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Business Communication Today, 12e (Bovee/Thill)

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.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

2) If you need to design a venue for delivering a presentation to a large audience, ________ will
usually be the best seating arrangement.
A) caf 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.
Diff: 2
Skill: Concept/Application
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Discuss techniques for delivering an effective presentation

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.
Diff: 2
Skill: Application
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Discuss techniques for delivering an effective presentation
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.
Diff: 2
Skill: Concept/Application
Objective: 1
AACSB: Communication Abilities, Multicultural and Diversity Understanding
Learning Outcome: Describe the opportunities and challenges of communicating in a diverse
world

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.
Diff: 2
Skill: Concept/Application
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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?
Diff: 3
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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.
Diff: 2
Skill: Concept/Application
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Discuss techniques for delivering an effective presentation

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.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Multicultural and Diversity Understanding
Learning Outcome: Describe the opportunities and challenges of communicating in a diverse
world

10) Selecting the right medium for your presentation is


A) easyyou'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.
Diff: 2
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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 ideathe 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?"
Diff: 3
Skill: Concept
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages
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.
Diff: 2
Skill: Application
Objective: 1
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

13) For business presentations, time constraints are usually


A) rigid, permitting little or no flexibility.
B) meaninglessaudiences 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.
Diff: 2
Skill: Concept
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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."
Diff: 3
Skill: Concept
Objective: 2
AACSB: Use of IT
Learning Outcome: Plan and prepare business messages
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.
Diff: 3
Skill: Concept
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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.
Diff: 3
Skill: Application
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Discuss techniques for delivering an effective presentation

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.
Diff: 2
Skill: Concept
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages
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 conclusionsespecially if they are
controversialuntil you have laid out the groundwork to make them seem plausible.
Diff: 3
Skill: Application
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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.
Diff: 2
Skill: Concept
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Plan and prepare business messages

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.
Diff: 2
Skill: Application
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Discuss techniques for delivering an effective presentation
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.
Diff: 2
Skill: Concept
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Discuss techniques for delivering an effective presentation

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.
Diff: 1
Skill: Concept
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Discuss techniques for delivering an effective presentation

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.
Diff: 2
Skill: Concept
Objective: 2
AACSB: Communication Abilities
Learning Outcome: Discuss techniques for delivering an effective presentation