Deck 14: Developing Presentation Skills

Question 1

What are the kinds of activities in which business professionals depend upon oral communication? Mention any five and support each one with an example.

Answer 1

Students' answers will vary.
Business professionals use oral communication in a variety of ways and settings. Professionals depend upon oral communication when engaged in activities such as those described below.
a) Explaining or reporting to supervisors, subordinates, and associates on the same level. Examples: Report to a supervisor about the status of a project. Direct a subordinate to complete a task. Work with peers as part of a team.
b) Giving information to customers and potential customers. Examples: Answer face-to-face or telephone inquiries about items or services offered by your company. Give presentations describing products and services provided.
c) Acquiring information necessary to conduct the everyday affairs of business. Examples: Speak with vendors and suppliers to request information about products or to order supplies. Speak with outside consultants, such as accountants, attorneys, and computer specialists. Participating in meetings. Examples: Meet with all personnel levels to discuss current and future projects. Meet with consultants or customers to discuss products and services. Meet with teams to complete an assigned project.
d) Participating in informal discussion with fellow employees. Examples: Ask co-workers to contribute for flowers for a hospitalized colleague. Plan recreational functions for employees. Attend an informal social event for employees at someone's home.
e) Giving instruction to an individual or a group. Examples: Train new employees. Instruct customers in the use of newly purchased products. Instruct patients in caring for themselves.
f) Interviewing employees and prospective employees. Examples: Interview job applicants. Participate in performance appraisals.
g) Participating in social-business conversations. Examples: Engage in conversations with representatives from civic and professional organizations. Congratulate associates and business acquaintances on their accomplishments.
h) Giving formal speeches before groups. Examples: Give a speech before a civic group. Talk to students (elementary, high school, or college level) about your work experience.

Question 2

Discuss the various voice attributes that determine the quality of speech.

Answer 2

The quality of speech is determined by these voice attributes: volume, pitch, tone, tempo, enunciation, and pronunciation.
a) Volume: For oral communication to be effective, your voice must be heard clearly. Sufficient volume, achieved through good breath control, is important.
b) Pitch (voice level): A speaker's voice should have a pleasing pitch. Pitch refers to the level of a sound on a musical scale. Practice can help correct the shrillness of a voice that is pitched too high or the excessive resonance of a voice that is pitched too low. Another pitch-related problem is the constant pitch that results in a monotone speech. An effective speaker varies the pitch of his or her voice to help communicate the message.
c) Tone: The tone of your voice often reveals your attitudes and feelings. A pleasant and cheerful tone is desirable because it will have a good effect on your listeners. On the telephone, the tone of your voice must substitute for your facial expression. In addition, you can use variation in tone, as well as in volume and pitch, to add interest to your speaking voice. The kind of tone you use should be appropriate for the words and ideas you are expressing.
d) Tempo: Tempo, the rate at which you speak, should be varied to avoid extremes in either direction. Most people tend to speak too rapidly. Although you should not speak so rapidly that your words are not understood, neither should you speak so slowly that your listeners lose track of what you are saying. Changing the rate contributes to variety, as well as clarity.
e) Enunciation refers to the distinctness or clarity with which you articulate or sound each part of a word.
f) Pronunciation refers either to the sound that a speaker gives to the letters or letter combinations that make up a word or to the way in which the speaker accents the word.

Question 3

Elaborate on the guidelines that make one-on-one communication effective.

Answer 3

Guidelines for one-on-one communication include:
a) Establish the best atmosphere: One way to establish good relations with colleagues and customers is to create a relaxed, conversational atmosphere. You can accomplish this in one-on-one conversations by sitting or standing so that there are no physical barriers between you and the listener. Giving the other person your undivided attention shows courtesy and respect.
b) Listen attentively: Listening attentively and showing interest in the other person are just two attributes of a good communicator. In a one-on-one conversation, you alternate between the roles of speaker and listener. As a speaker, part of your responsibility is to listen to what the other person says, to be courteous, and to get the necessary information.
c) Use the person's name: Be certain that you hear and remember the name of a person whom you have met or talked with for the first time. Repeat the name right after it is given to you. If you aren't absolutely sure of the person's name, ask that it be repeated. Then, after hearing the name, pronounce it aloud in order to fix it in your mind. Whenever it is appropriate, use the name once or twice during the conversation.
d) Permit others to talk: Do not do all of the talking. Give the other person an opportunity to talk, while you listen attentively. Watch for signs that the other person wants to say something or is becoming bored and is not listening carefully. No matter how interesting you think the conversation is or how well informed or articulate you think you are, you must give your listener a chance to speak.
e) Compliment when suitable: Compliments are always welcome, so compliment someone whenever the occasion is appropriate. Paying a compliment is especially effective during tense situations. If a valued employee or a customer has a complaint that you cannot justify or remedy, you can put that person in a better frame of mind for a "no" answer by paying a compliment. However, never pay a compliment unless you can do so honestly and convincingly. Insincerity is easily detected.
f) Keep conversations concise: Since time is valuable, you should keep your conversations to the point. If you are asked for opinions, give them clearly and concisely. Being concise, however, does not mean you must be brusque. Try to sense the amount of information the situation warrants and act accordingly.

Question 4

As a group leader, how can you encourage greater participation in meetings?

Question 5

Differentiate between traditional meetings and electronic meetings. Briefly discuss the meeting preparation steps a leader would take prior to a successful meeting.

Question 6

List the guidelines for using humor and stories in your presentations and speeches.

Question 7

How can you, as a speaker, be prepared for questions from your audience?

Question 8

Discuss some of the techniques that can be used to evaluate your presentation.

Question 9

Discuss the guidelines for using handouts as visual aids during presentations.

Question 10

How do speakers benefit by using presentation software?

Question 11

_____ refers to the level of a sound on a musical scale.

Question 12

The _____ of your voice often reveals your attitudes and feelings.

Question 13

_____ refers to the distinctness or clarity with which you articulate or sound each part of a word.

Question 14

_____ refers either to the sound that a speaker gives to the letters or letter combinations that make up a word or to the way in which the speaker accents the word.

Question 15

A(n) _____ committee is a temporary committee formed for a particular purpose.

Question 16

Interactive webinars enable real-time conversational exchange between the lecturer and the audience. In contrast, a conference _____ is an Internet broadcast that involves one-way transmission of information.

Question 17

A(n) _____ is a question that is posed-with no expectation of a response-to stimulate thought about a specific topic.

Question 18

_____ are preformatted layouts that let you add text to your electronic slides, while keeping layout, color, fonts, etc., consistent.

Question 19

The _____, provided with your presentation software, is a collection of simple drawings that can be used to illustrate your slides.

Question 20

_____ are a presentation software feature, which provide special effects that introduce each electronic slide as it appears on the screen.

Question 21

When talking from a sitting position, speakers should:

A) lean back in their chairs.
B) toy with an object such as a paper clip.
C) rest their arms and hands on their laps.
D) rest their elbows on the desk in front of them.

Question 22

Which of the following is an ineffective practice when talking to an audience?

A) Stepping sideways to signal a transition in what you are discussing
B) Placing your arms and hands at your sides rather than behind your back
C) Making eye contact with the audience rather than looking at your own visual aids
D) Toying with an object, such as a paper clip, on the table in front of you

Question 23

Janet, an aspiring news reader, was rejected at her job interview because her voice was too shrill. Considering this feedback, which of the following attributes of voice should Janet work on?

A) Tempo
B) Enunciation
C) Pronunciation
D) Pitch

Question 24

Which of the following statements is True when using handouts in your presentation?

A) Give your audience at least one handout.
B) When the information is complex, do not use handouts.
C) Asking the audience to download the handouts is not an option.
D) Avoid color-coding handout pages, it confuses audience members.

Question 25

Which of the following is an ineffective practice when delivering a speech?

A) Pausing between major points or after important statements
B) Speaking important phrases more rapidly than unimportant phrases
C) Raising your pitch to signal a question or an expression of suspense
D) Dropping your pitch at the end of a declarative sentence

Question 26

Saying "wanna" instead of "want to" is an example of:

A) rising pitch.
B) falling intonation.
C) careless enunciation.
D) fast tempo.

Question 27

John is a sales representative at a company. During his one-on-one communications with customers, he should avoid:

A) creating a conversational atmosphere.
B) keeping the conversations short.
C) addressing the customers by their names.
D) doing all of the talking.

Question 28

Which of the following should a leader keep in mind when sending out a meeting agenda?

A) The agenda should be sent out after the meeting.
B) The section titled "New Business" should list the least important items first.
C) The agenda should be prepared in Braille for visually impaired participants.
D) The agenda should not include an anticipated ending time of the meeting.

Question 29

Which of the following is NOT a practice that an effective leader should adopt?

A) Talking as little as possible to draw more opinions and ideas of the participants
B) Allowing participants to disagree tactfully with one another
C) Making negative comments when a participant puts forth an impractical idea
D) Including only those people who have direct inputs to the results of the discussions

Question 30

Renee and Lisa are discussing ways in which their company's turnover can be reduced. Renee thinks that the employees can be retained by increasing internal promotions. Lisa thinks that the employees can be retained by increasing their salaries. Renee wants to express her disagreement with Lisa in a tactful way. Which of the following spoken statements would best help her do this?

A) You are wrong, Lisa, because our company pays its employees much more than other companies.
B) Your ideas will not work, Lisa, because our employees are already satisfied with their pay.
C) Your point of view certainly has merit, Lisa, but I have doubts because our company's pay already exceeds industrial standards.
D) Your idea will fail to reduce employee turnover, Lisa; you should already know that our company pays the most in the industry.

Question 31

Which of the following is an ineffective practice when delivering a presentation?

A) Extending the time allotted for the presentation by 15 minutes
B) Delivering the first words in a loud voice
C) Displaying a blank slide with a pleasant color between slides
D) Pausing or maintaining silence for a few seconds when some noise occurs

Question 32

You have been given the responsibility of introducing a guest speaker, Professor Wilson Gray, at one of your college events. Which of the following is the most appropriate way to begin the introduction?

A) The speaker for this evening needs no introduction.
B) I give you Professor Wilson Gray, a highly qualified professor in the field of Human sciences.
C) Our speaker for the evening has written two highly-acclaimed books in the field of Human sciences.
D) Without further ado, I present Professor Wilson Gray.

Question 33

Which of the following is an effective practice to follow when introducing a speaker?

A) Look at the audience while talking about the speaker's accomplishments.
B) Make the introduction last for more than ten minutes.
C) Seat yourself before the speaker reaches the lectern after being introduced.
D) Give specific information on the topic the speaker is going to present.

Question 34

When responsible for closing remarks after a speaker has done poorly, you should:

A) briefly thank the speaker for the information presented.
B) prolong your closing remarks.
C) adjourn the meeting with no comments.
D) apologize for the speaker's poor performance.

Question 35

Which of the following practices is best avoided when making a speech?

A) Starting the speech with a rhetorical question
B) Allocating maximum time to the body of the speech
C) Limiting the speech to a particular topic
D) Using long words and acronyms

Question 36

To which part of a speech should speakers allot most of their time?

A) Introduction
B) Conclusion
C) Body
D) Summary

Question 37

The audience will judge a speaker as apprehensive when the speaker:

A) speaks at a slow, deliberate pace.
B) pauses occasionally between important points.
C) reads out the presentation from visual aids.
D) moves toward the audience occasionally.

Question 38

Jeremy is making a presentation to his department of 35 members. Which of the following is most likely to reduce the effectiveness of his presentation?

A) Facing the audience rather than the visuals when presenting
B) Presenting five or six visuals per minute
C) Integrating visual aids throughout the presentation
D) Using key words instead of complete sentences in handouts and slides

Question 39

Which of the following features in presentation software should be used when you want each bulleted item to be added on the slide as you mention the item?

A) Design template
B) Clip art gallery
C) Slide transitions
D) Slide animation

Question 40

Although written communication is important during business transactions, oral communication is used more often and by more people.

Question 41

Nonverbal communication contributes significantly to the effectiveness of oral communication.

Question 42

A rise in pitch usually signals finality or determination and is, therefore, used at the end of a declarative sentence.

Question 43

The tone of your voice refers to the level of a sound on a musical scale while the pitch of your voice often reveals your attitudes and feelings.

Question 44

Paying a compliment is especially ineffective during tense situations.

Question 45

When originating telephone calls, identify yourself promptly and state the purpose of your call, get to the point quickly, and listen carefully.

Question 46

A good leader talks as little as possible and draws out the opinions and ideas of the participants in his or her group.

Question 47

It is an effective practice for a group leader to judge every idea expressed in a meeting.

Question 48

Meetings become boring and unproductive mainly because participants insist on relating personal preferences, experiences, and opinions that have little or no bearing on the discussion at hand.

Question 49

A speaker's stiff, statuelike posture while he or she is speaking conveys confidence.

Question 50

When delivering a presentation, a speaker who recites from memory or reads a presentation seems insincere, apprehensive, and unprepared.

Question 51

While delivering a presentation, passing around samples is effective for large groups only.

Question 52

Handouts as visual aids during a presentation are useful when a speaker wants audience members to evaluate the material or react to the content at a later date.

Question 53

A disadvantage of presentation software is that it cannot be used to write, edit, or print the speaker's outline or notes.

Question 54

While making presentations using electronic slides, a size 36 font should be the smallest font used in the slides.