CH-16 Developing Oral and Online Presentations – Business Communication Today : Exam Guide

Chapter 16 Developing Oral and Online Presentations 1) Speeches and oral presentations are much like any other messages in that A) they require similar planning. B) they require no planning. C) the interaction between the audience and speaker is similar. D) they deal with emotional or personal issues to a similar extent. Answer: A Explanation: A) For the planning stage, oral presentations are no different than other business messages. They require analysis of the situation, gathering of information, selecting the right medium, and organizing the information. 2) If you need to design a venue for delivering a presentation to a large audience, ________ will usually be the best seating arrangement. A) café style seating B) conference table seating C) classroom or theater seating D) horseshoe or "U" shaped seating Answer: C Explanation: C) Classroom or theater seating helps keep attention focused on the speaker and is usually the best method for accommodating large audiences. 3) If the audience for your presentation will be interested in but neutral to what you have to say, A) reward their goodwill by speaking in a relaxed, confident manner. B) dismiss their concerns and persuade them that they are mistaken for feeling that way. C) consider the indirect approach to find common ground and diffuse skepticism. D) build your credibility as you present compelling reasons to accept your message. Answer: D Explanation: D) If your audience will be interested but neutral, build your credibility as you present compelling reasons for them to accept your message. 4) When you're speaking to an international audience, ________ will enhance the clarity of your message. A) keeping the message simple B) supporting your message with slang and idioms C) talking fast without pausing D) avoiding the use of visual aids Answer: A Explanation: A) When you're speaking to an international audience, aim for clarity by keeping your message simple. 5) You want to prepare a speaking outline for an upcoming presentation. Which one of the following will help you get off to a good start? A) Ignore your planning outline and chart a new course based on your personal idiosyncrasies. B) Find your planning outline and remove anything you don't plan to say directly to your audience. C) Keyboard your script onto your presentation slides so you can read each slide word-for-word. D) Insert additional examples, details, and data into your original planning outline. Answer: B Explanation: B) Start with your planning outline and then strip away anything you don't plan to say directly to your audience. 6) When you prepare a speech or presentation, your first step involves A) analyzing the situation. B) choosing the right words. C) planning the content, length, and style of your speech or presentation. D) doing all of the above. Answer: A Explanation: A) Before you begin to organize or gather information, you need to analyze the situation by answering questions such as: What is the purpose of the presentation? Who is the audience for the presentation? What are the important ideas that need to be dealt with in the presentation? In which medium can these ideas be best expressed? 7) The two most common purposes of business presentations are to A) analyze and synthesize. B) regulate and validate. C) inform and persuade. D) illustrate and entertain. Answer: C Explanation: C) By far the most common purposes of presentations are to inform or persuade. Some presentations are made for collaborative purposes, such as when you are leading a brainstorming or problem-solving session. 8) When you're introducing a presentation, include a ________ to help your audience understand the structure and content of your message. A) catalogue of sources B) preview section C) bimodal transition D) contextual pattern Answer: B Explanation: B) Use the preview section to help your audience understand the importance, structure, and content of your message. 9) One of the steps in analyzing your audience is to A) determine whether your audience is comfortable listening to the language you speak. B) remember to keep your speech or oral presentation short. C) define your purpose. D) prepare a detailed, informative outline. Answer: A Explanation: A) With an audience that is unfamiliar with your language, you may consider submitting a written version of your work rather than an oral presentation. Most people find reading an unfamiliar language a lot easier than listening to the same material being presented orally. 10) Selecting the right medium for your presentation is A) easy—you're simply giving a speech. B) an important decision since technology offers a number of choices. C) only an issue when addressing audiences from other cultures. D) not something you need to think about early on. Answer: B Explanation: B) While it should be clear that your presentation will be delivered orally, there are many choices within the general oral medium. These choices include a live, in-person presentation, a webcast, webinar, screencast or some other variation of these oral media. 11) When organizing a speech or presentation, your first step is to A) develop an outline. B) define the main idea. C) write the introduction. D) decide on the delivery style. Answer: B Explanation: B) In the organization stage of your speech or presentation, you first need to define your main idea—the message that you want the audience to take away from the experience. A clear main idea can guide you all the way through the process of developing your content. Whenever you get confused, you can simply refer to your main idea and ask yourself, "What am I trying to say here?" 12) The best way to clarify your main idea in a presentation is to A) provide a lengthy handout for your audience to review during your presentation. B) describe it using jargon and complicated language to emphasize its importance. C) develop a single sentence that links your subject and purpose to your audience's frame of reference. D) allow your audience to gradually figure it out on their own. Answer: C Explanation: C) A single-sentence main idea is much easier to refer to during the composition of a presentation than a long paragraph. The single-sentence main idea works like a slogan to summarize your goals and objectives in a compact form. If you feel like you are losing your way, simply refer to the single-sentence main idea for direction and focus. 13) For business presentations, time constraints are usually A) rigid, permitting little or no flexibility. B) meaningless—audiences expect presenters to take a little more time than they're allotted. C) imposed only on lower-level employees. D) not important if you are presenting to your colleagues. Answer: A Explanation: A) In the business world, time is usually tight. Do not expect open-ended, unlimited time to present your material. In most businesses, time limits are strictly enforced. For example, at TechCrunch presentations are limited to six to eight minutes. 14) When using conventional structured slides, try to average one slide for A) each minute you speak. B) every 3 minutes you speak. C) every 7 minutes you speak. D) every 10 minutes you speak. Answer: B Explanation: B) As a rule of thumb, figure on about one slide for every 3 to 4 minutes of presentation time. Keep in mind that time needs to be reserved for introductions, closings, and other "interruptions." 15) In preparing presentations, keep in mind that audience attention levels and retention rates drop sharply after ________ minutes. A) 5 B) 20 C) 45 D) 60 Answer: B Explanation: B) Studies show that audiences can attend to material for about 20 minutes without their attention flagging. So in general, presentations should always aim to stay well under the 20 minute mark. 16) If you have 10 minutes or less to deliver a presentation A) speak as quickly as you possibly can. B) limit yourself to four or five main points. C) always use the indirect approach to organize your material. D) organize your presentation like a brief written message. Answer: D Explanation: D) If you have 10 minutes or less to deliver your message, organize your presentation much as you would a brief written message. Use the direct approach if the subject involves routine information or good news; use the indirect approach if the subject involves negative news or persuasion. 17) Longer speeches and presentations are organized like A) reports. B) memos. C) letters. D) email messages. Answer: A Explanation: A) If the purpose of the longer report is to inform, use a direct approach and structure. If the purpose is to persuade, organize your material around your conclusions and recommendations. Use a direct approach for a persuasive presentation only if your audience is clearly receptive to your message. 18) When organizing a speech, use the indirect approach if your purpose is to ________ and the audience is ________. A) entertain; resistant B) motivate; receptive C) persuade; resistant D) inform; receptive Answer: C Explanation: C) When the audience is skeptical or hostile, an indirect approach is required. Build your argument gradually. Don't state your conclusions—especially if they are controversial—until you have laid out the groundwork to make them seem plausible. 19) When preparing an outline for your speech, keep in mind that A) it can include delivery cues, such as where you plan to pause for emphasis or use visuals. B) you should keep each item to two- to three-word descriptions of what you will say. C) you can leave out all transitions. D) this is not the place to include "stage directions." Answer: A Explanation: A) Most successful speakers like to plant cues in their outline to know when to pause, introduce visuals, or point out something significant on a visual. The cues give extra structure to the outline and serve as handy reference points during the delivery of the presentation. 20) To reduce the formality of an oral presentation, A) deliver your remarks in a conversational tone. B) use a large room. C) seat the audience in rows. D) do all of the above. Answer: A Explanation: A) In the everyday business world, almost all presentations should be given in a conversational tone. Exceptions arise when you are giving a formal address or political speech of some type. Even in those situations, a conversational tone is often the best option. 21) Formal speeches differ from informal ones in that A) formal speeches always include obscure, unfamiliar vocabulary. B) formal speeches are always much longer. C) formal speeches are often delivered from a stage or platform. D) when delivering a formal speech, you should speak more rapidly. Answer: C Explanation: C) Formal speeches often put the speaker on a level that is above the audience, on a stage or platform, speaking into a microphone. 22) An effective introduction to a presentation will accomplish all of the following except A) arousing the audience's interest in your topic. B) establishing your credibility. C) preparing the audience for the rest of the presentation. D) telling the audience how to take action based on your recommendations. Answer: D Explanation: D) A good introduction arouses the audience's interest in your topic, establishes your credibility, and prepares the audience for what will follow. 23) One effective way to arouse interest at the start of a speech is to A) always start things off with a joke. B) unite the audience around a common goal. C) tease the audience by not mentioning specifically what you'll be talking about. D) do none of the above. Answer: B Explanation: B) If you can identify a problem that members of your audience care about solving you have usually piqued their interest. You can gain a firm hold on that interest if you show that you can deliver a creative solution to that problem. 24) ________ is not a primary function of the preview section in the introduction to a presentation. A) Identifying your main supporting points B) Establishing your credibility as a speaker C) Summarizing the main idea of your presentation D) Revealing the order in which you'll develop your main points Answer: B Explanation: B) A preview should summarize the main idea of the presentation, identify major supporting points, and indicate the order in which you'll develop those points. 25) The sentence "Now that we've identified the problem, let's take a look at some solutions" is an example of A) a problem statement for a presentation. B) a transition between major sections of a presentation. C) a statement of intent for a presentation. D) a statement of the main idea for a presentation. Answer: B Explanation: B) Use complete sentences or paragraphs as transitions between major sections of a presentation. 26) To hold your audience's attention during the body of your speech A) make at least seven or eight main points. B) include numerous abstract ideas. C) relate your subject to your audience's needs. D) do all of the above. Answer: C Explanation: C) Audiences listen more intently and care more about a subject when it relates to one of their needs. For example, speaking about banking problems to a non-banking audience has a lot more impact when those banking problems can be directly related to problems faced by ordinary consumers. 27) When you're concluding a business presentation A) bring up any information you forgot to include during the presentation. B) briefly restate the main points of your presentation. C) don't let the audience know you're ready to close the presentation. D) rely on the audience to decide how they feel and what they'll do about your presentation. Answer: B Explanation: B) Use the close to restate your main points succinctly and emphasize what you want your listeners to do or think. 28) When you have covered all the main points in your speech A) wrap up the presentation as quickly as possible. B) get ready to to end your message on a strong, positive note. C) avoid using such phrases as "To sum it all up" and "In conclusion." D) conclude with a detailed explanation of how hard you worked when preparing for your speech. Answer: B Explanation: B) End on a strong note that confirms any actions or decisions that will follow the presentation and reinforces the credibility of you and your message. 29) If there is a lack of consensus among the audience at the end of your presentation, you should A) gloss over it as quickly as possible. B) make the disagreement clear and be ready to suggest a method for resolving the differences. C) identify the individuals causing the disagreement and ask them pointed questions. D) do all of the above. Answer: B Explanation: B) If the audience lacks consensus then it is your responsibility to highlight this lack of consensus and challenge your audience to remedy the problem. In other words, the audience may not end up agreeing with your solution to the problem, but they should be able to agree that action needs to be taken in order to solve the problem. 30) If the purpose of your presentation is to get your audience involved in an upcoming project, you should A) open the floor for questions, as soon as you've covered your main points. B) make sure that your close is ambiguous. C) close by explaining who'll be involved and what they'll do. D) gloss over any difficulties that will be involved when completing the project. Answer: C Explanation: C) Spell out who will take action, as well as how and when they will do it. 31) You should always close your speech A) on an encouraging and memorable note. B) by leaving the audience with a feeling of incompleteness, which you can resolve in the question-and-answer period. C) with something dramatic or flamboyant. D) by introducing some new ideas for the audience to think about. Answer: A Explanation: A) Clarity and confidence is the key to a good closing. Restate your main issues and leave the audience on a positive note with something substantive that they will remember and take action on. 32) Except for very short speeches, don't try to memorize a presentation because A) you might forget your lines. B) you'll probably sound stilted while your talking. C) you won't be able to respond to questions during your presentation. D) all of the above. Answer: D Explanation: D) Avoid memorizing a presentation because you'll probably sound stilted, you might forget your lines, and you can't respond to questions during your presentation. 33) Delivering your presentation by reading it word-for-word is usually a bad idea except when A) your presentation is very lengthy. B) you're covering policy statements or legal documents that must be presented verbatim. C) the presentation is humorous. D) the audience is hostile. Answer: B Explanation: B) Reading a presentation should be reserved only for highly formal and legalistic situations in which there is little or no persuasive element in your talk. Otherwise, reading can make a presentation sound stale and unspontaneous. 34) The most effective and easiest mode of speech delivery in nearly all situations is A) memorization. B) reading from a prepared script. C) speaking from an outline or notes. D) impromptu speaking. Answer: C Explanation: C) Speaking from notes or an outline requires practice and preparation, but not memorization. Using notes rather than reading from a script allows you to make full eye contract with your audience. You should know your content so well that even if you get completely confused you can still use your command of the subject matter to get back on track. 35) When speaking from notes, it is best to print them on A) regular white typing paper. B) heavy note cards. C) brightly colored note cards. D) your smartphone. Answer: B Explanation: B) Note cards work well because they can easily be rearranged if for some reason the structure of your presentation gets disrupted. 36) Rehearsing your presentation on video will A) help you check your voice, timing, phrasing, and physical gestures. B) increase your nervousness. C) most likely ruin your ability to make an effective presentation. D) rob you of the confidence you need. Answer: A Explanation: A) Seeing yourself on video gives you a chance to improve all phases of your delivery. Be analytical as you watch. Look for opportunities to slow down or speed up. In some cases, you may discover that you want to eliminate—or add—an entire section. 37) When checking the location of your presentation in advance, you should A) not worry about seating arrangements—they have no effect on how you deliver your remarks. B) always request a whiteboard, even if you aren't sure you will need it. C) find out whether the venue offers a projection system that you will be expected to use. D) do all of the above. Answer: C Explanation: C) Nothing is worse or more nerve-racking than trying to deal with a malfunctioning projection system as you begin your talk. Make sure that the system is functional and compatible with your material well in advance of your presentation. 38) Which of the following is not a good way to deal with speaking anxiety? A) Prepare more material than necessary. B) Focus on being perfect. C) Take a few deep breaths before speaking. D) Have your first sentence memorized and on the tip of your tongue. Answer: B Explanation: B) Focusing on being perfect is not a wise strategy. Instead, focus should be placed on not worrying about being perfect. No presentation is ever perfect, so feeling pressure for perfection is pointless and counterproductive. 39) Answering questions at the end of a presentation gives you a chance to A) obtain important information. B) build enthusiasm for your point of view. C) emphasize your main ideas and supporting points. D) all of the above. Answer: D Explanation: D) Answering questions gives you a chance to obtain important information, emphasize your main idea and supporting points, and build enthusiasm for your point of view. 40) Best practices for the question-and-answer session after a presentation include A) counting on being able to set ground rules for the session. B) assuming that you'll be able to handle questions without some preparation. C) anticipating likely questions and thinking through your answers. D) acknowledging that the question-and-answer session is relatively unimportant. Answer: C Explanation: C) Don't leave the question-and-answer period to chance; instead, anticipate likely questions and think through your answers. 41) If you face hostile or difficult questions during a question-and-answer session A) enlist the help of the audience to ridicule the questioner. B) respond honestly and directly while keeping your cool. C) stand your ground and answer the questions aggressively. D) ignore anyone who asks such questions and change the subject. Answer: B Explanation: B) If you ever face hostile questions, respond honestly and directly while keeping your cool. 42) The backchannel can present challenges for business presenters because A) listeners can build support for your message. B) audience members who disagree with you can have more leverage. C) you can get feedback during and after the presentation. D) supporters can spread your message to a larger audience in a matter of seconds. Answer: B Explanation: B) The backchannel gives contrary audience members more leverage, which can cause a presentation to spin out of control. 43) The most important aspect of any presentation is A) enveloping your message within a cloak of technology. B) impressing the audience with your knowledge, skills, and abilities. C) getting the audience to receive, understand, and embrace your message. D) regarding your audience as passive recipients rather than trying to engage them. Answer: C Explanation: C) The most important aspect of any presentation is getting the audience to receive, understand, and embrace your message. 44) In business presentations, the "backchannel" is A) the "notes" portion of an electronic slide, which only the presenter can see. B) subtle, nonverbal cues the presenter sends during the presentation. C) electronic communication among audience members during the presentation. D) password-protected electronic slides that only certain audience members are allowed to view. Answer: C Explanation: C) Typical backchannel conversation is done via Twitter, Facebook, or IM as audience members communicate among themselves as the presentation is taking place. 45) Sending preview materials to the audience prior to an online presentation A) will cause most audience members to ignore what you present later. B) suggests that you are not confident. C) can be helpful. D) is an example of the backchannel in action. Answer: C Explanation: C) Allowing the audience to become more familiar with your material usually increases interest and improves the reception you receive from your audience. Some doubters warn to withhold some of your slides so as not to "give away" the ending of your presentation. 46) Because you can adapt to your audience while you are speaking, don't worry about analyzing the audience for an oral presentation. Answer: False Explanation: Adapting to an audience and making major changes in a presentation is something that a speaker should do only if forced to because of poor audience reception. To avoid being forced to make changes, find out who your audience is ahead of time and plan a presentation that is well-suited to them. 47) You will communicate more successfully with a multilingual audience if you speak slowly and distinctly and pause frequently. Answer: True Explanation: Other keys to successful speaking to multilingual audiences: Repeat key words and phrases frequently. Use gestures and body language to communicate. Rely on visuals to provide support for your presentation. 48) Planning a business presentation is similar to organizing a written message. Answer: True Explanation: There is little difference in planning for a business message or a business presentation. Both types of communication require analyzing the situation, gathering information, selecting the right medium, and organizing the information you have gathered. 49) You should be able to summarize the main idea for a speech in a single sentence that links your subject and purpose to the audience's frame of reference. Answer: True Explanation: If you are unable to summarize your main idea in a single sentence, it probably means that your main idea is unclear. Keep working on your presentation until the main idea can be expressed in a single sentence. 50) If you have 10 minutes or less to deliver your presentation, you should organize it much as you would a brief written message. Answer: True Explanation: As with a brief written message, choose either a direct or an indirect approach. If your audience is receptive, go ahead and state your conclusions up front. If your audience needs persuading, use an indirect approach and build a case for your position. 51) If your purpose is to analyze, persuade, or collaborate, you should organize your speech around conclusions and recommendations or a logical argument. Answer: True Explanation: Your conclusions and recommendations are the focus of what you want to say. So organize your entire presentation to use them to their best advantage. First, set up your conclusions and recommendations in the most effective way possible. Then deliver them with clarity. Finally, restate your conclusions and recommendations and point out their advantages to your audience. 52) Simplicity of organization is important only if your speech is short. Answer: False Explanation: Simplicity is important whether your presentation is long or short. In long speeches especially, audiences can lose focus and start to tune out. A simple message that is frequently repeated can avoid audiences losing their way. 53) In preparing a speaking outline for your presentation, you should avoid cluttering it with complete sentences. Answer: False Explanation: Major points and transitional sentences should be written out as complete sentences. 54) In general, you should use a conversational style when speaking to small groups and a more formal style for large groups who are unfamiliar with you. Answer: True Explanation: The larger and more unfamiliar the audience, the more formal the tone should be. So you should adopt a fairly formal tone with a large audience whom you don't know. 55) Presentations offer important opportunities for you to put all your communication skills on display. Answer: True Explanation: Oral presentations involve all of your communication skills, and they also demonstrate your business acumen. 56) When discussing topics of profound importance to your audience, you can usually count on having their attention as soon as you introduce your main idea. Answer: True Explanation: The trick is to find issues that your audience really cares about that can be linked to your message. If you can combine an issue that the audience cares about to what you care about—your main topic—you are likely to deliver a successful speech. 57) Asking, "Did you know that almost 90% of American homeowners are underinsured?" would be a good way to get the audience's attention at the beginning of a presentation on homeowner's insurance. Answer: True Explanation: Compelling questions can arouse keen interest in an audience. Just make sure your question is relevant and you can relate it constructively to the main message you want to deliver. 58) If you have no working relationship with your audience, you have only a few minutes to convince them that what you have to say is worth listening to. Answer: True Explanation: If you are totally unfamiliar to an audience, they tend to be impatient. If you don't establish credibility in a few short minutes they will begin to tune you out. For this reason, be sure to use some of your "best material" at the very beginning of your talk. 59) Giving your audience a preview of what you'll be talking about will reduce their interest and attention. Answer: False Explanation: A written preview in many instances can enhance interest and attention. For example, providing slides or a table of contents can cause prospective audience members to say, "I want to hear that." 60) Transitional words and phrases such as, "Now that we've covered..." are generally less important in oral presentations than in written reports. Answer: False Explanation: Transitional words and phrases are just as important in oral presentations as they are in written presentations. Good transitional words and phrases can make the difference between a confused audience and a focused audience that enjoys every word of your presentation. 61) To keep an audience's attention, try to present every point you make in light of the audience's needs and values. Answer: True Explanation: Relating to the basic needs and values of the audience is the key to an effective presentation. Find areas of common interest between your topic and the audience's concerns. For example, if you are presenting budget information, relate the budget you are talking about to the family budget of the people in your audience. 62) The ending is the least important part of a presentation. Answer: False Explanation: The close is a critical part of a presentation. Without a good close, all of the work you did in the rest of the talk gets wasted. The close should leave your audience with your "take-away" message. The close should also motivate your audience to take any actions that you deem necessary. 63) As you conclude your presentation, it is vital to emphasize whatever you want your listeners to do or think. Answer: True Explanation: Many presentations end with a call to action. If you want to move your audience to action, the close is where you should spell that action out explicitly. 64) When concluding a presentation, don't bore your audience by restating points you already made in the body. Answer: False Explanation: Restating key points is one of the main jobs of a close. Rather than bore your audience, restating ideas helps cement the ideas in their memory. 65) If you sense a lack of consensus at the end of your presentation, you should acknowledge it and be ready to suggest a method for resolving the differences. Answer: True Explanation: Disagreement with the audience should not be papered over. Acknowledge any discord and agree to disagree with your audience. Tell your audience that you will continue to look for a way to resolve your conflict and hope that they will be working toward the same end. 66) To make your presentation memorable, your ending should be spontaneous and impromptu. Answer: False Explanation: After an otherwise successful presentation, you don't want to end your time on the stage by having nothing to say. For that reason, plan your closing remarks carefully. Try to leave the audience with something meaningful and memorable. 67) Making a presentation with the help of an outline or notes is the most effective and easiest delivery mode. Answer: True Explanation: Using notes or an outline rather than reading or memorizing the talk keeps a presentation sounding fresh and spontaneous. The notes or outline keep the speaker on track. 68) You should never ask to see the location for your presentation in advance, since doing so shows a lack of confidence. Answer: False Explanation: Scouting the location of your presentation can be an important element of success. By checking the room carefully, you can head off technical problems such as projection systems, and get a feel for the acoustics of the room. 69) Skilled presenters are quick to put a stop to audience members engaging in "backchannel" communication during a presentation. Answer: False Explanation: Rather than try to fight against backchannel communication, it is a better idea to embrace the use of Twitter and other sites to chatter during presentations. View backchannel communication as a form of instant feedback. 70) When delivering presentations online, it is especially important to ask the audience for frequent feedback. Answer: True Explanation: Encourage audience members to speak up if they are genuinely confused or feel the need for additional discussion on a topic. If their request is overly disruptive, politely dismiss it and tell the requester to take up the issue with you later. 71) The purpose of most business presentations is to inform or ________. Answer: persuade Explanation: Many reports combine more than one purpose. For example, an internal company report might be given to inform decision-makers of a problem and to try to persuade them to address the problem. 72) Early in the planning stages of a speech, you should develop a(n) ________ profile. Answer: audience Explanation: An audience profile not only identifies who the audience is—potential clients, for example, or citizens who are affected by your plan to build a factory—but also how receptive they are likely to be. Potential clients, if they bother to come to a presentation, are likely to be highly motivated. Citizens whose lives are being disrupted by factory plans, on the other hand, are likely to be skeptical or even hostile. 73) The ________ of a speech should be expressed in a one-sentence statement that links your subject and purpose to your audience's frame of reference. Answer: main idea Explanation: The advantage of a one-sentence statement is that it is a good measure of how clear the main idea is. If you have trouble expressing your main idea in a single sentence, it is a strong indication that your main idea needs clarification. 74) A presentation ________ helps you organize your material and can serve as the foundation of your speaking notes. Answer: outline Explanation: An outline is the best organizing tool for a presentation. The outline can be referred to directly during the presentation, or the outline can be used to develop speaking notes. 75) For a large audience and an important event, you will generally need to establish a(n) ________ atmosphere and to deliver your remarks on a stage or platform. Answer: formal Explanation: Formal events include any large gathering such as a gala, a political speech, or a meeting of stockholders. The tone and delivery at these kinds of events should be formal. 76) The ________ to your presentation aims to capture the audience's attention. Answer: introduction Explanation: The introduction should do three things: arouse the audience's interest, establish credibility, and preview the main message of the presentation. 77) When making a presentation to an unfamiliar audience, you need to establish ________ quickly by listing your qualifications. Answer: credibility Explanation: Listing your qualifications is just one way to establish credibility. Other ways include being introduced by a person who is familiar to the audience, listing your accomplishments, and using the force of your argument and your personality to win the audience over. 78) Effective introductions often unite the audience around a common ________, such as helping solve a problem or capitalizing on an opportunity. Answer: goal Explanation: Common goals that interest the audience can bring the audience to a point where it is ready to hear your message. 79) In the body of your presentation, it is vital to ________ the ideas you are presenting around a common theme. Answer: connect Explanation: Great ideas will not carry a presentation all by themselves. Those ideas must be linked together by the speaker to present a coherent overall message. The connection between ideas is typically done by using transitional words, phrases, and sentences. 80) If there is a lack of ________ at the end of your presentation, acknowledge it and be ready to offer a method for resolving the differences. Answer: consensus Explanation: Disagreement cannot be ignored or swept "under the rug." Do not expect to resolve major conflicts by the time your presentation ends, but try to leave your audience thinking about constructive rather than destructive solutions to the situation. 81) The easiest and most effective delivery mode for most business presentations is speaking from ________. Answer: notes Explanation: Speaking notes developed from a solid outline provide the best platform for guiding a presentation from start to finish. Some speakers speak from the outline directly rather than creating speaking notes. 82) If you're addressing an audience that doesn't speak your language, consider using a(n) ________ to put your speech into terms they can easily understand. Answer: interpreter Explanation: For non-English speakers, speak slowly and clearly, repeat key words and phrases frequently, use gestures and body language freely, and rely on visuals to provide support for your presentation. 83) You can overcome ________ related to public speaking by concentrating on your message and your audience, not on your fears. Answer: anxiety Explanation: Being nervous is an indication that you care about your issue and your audience. Rather than be surprised by anxiety, expect to be nervous and try to channel the extra energy it provides. 84) To help keep your audience's attention during a presentation, illustrate your ideas with diagrams, photographs, charts or other ________—they will enliven your message, help you connect with the audience, and help people remember your message more effectively. Answer: visuals Explanation: Visuals can be a major organizing feature of your presentation. For example, many effective speakers organize their presentations around their slides. 85) The ________ refers to "a line of communication created by people in an audience to connect with others inside or outside the room, with or without the knowledge of the speaker." Answer: backchannel Explanation: Backchannel communication is done using Twitter, Facebook, or IM. While the presentation is taking place, audience members communicate with one another. Some speakers actually "tune in" to the backchannels and use them to field questions after they are finished speaking. 86) List the four steps involved in planning an oral presentation. Answer: (1) Analyze the situation. (2) Gather information. (3) Select the right medium. (4) Organize the presentation. 87) You've been asked to give a presentation on cybercrime. List two steps that can help you define the main idea of your presentation, and then provide an example of the second step. Answer: The first step is to figure out the one message you want audience members to take away with them. Then compose a one-sentence summary that links your subject and purpose to your audience's frame of reference. An example would be, "With cybercrime more common than ever, the public needs to be smarter about using the web." 88) In a longer presentation, how does your purpose influence the way you organize your material? Answer: If the purpose is to inform, use a direct approach and a structure imposed naturally by the subject (importance, sequence, etc.). If the purpose is to analyze, persuade, or collaborate, organize the material around conclusions and recommendations or around a logical argument. 89) Briefly explain the difference between a planning outline and a speaking outline. Answer: Whereas a planning outline is very detailed and includes all the points you plan to cover in your presentation, a speaking outline is much simpler. 90) Give an example of one way to arouse audience attention at the beginning of a presentation on your company's new long-term disability insurance. Answer: One way to get the audience's attention would be to ask, "Here's a serious question: what would happen to you, your finances, your home, and your family if an illness or injury kept you out of work for three months or more?" (Answers will vary.) One effective way to arouse audience attention at the beginning of a presentation on your company's new long-term disability insurance is to start with a compelling and relatable story: Example: "Imagine a dedicated employee who, after years of hard work and commitment, suddenly faces a serious health issue that prevents them from performing their job. For this individual, having comprehensive long-term disability insurance becomes not just a policy, but a lifeline that ensures financial stability during a challenging time. Today, we’re going to discuss how our new long-term disability insurance plan can provide similar peace of mind and support to all our employees when they need it most." Starting with a story or scenario that highlights the real-world impact of the insurance policy engages the audience emotionally and underscores the importance of the topic. 91) List two goals to achieve in the body of a business presentation. Answer: (1) Make sure that the organization of your presentation is clear and (2) maintain your audience's interest in your topic. 92) Briefly describe the three tasks that an effective closing to a presentation should accomplish and give an example of a sentence that would be an ineffective ending. Answer: (1) Restate your main points—emphasize what you want the audience to do or think. (2) Describe the next steps—explain who is responsible for doing what. (3) End on a strong note—make your final remarks encouraging and memorable. An ineffective ending would be "Well, I guess that's about all I've got." (Answers will vary.) An effective closing to a presentation should accomplish the following three tasks: 1. Summarize Key Points: Reiterate the main ideas or findings of the presentation to reinforce the message and ensure clarity. 2. Provide a Call to Action: Encourage the audience to take specific actions or consider how the information presented applies to them or their situation. 3. End with a Strong, Memorable Statement: Conclude with a powerful statement or quote that leaves a lasting impression and ties back to the presentation’s theme. Ineffective Ending Example: "So, yeah, that’s pretty much it. Thanks for listening." This closing is ineffective because it doesn’t summarize key points, lacks a clear call to action, and fails to leave a memorable impression. 93) List the four delivery methods for oral presentations. Answer: Reciting from memory, reading, speaking from notes, and impromptu speaking 94) Briefly explain how nervousness can actually improve the quality of your presentation. Answer: Nervousness is an indication that you care about your audience, your topic, and the occasion. Such stimulation can give you the extra energy you need to make your presentation sparkle. 95) Define "backchannel" and describe the risks and benefits it provides for business presenters. Answer: The backchannel refers to electronic communication among audience members and/or outsiders that occurs during a presentation. It allows audience members to research the speaker's claims (and spread the word if they believe any are shaky) and gives hostile audience members extra leverage. It can also, however, enable supportive audience members to build support for the speaker's message, expand on it, and spread it to a larger audience. It can also enable speakers to receive valuable real-time feedback on the presentation. 96) When planning a presentation, what does it mean to "analyze the situation"? Briefly explain each of the tasks involved. Answer: Analyzing the situation involves defining your purpose, developing an audience profile, and assessing the circumstances in which you will speak. The purpose of most business presentations is to inform or to persuade, although some may involve collaboration. Developing an audience profile requires anticipating what sort of emotional state your audience is likely to be in and determining whether your audience is comfortable listening in the language you speak. Finally, assessing the circumstances of your presentation involves considering everything from the size and layout of the room to the types of equipment to which you will have access. 97) Describe the four steps to organizing a presentation effectively. Answer: (1) Define the main idea—what do you want the audience to walk away with? (2) Limit your scope—tailor the material to fit the time limit. (3) Choose your approach—direct for supportive audiences and indirect for resistant audiences. (4) Outline your content—keep it audience-centered for maximum effectiveness. 98) What six stages should you go through in preparing an effective outline for a presentation? Answer: The first stage is to state your purpose and main idea. Doing so enables you to make sure everything you add later relates to these components of your presentation. The second stage is to organize your major points and subpoints in a manner that is logical and effective. Third, identify your introduction, body, and close. Fourth, show your connections by writing out in sentence form the transitions you plan to use to move from one part to the next. Fifth, show your sources by preparing your bibliography carefully. Sixth, choose a title for your presentation that will let your audience know what to expect. Coming up with a title is especially important if your speech will be publicized ahead of time or introduced by someone else. 99) List and briefly explain six strategies for holding your audience's attention during a business presentation. Answer: (1) Relate your subject to your audience's needs—present every point in light of how it will affect the listeners. (2) Anticipate your audience's questions—anticipate listener questions and address them in the body of your speech. (3) Use clear, vivid language—familiar words, short sentences, and concrete examples. (4) Explain the relationship between your subject and familiar ideas—show how your subject is related to ideas that your listeners already understand. (5) Ask opinions or pause for questions or comments—this lets the audience change from listening to participating. (6) Illustrate your ideas with visual aids. Doing so will enliven your message and help your audience remember it more effectively. 100) Offer some practical suggestions for overcoming anxiety related to public speaking. Answer: (1) Stop worrying about being perfect—everyone makes mistakes. (2) Prepare more material than necessary. Extra knowledge will reduce your anxiety. (3) Practice. The more familiar you are with your material, the less nervous you will be. (4) Visualize your success. Use the few minutes before you start to tell yourself that you're ready. (5) Remember to breathe. (6) Be ready with your opening line. Have your first sentence memorized and ready to go. (7) Be comfortable. (8) Take a three-second break if you sense that you're starting to race. (9) Maintain eye contact with friendly audience members. (10) Keep going—things usually get better as you move along and your confidence increases. Test Bank for Business Communication Today Courtland L. Bovee, John V. Thill 9780132971294, 9780134562186, 9780135900239, 9780132539555