

Three

Question 27

What are the listener’s responsibilities?

Answer 27

Follow time constraints
Provide positive feedback
Avoid any behavior that can bother the speaker
Have an open mind
Ask questions at the appropriate time
Don't ask loaded questions