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MBA 1st Year Business Letters And Reports Long Question Answers Notes

MBA 1st Year Business Letters And Reports Short Question Answers Notes

Q.15. Write a short note on types of visual aids used in presentation.

Or What are the aids used for giving a presentation?

Or What are visual aids? Reflect on various kinds of visual aids.

Ans. Visual Aids: These are the aids used to help clear vagueness or to remove complications and so should not show or difficulties in understanding. These are used as ornaments to the speech prove the verbal weakness of the speaker

Types of Visual Aids for Presentation: Visual aids provide several an audience during a presentation. They can supplement speeches and the presentation. Prepare them well in advance, edit and prove them well in advance, edit and prove them and be sure to keep them nant and clean. Examples of visual aids include posters, videos, people, photos any presentation, make sure the room will provide or accommodate the necessary equipment and everyone who is attending.

1. Posters: Posters can include charts, graphs, tables or photographs. Charts, graphs and tables can display statistics or other important data, be sure the information is accurate. Large posters are best for large groups to ensure visibility to everyone. Mounting the posters to thick, sturdy boards may avoid the posters becoming flimsy or falling down. Use an easel to display posters, never hold them up by hand. Professional posters will be clean, neat and full of contrast.

2. Videos: Videos can be a successful type of visual aid. Be sure all necessary equipments are available in the presentation room. If not, bring your own and be sure it is set up properly before the presentation begins. Practice beforehand so there will be no hidden issues. Queue the video to the beginning of the clip. Keep video clips short and be sure that everyone in the room will be able to see the screen.

3. People: People can be a fun in visual aid and helpful in demonstrating something. For example, a fashion designer may use people to model a clothing line. People can be used to demonstrate dances or how to use a product. Avoid using yourself as a visual aid because this gives the appearance of being unprepared. However, as a last resort, you may use yourself as a visual aid.

4. Photographs: Photographs can help demonstrate a point or provide a visual image to the audience of the subject of the presentation. Photographs must be large enough to see from the back of the room. They can be mounted to poster board and displayed on an easel. Another option is using a slide projector. Display slides in a dark room, but keep the slides short to avoid losing the audiences interest. Be sure that the presentation room is equipped with a projector. Practice ahead of time so you will know where the light switches and outlets are and how far to mount the projector from the screen.

5. Models: Models can show the audience a small version of the original plan, such as a model of a building to be constructed. Build it in 3D and place it where everyone will be able to see it. Hold it up high or place it in the centre of a table. Keep it covered until you are ready to talk about it so the audience will not get distracted by it.

Q.16. How to use visual aids during a speech? Elaborate.

Ans. Using visual aids is a good way to make your speech more clear, effective and memorable.

Deciding on a Visual Aid

Deciding on a visual aid can be described as under:

1. Use a line graph to demonstrate how something has changed over a period of time.

2. Opt for a bar graph to compare data.

3. Consider a pie chart to show how percentage relate to each other within a whole.

4. Use an organisational chart to show chain of commands, communication between department and how different departments are related.

5. Try a flow chart to illustrate a series of steps in a procedure, decision or other stepwise


6. Take advantage of slides to illustrate key points for large audiences, overheads are better for illustrating key points for smaller audiences.

7. Consider a flip chart as an easy, cost-effective way to illustrate key points for audience of 50 people or fewer.

8. Make your presentation memorable with props, when appropriate.

Charts, Graphs and Flip Charts

Charts, graphs and flip charts can be described as under: 1. Put an appropriate amount of information and data on each chart or graph. Too much data can overwhelm the audience and be difficult to remember.

2. Triple-check all numerical values. A slight error in just one number can discredit your name presentation

3. Make pie chart slides match their percentage values. A slice indicating 10 per cent should account for 10 per cent of the total pie. Make sure slices are accurate by multiplying their percentage values by 360 (i.e. 10 per cent of 360 is 36) and measuring an appropriate angle with a protractor (36 degrees in our example).

4. Keep your bar graphs in two dimensions. Three-dimensional bar graphs are difficult to read


5. Add graphics to your charts and graphs, but be discriminating. If they are too many or they are

too large, they will distract your audience.

6. Print large, fat letters and numbers on your flip charts so that the data will be visible from the back of the room. 7. Write in the top two-thirds of each flip chart sheet.

8. Use dark colours (black and blue work best). Avoid using light colours, such as yellow, orange and pink.

9. Consider a variety of darker colours to make your charts more visually stimulating,

10. Make simple drawings on your charts, especially when it comes to human figures.

11. Leave two blank sheets between each chart, because flip chart paper can be thin and semi


12. Use correction fluid to correct any errors you make while preparing. Your audience would not

be able to see it.

13. Test your chart’s effectiveness by trying to read them from far away. If you can’t read them, start again using larger figures.

MBA 1st Year Business Letters And Reports Short Question Answers Notes
MBA 1st Year Business Letters And Reports Short Question Answers Notes

Slides and Overheads

Slides and overheads can be described as under:

1 Darken the room slightly so that your slides will be properly visible.

2. Leave each slide up for at least 20 seconds.

3. If you need to discuss something else between two slides, insert a blank (black) slide between

the two slides so that your audience would not be distracted.

4. Use software templates to create professional looking overheads.

5. Number your overheads in case you accidentally drop them.

6. Apply masking tape to the edges of the projector not covered by the overhead to avoid glare.

7. Use fewer overheads by showing only one part of a single overhead at a time.

8. Stand next to the screen (not the projector) after you place each overhead on the projector. This way your audience does not have to look back and forth between you and the screen.

Q.17. What are the different types of audio-visual aids? Give a brief note

Ans. Audio-visual Aids: Various types of audio-visual aids are as follows

Posters: can be made on thick card paper by writing in ink or sketch pens. A large poste is visible to an audience comprising 20 or 30 members.

2. Blackboard or Whiteboard: While reading from a blackboard or whiteboard, the speaker muss not stand between audience and the board. Besides this, while reading it is necessary to face listeners as good listening involves the eyes of the listener, as much as ears and minde

3. Flip Chart: A flip chart consists of white sheets of thick paper that is joined on top by spiral binding. A thick sketch pen is used to write on it. All these sheets are supported in an upright positio on a stand behind which the speaker stands. The pages are flipped or turned as per requirement so tha the audience can read their contents. Flip charts are suitable for a small audience. The writing on to chart should be large enough to ensure readability.

4. Over Head Projector (OHP): An over head projector projects the writing from a transparenc onto a screen, with the help of bright light, magnifying glass and a mirror. The focus can be adjusted and this medium is used for a fairly large audience. The writing on a transparency should be big and clear enough to be easily read by the audience. It should not be crowded too much.

O5HP should be switched on only when the audience is required to read its contents. It is important to switch off the OHP when it is not being referred, as if OHP is on, while speaker is speaking, two spots of attention are created the speaker and the screen. As a result, attention is divided and the listeners are likely to miss the contents of speech which is delivered at that time.

5. Slide Projector: The slide projector is used with a large screen mounted on a wall. The matter to be projected is photographed by professional photographers on special slide negative from a printed test or picture.

Q.18. Visual aids can be used as powerful tools for effective communication.’ Elaborate the given statement by highlighting the importance of visual aid in communication.

Ans. Visual aids are the powerful tools for effective communication. This can be highlighted through the importance of visual aid:

1. Increase Understanding: Most of what people learn is ingested through their eyes, not the ears. Visual aids help to convey messages clearly.

2. Saves Time: Information that is presented visually is received and processes faster than a ver message.

3. Enhances Retention: By the use of visual aids, one could enhance its retention power.

4. Promotes Attentiveness: People think faster than you speak, visuals help keep them foc on your message..

5. Helpful in Controlling Nervousness: Displaying visual aids gives you purposeful phys activity that lets your body process nervous energy without distracting the audience.

MBA Ist Year Semester Business Communication Introduction Sample Model Practice Question Answer Papers

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