Bcom - ch 14

Describe the four steps to organizing a presentation effectively.

(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.

List two goals to achieve in the body of a business presentation.

(1) Make sure that the organization of your presentation is clear (2) maintain your audience's interest in your topic. By ensuring that you are communicating clearly to an audience and that you are presenting information in a manner that captures and keeps their attention, you increase the effectiveness of your presentation.

When planning a presentation, what does it mean to "analyze the situation"? Briefly explain each of the tasks involved.

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 your audience's emotional state and assessing their comfort level with the language you speak. Assessing the circumstances involves considering everything from the size and layout of the room to equipment you'll be using.

Briefly explain the function builds play in electronic presentations.

Builds control the release of text, graphics, and other elements on individual slides. For example, you can use them to make bullet points appear one at a time rather than having all of them appear at once. Slide builds allow you to control what your audience sees and encourages them to focus on one point at a time, as you discuss them.

List at least three types of visuals commonly used in business presentations.

Business presenters support their ideas with: (1) overhead transparencies (2) electronic slides (3) chalkboards and whiteboards (4) flip charts

Which of the following is not a good way to deal with speaking anxiety?

Concentrate on your nervousness.

________ conveys information that is part of your message; ________ simply enhances the look of your slides.

Functional artwork; decorative artwork

In a longer presentation, how does your purpose influence the way you organize your material?

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. Informative presentations may vary widely depending on the subject matter, which dictates the structure of the presentation. Analytical, persuasive, and collaborative presentations, on the other hand, should be focused on conclusions, recommendations, or the logical argument that underpins your point of view.

List the four steps involved in planning an oral presentation.

In order to plan an oral presentation, you need to (1) analyze the situation (2) gather information (3) select the right medium (4) organize the presentation. The four steps of planning an oral presentation assist you in creating an effective and well-communicated presentation: analyze, gather, select the medium, and organize.

What six stages should you go through in preparing an effective outline for a presentation?

In the first stage, state your purpose and main idea. Doing so will help to ensure that everything you add later will relate to these components of your presentation. The second stage involves organizing your major points and sub-points 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. Composing an effective title is especially important if your speech will be publicized ahead of time or introduced by someone else.

________ slides indicate which material has been covered and which section you are about to begin.

Navigation

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.

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.) The audience's attention can be gained through a variety of approaches, including a story, a question, a sample product, an interesting detail, or a pertinent observation.

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) Remove all transitions and key words from your planning outline. B) Ignore your planning outline and chart a new course based on your personal agenda. C) Start with the planning outline; then strip out anything you don't plan to say to the audience. D) Keyboard your script on your slides. That way, you can read the slides word-for-word. E) Insert additional examples, details, and data into your original planning outline.

Start with the planning outline; then strip out anything you don't plan to say to the audience.

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.

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." By identifying the message you would like to send to your audience, you can focus your presentation. Stating your main idea in one sentence further focuses your presentation and ensures you will provide a unified message to your audience.

What two types of artwork can be included in the foreground of electronic slides? Briefly explain the distinction between these types.

This artwork can be functional or decorative. Functional artwork includes photos, technical drawings, charts, and other visual elements containing information that's part of your message. Decorative artwork can enhance the look of your slides, but is often merely a distraction. Functional artwork relates directly to your presentation and communicates an aspect of the information you are going to provide to the audience. Decorative artwork acts merely as something to look at without adding to the content of the presentation.

Briefly explain the difference between a planning outline and a speaking outline.

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. A speaking outline contains merely the cues and reminders the presenter needs to stay on task for the presentation. The planning outline contains a thorough list of the bulk of the presentation.

Presentations should be delivered using

a conversational tone.

According to your textbook, a slideument is

a hybrid slide that tries to function as a presentation visual and a printed document.

The sentence, "Now that we've identified the problem, let's take a look at some solutions," is an example of

a transition between major sections of a presentation.

Unlike structured slides, free-form slides

achieve unity through colors, fonts, and images, rather than rigid templates.

To share information such as hashtags and WiFi log-in information, include

agenda and program detail slides.

When it comes to slide design,

consistency is critical because audiences assign meaning to visual elements beginning with the first slide.

The backchannel can present challenges for business presenters because

contrary audience members can have more leverage.

Which of the following would be an appropriate handout to accompany an oral presentation? A) an interesting but unrelated news article B) copies of detailed charts and graphs C) a photo of you, with a caption listing all of your qualifications D) a copy of the presentation text E) copies of all slides

copies of detailed charts and graphs

When organizing a speech or presentation, your first step is to

define the main idea.

One of the steps in analyzing your audience is to

determine their likely emotional state.

The best way to clarify your main idea in a presentation is to

develop a single sentence that links your subject and purpose to your audience's frame of reference.

The most important aspect of any presentation is

getting the audience to receive, understand, and embrace your message.

Rehearsing your presentation will

help you check your voice, timing, phrasing, and equipment.

The slide master feature in presentation software

helps create a consistent design for your entire slide show.

The two most common purposes of business presentations are to

inform and persuade.

When planning an outline for your speech, keep in mind that

it can include delivery cues, such as where you plan to pause for emphasis or use visuals.

If you are not given a time limit for your presentation, you should

keep the presentation as short as possible while accomplishing your purpose.

Overhead transparencies are

old-fashioned, but offer some advantages compared to electronic slides.

When you're introducing a presentation, include a ________ to help your audience understand the structure and content of your message.

preview section

To hold your audience's attention during the body of your speech, you should

relate your subject to your audience's needs.

If you face hostile or difficult questions during a question-and-answer session,

respond honestly while keeping control of your emotions.

A presenter who is using free-form slides is

responsible for conveying more of the content.

When using slide builds, you should

reveal information in a way that helps your audience understand your message.

For business presentations, time constraints are usually

rigid, permitting little or no flexibility.

Structured presentation slides are usually the best choice for

routine presentations.

The most effective and easiest mode of delivering presentations in nearly all situations is

speaking from an outline or notes.

One advantage of developing a presentation as a webcast is

the ability to download it and view at later.

One of the benefits of giving a presentation online is

the ability to reach a geographically dispersed audience.

Generally, when presenting to a larger audience,

the presentation becomes more formal.

Which one of the following is the best use of functional animation? A) using Prezi software B) to demonstrate a sequence or procedure C) to ease the viewer's gaze from one slide to the next D) making a clipart image spin around in circles E) to allow one point to appear on the slide at a time

to demonstrate a sequence or procedure

Hyperlinks are useful in slide presentations for

transferring the presentation to a mobile device.

One effective way to arouse interest at the start of a speech is to

unite the audience around a common goal.

To reduce the formality of an oral presentation,

use a conversational tone during the presentation.

Four important design elements to consider when creating slides include all of the following except A) choosing color. B) selecting background designs. C) writing content. D) selecting fonts and type styles. E) choosing artwork.

writing content.

Speaking from notes or an outline is often effective because

you can maintain a natural speaking flow.

Don't try to memorize a presentation because

you'll probably sound stilted when you deliver the message.

Delivering your presentation by reading it word-for-word is a good idea when

you're covering policy statements or legal documents that must be presented verbatim.

List and briefly explain six strategies for holding your audience's attention during a business presentation.

(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.

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.

(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 should include the main points of the presentation, as well as any action the audience should take. Plan your final remarks carefully because vague or weak statements will undermine the effectiveness of your presentation.

Offer some practical suggestions for overcoming anxiety related to public speaking.

The following techniques can help you turn anxiety into positive energy: (1) Stop worrying about being perfect—everyone makes mistakes. (2) Know your subject—the more familiar you are with your material, the more confident you will be. (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) Concentrate on your message and your audience, not on yourself. (10) Maintain eye contact with friendly audience members. (11) Keep going—things usually get better as you move along and your confidence increases.

Successful speakers work on making

an authentic connection with listeners.

Selecting the right medium for your presentation is

an important decision since technology offers a number of choices.

Printed materials that you give to the audience to supplement your presentation should be

an integral part of your presentation strategy.

When you prepare a speech or presentation, your first step involves

analyzing the situation.

Best practices for the question-and-answer session after a presentation include

anticipating likely questions and thinking through your answers.

Explaining the circumstances surrounding the presentation is often effective in

arousing the interest of the audience.

When preparing a background design for slides,

be sure the background is not distracting.

When developing a presentation for an online audience,

break complicated slides into multiple slides.

When you're concluding a business presentation,

briefly restate the main points you covered during the presentation.

If the audience for a presentation will be interested in, but neutral to, what you have to say,

build your credibility as you present compelling reasons to accept your message.

Sending preview materials to the audience prior to an online presentation

can help audience members become familiar with important background information.

If the purpose of your presentation is to get your audience involved in an upcoming project, you should

close by explaining who'll be involved and what they'll do.

Effective text slides should do all of the following except A) highlight key points. B) display your entire speaking script. C) summarize and preview your message. D) signal major shifts in thought. E) illustrate concepts.

display your entire speaking script.

In business presentations, the backchannel is

electronic communication among audience members during the presentation.

For most business presentations, ________ are the medium of choice.

electronic slides

Answering questions at the end of a presentation gives you a chance to

emphasize your supporting points.

An effective introduction to a presentation will

establish your credibility.

When you have covered all the main points in your speech, you should

get ready to end your message on a strong, positive note.

Expert presenters often structure specific slides around a ________ that helps organize and explain the points they are trying to make.

key visual

When preparing to be able to best respond to questions from the audience,

learn about the audience and their concerns ahead of time.

When the goal is to show complicated relationships between multiple ideas, it is most appropriate to use a(n)

linear format.

Organized like a printed document, a ________ is appropriate for technical presentations and presentations in which you want to build a conclusion following logical steps.

linear presentation

In order to appear sincere, confident, and trustworthy,

maintain eye contact with friendly audience members.

To enhance the presentation through the use of visuals,

make sure the message, not the visual, is the focus of the presentation.

If there is a lack of consensus among the audience at the end of your presentation, you should

make the disagreement clear and be ready to suggest a method for resolving the differences.

You should always close your speech

on a memorable note.

During a presentation, one way to make the best use of the backchannel is to

schedule Twitter break to review comments during the presentation.

When you're designing an electronic slide deck for a business presentation, let ________ and ________ guide your efforts.

simplicity; authenticity

One of the best ways to organize, reposition, and delete slides while checking for design consistency is with the use of

slide sorter view.

You can use ________ to control how one slide replaces another on the screen; you can also use ________ to control the release of text, graphics, and other elements on individual slides.

slide transitions; slide builds

When presenting to high-ranking executives, ________ will consume most of the presentation time.

the question and answer period

Speeches and oral presentations are much like any other messages in that

they all require similar planning.

When using charts and tables in presentations,

they should be simpler than visuals for printed documents.

When checking the location of your presentation in advance, you should

think carefully about the seating of the audience.