Business comm chapter 14 – Flashcards
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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 .
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A) all require similar planning.
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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.
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A) analyzing the situation
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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.
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C) inform and persuade.
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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.
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A) determine their likely emotional state.
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5) Selecting the right medium for your presentation is A) easyâyou'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.
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B) an important decision since technology offers a number of choices.
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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.
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B) define the main idea.
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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.
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C) develop a single sentence that links your subject and purpose to your audience's frame of reference.
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8) For business presentations, time restraints are usually A) rigid, permitting little or no flexibility. B) meaninglessâaudiences 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.
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A) rigid, permitting little or no flexibility.
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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
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B) 3
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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.
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B) keep the presentation as short as possible while accomplishing your purpose.
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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.
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D) organize your presentation as you would a brief written message.
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12) Longer speeches and presentations are organized like A) reports. B) memos. C) letters. D) email messages. E) none of the above.
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A) reports.
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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
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C) persuade, resistant
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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.
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A) it can include delivery cues, such as where you plan to pause for emphasis or use visuals.
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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.
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A) deliver your remarks in a conversational tone.
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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.
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C) formal presentations are often delivered from a stage or platform.
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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.
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B) establish credibility.
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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.
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B) unite the audience around a common goal.
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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.
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B) whether or not you are known to the audience as an expert in the subject matter.
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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.
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B) a good transition between major sections of a speech.
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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.
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C) relate your subject to your audience's needs.
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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.
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B) be clear about what you want the audience to do next.
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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.
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A) make sure your concluding remarks are memorable and expressed in a tone that is appropriate to the situation.
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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.
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B) make the disagreement clear and be ready to suggest a method for 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.
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C) close your speech by explaining who is responsible for doing what.
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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.
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A) on a memorable note.
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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 aboveâmemorization is the best method. E) all of the above are disadvantages.
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C) sounding too informal.
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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.
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B) you're covering policy statements or legal documents that must be presented verbatim.
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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.
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C) speaking from an outline or notes.
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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.
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B) you can maintain a natural speaking flow.
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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.
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A) help you check your voice, timing, phrasing, and equipment.
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32) When checking the location of your presentation in advance, you should A) not worry about seating arrangementsâthey 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.
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C) think carefully about the seating of the audience.
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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.
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B) Concentrate on your nervousness.
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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.
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C) electronic communication among audience members during the presentation
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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 inexperienced.
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C) can be helpful, especially if you do not include your entire slide set.
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36) An advantage of electronic presentation slides is A) they are relatively inexpensive to prepare and display. B) they are relatively easy to create and edit. C) the equipment is easy to use. D) they can be projected in full daylight. E) you can pack lots of words onto each slide.
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B) they are relatively easy to create and edit.
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37) The most popular type of visual aid for business presentations is A) flip charts. B) whiteboards. C) electronic slides. D) overhead transparencies. E) All of the above are equally popular.
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C) electronic slides.
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38) Overhead transparencies are A) no longer used. B) old-fashioned, but offer some advantages compared to electronic slides. C) appropriate only for highly technical presentations. D) much easier to edit than electronic slides. E) none of the above.
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B) old-fashioned, but offer some advantages compared to electronic slides
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39) Unlike structured slides, free-form slides A) are completely random and have no design consistency. B) don't follow a rigid structure, but are still unified by design elements such as color and font selection. C) use the same color for background and text. D) contain extra-large fonts. E) contain no text at all.
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B) don't follow a rigid structure, but are still unified by design elements such as color and font selection.
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40) A slideument is A) a particularly useful electronic slide that provides lots of information. B) a slide that is sent ahead of time to introduce the audience to your topic. C) an electronic slide that tries to function as both a presentation visual and a printed document. D) a slide that is also printed and distributed to the audience as a handout. E) a helpful summary of your presentation, distributed to the audience just as you begin.
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C) an electronic slide that tries to function as both a presentation visual and a printed document.
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41) 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.
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C) writing content.
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42) When preparing a background design for slides, A) you will need to consult a professional graphic artist. B) be careful when using the design templates that come with your software. C) any of the designs that come with your software program will do. D) choose the most exciting colors and graphics you can find. E) none of the above are advised.
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B) be careful when using the design templates that come with your software.
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43) The slide master feature in presentation software A) should be avoided, since it is viewed as a crutch for unskilled presenters. B) gives your slides a cartoonish look. C) helps create a consistent design for your entire slide show. D) is too complicated for most presenters to use effectively. E) is helpful only if you have fewer than 10 slides.
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C) helps create a consistent design for your entire slide show.
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44) When using builds, you should A) limit them to text; they are not appropriate for graphics. B) vary the direction, sometimes going from top to bottom and sometimes going from left to right. C) reveal information in a way that helps your audience better understand your message. D) set them up so that each letter of the text on a slide appears one at a time. E) do none of the aboveâbuilds have no place in business presentations.
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C) reveal information in a way that helps your audience better understand your message.
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45) Hyperlinks are useful in slide presentations for A) providing additional details. B) customizing one electronic presentation for several audiences. C) accessing additional information during question-and-answer periods. D) changing the flow in response to audience feedback. E) doing all of the above.
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E) doing all of the above.
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46) During the revision stage of preparing your slide presentation, you should A) decide on the background color to use. B) decide where builds and transitions should be inserted. C) check for readability and conciseness. D) determine your main idea. E) decide on the right balance of text and visuals.
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C) check for readability and conciseness.
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47) A title slide A) is the equivalent of a report's cover and title page. B) defines the topic of the presentation and informs the audience why you are speaking on the topic. C) lists the topics you plan to cover in your presentation. D) always contains the word "Introduction." E) is unnecessary except for highly formal presentations.
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A) is the equivalent of a report's cover and title page.
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48) In an upcoming presentation, you plan to cover three important changes to your employees' working hours. The proper place to list this plan would be the ________ slide. A) cover B) introduction C) agenda D) teaser E) snapshot
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C) agenda
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49) ________ slides indicate which material has been covered and which section you are about to begin. A) Title B) Agenda C) Navigation D) Template E) none of the above
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C) Navigation
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50) Which of the following would be an appropriate handout to accompany an oral presentation? A) An interesting but unrelated news article B) A list of relevant websites C) A photo of you, with a caption listing all of your qualifications D) A brief note explaining that, unfortunately, there will not be time for questions. E) Any of the above
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B) A list of relevant websites
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51) The purpose of most business presentations is to inform or persuade.
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true
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52) You should be able to summarize the main idea for a speech in a single sentence that links your subject and purpose to the audience's frame of reference.
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true
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53) If you have 10 minutes or less to deliver your presentation, you should organize it much as you would a brief written message.
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true
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54) Even when you expect your audience to be skeptical, the direct approach is always best for presentations.
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false
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55) If your purpose is to analyze, persuade, or collaborate, you should organize your speech around conclusions and recommendations or a logical argument.
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true
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56) In preparing a speaking outline for your presentation, you should avoid cluttering it with complete sentences
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false
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57) The speaking outline is not an appropriate place to include notes about the visual aids you plan to use.
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false
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58) In general, you should use a conversational style when speaking to small groups and a more formal style for large groups.
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true
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59) Of the total time you spend writing your oral presentation, you should devote only a minimal amount to writing your introduction.
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false
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60) Asking, "Did you know that almost 90% of American homeowners are underinsured?" would be a good way to get the audience's attention at the beginning of a presentation on homeowner's insurance.
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true
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61) Having someone else (such as a master of ceremonies) introduce you can help establish your credibility as a speaker.
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true
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62) Transitional words and phrases such as, "Now that we've covered ..." are generally less important in oral presentations than in written reports.
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false
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63) The ending is the least important part of a presentation.
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false
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64) You should always end business presentations in a cheerful, optimistic toneâeven if it means glossing over obvious disagreements among your audience members.
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false
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65) If you sense a lack of consensus at the end of your presentation, you should acknowledge it and be ready to suggest a method for resolving the differences.
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true
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66) To make your presentation memorable, your ending should be spontaneous and impromptu.
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false
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67) Delivering your entire business presentation from memory is generally not very effective.
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true
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68) Making a presentation with the help of an outline or notes is the most effective and easiest delivery mode.
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true
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69) Skilled presenters are careful to discourage audience members from engaging in "backchannel" communication during a presentation.
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false
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70) When delivering presentations online, it is especially important to ask the audience for frequent feedback.
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true
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71) Thanks to software such as Microsoft PowerPoint, preparing presentation visuals now requires almost no planning.
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false
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72) A major advantage of electronic presentations is the ability to make changes easily at the last minute.
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true
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73) Overhead transparencies are old-fashioned visual aids that are no longer used in business.
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false
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74) The two most popular types of visual aids for business presentations are whiteboards and flip charts.
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false
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75) Screencasting software lets you show the audience everything you do on screen and is effective for demonstrating software programs.
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true
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76) The best background for your slides is one with a colorful, interesting pattern that will grab the audience's attention.
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false
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77) Using builds can help prevent your audience from reading ahead during your presentation.
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true
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78) Including hyperlinks in a presentation limits your ability to customize it for different audiences and situations.
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false
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79) The "slide sorter view" in presentation software allows you to see a batch of slides, either all at once or in significant portions.
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true
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80) You can use moving blueprint slides at several points in your presentation, but not at the end
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false
