BCOM Final Study Guide

How should a presentation be directed?

Directed to the specific needs and interests of the audience

Interviews : Closing the Interview

Watch for cues the interview is ending; rise, accept the interviewer's handshake, and communicate enthusiasm. Express appreciation for the interview and say you are eager to hear from the company.

What are presentations good for?

delivery bad news to a large audience

How should the body of an effective presentation be consisted?

limited to a few major points that are supported and clarified with relevant statistics, anecdotes, quotes from prominent people, appropriate humor, presentation visuals, and so forth

The hurricane seems to be (losing, loosing) (its, it's) force, which is (different from, different than) predictions.

losing, its, different from

What type of portfolio includes commendation messages, records, or surveys showing client or customer satisfaction with service as possible items?

professional portfolio

The (cite, sight, site) of the new 24/7 fitness center is being debated.

site

What speech methods do business speakers use more frequently?

uses the impromptu and extemporaneous speech methods more frequently

What is pronunciation?

using principles of phonetics to create accurate sounds, rhythm, stress, and intonation

How should you communicate with other cultures?

using simple, clear speech

How does the use of visual aids help make a presentation more effective?

visual aids reduce the time required to present a concept and increases audience retention

When are functional resumes most effective?

when applicants lack the appropriate education and experience

What advantages do the effective use of presentation visuals provide?

-Clarifies and emphasizes important points -Increases retention from 14% to 38% -Reduces the time required to present a concept

What are the advantages of multimedia use in presentations?

-Increase learning effectiveness -Is more appealing than traditional presentation methods -offers significant potential for improving personal communications, educations, and training efforts -reduces training costs -is easy to use -tailors information to the individual -provides high-quality video images and audio -offers system portability

What type of situations are presentations good for?

-Inspiring and motivating others -Demonstrations of products or for training purposes -To introduce a complex persuasive written message -As a follow-up to a complex persuasive written message -To deliver bad news to a large audience

What are the simple guidelines for creating a dynamic and useful presentation visual?

-Limit the number of visual aids used in a single presentation -Limit slide content to key ideas presented in as few words as possible or, better yet, visually -Develop only one major idea using targeted keywords the audience can scan quickly, understand, and remember -Choose an effective template and powerful images to reinforce ideas, illustrate complex ideas, and enliven boring content -Choose an effective color scheme -Limit colors to no more than three on a slide, to avoid an overwhelming feel -Begin by selecting a background color that conveys the appropriate formality and tone -Choose complementary foreground colors that have high contrast to the background to ensure readability

What should be included in your resume so an employer can reach you?

-Name -current address -phone number -email address

What are professional vocal qualities that you should have during a presentation?

-a medium or low voice pitch -adequate volume -varied tone and rate -the absence of distracting verbal filters

What are some attention-getting techniques that you might include in the introduction of a presentation?

-a shocking statement or startling statistic -a quotation by an expert or well-known person -a rhetorical or open-ended question that generates discussion from the audience -an appropriate joke or humor -a demonstration or dramatic presentation aid -an anecdote or timely story from a business periodical -a personal reference, a compliment to the audience, or a reference to the occasion of the presentation

What does a resume typically include?

-an objective -a career summary -qualifications -personal information -references

What are the disadvantages of multimedia use in presentations?

-being more expensive -being more difficult to configure -requiring special hardware

What should the introduction of an effective presentation do?

-capture the audience's attention, -involve the audience and the speaker -present the purpose statement -preview major points

What notions can help make the closing of a presentation most effective?

-commit the time and energy needed to develop a creative, memorable conclusion -Tie the closing to the introduction to strengthen the unity of the presentation -Use transition words that clearly indicate you are moving from the body to the closing -Practice your closing until you can deliver it without stumbling -Smile and stand back to accept the audience's applause

What are the characteristics of an effective print resume?

-concisely highlight key qualifications -are formatted for quick, easy reading

What approaches should you take when delivering a videoconference or live Web presentation?

-determine whether a distance delivery method is appropriate for the presentation -attempt to establish rapport with participants prior to the distance presentation -become proficient in delivering and using distance technology -develop high quality graphics appropriate for the distance format

What qualities of an audience should be taken into account when planning a presentation?

-general characteristics (age, gender, experience, etc.) -size -receptiveness

What type of visual aids are available for use in a presentation?

-handouts -models and physical objects -whiteboards -flip charts -overhead transparencies -electronic presentations -videotapes -audiotapes

What are the three parts of an effective presentation?

-introduction -body, -closing

What are keys to a successful speech?

-preparation -professional demeanor -staying in tune with the audience

What guidelines should you follow when preparing for a presentation?

-prepare thoroughly -prepare effective presentation support tools -practice, but do not rehearse -practice the entire presentation -spend additional time practicing the introduction and conclusion -practice displaying presentation visuals so that your delivery appears effortless and seamless -seek feedback on your performance to help you to polish your delivery and improve organization -request a lectern to hold you notes and to steady a shaky had, at least until you gain some confidence and experience -request a proper introduction if the audience knows little about you -dress appropriately to create a strong professional image and to bolster your self-confidence -arrive early to become familiar with the setup of the room and to check the equipment

What are factors that will help you direct a presentation specifically to an audience?

-the location and occasion of the speech -the audience's knowledge and experience -the seating arrangement for the presentation

What are the purposes of an application message?

-to introduce the applicant and the resume -create interest in the information given on the resume -assist an employer in seeing ways in which the applicant's services would be desirable

What is the process for planning, preparing, and rehearsing presentations?

1. Consider the applicable contextual forces 2. Determine the purpose and consider channel constraints and benefits 3. Envision the audience 4. Adapt the message to the audience's needs and concerns 5. Organize the message 6. Prepare visual aids 7. Rehearse delivery

What are the three steps taken in the research phase of a job search?

1. Gather relevant information for decision making 2. Prepare a company/job profile 3. Identify unique selling points and specific support

What steps should an organization follow during a crisis?

1. Get control of the situation 2. Gather information about the situation 3. Communicate early and often 4. Communicate directly with affected parties

What three techniques help provide support in a form that is easy to understand in the body of a presentation?

1. use simple vocabulary and short sentences 2. avoid jargon or technical terms 3. use a familiar frame of reference (analogies between new and familiar ideas)

What is the way in which a speaker produces and joins sounds?

Articulation

Employment Messages : Job-Acceptance Messages

Begin by accepting the job offer; specify position. Provide necessary details. Close with a courteous ending that confirms the date employment begins.

Employment Messages : Job-Refusal Messages

Begin with a neutral, related idea that leads to the explanation for the refusal. Present the reasons that lead to a diplomatic statement of the refusal. Close positively, anticipating future association with the company.

Employment Messages : Resignation Messages

Begin with a positive statement about the job to cushion the bad news. Present the explanation, state the resignation, and provide any details. Close with an appreciative statement about experience with the company.

Employment Messages : Thank-You for a Recommendation

Begin with expression of thanks for the recommendation. Convey sincere tone by avoiding exaggerated comments and providing specific examples of the value of the recommendation. End courteously, indicating future association with the reference.

Employment Messages : Recommendation Requests

Begin with the request for the recommendation. Provide necessary details including reference to an enclosed résumé to ensure a targeted message. End with an appreciative statement for the reference's willingness to aid in the job search. Send a follow-up letter explaining delays and extended job searches and expressing appreciation for continued help.

Employment Messages : Thank-You Messages

Express appreciation for the interview and mention the specific job for which you have applied. Refer to a specific point discussed in the interview. Close with a reference to an expected call or document conveying the interviewer's decision.

Interviews : Opening Formalities

Greet the interviewer by name with a smile, direct eye contact, and a firm handshake. Wait for the interviewer to ask you to be seated. Sit erect and lean forward slightly to convey interest. Avoid distractions such as looking at your cellphone.

What should an effective visual used during a presentation be like?

It should present major ideas in a simple design large enough for the audience to read

Interviews : Planning Stage

Learn as much as you can about the job requirements, range of salary and benefits, and the interviewer. Research the company with whom you are interviewing (e.g., its products/services, financial condition, growth potential, etc.). Identify the specific qualifications for the job and other pertinent information about the company. Plan your appearance: arrive clean, well groomed, and appropriately dressed. Arrive early with appropriate materials to communicate promptness and organization. Try to identify the type of interview you will have (structured, unstructured, virtual, stress, or group).

What is a topic an interviewer should refrain from asking a interviewee?

National origin

What are differences between North American and Japanese audiences in the context of delivering a presentation?

North Americans prefer directness, whereas the Japanese consider a straightforward approach tactless and rude

What should be obtained for the use of copyrighted multimedia content?

Permissions

According to experts, which of the following is the primary reason for the failure of team presentations?

Presenters do not devote enough time and resources to develop and rehearse the presentation

What is a common mistake made by presenters when planning an effective business presentation?

Presuming they know the audience without attempting to find out about it

Employment Messages : Application Forms

Read the entire form before completing it and follow instructions precisely. Complete the form neatly and accurately. Respond to all questions; insert N/A for questions that do not apply. Retain a copy for your records.

Employment Messages : Follow-Up Messages

Remind the receiver that your application is on file and you are interested in the job. Present additional education or experience gained since previous correspondence; do not repeat information presented earlier. Close with a courteous request for an interview.

How should a business presentation be planed?

So that it accomplishes the speaker's goals and meets the audience's needs

How do articulate speakers talk during a presentation?

They enunciate words precisely and ensure proper pronunciation

(Their, There, They're) planning to complete (their, there, they're) strategic plan this week.

They're, their

When presenting to an audience like employees or group members who might find the presentation boring, what technique would serve as an effective way to capture the attention of this audience?

Using a dramatic presentation aid to set the stage for the whole presentation and initiate rapport among them

What is an excellent method for screening out candidates who are unable to communicate their competence, enthusiasm, and conviction in a technology-rich environment?

Virtual interviewing

In the context of delivering presentations to culturally diverse audiences, which of the following is appreciated by people of all cultures?

Willingness to learn

What is an unstructured interview?

a freewheeling exchange that may shift from one subject to another, depending on the interests of the participants

What is a cover message?

a message placed on top of a resume so it can be read first by an employer

What is an application message?

a message placed on top of the resume so it can be read first by the employer; also called a cover message

What is Internet conferencing?

a method of real-time conferencing that allows a company to conduct a presentation in real time over the Internet simultaneously with a conference telephone call; also called webcasting

What is a text resume?

a plain text version of a resume

What is a professional portfolio?

a portfolio presented in digital format and distributed to prospective employers via a website, CD/DVD, or other media; also called an electronic portfolio or e-portfolio

What is an impromptu presentation?

a presentation in which a speaker is called on without prior notice

What is an extemporaneous presentation?

a presentation in which a speaker plans, prepares, and rehearses but does not write everything down; brief notes prompt the speaker, but the exact words are chosen spontaneously as the speaker interacts with the audience and identifies its specific needs

What is a memorized presentation?

a presentation in which a speaker writes out a speech, commits it to memory, and recites it verbatim

What is a manuscript presentation?

a presentation in which a speaker writes out the entire speech and reads it to the audience; also called a scripted presentation

What is a beamer?

a quick version of a resume designed in a format suitable for broadcasting on smartphones; also called a bearable resume

What do handouts serve as when used in a presentation?

a reference for later consideration

What is a video resume?

a resume created as a video for posting on sites such as Youtube

What is a multimedia resume?

a resume created with presentation software, such as Camtasia Studio, and sent to prospective employers on CD/DVD or posted on an applicant's personal website

What is a scannable resume?

a resume formatted to ensure a scanner can accurately read and convert it into a digital format

What is an inline resume?

a resume included in the body of an email message

What is a chrono-functional resume?

a resume that combines features of chronological and functional resumes

What is a targeted résumé?

a resume that reflects the requirements of a specific job listing

What is a resume?

a vital communication tool that provides a basis for judgement about a person's capabilities on the job

The consultant plans to (advice, advise) the company to eliminate the fourth shift for at least three months.

advise

What is an effect of an unsolicited application message towards the employers reading?

alerts them to needs they had not previously identified

What is a business presentation?

an important means of exchanging information for decision making and policy development; relating the benefits of the service offered; and sharing our goals, values, and vision

What is an unsolicited application message?

an unrequested message sent to many prospective employers that contains the same basic message

What are chronological resumes most appropriate for?

applicants who have the apparent qualifications for the job

What is a common courtesy during the opening formalities of an interview?

applying a firm handshake irrespective of who initiated the handshake

Why is incline resumes becoming the preferred choice of resumes?

bypasses the problem of viruses

I consider your remark a (compliment, complement); I agree that the granite countertops (compliment, complement) the deep, earthy tones in the room.

compliment, complement

What are hard skills that are essential for workers in today's business climate according to a UNESCO report of employer views?

discipline-specific skills

Why should the type of visual aid used in a presentation be carefully selected?

each provide specific advantages and its important that it supports your presentation effectively

What (affect, effect) will the change have on us?

effect

Generally staple merchandise is placed (farther, further) from the cashier than impulse items.

farther

Limit your discussion to five or (fewer, less) points.

fewer

How should a resignation message be written?

inductively

What are oral briefings?

informal presentations prepared and presented with little time for planning and developing

What is a virtual interview?

interview conducted using videoconferencing technology

What is a stress interview?

interview format designed to place the interviewee in an anxiety-producing situation so an evaluation of the interviewee's performance under stress may be made

What is a structured interview?

interview format generally used in the screening process, in which the interviewer follows a predetermined agenda, including a checklist of items or a series of questions and statements designed to elicit the necessary information or interviewee reaction

What is the drawback of over practicing a presentation?

makes a presentation sound mechanical and limit the speaker's ability to respond to the audience

The (amount, number) of complaints from customers declined with the addition of online chat.

number

The three panelists were constantly interrupting (each other, one another).

one another

During the research phase of a job search, what should you do after you complete a self-assessment to identify your job-related qualifications and make an analysis of the career field that interests you?

prepare a company profile or job profile

Customer perception is the (principal, principle) reason for the change.

principal

What should be done after you prepare visual aids for a presentation?

rehearse delivery

What should the closing of an effective presentation be like?

should be a memorable idea that supports and strengthens the purpose statement

What is articulation?

smooth, fluent, and pleasant speech

How are scannable resumes designed?

so that information can be scanned and processed by an applicant-tracking system

What should you do when formatting a scannable version of your resume?

stay with a plain design with no special formatting

What are electronic applicant-tracking systems?

systems that increase the efficiency of processing resumes by storing scanned resumes in an electronic database where they can be sorted by keywords, with a resulting ranking of applicants

When should a thank-you message be sent for maximum impact?

the day of the interview or the following day

What is a functional resume?

the organizational format for resumes that highlights an applicant's transferable skills

What is phonation?

the production and variation of a speaker's vocal tone

What type of selections should be made to result in an effective team presentation?

the selection of an appropriate leader and team members with complementary strengths and styles who plan ahead and rehearse thoroughly

What is a chronological resume?

the traditional organizational format for resumes, with headings that spotlight an applicant's education and experience

What methods can a job candidate use for the employment search?

traditional and electronic methods

The (to, too, two) external auditors expect us (to, too, two) complete (to, too, two) many unnecessary reports.

two, to, too

What approach to message delivery is appropriate if the purpose for presenting is primarily informative and the plan is to provide a good deal of information and details?

two-channel approach