Chapter 13: Oral Communication

Question 1

What are the three key aspects to consider when giving oral presentations?

Answer 1

Oral presentations should be simply structured, arranged around a specific purpose, and clearly identify the dominant idea listeners are meant to retain.

Question 2

What are some types of oral presentations?

Answer 2

Types include conducting workshops, seminars, and training sessions, addressing staff at company meetings, giving talks to clubs, societies, and organizations, making sales presentations, making speeches to a conference or gathering, and giving oral reports or briefings.

Question 3

Understanding the context for your presentation is essential to connect with the audience and achieve your purpose. It helps to anticipate audience’s needs, expectations, and perspectives and enables appropriate adaptations.

Answer 3

Understanding the context for your presentation is essential to connect with the audience and achieve your purpose. It helps to anticipate audience’s needs, expectations, and perspectives and enables appropriate adaptations.

Question 4

What three types of structures can an oral presentation have?

Answer 4

The three types are:

logical structure (using signpost words to guide listeners),

narrative structure (turning your information into a compelling story),

and formal structure (consisting of an introduction, main sections, and conclusion).

Question 5

What are some key questions to consider when preparing an oral presentation?

Answer 5

Who is your audience?

What do they expect from you?

What’s your relationship to your audience?

What is the purpose of your presentation?

What is the speaking situation like?

What will happen before and after your presentation?

Question 6

What is the recommended number of key ideas for a presentation?

Answer 6

Three to five key ideas are recommended for a presentation to maintain simplicity and effectiveness.

Question 7

What are the three common types of structures suitable for an oral presentation?

Answer 7

The three common types of structures suitable for an oral presentation are logical structure, narrative structure, and formal structure.

Question 8

How can signpost words be used in a presentation?

Answer 8

Signpost words (e.g., “my first point,” “my next point”) can be used to guide listeners through the presentation and demonstrate how each point relates to the overall purpose.

Question 9

What is the benefit of using a narrative structure in a presentation?

Answer 9

Using a narrative structure can influence the acceptance of policies, procedures, and ideas by turning information into a compelling story that grabs attention and makes the content memorable

Narratives are important in grounding information because they provide a way to make abstract information more tangible and relatable, compared to relying solely on statistics.

Question 10

What is the purpose of a formal structure in presentations?

Answer 10

A formal structure in presentations aims to aid meaning and retention by skillfully utilizing repetition. It typically consists of an introduction, main sections, and a conclusion.

Question 11

What are the three divisions of a formal structure in presentations?

Answer 11

The three divisions of a formal structure in presentations are:

Introduction (tell them what you are going to tell them)

Main sections (tell them)

Conclusion (tell them what you have told them)

Question 12

What should be included in the introduction of a presentation?

Answer 12

Arouse interest

Identify yourself and establish credibility

Make your purpose clear

Preview your main points

The purpose of an effective introduction in a presentation is to prepare the audience to understand your ideas, make them want to listen, and create a positive impression

Question 13

What are some methods for developing the body of a presentation?

Answer 13

Chronological order (developing a timeline)

Topical/logical order (relating parts to the whole or introducing points in order of importance or reverse order)

Spatial order (mapping ideas visually)

Journalistic questions (Who? What? Where? When? Why? and How?)

Problem-solution (demonstrating a problem and offering solutions)

Exclusion of alternatives (arguing for the remaining option)

Causal order (explaining a series of causes and effects)

Comparison/contrast (assessing similarities and differences)

Pro-con (reviewing arguments for and against a certain thing)

Process (identifying a sequence of steps or stages)

Question 14

How should each point in the body of a presentation be presented?

Answer 14

Each point in the body of a presentation should be clearly announced as it comes to let listeners know when one point has been completed and another has begun.

Question 15

What should be included in the conclusion of a presentation?

Answer 15

A brief summary of the main points

Restating the main issues or the point started with

Issuing a challenge or call to action (for persuasive presentations)

Asking a thought-provoking question for the audience to conside

Question 16

Why are the introduction and conclusion crucial in a presentation?

Answer 16

The introduction and conclusion are crucial in a presentation because they help the audience understand the value of the ideas presented and leave a positive impression. They summarize key points and reinforce the main message.

Question 17

FIGURE 13.1 Attention-getting devices that you can use to introduce a topic.

Answer 17

Question 18

What are the benefits of using visual aids in a presentation?

Answer 18

Show what you mean more effectively.

Increase the impact of your message.

Aid retention and involve the audience.

Make the presentation more persuasive, credible, and professional.

Help improve your poise, delivery, and self-confidence.

Question 19

What are some quick tips for using visual aids effectively?

Answer 19

Avoid allowing visual aids to dominate and prevent connection with the audience.

Use visual aids sparingly for maximum impact (no more than 12 visuals for a 20-minute presentation).

Ensure consistency in size, font, contrast, and spacing of visuals.

Keep the amount of information on each visual limited (e.g., two illustrations, five or six numbered or bulleted points, maximum of 35 words on seven lines).

Carefully prepare and proofread each visual for accuracy.

Provide a title for each visual aid that makes a point.

Test audiovisual equipment in advance and ensure unobstructed views for all participants.

Present the visual aid when you are ready to discuss it and allow the audience a moment to digest the information.

Comment on the visual aid without reading from it and match your delivery to the content.

Remove the visual aid as soon as you have finished discussing it.

Question 20

How should visual aids be presented during a presentation?

Answer 20

When you are ready to discuss them.

Allowing the audience a few moments to digest the information.

Commented on rather than read from.

Removed as soon as you have finished discussing them.

Question 21

Why is it important not to read directly from presentation aids too often?

Answer 21

Reading directly from presentation aids too often can hinder the delivery of the presentation and overshadow other delivery techniques.

It is important to maintain a balance and use aids as supportive tools rather than relying on them excessively.

Question 22

What are some examples of flexible presentation aids suitable for small audiences and informal presentations?

Answer 22

Examples of flexible presentation aids suitable for small audiences and informal presentations are:

Chalkboards
Whiteboards
Blank flip charts

Question 23

How should information be written on chalkboards, whiteboards, and flip charts?

Answer 23

When using chalkboards, whiteboards, and flip charts, write legibly in large and distinct letters to ensure clarity for everyone in the audience. Write an essential point and then explain it while standing to the side and facing the audience.

Question 24

What are prepared flip charts and posters suitable for?

Answer 24

Prepared flip charts and posters are suitable for audiences of up to 50 people.

They can be used to display fairly complicated data and are often seen in academic conferences and STEM-discipline poster presentations.

Question 25

How can videos, films, models, and samples be effective in a presentation?

Answer 25

Videos, films, models, and samples can be effective in a presentation by reinforcing key points or concepts. They can help explain products, demonstrate features and functions, and engage the audience visually.

Question 26

How can handouts enhance a presentation?

Answer 26

Handouts that summarize the presentation plan or provide a permanent record of graphs can enhance the audience’s understanding and retention. Handouts may include outlines, articles, brochures, summaries, speaker notes, and printed copies of PowerPoint slides

Question 27

What are the benefits of using computer-based presentation programs?

Answer 27

Computer-based presentation programs, such as PowerPoint, Prezi, and Keynote, offer several benefits:

Dynamic and professional-looking presentations
Various formats and features (bulleted lists, charts, tables, photographs, audio clips, animations, videos)
Ability to add and adjust content until the time of presentation
Option to publish presentations online or distribute them within the company
Possibility to add voice narration for online distribution

Question 28

What are some tips for using presentation software effectively?

Answer 28

Use templates provided by the software.
Choose a suitable color scheme for good visibility.
Keep slides simple with a maximum of six lines of text and six words per line.
Make strategic use of images that convey ideas effectively.
Ensure data graphics are clear, concise, and easy to understand.
Integrate video and audio clips thoughtfully to enhance the content.
Use titles on slides for easy reference.
Be mindful of the number of slides used and the audience’s capacity to absorb information.
Create an agenda slide and include a conclusion and references slide.
Use transitions and animation consistently throughout the presentation.
In Prezi, use rotation and size to convey meaning.
Proofread slides for errors before the presentation.
Review the presentation structure using features like “Slide Sorter” and “Outline View.”
Prepare speaker notes as reminders or handouts.
Back up the presentation files to avoid data loss.
Rehearse the slide show to ensure timing fits the allotted presentation time.
Maintain eye contact with the audience and avoid reading directly from slides.
Be aware of the limitations of presentation software in conveying complex information.

Question 29

Why is it important to keep slides simple and limit the amount of text on each slide?

Answer 29

Keeping slides simple and limiting the amount of text ensures clarity and avoids overwhelming the audience. It allows viewers to absorb information more readily and helps maintain their focus on the key points.

Question 30

How can images be effectively used in presentations?

Answer 30

Images can be effectively used in presentations by conveying ideas or concepts better than text alone. Well-chosen photographs with appropriate resolution can enhance understanding and engagement. Reverse type or using defined areas can guide the viewer’s attention to the text and then to the image.

Question 31

What should be considered when creating data graphics in presentations?

Answer 31

When creating data graphics in presentations:

Use clear fonts for titles and labels.
Simplify data and limit excessive detail.
Avoid distracting and busy-looking backgrounds.
Insert citations to clearly identify the data source

Question 32

What are some recommendations for rehearsing and preparing for a presentation using presentation software?

Answer 32

Doing a dry run to ensure the slide show fits the allotted time.

Recording the timing during the rehearsal to make necessary edits or eliminate slides.

Avoiding reading directly from slides and maintaining eye contact with the audience.

Backing up the presentation files to avoid data loss.

Proofreading slides for errors and printing a copy in advance.

Reviewing the structure and content using features like “Slide Sorter” and “Outline View.”

Creating speaker notes as reminders or handouts.

Being aware of the limitations of presentation software in conveying complex information and considering additional handouts for detailed data analysis.

Question 33

What are the common methods of delivering a speech to a group?

Answer 33

Script method: Reading from a prepared script, suitable for presenting extensive or complex data.

Memorization: Memorizing the general shape of the presentation, key points, and opening remarks, suitable for engaging the audience but avoiding constant repetition.

Impromptu speaking: Delivering a short speech on the spur of the moment without prepared notes, suitable for informal gatherings or celebrations.

Extemporaneous method: Combining thoughtful preparation with a spontaneous and natural delivery style, relying on notes instead of script memorization for a fresh and engaging presentation.

Question 34

What are some tips for delivering a speech using the script method?

Answer 34

Maintaining visual contact with the audience as much as possible.

Using large letters and triple spacing for easy readability.

Injecting life into the voice by changing tone appropriately and marking the script for special expression.

Question 35

How can cue cards be used as memory aids in public speaking?

Answer 35

Cue cards can be used as memory aids in public speaking by providing prompts and outlines of the presentation.

They should contain an outline of the main points, along with quotations or statistics, lettered as large as possible in bold ink and highlighted for quick reference.

Additional cards can be used for each main section of the presentation, but writing out the speech in full is not recommended.

Cue cards prompt the speaker to transition to the next main point while allowing for spontaneity and engagement with the audience.

Question 36

What are some tips for rehearsing a presentation?

Answer 36

Practicing aloud in conditions that resemble the speaking environment.

Familiarizing yourself with using visual aids and noting the timing for each item and explanation.

Timing yourself to ensure the presentation fits within the allocated time.

Mastering the topic so that you can speak confidently without relying word for word on a script.

Recording yourself or seeking feedback from a friend to evaluate your delivery.

Rehearsing in front of a mirror to observe any distracting mannerisms.

Getting familiar with the room and ensuring the audiovisual equipment is functioning properly.

Learning stress-reduction techniques, such as deep breathing and visualization, to manage nervousness and maintain composure during the presentation.

Practicing diaphragmatic breathing exercises to promote relaxation and reduce dizziness.

Conducting a muscular relaxation exercise to identify tension patterns and promote a sense of relaxation in the body.

Question 37

How can you overcome nervousness and project a confident image when delivering a presentation?

Answer 37

To overcome nervousness and project a confident image when delivering a presentation:

Focus on your material and rapport with the audience.

Be confident and speak with genuine enthusiasm for your topic.

Dress appropriately in neat, comfortable, and professional-looking clothing.

Arrive early to familiarize yourself with the surroundings and test the acoustics.

Maintain good posture, move in a relaxed and controlled manner, and avoid unnecessary gestures or distractions.
Pause to collect yourself before beginning and make eye contact with the audience to build rapport and gauge their interest.

Question 38

How should you handle questions from the audience during a presentation?

Answer 38

Make it clear how you intend to handle questions at the beginning of your presentation.

In large audiences, hold questions until the end to maintain momentum.

During informal presentations, pause at intervals to invite questions and ensure audience understanding.

Listen carefully to the entire question and ask for clarification if necessary.

Separate complex or two-part questions into distinct parts and address them one at a time.

Provide answers that are neither too long nor too short, striking a balance between thoroughness and conciseness.

You are not obligated to answer every question, and can defer some for later or involve the audience in the discussion.

Always maintain courtesy and respect, even if a question seems silly or challenging.

Be firm but polite with overzealous or long-winded questioners, politely asking for a brief summary of the question.

Stay on topic and avoid being drawn off-topic by unrelated questions or attempts to put words in your mouth.

Remain calm and composed in the face of hostility or sarcasm, addressing the question with professionalism.

Handle hecklers with finesse, using humor, serious answers, or appealing for a fair hearing, and consider removing disruptive individuals if necessary.

Question 39

How should you respond to challenging or hostile questions during a presentation?

Answer 39

Keep your cool and avoid sarcasm.
Avoid assuming that the questioner is hostile and address the question professionally.
If there are nasty asides or heckling from the audience, address the responsible person directly and ask them to share their comments openly.
Consider responding with a humorous reply, a serious answer, or carrying on as if you haven’t heard the remark.
Appeal for a fair hearing or ask for the removal of disruptive individuals if necessary.

Question 40

What are some examples of special-occasion presentations?

Answer 40

Special-occasion presentations can include:

Introducing or thanking speakers/award recipients
Proposing toasts
Giving impromptu or after-dinner speeches
Delivering keynote addresses

Question 41

What should you consider when delivering a special-occasion presentation?

Answer 41

Tailor your speech to the specific needs of the event.

Be conscious of the impression you create as a special-occasion speaker.

Show that it is a pleasure and a privilege to perform the introduction or other role.

Be congenial, gracious, and genuine in your remarks.

Base your introduction on concrete facts rather than generalities.

Follow a simple script if public speaking scares you

Question 42

Why are meetings important in the workplace?

Answer 42

Meetings demonstrate readiness to assume responsibility, solve problems, and work as part of a team. They can be good for individual profiles and beneficial for groups by bringing leaders forward, providing networking opportunities, and strengthening relationships.

Question 43

What should a productive meeting achieve?

Answer 43

A productive meeting should be purposeful, properly managed, and draw on the strengths and input of its participants. It may have one or more of the following purposes:

Giving, sharing, or pooling information
Brainstorming, developing, or evaluating ideas and policies
Problem-solving, finding root causes, and soliciting feedback
Making decisions or assisting others in making decisions
Delegating work or authority
Collaboratively developing projects or creating documents
Motivating members and encouraging teamwork

Question 44

What are the different types of meetings?

Answer 44

Meetings can vary in type and format. They can be:

Face-to-face or conducted through video or teleconferencing.

Internal, involving only company personnel, or external, including outsiders.

Formal, following strict rules, with a pre-set agenda, formal motions, and minutes.

Informal, run loosely, suitable for problem-solving,

brainstorming, and team building, where voting may not be necessary due to general agreement or consensus.

Question 45

What should be considered before calling a meeting?

Answer 45

Before calling a meeting, consider the following elements:

Purpose: Define the purpose of the meeting and distribute an agenda or supporting materials in advance.
Alternatives: Consider if a meeting is necessary or if the same work can be accomplished through other means, such as email or phone calls.
Participants: Limit participation to essential individuals who will make decisions or provide crucial information. Contact key participants unable to attend for their views and contributions.
Location: Choose a meeting location based on environment preferences, participant dynamics, space requirements, and the need to be seen as in control. Ensure the table and seating arrangement enhance the flow of information and ideas.
Scheduling: Set a start and end time that is convenient for key decision-makers or fits personal working styles. Consider less busy or less stressful times for informal meetings. Include short breaks for meetings lasting more than two hours.
Agenda: Prepare an agenda as a written document that sets the order of business, briefly describes agenda items, identifies responsible individuals, and allocates time for each item. Include meeting particulars, such as date, time, location, and necessary preparation.

Question 46

What is the purpose of distributing an agenda before a meeting?

Answer 46

Distributing an agenda before a meeting helps focus the group and provides participants with important information, such as the order of business, responsible individuals, allocated time for each item, meeting particulars (date, time, location), and necessary preparation.

Question 47

How should participants be selected for a meeting?

Answer 47

Limit participation to essential individuals who will make decisions, implement them, or provide crucial information for decision-making. If key participants are unable to attend, contact them in advance for their views and contributions.

Question 48

What should be considered when choosing a meeting location?

Answer 48

Consider environment preferences, participant dynamics, space requirements, and the need to be seen as in control. Ensure the table and seating arrangement enhance the flow of information and ideas.

Question 49

Why is scheduling important for meetings?

Answer 49

Scheduling is important to establish a start and end time convenient for key decision-makers or fitting personal working styles. Consider less busy or less stressful times for informal meetings, and include short breaks for meetings lasting more than two hours

Question 50

What is the purpose of an agenda in a meeting?

Answer 50

An agenda serves as a tool for focusing the group. It is a written document distributed in advance that sets the order of business, briefly describes agenda items, identifies responsible individuals, and allocates time for each item. It also includes meeting particulars and may include minutes from previous meetings.

Question 51

What steps can help achieve better meetings?

Answer 51

Distribute a detailed agenda in advance.
Assign responsibilities for minute-taking and recording information.
Establish and stick to ground rules.
Focus the group on the agenda and action items.
Set the tone by speaking up, making eye contact, and staying relaxed.
Keep hostile participants in check and encourage full participation.
Deal with conflict constructively.
End with a summary, raise questions, and clarify any misunderstandings.
Follow up on action items at the next meeting.

Question 52

What should be considered when leading a meeting?

Answer 52

Distribute a detailed agenda in advance.
Assign responsibilities for minute-taking and recording information.
Establish and stick to ground rules.
Focus the group on the agenda and action items.
Analyze non-verbal cues and encourage full participation.
Keep hostile participants in check and remain neutral in disputes.
Deal with conflict constructively.
End with a summary, raise questions, and clarify any misunderstandings.
Follow up on action items at the next meeting

Question 53

How should conflict be dealt with in a meeting?

Answer 53

Conflict in a meeting should be dealt with constructively. While a degree of conflict can be valuable for stimulating creative thinking and challenging groupthink, it is important to encourage a healthy respect for facts, establish zero tolerance for name-calling and personal attacks, and strive for neutral resolution while allowing for opposing viewpoints.

Question 54

What information should be included in formal meeting minutes?

Answer 54

Name of the group or committee

Date, time, and place of the meeting

Topic/title/kind of meeting

Names/number of people present

Statement that the chair was present

Statement that the minutes of the previous meeting were approved

Description of old business

Summary of new business and announcements

Record of reports, discussions, resolutions, motions, votes, and key decisions

List of assignments and due dates

Time the meeting was adjourned

Date, time, and location of the next meeting (if applicable)

Name and signature of the secretary

Question 55

What is the purpose of taking minutes in an informal meeting?

Answer 55

In an informal meeting, minutes are taken to briefly summarize discussions, report decisions, and outline proposed actions

Question 56

What is groupware?

Answer 56

Groupware refers to software designed to facilitate group work by multiple users. It can be used in virtual meetings, web-conferencing, and collaborative online activitie

Question 57

What is a virtual meeting?

Answer 57

A virtual meeting is a meeting that takes place online, allowing participants in different locations to share ideas and hold discussions in real time. Participants use cameras, microphones, and video screens to interact.

Question 58

What is web-conferencing?

Answer 58

Web-conferencing is a synchronous web-supported communication method that enables the real-time transmission of sound and images to various locations. It allows for presentations and discussions to occur simultaneously.

Question 59

What should be considered when participating in a meeting facilitated by groupware?

Answer 59

When participating in a meeting facilitated by groupware, consider the following:

Familiarize yourself with the technology.
Download and test any required software or plug-ins.
Schedule dedicated time to participate.
Consider time zone differences for synchronous meetings.
Ensure clear and detailed communication in email meetings

Question 60

What are Grice’s maxims for conversations?

Answer 60

Grice’s maxims for conversations are:

Quantity (being informative)
Quality (being truthful)
Relation (being relevant)
Manner (being brief and avoiding ambiguity

Question 61

What should you consider before making a phone call?

Answer 61

Before making a phone call, consider:

Necessity and effectiveness compared to other communication channels
Identifying yourself and the organization you represent
Planning the topics to be covered and anticipating objections
Maintaining a positive, courteous, and accurate tone
Leaving clear messages with necessary information