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Chapter 11—Organizing and Preparing Reports and Proposals

TRUE/FALSE

     1.   The need for preliminary and addenda items is influenced by the length of the report and its formality.

          

     2.   Word processing software can simplify the tedious task of creating a table of contents.

          

     3.   An executive summary should only be used for long and complex reports.

     4.   An abstract, or executive summary, summarizes the findings section of the formal report but does not mention the recommendation(s).

     5.   Conclusions are drawn by inference from research findings, while recommendations are the writer's opinion of what action should be taken based on the conclusions.

     6.   When the reference list of a report includes sources not cited in the report, it is referred to as a bibliography or works consulted.

          

     7.   An appendix contains supplementary information that supports the report but is not appropriate for inclusion in the report itself.

          

     8.   A manager who asks for a report on the best phone system for an office may request a justification report to support the recommended decision.

     9.   The director of a professional organization who asks for a report on developing an online newsletter for members may request a justification report to support the recommended decision.

   10.   Businesses often develop their own report styles which may differ from standard style manuals.

   11.   Talking headings are preferred in business reports because they tell about the content of the sections and reveal any conclusion(s) presented in the sections.

   12.   All report headings that are of the same level must be consistent in positioning, appearance, and grammatical construction.

   13.   The use of first-person pronouns (I or we) are generally acceptable in a formal report.

   14.   “Authorization was received from the IRS” is an example of a sentence using active voice.

          

   15.   When designed correctly, form reports save time and increase clerical accuracy over individually prepared reports.

   16.   The most widely used report format for communication within an organization is the letter report.

   17.   When a consultant proposes a program to a client, the most suitable report form is a memorandum report.

   18.   A report that recommends to management the installation of a new computer system is an example of an internal proposal.

   19.   A report that recommends to management the adoption of a particular cell phone plan for company employees is an example of an internal proposal.

          

   20.   An unsolicited proposal is prepared by an individual or firm that sees a problem to be solved and submits a proposal for consideration.

          

   21.   An RFP describes a problem that needs to be solved and invites respondents to describe their proposed solutions.

   22.   With team-prepared proposals, the whole team typically works together on each section of the proposal.

MULTIPLE CHOICE

     1.   Which of the following is NOT true concerning the table of contents of a report?

a.	The contents page includes the beginning and ending page numbers for report parts.
b.	Leaders are used between the report part and the page numbers to assist the reader's eyes in moving across the page.
c.	Word processing software programs can generate a table of contents automatically.
d.	The list includes the name and location of every report part except those that precede the contents page.

     2.   The executive summary in a formal report should

a.	briefly introduce the report and preview the major divisions.
b.	summarize the major sections of the report.
c.	summarize the report summary and any conclusions and recommendations.
d.	accomplish all of the above.

          

     3.   Which of the following is NOT true of the executive summary?

a.	It provides an overview of the essential elements in an entire report.
b.	It includes the table of contents.
c.	It summarizes the recommendations.
d.	It previews the major report divisions.

          

     4.   An analytical report

a.	is designed to solve a specific problem or answer research questions.
b.	draws inferences in its body and therefore does not have a conclusions section.
c.	neither a nor b is correct.
d.	both a and b are correct.

     5.   Which of the following is correct concerning the executive summary (abstract) in the preliminary pages and the summary that appears as a final section of the report body?

a.	Only one or the other is necessary, since they would contain the same information.
b.	Both are necessary because the executive summary summarizes the essential elements of the entire report and the summary reviews the main points presented in the body.
c.	Both are necessary because they are prescribed sections in the APA style.
d.	Neither is necessary in a well-written, concise report.

     6.   Which of the following is correct concerning the analysis sections of a formal report?

a.	An informational report typically ends with recommendations and has no summary or conclusions.
b.	An analytical report typically has no summary or conclusions and ends with recommendations.
c.	For short reports, the writer may place the summary, conclusions and recommendations together in one section.
d.	None of the above is correct.

     7.   Which of the following best describes the purpose of an analytical report?

a.	To solve a specific problem or answer research questions
b.	To provide information on a specific problem
c.	To provide information and summarize findings of research
d.	To compare and contrast research on similar problems related to the topic

     8.   Which of the following statements is NOT correct concerning the appendix of a report?

a.	Each report contains only one appendix, although several things may be placed in it.
b.	The appendix is a good place to put lengthy material that is related to the information in the body.
c.	Each item in the appendix must be mentioned in the report.
d.	The appendix may include questionnaires, summary tabulations, legal documents, or mathematical computations.

     9.   Which of the following is NOT true of the parts of a business report?

a.	The table of figures includes a reference to each figure that appears in the report.
b.	The table of contents gives the reader an overview of the report.
c.	The executive summary summarizes the essential elements of the entire report.
d.	The appendix includes the references and the index.

          

   10.   The content outline of a report

a.	is a formal section of the report that serves to define and organize the content.
b.	is an optional prerequisite to writing a formal report.
c.	is a planning document that is subject to modification as the writer develops the report.
d.	must have three major points.

          

   11.   Which of the following is applicable to the development of headings for a report?

a.	Something must divide into at least three parts or it should not be divided into subdivisions.
b.	Headings at the same level must use consistent grammatical construction.
c.	Headings at the same level must be consistent in font and type style.
d.	B & C are correct.

   12.   A typical short report includes

a.	a personal writing style using first or second person.
b.	no graphics.
c.	no contractions.
d.	only one heading per page.

          

   13.   Derek is writing a short report about his findings on the attitudes of custodial employees on the job. The audience for the report is Physical Plant management for the company. Which of the following formats should Derek use?

a.	letter format
b.	memo format
c.	form report
d.	formal report

   14.   Which of the following is NOT a benefit of form reports?

a.	Increase clerical accuracy
b.	Save time for the preparer
c.	Make data tabulation easier
d.	Increase personalization

   15.   Which of the following guidelines is appropriate when preparing memo and letter reports?

a.	Use personal writing style, including first- and second-person language.
b.	Use deductive approach, regardless of the type of message.
c.	Avoid the use of headings and subheadings.
d.	All the above are appropriate.

   16.   A manager who wants to introduce flexible work schedules in a company will write which one of the following proposals for management consideration?

a.	solicited proposal
b.	RFP
c.	external proposal
d.	internal proposal

   17.   Rozell & Ramos Associates wants to ask companies to submit bids to design the lighting in their new building. The Associates will develop which of the following documents to solicit bids.

a.	external proposal
b.	request for proposal
c.	unsolicited proposal
d.	internal proposal

          

   18.   Which of the following statements is correct concerning the writing of proposals?

a.	Proposals are always directed to an external audience.
b.	Proposals are only written in response to solicitations or request for proposals.
c.	A simple price quotation may constitute a proposal.
d.	All of the above are incorrect.

   19.   As a restaurant owner, you are submitting a proposal to a local radio station, offering to operate a concession stand during an all-day benefit to raise money for your city library. Which of the following would be an acceptable place to present the expected costs?

a.	After the description of the purpose
b.	Nowhere in the proposal as the discussion would be held verbally
c.	As the conclusion
d.	After the main body of the proposal

          

   20.   Which of the following is the BEST advice for including objectives in a proposal?

a.	List only enough measurable and attainable objectives to accomplish the purpose of selling your proposal.
b.	Include a generous list of objectives, even though you know that you may not totally achieve all of them.
c.	Omit an objectives section; a problem statement is sufficient for defining your goals.
d.	Your proposal has only one objective: to convince the reader that the benefit from your product or service will outweigh the cost.

   21.   Which of the following is true concerning what the writer should do during the preparation of an effective proposal?

a.	Prepare the parts according to the standard accepted arrangement.
b.	Start with the hardest part of the proposal and then go on to another.
c.	Arrange the parts in whatever order seems appropriate.
d.	Write the proposal by beginning on line one, page one, and proceed to the end.

SHORT ANSWER

     1.   What three purposes are served in a report by its preliminary parts? Give an example of a preliminary part that serves each purpose.

     2.   Peyton, the new marketing director at his company, has been asked to write a report for the board of directors on a new corporate image for the company. The report must include an executive summary. What components should the executive summary include?

     3.   You have been asked to compare Product A with Product B based upon three criteria: cost, reliability, and durability.  Using Roman Numerals in an outline form, show an organizaitonal strategy that could be used.  Assume you would have a standard introduction and conclusion.

     4.   What is research credibility, and how can you enhance your credibility as a researcher?

     5.   List at least five suggestions for choosing a writing style that results in a more effective formal report?

     6.   Which report parts are the primary focus of short reports? List some report features that may be incorporated into short reports.

     7.   Explain the differences between internal and external proposals, as well as solicited and unsolicited proposals.

     8.   Discuss guidelines for the writing process when preparing a proposal.

CASE

     1.   Analysis of an Executive Summary for a Report

Read and analyze the following Executive Summary written to accompany a report on the implementation of a secure intranet.

Executive Summary

Braden Inc., a small but growing manufacturing business, has operated in Indianapolis, Indiana for ten years. Darren Russell, President, had considered the implementation of a website for the company. He had concerns about the cost to create and maintain an effective site. Russel established a team to study the possibility of implementing company website at an affordable cost.

The team conducted research using primary and secondary research methods. Current literature was examined, and a survey was conducted through a Chamber of Commerce membership list of 50 small business owners of various companies in the metropolitan area that had a company website.

The report discussed the following topics related to the initiation of a company website: (1) benefits to be gained, (2) challenges in development and maintenance, (3) projected costs, and (4) guidelines for getting started. Conclusions of the study can be found in the full report.

The study concluded that intranets have become extremely popular because of the various benefits they offer. Potential problems of intranets can be addressed with recommended security measures. Braden Inc. should proceed with plans to establish a secure intranet.

Required:

Write a critical analysis of this executive summary and discuss the content as well as the writing style.

          

     2.   Headings as Signposts

Headings are signposts that inform readers about what text is ahead. Talking heads that are parallel in structure can be used in a basic outline to communicate the content of the section and even give a conclusion about the section. The following headings for two reports are not parallel and will not be effective points in a basic outline.

·	Report 1: Organize Your Finances; Budget; Insurance is Important; You Need a Will, Emergency Savings is Necessary
·	Report 2: Healthy Food is Good for You; Get Regular Exercise; Stress Reduction

Required:

Rewrite the headings so that they are parallel talking heads. Then develop a basic outline, complete with a report title, for each report based on the revised talking heads.

          

STA:   DISC: Rhetorical Considerations    KEY:  Bloom's: Synthesis  

Chapter 12—Designing and Delivering Business Presentations

TRUE/FALSE

     1.   Regina runs into her supervisor in the hallway and updates him on a current project. Such an encounter is a type of oral briefing.

     2.   Sierra is planning a presentation on teamwork. An important part of planning this presentation should be for her to determine what she wants to accomplish during this presentation.

          

     3.   To be effective as a presenter, you must spend time learning about the audience.

     4.   Humor should not be used when introducing a presentation because it can be offensive to members of the audience.

     5.   Because spoken communication is more difficult to process than written communication, complex, lengthy sentences that are acceptable for written documents are NOT effective in a presentation.

     6.   In a typical business presentation, the number of major points should be limited to three to five.

     7.   The close of a presentation should be creative and memorable because audiences tend to remember what they hear last.

     8.   Speakers who use presentation visuals are considered better prepared and more persuasive and interesting then speakers who do not use visuals.

     9.   To avoid clutter, you should limit slide content to key ideas presented in as few words as possible.

   10.   As a general rule in presentations, a speaker should include only one major idea on each slide.

   11.   Since color is an attention getter, the skilled presenter should use as many different colors as his or her software supports.

   12.   Black text against a white background provides the greatest contrast.

          

   13.   Extemporaneous speeches require no preparation or rehearsal.

   14.   When delivering a presentation, an impressive introduction of you as the speaker will help to establish your credibility with the audience.

   15.   Gestures should be eliminated during a business presentation since they distract your audience.

   16.   North Americans are perceived by members of some cultures as too casual in their presentation style.

   17.   One effective way to elicit feedback about your presentation from an intercultural audience is to frequently ask them if they understand.

   18.   Although North Americans prefer a direct approach (with the main idea presented first) in most presentations, many cultures including the Japanese, Latin Americans, and Arabs consider the straightforward approach tactless and rude.

   19.   To produce a unified team presentation, many experts recommend scheduling at least five practice sessions.

          

   20.   Team members who are not currently speaking during the presentation should maintain eye contact with the audience or look at their own notes.

          

   21.   Gerome has planned a distance presentation for new employees in his company’s six locations. Since he has not previously met the participants in person, he should schedule a conference call with the participants to establish rapport prior to the distance presentation.

          

MULTIPLE CHOICE

     1.   Knowing the audience for a business presentation involves

a.	identifying their ages, incomes, occupations, and gender.
b.	understanding their perspective on the topic you will present.
c.	understanding why the topic you will present is important to them.
d.	all of the above.

          

     2.   Which of the following is a factor that will help you direct a presentation specifically to an audience?

a.	the location and occasion of the speech
b.	the audience’s knowledge & experience
c.	the seating arrangement for the presentation
d.	all of the above.

     3.   Which of the following statements is FALSE concerning the introduction of a presentation?

a.	What you say at the beginning sets the stage for your entire presentation and initiates your rapport with the audience.
b.	Attention-getting techniques may include a quotation by an expert, an appropriate joke, or a startling statistic.
c.	The inductive approach is typically used, because the deductive approach would remove the element of suspense for the audience.
d.	After presenting the purpose, you should preview the major points you will discuss in the order you will discuss them.

     4.   Which of the following is a goal of an effective introduction to a presentation?

a.	Provide relevant statistics.
b.	Use jargon and technical terms.
c.	Establish rapport.
d.	Cover three to five major points.

     5.   Management is requiring employees at Sentac Enterprises to attend a presentation by your consulting firm about how to prevent sexual harassment in the workplace. What technique should you use to get the audience interested in the presentation?

a.	Open your presentation with “Thirty-five percent of employees at Sentac Enterprises say that in the last six months, they have felt uncomfortable in a work situation because of a sexual comment by a colleague.”
b.	Thank your audience in advance for their time.
c.	Tell a sexually explicit joke as an example of what not to do to prevent sexual harassment.
d.	None of the above

     6.   Which of the following would BEST capture the attention of the audience in an introduction to a speech about diversity in the workplace?

a.	First of all, I would like to thank you for the opportunity to speak today on “Diversity in the Workplace.”
b.	My name is John Smith, and today I will speak to you about managing intercultural workforces.
c.	My name is John Smith, and I have 15 years of experience managing intercultural workforces.
d.	How many of you were born outside the U.S.? Let's see a show of hands.

          

     7.   Jacob, an expert in traffic patterns requirements for increasing highway lanes, is presenting to the Tennessee Department of Transportation about the need for additional highway lanes between Nashville and Memphis. What would be an effective opening for his presentation?

a.	Thank you for having me today. I want to tell you why TDOT needs to increase the number of highway lanes between Nashville and Memphis to 12.
b.	I am glad to be here! Isn’t the weather in Tennessee wonderful today?
c.	How many of you have spent time on the Interstate 51 between Nashville and Memphis? Then you have seen what I am about to describe.
d.	All of the above would be equally effective.

          

     8.   A male friend has asked for advice on how he should dress to give a presentation at a local business organization's annual awards banquet to be held in a downtown hotel. Which of the following would be your BEST suggestion?

a.	Dress professionally, as much for yourself as for your audience.
b.	Anything that is clean and neat would be appropriate; your appearance will not be important to the audience.
c.	It is better to underdress than to overdress, so that you don't alienate yourself from your audience.
d.	Business casual wear would be appropriate, since the event is being held after work hours.

          

     9.   José is making a presentation to potential donors for International University about design and construction plans for the new Health Sciences Center planned for the institution. He has never spoken to these donors before and he is new to the university. Which of the following techniques should he use to make an effective presentation?

a.	Thoroughly research the donors, their backgrounds, and the project.
b.	Review the presentation but avoid practicing so the delivery will seem natural.
c.	Arrive just before the presentation to avoid mingling with people who are unfamiliar.
d.	All of the above are recommended techniques.

   10.   Which of the following should a speaker generally avoid in the body of a presentation?

a.	Quotes from prominent people
b.	Jokes and humor
c.	Anecdotes
d.	Numerous detailed statistics

          

   11.   Scarlette is developing appropriate presentation visuals for an upcoming workshop. Which of the following is a limitation of using an electronic presentation?

a.	It can lead to poor delivery if misused.
b.	It is not easily updated.
c.	It reduces audience attention on the topic.
d.	It requires highly developed skills.

          

   12.   Tristan is developing a presentation for employee orientation. Which of the following should NOT be used as a technique to ensure that the audience understands the points of his presentation?

a.	Interesting anecdotes that tie into the presentation.
b.	Relevant statistics to lend authority to points.
c.	Presentation visuals to enhance effectiveness.
d.	Long, complex sentences to enhance credibility.

          

   13.   Jessica, an architect with experience in designing jails for rural areas, is making a presentation to the Nixon County Board of Supervisors to convince them to hire Hicks & Melton Architects to design and manage the building of their 200-bed jail in rural Alabama. What would be an effective closing to her presentation?

a.	Thank you for your time.
b.	Hire Hicks & Melton to design and oversee construction for the Nixon County jail because we have designed 20 others jails in the rural South with similar design issues. We can make our experience work for you.
c.	Let Hicks & Melton design your jail, and we will do the best job we can.
d.	Hire Hicks & Melton Architects to design and oversee your jail because you need our experience.

          

   14.   Ravi has just presented a preview of the office of the future to a group of office managers. Which of the following would provide the best closing to his presentation?

a.	"Adjusting to the dynamic environment of the future will require an adaptable attitude, an inquisitive mind, and an adventurous spirit. Are you up to the challenge?"
b.	"Get ready for a new way to work."
c.	"That's all I have. Thank you."
d.	"So, now you have a better understanding of the office of the future. Are there any questions?"

          

   15.   When designing an electronic slide

a.	use portrait orientation.
b.	use the 7 ´ 7 rule, which limits text to seven lines per slide and limits words to seven per  line.
c.	use centered lines of text as a general rule.
d.	select fonts that have not been overused to create a fresh presentation that is different from those of your competition.

   16.   Randall, an advertising campaign specialist, is making a presentation to decision makers at his firm on marketing a new sports nutrition supplement, Crealean, for building muscle. What would be the most effective presentation visual for him to use?

a.	A handout providing a detailed summary of his presentation.
b.	A person who has used the product.
c.	A model of the product.
d.	An electronic presentation outlining specific marketing strategies.

          

   17.   Which of the following guidelines is NOT applicable to the design of electronic slides?

a.	Use all capital letters to emphasize ideas and increase visibility.
b.	Omit punctuation at the end of bulleted lists.
c.	Limit colors to no more than three on a slide.
d.	All of the above are applicable.

   18.   Which of the following is true when using color in presentation visuals?

a.	Brighter colors give a less formal look than do muted colors.
b.	Blues and greens stimulate, while reds and oranges relax the audience.
c.	Red and green are good colors to use to differentiate important points.
d.	The more colors used, the better.

          

   19.   Which of the following statements is correct concerning the use of color in electronic slide presentations?

a.	Include a wide variety of colors on each side to gain and keep audience attention.
b.	Choose the foreground color first and then the background color.
c.	Try to link your color choices to your topic or audience.
d.	None of the above are correct statements.

   20.   Which of the following statements is true of the use of presentation visuals?

a.	You should include on a visual everything you wish to say about a given point.
b.	Too many visuals can overwhelm, bore, and tire the audience.
c.	The most effective visual combines many fonts, colors, textures, and images.
d.	You should focus your eye contact on the visual so your audience will do likewise.

          

   21.   An engineer would like to give an electronic presentation on his company's new security product to a client. The engineer would like to project a high-tech, classy, and simple image in his presentation. What color scheme should you recommend that he use?

a.	Purple, gold, and black
b.	Black, red, and yellow
c.	Gray, blue, and white
d.	Brown, tan, and off white

   22.   In the national organization Toastmasters, members are required to speak on a regular basis. In one situation, a member pulls a topic from a hat, spends a few minutes preparing, and then gives a 3-5 minute presentation on the topic. What kind of delivery is this?

a.	Memorized
b.	Scripted
c.	Written-and-read
d.	Impromptu

          

   23.   Which of the following is NOT true of an extemporaneous business presentation?

a.	The presentation is planned, prepared, and rehearsed.
b.	The speaker may utilize note cards, an outline, or other reminders during the presentation.
c.	The presentation is written in detail to serve as a visual reminder during the delivery.
d.	All of the above are true.

          

   24.   Because scripted speeches restrict eye contact with the audience,

a.	they should be avoided altogether by business speakers.
b.	they should be selected only for particular situations, such as when an exact time constraint is applied.
c.	they are recommended when the speaker is self-conscious.
d.	they should be used only when visual aids are available.

   25.   Crystal, a special events coordinator for the American Heart Association, is visiting Henderson Middle School to kick off a campaign called Jump Rope for Heart. She is in a gymnasium speaking to 300 11-year-old students without the aid of a microphone. Which particular vocal quality might be a concern?

a.	Dialect
b.	Pitch
c.	Volume
d.	Rate

          

   26.   The way in which a speaker produces and joins sounds is referred to as

a.	articulation.
b.	phonation.
c.	pitch.
d.	dialect.

          

   27.   Which of the following is recommended during delivery of a presentation?

a.	Watch the audience for feedback and make appropriate adjustments in the length and content of your speech.
b.	Stay behind the lectern, rather than causing distraction by moving around.
c.	Make eye contact with every person in the audience, even if only for a second.
d.	Keep breathing shallow and regular through your nose and mouth.

          

   28.   Which of the following is NOT recommended concerning the use of gestures during a business presentation?

a.	Vary hand motions to emphasize important points; otherwise, relax your hands in your pockets.
b.	Try to use only one hand to make points unless you specifically need two.
c.	Eliminate nervous gestures that distract the audience.
d.	Refine your gestures to portray a relaxed, approachable appearance.

          

   29.   Gannon has prepared an effective and well-thought-out electronic presentation on business uses of social networking. As he is setting up for his presentation, the laptop he plans to use with the projector has a hardware failure. What should he do?

a.	Expect that his host will provide him with another computer because he cannot complete his presentation without his slides.
b.	Hand out copies of the slides to the audience and give his talk as he planned, only without the computer.
c.	Decline to deliver the presentation.
d.	Reschedule the presentation for a later date.

          

   30.   During the question-and-answer period at the end of your presentation,

a.	encourage the audience to ask questions.
b.	ask hostile questioners to leave the audience.
c.	allow the questions to continue until there are no more asked.
d.	avoid restating the question and instead focus on the answer.

   31.   You will make an initial presentation to the board of directors of an international company. All members of the board are competent speakers of English as a second language. You should

a.	enunciate precisely and speak more slowly than normal.
b.	speak as you normally would in your own company setting.
c.	use humor generously to break the ice.
d.	eliminate body language because it may be offensive.

   32.   Marcus, Leroy, and Mallory are planning to give a team presentation on diversity for their company. Which of the following is NOT an effective guideline for their team presentation?

a.	All team members should respond to each question asked at the end of the presentation.
b.	The team members should agree on the purpose and schedule.
c.	The team should pay close attention to each other as each member presents.
d.	The team should plan seamless transitions between presenters.

   33.   You will be making a presentation to an Arab audience. Remember that

a.	Arab audiences will listen more attentively if you use a direct approach.
b.	Arab listeners keep their eyes lowered to show you respect.
c.	Arab listeners may stare into your eyes.
d.	None of the above

   34.   Which of the following is FALSE concerning cultural perceptions of North Americans?

a.	Some cultures value silence more so than do North Americans.
b.	North Americans are frequently perceived by other cultures as being too formal.
c.	While North Americans prefer a direct approach to most messages, many cultures such as the Japanese, Latin American, and Arabic cultures consider this approach tactless and rude.
d.	The Japanese typically think North Americans use inappropriate humor.

   35.   Jennifer, a young business associate with your firm, is anticipating her first international sales tour to make presentations to businesses in five countries. You recall your own first trip abroad and some awkward problems you encountered in business protocol. Which of the following would NOT be good business etiquette advice for Jennifer?

a.	Avoid gift-giving, since each culture has its own expectations and taboos.
b.	Learn how to give and receive business cards appropriately.
c.	Learn how to deliver the expected greeting such as the handshake, bow, etc.
d.	Expect to allow extra time prior to the presentation for mingling with the audience.

          

   36.   When creating a "winning team" to prepare and deliver a team presentation,

a.	"divvy up" the work into pieces and go through one complete practice prior to the presentation date.
b.	choose all members based on their presentation skills.
c.	determine whether each selected member will be committed to supporting the team strategy and schedule.
d.	use all of the above strategies.

   37.   Which of the following is FALSE concerning effective team presentations?

a.	During a team presentation, everyone on the team should take part.
b.	Teams members should plan seamless transitions between segments and presenters.
c.	Only one individual should be designated to answer questions from the audience.
d.	Team members must agree on the purpose and schedule.

   38.   Distance delivery presentation methods are appropriate

a.	for covering highly sensitive or confidential issues.
b.	for persuasive or problem solving meetings where no relationship has been established among participants.
c.	whenever participants are unfamiliar with the technology.
d.	when the costs in time, money, and human energy justify them.

SHORT ANSWER

     1.   Explain the value of knowing an audience in preparing a presentation.

     2.   List the three major parts of an effective presentation and briefly describe the goals of each.

     3.   What do you consider to be the worst mistake a speaker could make in the use of visuals? Explain.

     4.   Identify four actions you can take during a presentation to increase your effectiveness as a speaker.

     5.   List five communication benefits of videoconferencing.

CASE

     1.   Presentation Media that Match the Audience

A speaker must choose the appropriate medium or combination of media to accomplish the purpose of a presentation and to meet the needs of a specific audience. Caleb is developing a two-hour supervisory workshop on effective techniques for conducting performance appraisals. The previous trainer relied solely on providing information through use of a PowerPoint presentation. Caleb wants to integrate several presentation visuals to effectively provide the training information and maintain the interest of the audience.

Required:

Discuss the appropriate presentation visuals for Caleb’s supervisory workshop on performance appraisals that will best achieve his purpose with the audience.

     2.   Improving Presentation Visuals

Northeastern University has developed a presentation to introduce professors to classroom use of podcasting. One of the slides conveys the advantages of podcasting. The content of that slide is as follows:

Podcasting: The Advantages for Students in Higher Education

Podcasting is revolutionizing higher education in many ways.

Makes “anyplace, anytime” learning a reality.

gives students portability in their busy lives

Convenience of accessing resources on a mobile device

Students can learn at own pace in their own time at their own convenience

learning through listening

Accommodates rich content

It’s a useful learning tool

Required:

Explain what needs to be done to make the slide content effective. Revise the content of the slide based on effective guidelines for designing presentation visuals.

Chapter 13—Preparing Résumés and Application Letters

TRUE/FALSE

     1.   A job applicant should complete an assessment of the career field and the particular job before preparing a résumé.

          

     2.   Even though the majority of jobs are advertised, networking is still the best resource for finding a job.

     3.   Networking both electronically and in person is important to gaining job leads and career counseling.

     4.   On the initial scan, an employer typically reads each résumé carefully, looking for reasons to pursue the applicant.

     5.   A career summary section on your résumé has become a standard section in today’s information age.

     6.   Jobs included in the work experience section of a résumé may be listed in chronological order or in order of job relatedness.

     7.   Friends, relatives, and neighbors make good job references because they know the candidate well and can personalize their recommendations.

     8.   When preparing a scannable résumé, it is advisable for the applicant to use creative formats that simulate catalogs or newspaper columns to set the résumé apart visually from many others that will be received.

     9.   A scannable résumé can be categorized and ranked by the employer based on the number of key word matches found.

   10.   Portfolios are primarily used for job seekers who are writers or artists.

   11.   Daphne is applying for a job as an interior designer and would like to supplement her standard résumé with illustrations of projects she has completed; she should prepare a professional portfolio.

          

   12.   La’Shon is hoping to obtain a job in broadcasting and plans to send his résumé to a variety of media organizations. He should make his résumé as convincing as possible but should not send a video to avoid possible discrimination due to gender, ethnicity, or other characteristics.

          

   13.   Both paper and electronic résumés should be accompanied by an application message or cover letter.

          

   14.   A letter of application should be biographical and trace the accomplishments (education, jobs, etc.) of the applicant in chronological order.

   15.   An effective résumé summarizes the career-related strengths and weaknesses of the job applicant.

   16.   A one-page resume is usually sufficient for a person just graduating from college.

          

MULTIPLE CHOICE

     1.   Completing a self-, career-, and job analysis will assist you in the employment process by

a.	identifying your qualifications as they relate to an employer's needs.
b.	ensuring that you have selected the right career.
c.	comparing your qualifications to the duties and responsibilities of the job you are seeking.
d.	achieving all of the above.

     2.   Which of the following is NOT one of the steps in the research phase of a job search?

a.	Gather relevant information for decision-making.
b.	Prepare a company/job profile.
c.	Send application letters to prospective employers.
d.	Identify key qualifications that enhance your marketability.

     3.   What is the best attitude to have regarding finding a job?

a.	Finding a job is a process.
b.	Finding a job is a matter of luck.
c.	Finding a job is an event.
d.	Finding a job is not necessary; one will come to you.

     4.   Which of the following is the longest-used method for locating a job?

a.	Electronic networks
b.	Monster.com
c.	Employment agencies and contractors
d.	Corporate websites

          

     5.   Which of the following statements BEST summarizes the role of online job searching?

a.	Job seekers in the current job market can give up traditional means of searching for jobs and concentrate solely on online job search techniques.
b.	Online employment search capabilities extend the range of possibilities previously available to the job seeker.
c.	Online job searching is a trend that can be expected to further lose popularity over time.
d.	Online job searching is important for technical job seekers in computer-related fields, but not for mainstream job seekers.

     6.   Electronic job searches are popular with human resource departments because

a.	the search costs are lower than traditional methods.
b.	job candidates are more anonymous.
c.	jobs can be filled more quickly.
d.	interviews are unnecessary.

     7.   Paul is using the Internet to locate job opportunities. Which of the following will be the MOST effective way to access information on available jobs through a Google search?

a.	Input the job title sought.
b.	Type in “job search.”
c.	Start with a wider job description term, then narrow down.
d.	Avoid using other search engines.

          

     8.   Which one of the following statements is FALSE concerning a job objective?

a.	A job objective helps the interviewer determine if what you have to offer matches the job the company has to offer.
b.	A job objective should be specific to one job.
c.	Some experts say that a job objective may limit your job opportunities.
d.	A job objective should reveal your career goal.

     9.   Which of the following descriptions of duties in the work experience section of a résumé is most effective?

a.	Responsible for all point-of-sale floor displays.
b.	Set up floor displays.
c.	Created eye-catching floor displays with minimal financial resources.
d.	My merchandising team constructed point-of-sale floor displays.

          

   10.   Including complete information about your references on a résumé

a.	is necessary, since employers check references before scheduling interviews.
b.	is optional, since a list of references can typically be provided after a successful interview.
c.	is inappropriate, because the list takes up needed space.
d.	is illegal since contacting persons for recommendations before an interview is an invasion of privacy.

          

   11.   Which of the following is FALSE concerning the chronological résumé?

a.	It is the traditional organization format for résumés.
b.	Reverse chronological order for dates is typical in this type of résumé, although it is not always effective.
c.	It is especially effective for applicants who have gaps in employment or who have held various types of jobs.
d.	It can emphasize either education or experience.

   12.   Adam is back in the job market after five years of employment at his former company. What should he emphasize most in his résumé?

a.	His work experience
b.	His education
c.	His salary history
d.	His professional affiliations

          

   13.   You are organizing your résumé for a highly competitive summer internship with an accounting  firm. You believe your education is your strongest qualification because your work experience has been seasonal jobs at minimum wage. You also believe that your abilities, interests, and character are qualities that closely parallel the job description supplied by the business. What type of résumé would be LEAST preferred for conveying your strengths?

a.	Chronological
b.	Functional
c.	Chrono-functional
d.	All are equally preferred.

          

   14.   An employer is likely to interpret a writing style or punctuation error on your résumé or letter of application as an indication that

a.	you pay little attention to detail and do your work hastily.
b.	you have shortcomings in basic education.
c.	you lack pride or respect.
d.	all of the above are true.

          

   15.   To accommodate different employers’ preferences for the presentation and delivery of résumés, a person should prepare

a.	a paper résumé.
b.	an electronic résumé.
c.	a computer scannable résumé.
d.	all of the above.

   16.   Chen is searching for a job and has prepared a thorough résumé that includes the customary sections, plus information related to his volunteer work and foreign travel. Including these "extras" has caused his résumé to be two pages in length. What advice would you give him?

a.	If including the extra information will likely increase his chances of getting an interview, he should leave it in, regardless of whether it takes two pages.
b.	He should cut enough information to keep the résumé length to one page.
c.	He should leave the information in the résumé; just change the margin and font so that it all fits on one page.
d.	Don't worry about length; it is unimportant in résumé design.

   17.   When formatting a scannable version of your résumé,

a.	italicize business, school and college names.
b.	use shading to differentiate the sections of the résumé.
c.	stay with a plain design with no special formatting.
d.	keep white space to a minimum and a small font to keep to one page.

          

   18.   Which is true concerning the format for electronic résumés?

a.	Some employers prefer that you send your résumé as an inline document rather than an attachment.
b.	Unless a certain software format is specified, it’s best to send the document as a plain text version.
c.	You should send yourself and a couple of friends a copy of the résumé to see if it looks correct on different computers.
d.	All are true.

   19.   Katina is formatting a scannable version of her resume for her job search. She should

a.	italicize business, school, and college names.
b.	use bullets rather than headings to differentiate the sections of the resume.
c.	stay with a plain design with no special formatting.
d.	keep white space to a minimum to make scanning simpler and less time consuming.

   20.   Evan is preparing a vésumé for posting to YouTube. Which of the following should he avoid in  preparing his video?

a.	Keep the image steady by using a camera tripod.
b.	Avoid light behind him that casts shadows.
c.	Turn up the camera microphone for high quality sound.
d.	Solicit the help of someone with film experience.

          

   21.   Alicia has developed a standard resume for her job search for a technical writing position. Which of the following would be the MOST useful additional tool for communicating her qualifications?

a.	An e-portfolio
b.	A college transcript
c.	A video recording
d.	A personal brochure

   22.   While e-portfolios and employment videos are helpful in communicating a person’s qualifications and abilities, their use may also

a.	enable the potential employer not to stereotype.
b.	eliminate potential illegal discrimination.
c.	encourage the potential employer to focus on your physical characteristics.
d.	result in all of the above.

   23.   Which of the following is the BEST suggestion for preparing an employment video?

a.	Avoid segments that reflect you in a variety of activities.
b.	Avoid talking about your skills.
c.	Do not advertise your employment video to protect your privacy.
d.	Make sure the video has a professional appearance that compliments you.

   24.   A résumé summarizes information related to a job's requirements; the application message

a.	adds exact details needed for processing payroll and benefits.
b.	summarizes how the company can benefit the applicant.
c.	should be omitted unless specifically requested.
d.	interprets the résumé in terms of employer benefits.

          

   25.   A letter of application or application email message ideally should be addressed to

a.	a specific individual.
b.	the human resources department.
c.	whom it may concern.
d.	the company.

   26.   By sending unsolicited application letters,

a.	you decrease the possibility of finding employers who have employment needs.
b.	you save on your copying and postage costs of job searching.
c.	you alert employers to needs not previously identified for someone with your abilities.
d.	you are able to be more specific in the opening paragraph.

   27.   The organizational plan for an application message is most like that of a

a.	routine news message to staff about a company matter.
b.	congratulatory message to a colleague or customer.
c.	request for colleagues to contribute to a charity.
d.	good-news message to customers concerning a price reduction.

          

   28.   Which of the following would be the BEST opening sentence for an application letter for a sales trainee job that was advertised on a company website?

a.	Your job posting for an entry-level salesperson describes my background and education quite accurately.
b.	I believe that my education (I majored in marketing) and work experience (I worked as a sales clerk the last three summers) come fairly close to the qualifications that you listed in your job posting for a sporting goods salesperson.
c.	Please consider me a candidate for the sales trainee position you posted on your career opportunities web page.
d.	After reading about the exciting opportunity available at KayStar, I am determined to join this exciting team and desire the chance to convince you that my educational background, leadership abilities, and internship experience qualify me for a sales position with your firm.

          

   29.   Marisol wants to know the best way to let the recipient of her application letter know that her résumé is included. Which of the following would you advise?

a.	All that is necessary is an enclosure notation after the signature block.
b.	Include the following in the second half of the letter: "The enclosed résumé details my responsibilities as office manager at Carson Office Systems, a job that gave me the opportunity to experience some of the situations you described in your ad."
c.	Include the following sentence in the opening paragraph: "A résumé is attached that fully details each qualification I have acquired."
d.	Include as a final sentence: "See the enclosed résumé for further details."

          

   30.   Franz is sending a résumé to an advertising agency that has advertised in his local newspaper for a copywriter. Which of the following would make the best closing sentence for the application letter?

a.	"May I have an appointment with you on March 8?"
b.	"I hope you will consider me for the position of copywriter."
c.	"I would appreciate an opportunity to discuss how I can benefit Acme Corporation in the copywriter position."
d.	"You may call me at your earliest convenience at 616-555-0485."

          

   31.   Which of the following is the BEST way to respond in your application letter to requested information related to salary expectation?

a.	I expect to make between $40,000 and $45,000 due to my education and experience.
b.	At my interview, we can discuss salary and other benefits.
c.	While I am aware that the starting salary for account auditors in the southwest region is $42,000, we can discuss specifics concerning what my qualifications are worth to you at the interview.
d.	As I have not yet held a full-time position, I’m not sure what would be a fair salary.

          

   32.   Juanita is a new college graduate involved in the job search process. What advice will you give her concerning the physical appearance of résumés and accompanying application letters she will mail to potential employers?

a.	Color and type of paper can vary between the two documents.
b.	A one-page format is typically recommended for both documents.
c.	Most employers will overlook slight errors in punctuation, but spelling should be perfect.
d.	All of the above

          

SHORT ANSWER

     1.   List five sources for finding prospective employers; give one advantage and one disadvantage of each source.

     2.   List three ways to organize a résumé and describe when each résumé is appropriate.

     3.   Discuss five guidelines for producing a résumé for posting to YouTube.

          

     4.   Describe three steps in the research phase of a job search.

     5.   Describe the three versions of your resume that you will need to accommodate various employers’ preferences for the presentation and delivery.

CASE

     1.   Concise Language Adds Punch to a Resume

Interviewers quickly scan a resume in about 40 seconds to learn about a job candidate’s skills, accomplishments, and attributes. Because interviewers spend such a short time reading resumes, the writing must be direct and simple. Victor, a recent college graduate, is applying for a job and has written the following sentences in his résumé to describe his accomplishments.

I was a receptionist at a doctor’s family medical practice.

My work included taking appointments, filing charts, answering phones, and  running errands.

I was a sales person at a hardware store where I worked with selling windows, doors, tools and other customer service.

I eventually became a manager at the hardware store, ordering products and supplies, as well as supervised five employees.

I spent two summers working at the university’s admission office, showing prospective students the campus and answering phones and other clerical duties.

I was a summer camp counselor with kids that have special needs. My responsibilities included handling special activities and providing daily assistance to kids as needed.

Required:

Rewrite Victor’s work experience section of his résumé so that it is more effective.

     2.   Developing a Professional Profile

An increasing number of job applicants are developing an electronic portfolio that is posted to the applicant’s personal website. Austin McClain is a recent graduate with an M.P.A. degree in accounting. He needs to write a professional profile for his electronic portfolio that highlights his accomplishments that include the following:

Austin wants a job working with a large international accounting firm as part of a first-year audit staff. He actually has auditing experience resulting from a summer internship with a Dallas accounting firm. He knows how to work with ERP systems, ACL, database, and spreadsheet software. Austin has developed a fluency in Spanish which will be advantageous for working with international clients. As a student, he has been active in Beta Alpha Psy, the honorary accounting society, and several other organizations, where he held leadership positions. He has developed strong skills in writing and speaking.

Required:

Write a professional profile for Austin McClain suitable for posting to his electronic portfolio.

     3.   Providing Evidence of Qualifications

Jobs go to those who show that the skills and abilities they possess meet the needs of a company.  Adequate details and support provide concrete evidence of skills. Revise the following statements to provide evidence of qualifications through concrete, specific details that show not just tell the audience about skills.  Invent additional details as needed.

a.  I am a problem solver and can save the company money.

b. I am a leader who cares about those I lead and can lead, train, and manage those I supervise.

c. I served as treasurer in my fraternity and showed organizational and leadership skills.

 Chapter 14—Interviewing for a Job and Preparing Employment Messages

TRUE/FALSE

     1.   In a structured interview, the interview format evolves as interaction between the interviewer and the candidate takes place.

     2.   When the interviewer follows a predetermined agenda such as a checklist or series of questions, he or she is conducting a structured interview, even though it may not seem structured to the applicant.

     3.   When an interviewer deliberately creates anxiety to assess your ability to perform under stress, the interviewer is conducting an unstructured interview.

     4.   The purpose of a stress interview is to observe how an interviewee performs in an anxiety-producing situation.

          

     5.   In general, companies using video interviews agree that video interviews are excellent for screening applicants, while live interviews are appropriate for final interviews.

     6.   The best time to find out general information about an organization is during the job interview.

          

     7.   The best advice concerning dress for a career interview is conservatism.

     8.   It is generally acceptable to be a few minutes late to a job interview with a U.S. company, as long as you call and explain the reason for the delay.

     9.   As an applicant, if you look and dress like the people who already work at the company, the interviewer will be able to visualize you working there.

   10.   Practicing for a job interview is not generally recommended as it causes the candidate to sound rehearsed and insincere.

   11.   Since interviewers typically delay forming their impression about an applicant until well into the interview, the interviewee need not be concerned with nervousness or a slow warm up in the first few minutes.

   12.   Good preparation for an interview is to study your résumé, as the typical interview focuses on information contained in the applicant's résumé.

   13.   The goal of behavioral questions asked during an interview is to challenge you to provide real evidence of your skills.

   14.   Companies may use brain teasers and riddles as part of the interview to determine the job applicant’s ability to think quickly and creatively.

   15.   A recommended response to an illegal interview question is to refuse to answer and end the interview.

   16.   If the interviewer has been thorough, it is appropriate to say, “I don’t have any questions” when asked at the end of an interview.

   17.   Increasingly, companies are designing application forms to be tests of the applicant's written communication skills.

   18.   Sending a thank-you message following an interview is a professional courtesy, but unnecessary if you thank the interviewer before departing from the interview.

   19.   Since Pein has not received a response to his letter of application and résumé sent several weeks ago, it would be appropriate for him to send a follow-up message to the company.

          

   20.   Like other messages that convey unpleasant news, job-refusal letters are written inductively.

MULTIPLE CHOICE

     1.   Research has shown that job applicants who participate in computer interviews

a.	are more likely to respond dishonestly than when face to face.
b.	feel less need to give socially acceptable answers.
c.	prefer human interviews.
d.	are more likely to be asked illegal questions.

     2.   An interviewer who follows a predetermined agenda, including a series of questions and statements designed to elicit necessary information is conducting which type of interview?

a.	Stress interview
b.	Planned interview
c.	Structured interview
d.	Group interview

     3.   Which of the following is NOT an advantage of video interviews?

a.	They make better use of a recruiter’s valuable time.
b.	They screen out applicants who cannot work under pressure.
c.	They allow students who may have financial constraints to meet with large companies.
d.	They eliminate the need for face-to-face interviews.

          

     4.   Which of the following statements is true concerning video interviews?

a.	They are especially useful for conducting a final interview after all applicants have been screened.
b.	A person who interviews well in person will do even better on video because much of the pressure is removed.
c.	Companies save time and money by using video interviewing.
d.	Preparing for a video interview is the same as preparing for a traditional one, except that the applicant only needs to look professional from the waist up.

          

     5.   Kyle has an interview with a Fortune 500 company. Which of the following is LEAST important for him to know prior to the interview?

a.	The company’s status in the industry.
b.	The products and services of the company.
c.	The company insurance and benefits.
d.	The names of the corporate officers.

          

     6.   Which of the following is the LEAST important thing to know about a job you are seeking?

a.	Career path of the job.
b.	Job qualifications.
c.	Probable salary range.
d.	Vacation days.

     7.   An interviewer would likely presume that an applicant is truly interested in the job if the applicant

a.	wears conservative and professional clothing.
b.	shares knowledge about the company, its products, and services.
c.	follows up the interview with a thank-you message.
d.	does all of the above.

     8.   Taylor has an interview; which of the following items will she likely NOT need to take with her?

a.	A photo of herself
b.	A list of references
c.	A professional-looking pen and paper
d.	Her résumé

     9.   Which of the following is FALSE concerning the handshake?

a.	The initial handshake in an interview helps to form a favorable first impression.
b.	Candidates with an impressive handshake are viewed by interviewers as having stronger social skills.
c.	The handshake is more important for men than for women in making a positive impression in the interview.
d.	All of the above are true.

          

   10.   The interviewer typically forms an initial impression of the applicant

a.	in the first few seconds of the interview.
b.	after several questions have been answered in the interview.
c.	near the close of the interview.
d.	while reflecting on the candidate following the interview.

          

   11.   Which of the following is NOT recommended behavior in a job interview?

a.	Initiate a handshake if the interviewer does not.
b.	Wait for the interviewer to ask you to be seated.
c.	Lean slightly forward to show interest.
d.	Emphasize a rising intonation at the end of sentences.

   12.   Gabrielle has an interview for a position in sales. Which of the following would most likely contribute to a favorable first impression in the interview.

a.	Maintain eye contact and use body language to convey confidence.
b.	Use the interviewer’s first name to convey friendliness.
c.	Gently shake hands so that the impression given is not overbearing.
d.	Sit back and relax to appear in control of the situation.

          

   13.   Which of the following statements about employment interviews is FALSE?

a.	Preparation for the interview includes researching the organization.
b.	A self-analysis of your own strengths, weaknesses, accomplishments, and challenges should be undertaken prior to interviewing.
c.	You should go to the interview prepared to both ask and answer questions.
d.	Most questions asked in interviews can be answered from the résumé.

   14.   Kendrick, a recent college graduate, wants to communicate that he can get along with others and is accepting of diversity. Which of the following statements should he avoid making?

a.	I can work with others as well as independently.
b.	I was an officer in a service organization.
c.	I can work with most people.
d.	I participated in several organizations that had diverse memberships.

          

   15.   Which of the following is NOT an example of a behavioral question?

a.	Would you describe a major project you organized at Anycompany, Inc.?
b.	How did your experiences at Anycompany, Inc. prepare you to work for our company?
c.	What was the most difficult thing you faced in your job at Anycompany, Inc.? How did you deal with it?
d.	What are your major strengths and weaknesses?

          

   16.   The STAR method refers to a

a.	recommended format for writing a letter of recommendation: substantiation, thoughts, actions, and reasons.
b.	format to help the job applicant answer open-ended questions: situation or task, action, and result.
c.	reminder method for interview dressing: shined, tailored, accessorized, and ready.
d.	discovery process used in researching a position for which you will interview: salary, training, activities, and rewards.

   17.   Phillip has prepared the following list of questions to ask the interviewer during his initial job interview. Which question should he avoid asking the interviewer?

a.	What types of training are offered?
b.	How many people have held this job in the past five years?
c.	What salary are you planning to offer?
d.	When do you expect to make your hiring decision about this position?

          

   18.   Which of the following is an example of a desirable professional attitude during a job interview?

a.	Focus on the benefits you will receive from a company.
b.	Provide suggestions that may help turn the company around.
c.	Show that you are strongly interested in the company.
d.	Honestly admit that you are just taking interviewing for practice.

   19.   While being interviewed for a job you really hope to be offered, the interviewer asks you about your marital status. What is the most effective way for you to handle the question?

a.	Refuse to answer because it is your legal right to do so.
b.	Attempt to answer the primary concern that motivated the question.
c.	Answer it to be polite and take your chances with the effects it may have.
d.	Let the interviewer know by changing the subject that you know the question is illegal and you do not intend to answer it.

   20.   Which of the following questions would be legal to ask of a job candidate?

a.	“Are you married?”
b.	“Who will watch your children if you work for us?”
c.	“What are the names and relationships of the people with whom you live?”
d.	None of the above

   21.   You have just returned from an interview with a company and are considering the appropriateness of a thank-you letter or note. The thank-you message is

a.	not necessary if you thanked the interviewer in person before leaving the appointment.
b.	appropriate and should be written immediately.
c.	appropriate and should be written about two weeks from now if you haven’t received a response from the company.
d.	not appropriate because it can be perceived as “pushy.”

          

   22.   Rochelle must write a resignation message because she found a better paying job. What writing sequence should she use?

a.	Deductive
b.	Inductive
c.	Direct
d.	Persuasive

   23.   Which of the following messages should be written inductively?

a.	Resignation
b.	Follow up
c.	Thank you
d.	Job acceptance

          

   24.   You’ve been offered a position over the phone with a firm and were asked to confirm your acceptance in a letter. Your letter should be written

a.	inductively, concluding with an enthusiastic response to the job offer.
b.	deductively, reviewing the match between job description and applicant qualifications.
c.	inductively, reminding the employer of all benefits and salary agreements.
d.	deductively, affirming job acceptance and confirming the first day of work.

   25.   You have decided to accept another position and must write a refusal letter to a firm that had also offered you a job. The message should be written

a.	deductively, opening with a pleasant comment regarding the interview, the refusal, and a forward-looking ending
b.	inductively, opening with an explanation about why the job offer is being refused, followed by the refusal, and closing with an apology for the refusal.
c.	inductively, opening with the nature of the subject, followed by the reasons for the refusal, the refusal, and a pleasant ending.
d.	deductively, opening with the refusal, followed by the reasons for the refusal, and an apology for wasting the interviewer's time.

          

   26.   You have just told your supervisor of your intention to resign from your job, and your supervisor asked you to submit it in writing. Your message should

a.	be written deductively, stating the date of the resignation in the first sentence.
b.	recall a positive experience you had with the company.
c.	give all the reasons why you decided to leave the job.
d.	state the termination in the final sentence.

   27.   At the time of her graduation, Julia obtained permission from several people who will serve as references for her. Two years later, she is interviewing for a new position and knows that some employers she has interviewed with will be performing background checks on her. In regard to her references, she should

a.	do nothing at this point.
b.	send a message to her references, letting them know that requests for information will be forthcoming, and attach a current résumé.
c.	select all new references.
d.	call each reference to apologize for the inconvenience.

SHORT ANSWER

     1.   List five types of employment interviews and describe when each would be used.

     2.   List four guidelines for an applicant to start a job interview off positively or "on the right foot."

     3.   Discuss the rationale of seeking a balance of “hard skills” and “soft skills” when selecting an employee.

ANS: 

     4.   During interviews, there is typically an exchange of information between the job candidate and interviewer. What should you be prepared to discuss during this part of the interview?

     5.   Discuss appropriate ways to respond to illegal interview questions.

     6.   Briefly describe the purpose and characteristics of an effective thank-you note.

CASE

     1.   Unprofessional Thank-you Message for an Interview

After a job interview, a written message of appreciation shows professional courtesy and helps the interviewer remember you. Even if you don’t want the job, interviewers may forward your resume to others who may be seeking applicants.

Stephanie has interviewed with a company that has communicated with her exclusively by email. She sends the following thank-you message via email as a follow up to her interview.

To: Trjenkins@Tristate.com

From: sillygirl@hotmail.com

Subject: thanks :-)

Chuck,

I just wanted to send a quick thanx for the interview yesterday. I think we had a good chat and that you now know a little about me. It was great to meet all the neat people at your place and I think I would fit in real well with everyone. I have a lot to offer and I’m a hard worker. I’d like to hear from you ASAP as to whether or not I got the job. If I haven’t heard from you by next week, I’ll check in with you. I’d like to wrap things up with you guys or move along to some other job possibilities. I’m sure you understand that.

Steph

Required: Rewrite this unprofessional thank-you message for a job interview.

          

     2.   Poor Example of a Job-Refusal Message

Saying no tactfully is important since future job success often is influenced by previous interactions with people in various circumstances. Rodrigo has received a job offer but has decided not to take the job. He sends the following job-refusal message to the company.

Dear Mr. Pates:

I regret to inform you that I must turn down your offer of the sales associate position. I have recently received an offer that provides more opportunity for growth and better monetary compensation. Given my personal goals, I believe that it would be a mistake for me not to take this offer.

Thank you for your consideration. I wish you the best of luck finding someone who meets your needs.

Cordially,

Rodrigo Martinez

Required:

Rewrite the job-refusal message for better human relations.