Business Communications Final Exam Review (chaps. 16, 17, 18, 19, & 10-12)

Chapter 16: Developing Presentations in a Social Media Environment: What are the 4 basic seating arrangements, which help to assess the environment in which you will be speaking.

1.) Classroom or theater seating: helps keep attention focused on the speaker 2.) Conference table seating: promote interaction among attendees, but it does tend to isolate the speaker at one end of the room 3.) Horseshoe or "U" shaped seating: allows speaker to walk in between the tables and interact with individual audience members 4.) Cafe seating: is best for breakout sessions and other small group activities

Chapter 16: Developing Presentations in a Social Media Environment: Select the Best Combination of Media and Channels:

1.) Controlled Methods: - specific software - conference room - company's online media 2.) Your Choice of Methods: - in-person presentations - webcasts or screencasts - twitter and web-based

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What are the advantages of structured slides?

1.) Fast and easy creation: just pick overall design 2.) Complex data and ideas: effective at covering complex ideas 3.) Standalone sense: can be read on their own

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: How should you craft your personal strategy to find a job?

1.) Get organized: keep all details straight 2.) Start now and stick with it 3.) Seek stepping-stone opportunities

Chapter 16: Developing Presentations in a Social Media Environment: What are 2 ways to organize your oral presentation?

1.) Linear Presentation Approach: - outlined like conventional messages - presenter follows point-by-point Flow Ex: speeches, technical and financial presentations 2.) Nonlinear Presentation Approach - doesn't flow in any particular direction - presenter moves within and between topics Ex: shows "big picture" and specific details

Chapter 16: Developing Presentations in a Social Media Environment: What are the different presentation methods?

1.) Memorizing: this is not a good idea 2.) Reading: you should NOT read the entire presentation 3.) Outline or Notes: includes note cards or visual aids 4.) Impromptu speaking: collect your main ideas

Chapter 17: Enhancing Presentations with Slides and Other Visuals: How to write readable content:

1.) Overloading the audience with too much information, too fast 2.) Taking attention away from the speaker by forcing people to read more 3.) Requiring the presenter to use smaller type, which makes the slides even harder to read

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What is the problem with too much text on slides?

1.) Overloading the audience with too much information, too fast 2.) Taking attention away from the speaker by forcing people to read more 3.) Requiring the presenter to use smaller type, which makes the slides even harder to read

Chapter 16: Developing Presentations in a Social Media Environment: What is the 3- step process for delivering oral presentations?

1.) Plan 2.) Write 3.) Complete

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: What is the 3 step process for writing resumes?

1.) Plan 2.) Write 3.) Complete

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What are the advantages of using free-form slides?

1.) Providing complementary information through both textual and visual means 2.) Managing the amount of information delivered at any one time to prevent cognitive overload 3.) Helping viewers process information by identifying priorities and connections

Chapter 17: Enhancing Presentations with Slides and Other Visuals: How should you verify your design plans?

1.) Review the plan: think through presentation 2.) Check the style: is it appropriate for the subject matter? 3.) Keep it simple: takes less time to create materials 4.) Use time wisely: don't spend too much time on visuals

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What are the disadvantages of structured slides?

1.) Text-heavy slides: can be boring 2.) Repetitive appearance 3.) Audience effects

Chapter 17: Enhancing Presentations with Slides and Other Visuals: Integrating mobile devices in presentations:

1.) Viewing the screen: - overcome viewing problems - broadcast to tablets and phones 2.) Attending the presentation: - invite and include mobile users - broadcast to tablets and smartphones

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: What are the 3 components of quality of hire?

1.) You ability to perform 2.) Your overall reliability 3.) Your motivation level

Chapter 17: Enhancing Presentations with Slides and Other Visuals: When writing content for text slides, keep your message short and simple:

- Limit each slide to one thought, concept, or idea. - As a rule, limit content to four or five lines with four or five words per line. - Don't show a large number of text-heavy slides in a row. - Write short, bulleted phrases rather than long sentences. - Use sentences only when you need to share a quotation or other text item verbatim. - Use parallel grammar when listing items. - Use the active voice. - Include short, informative titles. - When combining visuals with text, the more information the visual can convey, the less work the text must do.

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: is valuable planning exercise that can help you think where you want to go and how to present yourself to target employers.

"The story of you"

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Describe the writing stage.

- Adapt to the audience - Compose the message

Chapter 16: Developing Presentations in a Social Media Environment: How do you work the backchannel?

- Add social media into the presentation: set up your own formal backchannel (twitter hashtag) - Monitor and ask for feedback - Review comments to improve your presentation - Automatically tweet points from your presentation while you speak - Establish exceptions within the audience (comments should be civil)

Chapter 19: Applying and Interviewing for Employment: Tips for Application letters:

- Address your letter to a specific person who can hire you. If you can't find a name, addressing your letter to "Dear Hiring Manager" is acceptable. - Clearly identify the opportunity you're applying for or expressing interest in. - Show that you understand the company and its marketplace. - Never volunteer salary information unless an employer asks for it. - Keep your message short - Show personality, but be businesslike - Project confidence, not arrogance - Dont repeat resume information

Chapter 16: Developing Presentations in a Social Media Environment: What are the advantages and disadvantages of presenting online?

- Advantages: - cost savings - convenience - Disadvantages: - "digital divide" - "human moments": some things just don't translate well

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Describe the planning stage.

- Analyze situation - Gather information - Choose media and channels - Get organized

Chapter 16: Developing Presentations in a Social Media Environment: How can you plan your presentation in advance?

- Check the seating arrangements - Check equipment and supplies - Plan for multicultural audiences

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Revising your Resume:

- Clarity and Ease of Finding Information - Conciseness and Overall Length

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Producing your optimal resume design:

- Clean - Professional looking - Skimmable

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What are the elements of selecting design elements?

- Colors: emphasizes important ideas - Artwork - Typeface - Type style

Chapter 16: Developing Presentations in a Social Media Environment: What are some useful ways to select the right software when presenting your oral presentation?

- Match the tool to the task - Focus on the story, not the software: should only help your presentation - Rethink software "limitations"

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: What are the essential resume elements?

- Name and contact information - Brief introductory statement - Educational background - Experience, skills, and accomplishments - Activities and achievements - Personal data and references

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Distributing your resume:

- Post on job websites - Mail printed versions - Email digital versions - Submit on an employer's website

Chapter 16: Developing Presentations in a Social Media Environment: What are the distinct elements of developing the presentation?

- Presentation introduction - Presentation body - Presentation close

Chapter 16: Developing Presentations in a Social Media Environment: Describe the presentation body.

- Presentation your main points - Connecting your ideas (headings, paragraphs, white space, and lists) - Holding the audience's attention

Chapter 16: Developing Presentations in a Social Media Environment: What are some online presentation tips?

- Consider sending preview study materials ahead of time - Rehearse using the system live, if at all possible - Keep your presentation as simple as possible - Ask for feedback frequently - Consider viewing experience from the audience's side - Allow plenty of time for everyone to get connected and familiar with the screens they are viewing

Chapter 16: Developing Presentations in a Social Media Environment: How can you speak with confidence?

- Controlled beginning: don't rush - Your posture: stand tall with shoulders back - Your tone of voice: try to sound confident; speak crisply and clearly

Chapter 16: Developing Presentations in a Social Media Environment: Describe analyzing the situation.

- Defining your purpose: - Inform - Persuade - Collaborate - Developing an audience profile: - Emotional state - Comfort level with your language

Chapter 16: Developing Presentations in a Social Media Environment: How can you handle your audience's questions responsively?

- Establish ground rules - Prepare to answer questions: learn about your audience - Notice nonverbal signals: repeat the question to confirm your understanding of it - Don't avoid difficult questions - Control your presentation - Control your emotions: maintain a business-like tone

Chapter 16: Developing Presentations in a Social Media Environment: Why is limiting the scope of your oral presentation important?

- For most presentations, you must work within time constraints - You must also attempt to hold your audience's attention during your presentation

Chapter 16: Developing Presentations in a Social Media Environment: Describe the presentation introduction.

- Getting the audience's attention: grab the audience's attention - Establishing your credibility: mention your relevant experience and accomplishments - Previewing you presentation: summarize the main idea of your presentation

Chapter 16: Developing Presentations in a Social Media Environment: What are some ways that you can keep your audience's attention?

- Keep relating your subject to your audience's needs. - Anticipate- and answer- your audience's questions as you move along. - Explain the relationship between your subject and familiar ideas. - Ask for opinions or pause occasionally for comments or questions. - Illustrate your ideas with visuals.

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What are the components of ineffective slide design?

- Lack of awareness - Inadequate training - Schedule pressures - Habitual responses - Slideument hybrids (try to function as presentation visuals and printed documents)

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What are the different types of visuals to use?

- Prezis: flexible and have a dynamic look and feel - Slides: easy to edit and update - Overhead Transparencies: don't require latest computer or projection equipment - Chalkboards or whiteboards: are effective tools for recording points made during a brainstorming session - Flipcharts: record comments and questions during presentation

Chapter 17: Enhancing Presentations with Slides and Other Visuals: Explain the elements to reviewing the slides.

- Readable. Can text be read from the back of the room? Does the text stand out from the background? - Consistent. Are colors and design elements used consistently? - Simple. Is each slide and the entire presentation as simple as possible? Can you eliminate any slides? - Audience-centered. Are the message and the design focused on the audience? - Clear. Is the main point of a slide obvious? Easy to understand? Can the audience grasp the main point in just a few seconds? - Concise and grammatical. Is text written in concise phrases? Are bulleted phrases grammatically parallel? - Focused. Does each slide cover only one thought, concept, or idea? Does the slide grab the viewer's attention in the right place? Are arrows, symbols, or other techniques used to draw attention to the key sections of a chart or diagram? - Fully operational. Have you verified every slide in your presentation? Do all the animations and other special effects work as you intended?

Chapter 17: Enhancing Presentations with Slides and Other Visuals: How do you create charts and tables for slides?

- Reduce the detail: eliminate anything that isn't essential to the message - Keep it simple - Shorten numbers: limit amount of data shown - Highlight key points - Adjust the size and length

Chapter 16: Developing Presentations in a Social Media Environment: How do you close the presentation?

- Restating your opinions: repeating your main points - Providing a clear-wrap up - Ending with clarity and confidence: confirm expectations about any actions or decisions that will follow the presentation

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Describe the completing stage.

- Revise the message - Produce the message - Proofread the message - Distribute the message

Chapter 16: Developing Presentations in a Social Media Environment: What are the 2 type of presentations to choose from?

- Shorter presentations: - direct approach for routine information or good news - Longer presentations: - direct approach to motivate or inform - indirect approach to analyze, persuade, or collaborate

Chapter 16: Developing Presentations in a Social Media Environment: What are the ways in which to adapt to different audiences?

- Small group: - use a conversational tone - use a small conference room - invite comments - Large group: - establish a formal atmosphere - stand on a stage or platform - limit interaction

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Support for resumes (opportunities)

- Social media - flexible format - multimedia elements - compelling content

Chapter 16: Developing Presentations in a Social Media Environment: How do you create a speaking outline?

- Start with the planning outline: then strip away anything you don't plan to say to your audience (e.g., statement of general purpose, main idea, bibliography, and so on). - Condense points and transitions to keywords or phrases: choosing words that will prompt you to remember what each point is about. - Add delivery cues: such as places in your outline where you plan to pause for emphasis or use a visual. - Arrange your notes on cards (or sheets of paper, if you prefer); number your cards (or sheets of paper) so that you can keep them in order. If you plan to use PowerPoint or other presentation software, you can also use the "notes" field on each slide for speaking notes.

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: How to keep your workplace resume honest:

- workplace references - employment history - criminal records - interview questions

Chapter 16: Developing Presentations in a Social Media Environment: _________________ involved defining your purpose and developing an audience profile.

Analyzing the situation

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Translating your potential into specific employment solutions:

Attributes + Experience = Specific Position

Chapter 16: Developing Presentations in a Social Media Environment: The more you know about your _______________, the more effectively you'll communicate with them. Try to anticipate their likely emotional state- such as supportive, neutral, uninterested, worried, or hostile.

audience

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.

backchannel

Chapter 16: Developing Presentations in a Social Media Environment: Use the ____________ approach if the audience is receptive, and the ____________ approach if you expect resistance.

direct; indirect

Chapter 16: Developing Presentations in a Social Media Environment: Practicing your delivery includes:

Can you present your material naturally, without reading your slides? Could you still deliver an effective presentation if your equipment crashed and you had to proceed without using your slides at all? Is the equipment working, and do you know how to work it? Is your timing on track? Can you easily pronounce all the words you plan to use? Have you anticipated likely questions and objections?

Chapter 16: Developing Presentations in a Social Media Environment: Describe the challenges and opportunities of the backchannel.

Challenges: - risk of criticism - loss of control Opportunities: - audience support - valuable feedback

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: - Emphasize employment experience: - name and location of employers - job titles and dates of employment - highlights of your accomplishments

Chronological Resume

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: - Blend chronological and functional - highlight your capabilities - highlight your education - minimize employer concerns

Combination Resume

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: - Emphasize skills and accomplishments: - show what you can do - emphasize earlier job experience - deemphasize gaps in work history

Functional Resume

Chapter 17: Enhancing Presentations with Slides and Other Visuals: lets you jump to another in your presentation, to a website, or to another program. Also builds flexibility into your presentation

Hyperlink

Chapter 17: Enhancing Presentations with Slides and Other Visuals: elements offer the ultimate in active presentations

Multimedia

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: is the process of making informal connections with mutually beneficial business contacts wherever and whenever people talk—at industry functions, social gatherings, alumni reunions, and on social media.

Networking

Chapter 17: Enhancing Presentations with Slides and Other Visuals: ______________ can improve the quality and impact of your oral presentation by creating interest, illustrating points that are difficult to explain in words alone, adding variety, and increasing the audience's ability to absorb and remember information.

Visuals

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: offers a brief capsule view of your key qualifications

qualifications summary

Chapter 17: Enhancing Presentations with Slides and Other Visuals: Control how one slide replaces another.

slide transitions

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: How to avoid mistakes when searching for a job:

- not catching mistakes in your résumé - misspelling the name of a manager you're writing to - showing up late for an interview, - tweeting something unprofessional - failing to complete application forms correctly - asking for information that you can easily find for yourself on a company's website - making any other error that could flag you as being careless or disrespectful.

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Building Your Network includes:

- reach out to your classmates - target professions, industries, companies - use online sources and social media - join student business organizations - attend industry trade shows - participate in volunteer opportunities

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Taking the initiative to find opportunities:

- target companies of interest - contact Human Resources - contact company mangers - describe what you can offer - ask to be considered

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Avoid these:

- trendy - flashy - different

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: How to compose your resume:

- use a simple, direct style - use short phrases, not whole sentences - start phrases with action verbs - provide specific supporting evidence - include business or technical keywords

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: College career centers and online sources provide services such as:

- job-search techniques - resume preparation - job readiness training - interview techniques - self-marketing skills

Chapter 16: Developing Presentations in a Social Media Environment: What are the ways in which you should prepare your presentation's outline?

- State the purpose and main idea: then use them to guide your planning - Organize the points and sub- points: expressing each major point as a single, complete sentence. - Identify major points in the body first, then outline the introduction and close. - Identify transitions between major points or sections, then write these transitions in full sentence form. - Prepare your bibliography or source notes: highlight any sources you want to identify by name during your talk. - Choose a compelling title. Even if the title won't be published, it will help you focus your thoughts around your main idea.

Chapter 16: Developing Presentations in a Social Media Environment: How can you overcome anxiety when presenting?

- Stop worrying about being perfect. - Know what you're talking about - Practice, practice, practice - Visualize your success - Remember to breathe - Be ready with your opening line - Be comfortable - Take a three-second break, if you need it - Focus on your message and audience - Connect with friendly audience members - Keep going to build your confidence

Chapter 17: Enhancing Presentations with Slides and Other Visuals: How do you design slides around a key visual?

- Structure - Organize - Explain

Chapter 16: Developing Presentations in a Social Media Environment: How do you define the main idea of your presentation?

- Subject - Purpose - Audience *One-sentence summary of what you want to share with your audience*

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What are the disadvantages of free-form slides?

- Time consuming and demanding - Additional speaker responsibility - Hard to present complex subjects

Chapter 17: Enhancing Presentations with Slides and Other Visuals: Explain navigation and support slides.

- Title slides: use one or two title slides - Agenda and program details: communicate agenda - Navigation slides: based on outline or agenda

Chapter 17: Enhancing Presentations with Slides and Other Visuals: Adding animation and media:

- Transitions - Builds - Hyperlinks - Multimedia

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: How to practice network etiquette.

- Try to learn something about the people you want to connect with. - Don't overwhelm others with too many messages or requests. - Be succinct in all your communication efforts. - Don't give out other people's contact information without their permission. - Don't email your résumé to complete strangers. - Remember to say thank you every time someone helps you.

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Researching industries and companies of interest.

- Visit company websites - Talk to customers - Start with the Riley Guide - Read periodicals and newspapers - Check out blogs and podcasts - Use job search apps

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Writing the story of you:

- What are you passionate about? - What skills do you possess? - How can you help the organization? - What experiences have you had? - What do you want in the future?

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Focus on these:

- audience - goals - resources

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: What are the 3 types of resumes?

- chronological style - functional style - combination style

Chapter 17: Enhancing Presentations with Slides and Other Visuals: Creating complex effective handouts:

- complex charts and diagrams - articles and technical papers - case study materials - recommended resources - copies of presentation slides

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: When creating an online or social media resume:

- create a positive impression - use social networking tools - provide your resume to employers

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: Support for resumes (challenges)

- discrimination - ease of evaluation - habits of recruiters - applicant tracking

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: How to address areas of concern:

- frequent job changes - gaps in work history - overall level of experience - long term with one employer - job termination for cause - criminal record

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: When proofreading your resume, check:

- headings and lists - sentence-level issues - essential numerical data

Chapter 17: Enhancing Presentations with Slides and Other Visuals: control the release of text, graphics, and other elements on individual slides

Builds

Chapter 16: Developing Presentations in a Social Media Environment: __________________ offer opportunities to display all your communication skills.

Oral presentations

Chapter 19: Applying and Interviewing for Employment: - unannounced opportunity - unclear job qualifications - fewer competitors

Prospecting writing application letters

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: a measure of how closely new employees meet the company's needs.

Quality of hire

Chapter 19: Applying and Interviewing for Employment: - advertised job opportunity - clear job qualifications - increased competition

Solicited writing application letters

Chapter 17: Enhancing Presentations with Slides and Other Visuals: What are the 2 types of slides?

Structured or free-form

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: offers advice for online job searches as well as links to hundreds of specialized websites opening in specific industries and professions.

The Riley Guide

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: identifies either a specific job you want or a general career you want to pursue

career objective

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: offers a brief recap of your career with the goal presenting increasing levels of responsibility and performance

career summary

Chapter 17: Enhancing Presentations with Slides and Other Visuals: It is important to obtain a ______________, ____________ look in your visuals.

clean, professional

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: is probably your strongest selling point

education

Chapter 18: Finding the Ideal Opportunity in Today's Job Market: when a recruiter searches for resumes most likely to match the requirements of a particular job.

keyword searches