Communications - Exam 3 Prep

Question 1

What are the 5 characteristics of culture?

Answer 1

1. Is Learned
2. Is Inherently Logical
3. Forms Our Self-Identity and Community
4. Combines Visible and Invisible
5. Is Dynamic

Question 2

What are the 5 dimensions of culture?

Answer 2

1. Context
2. Individualism
3. Formality
4. Communication Style
5. Time Orientation

Question 3

What are low context cultures?

Answer 3

Tend to be logical, linear, and action oriented.

North America, Germany, Scandinavia

Question 4

What are high context cultures?

Answer 4

Tend to be relational, collectivist, intuitive, and contemplative.

Question 5

What culture prefer group values, duties and decisions?

Answer 5

High context cultures

Question 6

What culture prefer individual initiative, self-assertion, and personal achievement?

Answer 6

Low context cultures

Question 7

Which culture prefer greater formality in dress, speech, and social interaction?

Answer 7

Some do like Japan, but North Americans place less emphasis on tradition, ceremony and social rules

Question 8

Which culture rely on nonverbal cues and the total picture to communicate?

Answer 8

High context

Question 9

Which culture emphasize words, directness, and openness?

Answer 9

Low context

Question 10

Which culture tends to be informal, impatient, and literal?

Answer 10

Low context

Question 11

Which culture has meanings are embedded at many sociocultural levels?

Answer 11

High context

Question 12

Which culture values time?

Answer 12

North Americans correlates time with productivity, efficiency, and money

Question 13

Which culture sees time as unlimited and never ending?

Answer 13

South Americans have more relaxed concept of time

Question 14

What is the order of high to low context cultures?

Answer 14

1. Japanese (high context)
2. Arab
3. Latin American
4. Spanish
5. English
6. Italian
7. French
8. North American
9. Scandinavian
10. German
11. Swiss (low context)

Question 15

What are 5 ways to improve ORAL communication with intercultural audiences?

Answer 15

1. Learn foreign phrases.
2. Use simple English – avoid two-word verbs.
3. Speak slowly and enunciate clearly.
4. Observe eye messages.
5. Encourage accurate feedback.

Question 16

What are 5 MORE ways to improve ORAL communication with intercultural audiences?

Answer 16

6. Check frequently for comprehension.
7. Accept blame.
8. Listen without interrupting.
9. Smile when appropriate.
10. Follow up in writing.

Question 17

What are 4 ways to improve WRITTEN communication with intercultural audiences?

Answer 17

1. Consider local styles.
2. Observe titles and rank.
3. Use short sentences and short paragraphs.
4. Avoid ambiguous expressions.

Question 18

What are 4 MORE ways to improve WRITTEN communication with intercultural audiences?

Answer 18

5. Strive for clarity.
6. Use correct grammar.
7. Cite numbers carefully.
8. Accommodate readers in organization, tone, and style.

Question 19

What are 3 purposes of reports?

Answer 19

1. Convey information
2. Solve problems
3. Answer questions

Question 20

What are 2 report functions and types?

Answer 20

1. Informational reports

2. Analytical reports

Question 21

What are 2 organizational strategies?

Answer 21

1. Direct strategy

2. Indirect strategy

Question 22

What are 2 writing styles?

Answer 22

1. Formal

2. Informal

Question 23

What 5 report formats?

Answer 23

1. Letter
2. Memo (often with email cover note)
3. Manuscript
4. Preprinted forms
5. Digital

Question 24

When do you use direct pattern?

Answer 24

1. If readers are informed
2. If readers are supportive
3. If readers are eager to have results first

Question 25

When do you use indirect pattern?

Answer 25

1. If readers to be educated 2. If readers need to be persuaded 3. If readers may be disappointed or hostile

Question 26

What are 2 print secondary sources?

Answer 26

Print resources: 1. Books – card catalog, online catalog 2. Periodicals – print indexes, electronic indexes

Question 27

What are 3 primary sources?

Answer 27

1. Surveys (for example, low-cost Web survey software, such as SurveyMonkey and Zoomerang) 2. Interviews 3. Observation and experimentation

Question 28

How do you cite with MLA?

Answer 28

1. Author’s name and page (Smith 100) placed in text | 2. Complete references in Works Cited

Question 29

How do you cite with APA?

Answer 29

1. Author’s name, date of publication, and page number placed near the text reference (Jones, 2011, p. 99) 2. Complete references listed at the end of the report in References

Question 30

What are the 4 functions of graphics visual aids?

Answer 30

1. Clarify data 2. Create visual interest 3. Condense and simplify data 4. Make numerical data meaningful

Question 31

What are the 7 steps for writing process for Reports?

Answer 31

1. Analyze the problem and purpose 2. Anticipate the audience and issues 3. Prepare a work plan 4. Conduct research 5. Organize, analyze, interpret, and illustrate the data 6. Compose the first draft 7. Revise, proofread, and evaluate

Question 32

What are components in a formal proposals?

Answer 32

1. Introduction 2. Background, Problems, Purpose 3. Schedule 4. Staffing 5. Budget 6. Authorization

Question 33

What components are optional in informal proposal, but generally appear in formal proposal?

Answer 33

1. Copy of RFP 2. Letter of transmittal 3. Abstract or Summary 4. Title Page 5. Table of contents 6. List of figures 7. Appendix

Question 34

How do you analyze the report problem and purpose in Formal Reports?

Answer 34

Devlop a problem question and purpose statement Ex: Are customers satisfied with our service? The purpose of this report is to investigate customer satisfaction and to recommend areas for improvement

Question 35

How do you anticipate the audience and issues in Formal Reports?

Answer 35

1. Consider primary and secondary audiences. What do they already know? What do they need to know? 2. Divide the major problem into subproblems for investigation.

Question 36

How do you prepare a work plan in Formal Reports?

Answer 36

1. Include problem and purpose statements. 2. Describe sources and methods of data collection. 3. Prepare a project outline and work schedule.

Question 37

How do you collect data in Formal Reports?

Answer 37

1. Search secondary sources. | 2. Gather primary data.

Question 38

How do you document data sources in Formal Reports?

Answer 38

Prepare note cards or printouts citing all references (author, date, source, page, and quotation). Use one documentation format consistently.

Question 39

How do you interpret and organize the data in Formal Reports?

Answer 39

1. Arrange the collected data in tables, grids, or outlines to help you visualize relationships and interpret meanings. 2. Organize the data into an outline.

Question 40

How do you prepare graphics in Formal Reports?

Answer 40

Make tables, charts, and illustrations – but only if they serve a function. Use graphics to clarify, condense, simplify, or emphasize your data.

Question 41

How do you compose the first draft in Formal Reports?

Answer 41

1. Write the first draft knowing that you will revise it later. 2, Use appropriate headings and transitional expressions to guide the reader.

Question 42

How do you revise and proofread Formal Reports?

Answer 42

Revise to eliminate wordiness, ambiguity, and redundancy. Look for ways to improve readability, such as bulleted or numbered lists. Proofread three times for (1) word and content meaning, (2) grammar and mechanics, and (3) formatting.

Question 43

How do you evaluate the product in Formal Reports?

Answer 43

Decide whether the report will achieve its purpose. Encourage feedback so that you can improve future reports.

Question 44

How do you Know your purpose in Oral Presentations?

Answer 44

1. Decide what you want your audience to believe, remember, or do when you finish. 2. Aim all parts of your talk toward your purpose. Know your purpose.

Question 45

How do you Know your audience in Oral Presentations?

Answer 45

1. Analyze the age, gender, education, experience, knowledge, and size of your audience. 2. Decide what organizational pattern, delivery style, and supporting material will work best.

Question 46

How do you Organize the introduction in Oral Presentations?

Answer 46

1. Capture attention with a promise, startling fact, question, quotation, problem, or story. 2. Establish your credibility by identifying your position, expertise, knowledge, or qualifications. 3. Preview your main points

Question 47

How do you Organize the body of your Oral presentation?

Answer 47

1. Develop two to four main points. 2. Streamline your topic and summarize its principal parts. 3. Arrange by one or more of the methods in this chapter.

Question 48

How do organize the conclusion of oral presentation?

Answer 48

1. Summarize your main themes. 2. Leave the audience with a specific and memorable “takeaway.” Tell how listeners can use this information, why you have spoken, or what you want them to do. 3. Include a statement that allows you to leave the podium gracefully.

Question 49

Give an example of Chronology organizational pattern.

Answer 49

Example: Describe the history of a problem, organized from the first sign of trouble to the present.

Question 50

Give an example of Geography/space.

Answer 50

Example: Arrange a discussion of the changing demographics of the workforce by regions, such as East Coast, West Coast, and so on.

Question 51

Give an example of Topic/function/conventional grouping.

Answer 51

Example: Organize a report discussing mishandled airline baggage by the names of airlines.

Question 52

Give an example of Value/size.

Answer 52

Example: Arrange a report describing fluctuations in housing costs by house value groups (houses that cost $100,000, $200,000, and so on).

Question 53

Give an example of Journalism pattern.

Answer 53

Example: Explain how identity thieves ruin your good name by discussing who, what, when, where, why, and how.

Question 54

Give an example of simple/complex.

Answer 54

Example: Organize a report explaining genetic modification of plants by discussing simple seed production, progressing to complex gene introduction.

Question 55

Give an example of Importance.

Answer 55

Example: Organize from most important to least important the reasons a company should move its headquarters to a specific city.

Question 56

Give an example of Problem/solution.

Answer 56

Example: Discuss a problem and then discuss its possible solutions.

Question 57

Give an example of Best case/worst case.

Answer 57

Example: Analyze whether two companies should merge by presenting the best-case result (e.g., improved market share) and worst-case result (e.g., devalued stock).

Question 58

Give an example of Comparison/contrast (pro/con).

Answer 58

Example: Compare organic farming methods with those of modern industrial farming.

Question 59

What are 3 verbal signposts?

Answer 59

1. Previewing 2. Summarizing 3. Switching directions

Question 60

What are examples of Previewing?

Answer 60

- "Now we will consider the opposite view." | - "Next I'm going to discuss . . . ."

Question 61

What are examples of Summarizing?

Answer 61

- "You see, then, that the most important elements are . . ." - "Let me review the major problems I have presented . . . ."

Question 62

What are examples of Switching directions?

Answer 62

- "Up to this point, I have talked only about . . . ; now let's look at . . . ." - "Those are all good reasons to support the proposal. But let's also consider the negatives."

Question 63

What are 6 Nonverbal messages?

Answer 63

1. Look terrific! 2. Animate your body. 3. Speak extemporaneously. 4. Punctuate your words. 5. Get out from behind the podium. 6. Vary your facial expression.

Question 64

What are 8 ways to polish your delivery and following up BEFORE the presentation?

Answer 64

1. Choose a delivery method. 2. Prepare thoroughly. 3. Rehearse repeatedly. 4. Time yourself. 5. Check the room. 6. Greet members of the audience. 7. Practice stress reduction. 8. Focus on converting fear into excitement.

Question 65

What are 6 ways to polish your delivery and following up DURING the presentation?

Answer 65

1. Begin with a pause. 2. Present your first sentence from memory. 3. Maintain eye contact. 4. Control your voice and vocabulary. 5. Skip the apologies. 6. Incorporate pauses when appropriate.

Question 66

What are 4 more ways to polish your delivery and following up DURING the presentation?

Answer 66

7. Move naturally. 8. Use visual aids effectively. 9. Avoid digressions. 10. Summarize your main points and arrive at the high point of your talk.

Question 67

What are 7 ways to polish your delivery and following up AFTER the presentation?

Answer 67

1. Distribute handouts. 2. Encourage questions. 3. Repeat questions. 4. Reinforce your main points. 5. Keep control. 6. Avoid Yes, but answers. 7. End with a summary and appreciation.

Question 68

Before an interview, what are 3 steps to research the target company?

Answer 68

1. Know the leaders, company products, finances, goals, competition, accomplishments, setbacks. 2. Interview employees, if possible. Consult relevant blogs. 3. Join the company’s Facebook page, and start following the company on Twitter.

Question 69

Before an interview, what are 4 steps to prepare and practice?

Answer 69

1. Study the job description. How do your skills and accomplishments fit the position? 2. Practice answers to typical interview questions. Make your best responses automatic. 3. Rehearse success stories. 4. Prepare thoroughly.

Question 70

Before an interview, what are 6 steps to prepare and practice?

Answer 70

1. Record a practice session. 2. Clean up any digital dirt. 3. Expect to explain problem areas on your résumé. 4. Decide how to dress professionally. 5. Cover tattoos and conceal body piercings. 6. Gather what you will bring with you.

Question 71

During an interview, what are 4 nonverbal messages?

Answer 71

1. Control your body movements. 2. Exhibit good posture. 3. Make frequent eye contact but don’t get into a staring contest. 4. Use gestures effectively.

Question 72

During an interview, what are 3 ways to fight fear?

Answer 72

1. Practice interviewing as much as you can, particularly with real companies. 2. Know how you will answer the most frequently asked questions. 3. Be ready with your success stories.

Question 73

During an interview, what are 3 MORE ways to fight fear?

Answer 73

1. Take deep breaths, particularly before the interview. 2. Know that you are not alone. Everyone feels anxiety during a job interview. 3. Remember that interviewing is a two-way street. You are evaluating the interviewer and his or her organization. This thought should give you confidence.

Question 74

During an interview, what 4 ways to act like a professional?

Answer 74

1. Answer questions confidently. 2. Clarify vague questions: By ___, do you mean ___? 3. Focus on your strengths; do not reveal weaknesses. 4. Use correct English and enunciate clearly.

Question 75

When closing an interview, what 5 questions to ask the interviewer?

Answer 75

1. What will my duties be? 2. What is it like working here, in terms of the people, management practices, workloads, expected performance, and rewards? 3. What training programs does this organization offer? 4. Who would be my immediate supervisor? 5. What is the organizational structure, and where does this position fit in?

Question 76

What are 3 steps to end the interview positively?

Answer 76

1. After his or her reply, say, "If I don’t hear from you by then, may I call you?" 2. Thank the interviewer. 3. Say goodbye to the receptionist.

Question 77

After the interview what 2 things to do?

Answer 77

1. Make notes on the interview as soon as you leave. | 2. Alert your references that they might receive a call.

Question 78

After the interview what 2 things to do later?

Answer 78

3. Write a thank-you letter to the interviewer. Remind the interviewer of your visit. Show that you really want the job and that you are qualified for it. 4. Call if you don’t hear from the interviewer within the specified time.

Question 79

Review Appendix A in back of textbook

Answer 79

Review Appendix A in back of textbook