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Excellence in Business Comm., 10e (Thill) Chapter 14 Designing and Delivering Oral and Online Presentations 1) Speeches and oral presentations are much like any other messages in that A) all require similar planning. B) the size of the groups to which they are delivered is similar. C) the interaction between the audience and speaker is similar. D) they deal with emotional or personal issues to a similar extent. E) they require little planning. Answer: A Explanation: A) Planning presentations is much like planning other business messages: You analyze the situation, gather information, select the right medium, and organize the information. 2) 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) deciding on the right mix of visuals and text for your slides. E) doing all of the above. Answer: A Explanation: A) As with written communications, analyzing the situation involves defining your purpose and developing an audience profile. This is a broad, overall look at the presentation rather than the planning of details. 3) 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. E) observe and comment. Answer: C Explanation: C) The purpose of most of your presentations will be to inform or to persuade, although you may occasionally need to make a collaborative presentation, such as when you're leading a problem-solving or brainstorming session. 4) One of the steps in analyzing your audience is to A) determine their likely emotional state. B) remember to keep your speech or oral presentation short. C) define your purpose. D) prepare a detailed, informative outline. E) none of the above. Answer: A Explanation: A) Anticipating the likely emotional state of your audience allows you to craft your presentation more effectively. Presentation length, purpose, and outlining are parts of other presentation planning steps.

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5) 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. E) unimportant, as long as your content is good. Answer: B Explanation: B) Besides in-person presentations, other presentation options include webcasts, screencasts, and twebinars. This is an important decision that is pertinent to any audience for which you present. 6) 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. E) complete all of your visuals. Answer: B Explanation: B) The main idea should be able to be expressed in a single sentence. Doing so focuses your presentation and makes it easier to communicate your overall point to your audience. This step should be completed before any others. 7) 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. E) restate it in three identical sentences, one right after the other. Answer: C Explanation: C) A main idea should be able to be expressed clearly and concisely. A single sentence should be enough to convey the idea, and it is important to make this main idea clear to the audience to aid comprehension. 8) For business presentations, time restraints 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. E) only a suggestion. Answer: A Explanation: A) It is important to respect the time of others in your organization or in the organization to whom you are presenting. Sticking to time limits and limiting your scope ensures your presentation is professionally executed.

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9) When using conventional structured slides, try to average one slide for every ________ minute(s) you speak. A) 1 B) 3 C) 7 D) 10 E) 20 Answer: B Explanation: B) A total of 3 to 4 minutes per slide is a good rule of thumb. Remember to factor in time for additional components such as breaks, question-and-answer sessions, and demonstrations. 10) If you are not given a time limit for your presentation, you should A) make it as long as possible to ensure the audience understands the message. B) keep the presentation as short as possible while accomplishing your purpose. C) ask the audience how long they would like the presentation to take. D) make sure it takes no less than 30 minutes, not including the question-and-answer session. E) deliver the presentation impromptu, and end it whenever the audience appears to be losing interest. Answer: B Explanation: B) It is important to respect the time of others in your organization or in the organization to whom you are presenting. Limiting your presentation to only the time necessary ensures your presentation is professionally executed. 11) If you have 10 minutes or less to deliver a presentation, you should A) speak as quickly as you possibly can. B) limit yourself to four or five main points. C) assume your audience is already interested. D) organize your presentation as you would a brief written message. E) not waste time on an introduction; instead, jump straight to the body of your message. Answer: D Explanation: D) For short presentations, use the direct approach if the subject involves routine information or good news and use the indirect approach if the subject involves bad news or persuasion. 12) Longer speeches and presentations are organized like A) reports. B) memos. C) letters. D) email messages. E) none of the above. Answer: A Explanation: A) Longer presentations are organized more like reports. If the purpose is to motivate or inform, you'll typically use the direct approach and a structure imposed naturally by the subject. D 3 Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall

13) 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 E) deceive, uninformed Answer: C Explanation: C) The indirect approach allows you to present unwelcome proposals or bad news in a manner that is more likely to convince a resistant audience of your position. Avoid entertaining or deceiving audiences in such a situation. 14) 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." E) the best presentations are almost entirely spontaneous. Answer: A Explanation: A) You may choose to create a separate planning outline that contains delivery cues to aid your presentations. Remember to include transitions as well as everything you would like to say to your audience. 15) 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) use only the passive voice. E) do all of the above. Answer: A Explanation: A) If the audience is small or composed of people you know, it is perfectly acceptable to adopt a more conversational tone for your presentation. Using a large room, seating the audience in rows, and using only the passive voice are all strategies that increase formality. 16) Formal presentations differ from informal ones in that A) formal presentations always include obscure, unfamiliar vocabulary. B) formal presentations are always much longer. C) formal presentations are often delivered from a stage or platform. D) when delivering a formal presentation, you should speak more rapidly. E) formal presentations are much easier to prepare and deliver. Answer: C Explanation: C) Separating yourself from your audience increases formality, as does speaking from a physically elevated position. Formal presentations do not need to use obscure language, be excessively long, or be delivered rapidly, but they are usually more challenging than informal presentations to prepare and deliver.

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17) In the introduction to your presentation, it is important to A) discuss the three or four main points on your outline. B) establish credibility. C) ask for audience input. D) boast about your qualifications. E) make it clear that you won't have time for questions. Answer: B Explanation: B) Audiences tend to decide within a few minutes whether you're worth listening to, so establishing your credibility quickly is vital. If you're not a well-known expert or haven't already earned your audience's trust in other situations, you'll need to build credibility in your introduction. 18) 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) say something outrageous, such as an insulting comment about an audience member. E) do none of the above. Answer: B Explanation: B) Spend some time thinking about the best way to capture the audience's attention and interest with your opening remarks. Keep remarks professional and on topic, giving the audience an idea of exactly what you are going to talk about. 19) As a speaker, how you go about establishing credibility depends in part on A) what time of day you deliver your remarks. B) whether or not you are known to the audience as an expert in the subject matter. C) how you are dressed. D) the size of your audience. E) the length of your presentation. Answer: B Explanation: B) If audience members are not familiar with you, it is important to introduce yourself and mention your credentials so that you can establish credibility with them. 20) "Now that we've reviewed the problem, let's take a look at some solutions" is an example of A) a poor transition. B) a good transition between major sections of a speech. C) a small link between sentences or paragraphs in a speech. D) the kind of wording that should never appear in a speech. E) a redundancy. Answer: B Explanation: B) To link between paragraphs, use a single transitional word. To link major sections of a presentation, use complete sentences or paragraphs, such as this one.

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21) To hold your audience's attention during the body of your speech, you should A) make at least seven or eight main points. B) include numerous abstract ideas. C) relate your subject to your audience's needs. D) periodically ask, "Is everyone still paying attention?" E) do all of the above. Answer: C Explanation: C) The most important way to hold an audience's attention is to show how your message relates to their individual needs and concerns. Stick to your main point and your chosen tone, and use concrete language as much as possible. 22) At the close of a business presentation, A) audience attention tends to reach its lowest point. B) be clear about what you want the audience to do next. C) you should avoid making it obvious that you're about to finish. D) audiences resent being reminded of the presentation's main ideas. E) it is always best to avoid having to answer any questions. Answer: B Explanation: B) When you repeat your main idea in the close, emphasize what you want your audience to do or to think. This ensures that you have done all you can to convey your main point. Audiences appreciate the effort to make your point clear. 23) When you have covered all the main points in your speech, you should A) make sure your concluding remarks are memorable and expressed in a tone that is appropriate to the situation. B) wrap up as quickly as possible. C) avoid using such phrases as "To sum it all up" and "In conclusion." D) keep it simple with a statement such as, "Well, I guess that's it." E) be careful not to repeat any of them. Answer: A Explanation: A) Plan your final statement carefully so you can end on a strong, positive note. 24) 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) calmly explain that no one is leaving until the disagreements are worked out. E) do all of the above. Answer: B Explanation: B) If the audience does not agree, make the lack of consensus clear by saying something like, "We seem to have some fundamental disagreement on this question." Be ready to suggest a method of resolving the differences.

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25) If your speech or presentation requires the audience to participate in an upcoming project, you should A) go directly to the question-and-answer session after you cover the main points of your speech. B) close your speech on a note of uncertainty. C) close your speech by explaining who is responsible for doing what. D) lead people to believe that the decision will be easy to carry out. E) do none of the above. Answer: C Explanation: C) If you expect any action to occur as a result of your speech, be sure to explain who is responsible for doing what. List the action items and, if possible within the time available, establish due dates and assign responsibility for each task. 26) You should always close your speech A) on a 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. E) with a humorous statement. Answer: A Explanation: A) Make your conclusion clear and memorable, with a strong emphasis on your main points. You should maintain a professional approach and ensure that your audience understands your conclusion. 27) Disadvantages of delivering a presentation from memory include all of the following except A) sounding stilted. B) possibly forgetting your lines. C) sounding too informal. D) none of the above—memorization is the best method. E) all of the above are disadvantages. Answer: C Explanation: C) It is likely that a memorized speech will sound stiff and stilted to your audience. It may convey a tone that is too formal. It is also possible that you will forget your lines, making memorization a poor approach for presentations. Diff: 2 Page Ref: 473 Skill: Concept Objective: 4 AACSB: Communication Abilities Learning Outcome: Describe steps for developing oral and online presentations. 28) 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. E) you are nervous. Answer: B 7 Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall

Explanation: B) Reading a speech is necessary in rare instances, such as when delivering legal information, policy statements, or other messages that must be conveyed in an exact manner. However, for all other business presentations, reading is a poor choice because it limits your interaction with the audience and lacks the fresh, dynamic feel of natural talking. 29) The most effective and easiest mode of delivering presentations in nearly all situations is A) memorization. B) reading from a prepared script. C) speaking from an outline or notes. D) impromptu speaking. E) from a seated position. Answer: C Explanation: C) Speaking from an outline or notes keeps you focused while allowing you to maintain a more natural tone of voice. Memorization or reading from a script may sound too formal and stilted, while impromptu speaking may make your presentation too scattered and disorganized to be effective. 30) Speaking from notes or an outline is often effective because A) you can look at the notes instead of at your audience. B) you can maintain a natural speaking flow. C) it reduces the likelihood that you will improvise. D) it enables you to read the presentation word-for-word. E) it takes far less time to prepare than writing out the entire presentation. Answer: B Explanation: B) Speaking from an outline or notes keeps you focused while allowing you to maintain a more natural tone of voice. Memorization or reading from a script may sound too formal and stilted, while impromptu speaking may make your presentation too scattered and disorganized to be effective. 31) Rehearsing your presentation will A) help you check your voice, timing, phrasing, and equipment. B) increase your nervousness. C) most likely ruin your ability to make an effective presentation. D) rob you of the confidence you need. E) waste valuable time, since most presentations are delivered in person. Answer: A Explanation: A) Practice is the best antidote for anxiety; it gives you confidence that you know your material and that you can recover from any glitches you might encounter. 32) 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) think carefully about the seating of the audience. D) do none of the above, since it is a waste of time. E) do all of the above. Answer: C Explanation: C) Visualize your audience so that you can tailor your presentation to most 8 Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall

effectively address them. Consider your position in the room and the lighting, and adapt your presentation accordingly. 33) Which of the following is not a good way to deal with speaking anxiety? A) Prepare more material than necessary. B) Concentrate on your nervousness. C) Take a few deep breaths before speaking. D) Have your first sentence memorized and on the tip of your tongue. E) Visualize success. Answer: B Explanation: B) Channel your anxiety into positive energy. Successful speakers focus on making an authentic connection with their listeners, rather than on trying to deliver a note-perfect presentation. Prepping extra material, taking deep breaths, memorizing your first sentence, and visualizing success can all reduce your anxiety. 34) 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. E) none of the above. Answer: C Explanation: C) Using Twitter and other electronic media, audience members often carry on their own parallel communication during a presentation via the backchannel. It can provide resources and feedback on your presentation. 35) 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, especially if you do not include your entire slide set. D) is an example of the backchannel in action. E) is necessary only if you are in...