Fundamentals Of Business Communication Quiz Part- IV

An advantage of an oral message is that it allows for immediate feedback. Unlike written messages, oral communication provides the opportunity for the sender and receiver to interact in real-time, allowing for immediate clarification, questions, and responses. This immediate feedback helps ensure that the message is understood correctly and allows for any necessary adjustments or further explanation. It promotes better understanding and reduces the chances of miscommunication or confusion.

The correct answer is "Read the material to a colleague bottom to top." This is not a step in the proofreading process because it does not directly involve reviewing the content, mechanics, or spelling errors of the material. Proofreading typically involves reviewing the material yourself to ensure accuracy and correctness, rather than reading it aloud to someone else.

Sending an email to remind colleagues of an upcoming deadline for budget submissions is an appropriate situation to use email. This method allows for a quick and efficient way to notify multiple individuals about the deadline, ensuring that everyone is aware and can submit their budgets on time. Additionally, email provides a written record of the reminder, making it easy for recipients to refer back to the information if needed.

When analyzing the receiver of a message, it is important to consider their knowledge, interests, attitudes, and emotional reaction. Understanding the receiver's knowledge helps to ensure that the message is communicated effectively and at an appropriate level. Considering their interests helps to tailor the message to their specific needs and preferences. Attitudes play a role in how the receiver perceives and interprets the message. Emotional reaction is important because it can influence how the receiver responds to the message. Gender, age, and culture are not mentioned as areas of analysis for the receiver, making option c the correct answer.

The correct answer is "Apply the principles of business communication." This option is not part of the planning process because it pertains to the execution or implementation of the plan, rather than the actual planning itself. The planning process involves establishing purposes, outlining the message content, and selecting the organizational plan, which are all essential steps in developing a strategic plan. However, applying the principles of business communication is a separate task that occurs after the planning process is complete.

Instant messaging is a popular communication tool that allows users to send and receive messages in real-time. However, one disadvantage of instant messaging is that messages are maintained on servers controlled by the provider. This means that the provider has access to all the messages and can potentially monitor or store them. This lack of privacy and control over personal conversations can be a concern for some users.

The correct answer is "Plan, draft, finalize." This three-step process for developing business messages involves first planning the message by determining its purpose and analyzing the receiver and situation. Then, a draft of the message is created, taking into consideration the planned content. Finally, the message is finalized by reviewing and proofreading it before sending it out. This process ensures that the message is well thought out, tailored to the audience, and error-free.

An indirect, written message would be the best organizational plan and type of message for persuading someone to donate to a community project that feeds the homeless. This is because an indirect approach allows the sender to build a relationship with the recipient and create a sense of trust before making the donation request. A written message provides the opportunity to carefully craft the message, include relevant information, and appeal to the recipient's emotions. Additionally, a written message allows the recipient to review the information at their own pace and consider the donation request more thoughtfully.

The indirect plan is a communication strategy where the main idea is presented after supporting explanations and reasons. This helps to build credibility and prepare the recipient for the main message. The opening of a message written using the indirect plan is usually neutral or a point of agreement to establish rapport. However, the statement that this organizational plan is used for good news messages is not true. The indirect plan is typically used for messages that contain sensitive or potentially negative information, allowing the writer to soften the blow and minimize resistance.

The revising process involves reviewing and making changes to a written document to improve its clarity, coherence, and effectiveness. This includes checking for the application of business communication principles, verifying the content for accuracy and completeness, and considering the visual image the message creates. However, determining whether the message is mechanically correct, such as checking for grammar, spelling, and punctuation errors, is part of the editing process rather than the revising process.