technical communication chapter 7. effective communication transfers vital info provides a basis for...
TRANSCRIPT
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Technical Communication
Chapter 7
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Effective Communication•Transfers vital info•Provides a basis for judging your
knowledge•Conveys your interest and competence•Increases the knowledge of others•Identifies to you the gaps in your
information•Allows you to carry out desired changes
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Communication and Engineering•Must possess technical skills•Strong communication and teaming skills
lacking in entry-level candidates•Golden Rules of Communication for
Engineers:▫Brevity is best▫Using a shorter, simpler word is typically
preferable to a longer, more difficult word.
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Minimal Time Decsion-Makers for Communication• Language using suited to audience?
▫ Do you know how to communicate effectively▫ Do you need to expand your communication skills
• What being said clear to readers?▫ Readers draw same conclusions you did▫ Words, phrases, ideas that lead to multiple
interpretations• Do you know your audience?
▫ Unique preferences, hidden expectations▫ Feelings about things being communicated
• Know how your audience perceives things?▫ Do all engineers see things the same way▫ Audience of non-engineers interpretations
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Oral Communication Skills
http://www.drdudd.co.uk/homelife/HomeMain.htm
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Formal and Informal Presentations• Formal
▫ Preset time and date Preparation needed
▫ May be made to: Colleagues Expert panels Design Competitions Conclusion projects Conferences Workplace
▫ Presentation software Handouts of slides
▫ Business attire
• Informal▫ Short▫ Preparation time less▫ Impromptu
Business context Technical meeting Meeting involving a
design team
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Best Presentation Qualities•Give valuable info not have had otherwise
•Be in a form to be put into immediate use
•Motivate and inspire the audience to want to put the info to immediate use
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Techniques Dealing with Nervousness• Breathing to avoid adrenaline overdrive
▫ Practice Square Breathing 7 seconds in, hold 7, 7 out, hold 7
• Visualize successful presentation• Tailor the talk to your strengths
▫ Use humor▫ Use props▫ Use your nervous habit▫ Use trivia
• Have presentation ready at least 1 day before
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Preparation for Presentation• Identify purpose and
audience• Organize information• Gather information
needed to present• Create presentation
material with maximal audience impact
• Practice your presentation after it is prepared
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Identify Purpose and Audience• Know your audience
▫ How many people?▫ How well do you know audience members?
Small audiences who are known, use names▫ What is the background of listeners▫ What are the expectations
Information, tone, level of formality▫ What does audience know about the topic▫ How long is your allotted time to speak
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Organization of Presentation• Have a one-page summary
▫ Presentations longer than 5 minutes▫ Beginning of speech, let’s audience preview what is
coming ahead• Use the power of repetition
▫ “Tell them what you’re going to tell them, tell them, then tell them what you told them”
• Provide written supplement▫ Helps audience focus on what you are saying▫ Not bogged down with writing presentation down
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Organization of the Information• Introduction
▫ Who you are and why you did this• Need
▫ Why your engineering design needed• Solution
▫ You have the design that addresses the need, and here it is. Include major design features
• Bottom Line▫ Benefits and cost
• Conclusion
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Gather Information Needed to Present• Information should pertain to 3 - 5 main points
• Use graphics, pictures and photos▫ Communicate a lot of info concisely
• Do not include too much or too little info▫ Approx 1 slide for every minute of speech
Do not exceed 30 seconds on 1 slide
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Maximal Audience Impact in Presentation• KIS
▫ Keep It Simple
• Audience will remain with you▫ Accessible language▫ More than one way
the information is provided
http://www.rocktrip.net/imagenes/clasicos/Kiss/kiss-band.jpg
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Maximizing Visual Impact• One central idea per slide
• Font size important
• Speaker may add details when needed• Orally identify/locate colors to help listeners• Use high contrast colors• DO NOT USE ALL CAPITALS• Graphs & Charts more effective than Tables
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Maximize Visual Impact• The more a • Pointer needs• To• Be • Used• The worse • the slide
• Keep it Simple
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Maximize Visual Impact• Try to be as brief as you possibly can in creation
of these PowerPoint slides because you do not want to overload the audience with unuseful information
• Cluttered slides are hard to read and cause the audience to focus their attention somewhere else (Kind of like what most of you are doing right now)
• Two clear understandable slides are better than one cluttered slide
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Maximize Auditory Impact•Be an enthusiastic speaker
▫“There are no boring topics, only boring presentations.”
•Master your subject▫Read the audience, not your note cards
•Use pauses to your advantage
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Kinematic Methods• Engages audience• Make sure everyone can
see a demonstration▫ Point out major
concepts and ideas• With direct engagement,
assist audience through step-by-step process▫ “Has everyone finished
this step.”
How would you like this in front of you at a ballgame?
http://www.cjbaseball.com/TSLower1.htm
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Practice, Practice, Practice
•Practicing presentations out loud allows for insight into technique
•Will know how long presentation goes•More familiar you become with a topic•Showing the audience you are familiar
with the topic will make them and you more confident in the subject
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Getting Started• First 10 - 30 s critical• Introduce yourself and
topic• Establish level of formality• Establish tone• Interaction with audience
establishes rapport• Monitor audience during
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Presentation Hardware• Know how the
equipment works beforehand
• Overheads• Ensure video
projection system is compatible▫ May bring your own
just in case
http://www.oregonl5.org/l5ohead1.html
How does this work!?
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Written Communication Skills
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Grammatical Issues• Each paragraph should address a single topic• Avoid cliches• Its and It’s
▫ Its = Denotes possession▫ It’s = It is
• Affect and Effect▫ Affect - Verb
To Influence▫ Effect - Noun
Result
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The Audience
•Ask yourself▫“Who is going to read this, anyway?”
•Consider needs and perspectives of audience
•Technical material needs to be clear and concise
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Technical Writing• Identifies the main
premise early on• Is clear, objective, and
economical• Follows a specific
format• Takes a problem-
solving approach
• Involves specialized vocabulary
• Incorporates signs, symbols, formulas, graphs, and tables
• Documents completed work
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Unique Aspects of Technical Writing• Content
▫ Factual and objective• Methodical Construction
▫ Present most essential info first, followed by supporting statements
• Clarity• Objectivity
▫ Unemotional and unbiased• Importance in Workplace
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Formats of Written Communication• Brief notes to a
superior peer• Hand-written
reminders• Informal reports• Memos• Formal reports• Visual presentations
http://www.pha.jhu.edu/~mstone/Kerr/overhead1.html
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Formal Reports• Title
▫ Brief, clear, and appropriate introduction• Summary
▫ What was attempted, how accomplished, and what the implications are
• Table of Contents▫ Each heading listed found in report with page
number• Nomenclature
▫ List and define all symbols used in report
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Formal Reports• Introduction
▫ State the motivation of experiment and background information
• Analysis▫ Begin with basic, general relationships and proceed
to specific formulas used in interpretation of data▫ All relevant mathematical steps presented
• Experimental Procedure▫ Schematic representation of experiment equipment
or simulation program
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Formal Reports• Results
▫ Short, declarative statements of the results which summarize specific data presented in graphs or tables
• Discussion▫ Interpret results, what was expected, what was
unexpected, and what is of technical interest• Conclusions
▫ Concise statements that clearly communicate what results indicate
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Formal Reports• References
▫ Author’s last name, then first and middle initial List coauthors with initials first
▫ Title of source quoted▫ Edition of source▫ Volume of source (if applicable)▫ City of publication (from source’s title page)▫ Publisher▫ Date of Publication▫ Pages references
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Formal Reports• Example References
▫ Gomez, A.G., W.C. Oakes, and L.L. Leone. “Technical Communication,” Engineering Your Future. Edition 1, Okemos, MI. Great Lakes Press, Inc. pp. 151 - 180
▫ Serge, E., ed., Experimental Nuclear PhysicsI, 1st ed., Vol. 1, New York: Wiley, 1953,pp. 6-10
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Formal Reports
•Appendices
▫Lengthy calculations and side issues not related to main theme placed here
▫Is the piece required as part of the investigation for the report? No = Appendix
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Communication Checklists• Formal Report
▫ Title Page Title of Paper Course/Project Date Due Section Meeting Time Name
▫ References Initials for first name All necessary info
included References numbered in
text lines like this: [1]
• Checklists make sure you have included everything in the report that is needed
• Customized Checklists can be made for each communication format
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Other Types of Communication
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Executive Summaries• Assumes managerial perspective instead of
technical one• Presents simple facts and describes key elements
in non-technical language• Contains enough info for clear decisions
▫ Background of situation/problem▫ Cost Factors▫ Conclusions▫ Recommendations
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Proposals• Address a specific need and describe the
problem at issue, define a solution, and request funding or other resources to solve a problem
• Request For Proposal (RFP) guidelines▫ What the proposal should cover▫ What sections it should have▫ When it should be submitted▫ To whom it should be sent▫ How evaluated with regard to other proposals
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Proposal ABC Format
•A: Abstract▫Purpose▫Reader’s main need▫Main features you offer and related
benefits▫Overview of proposal sections to follow
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Proposal ABC Format
•B: Body▫What do you want to solve and why?▫What are the technical details of your
approach?▫Who will do the work, and with what?▫When will it be done, and how long will it
take?▫How much will it cost?
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Proposal ABC Format
•C: Conclusion▫Emphasize a main benefit or feature of
your proposal▫Restate your interest in doing the work▫Indicate what should happen next
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Memos
•Convenient, relatively informal way to communicate the existence of a problem, propose some course of action, describe a procedure, or report the result of a test
•Must be carefully prepared, thoughtfully written, and thoroughly proofread for errors
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Memos
•Introduction▫Summarizes memos purpose
•Conclusion▫Restates the main points and contains
recommendations
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Title Format for Memo• To: name, job title
departmentorganization
• From: name, job titledepartmentorganization
• Subject: (or “Re:”) issue addressed in memo• Date: date• Dist: (Distribution) list of others receiving memo (if applicable)• Encl: (Enclosure) list of other items included (if applicable)• Ref: (Reference) list of related documents (if applicable)
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•Use proper grammar▫Appropriate sentence structure,
subject/verb agreement, spelling, flow•Carefully proofread, edit, and spellcheck•Think about response before sending
▫Wait as long as possible before sending a response, even if you only have an hour
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Email Cautions
•Never use when face-to-face dialog is needed
•Do not use when formal documentation is required▫Does not carry status of formal report
•Not as private as you think
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Progress Reports• Attractive and easy to understand• Introduction
▫ Scope of work being done, purpose of the work, and any major changes that have been required
• Project Description▫ Completed phases, time taken to complete, and
phases to be completed• Summary
▫ Summarize main points of action and reiterate where you are along the road to completion
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Problem Statements
•Explicitly states problem to be investigated and outlines course of action to be taken
•Correctly defining problem is vital▫Work with data you have already collected▫Consult contacts who have knowledge of
the problem▫Investigate the problem first-hand
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Cover Letters•Sent along with resumes and transcripts
to potential employers•Introduces you to the company in a
conversational manner•Opportunity to communicate what you
have to offer to them•May open doors if written properly or
slam them shut if written poorly
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Specifics in a Cover Letter• Date, your address and phone number, and the
name and address of the person to whom you are writing
• 1st paragraph▫ Introduction of yourself, reason you are writing the
letter, source of your information about the employer, and position for which you would like to apply
• 2nd paragraph▫ Brief resume description, hitting highlights
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Specifics in a Cover Letter
•3rd paragraph▫“Current” information which may not yet
be appropriately included in your resume Courses taking, research involved in,
activities about to engage in•4th paragraph
▫Summary paragraph thanking reader “in advance” for consideration
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Resumes•Sells you and your qualifications•Two main types
▫Skills Resume No significant work experience Highlights skills and talents to benefit the
potential employer▫Experience Resume
Highlights prior work experience relevant to job being applied for
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Resumes• Many formats for resume, must include essential
information▫ Name▫ Address▫ Phone Number▫ Educational Background▫ Previous Employment▫ Extracurricular Activities
• Highlight key elements in BOLD• Have many people critique your resume and evaluate
all comments, tailoring to fit you
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Resume Checklist•Information
▫Objective clearly stated▫Objective supported by education,
experience, activities, and honors▫Experience, education, and/ or skills
segment are effective▫Al activities, honors, and other data are
appropriate for the employment and the reader
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Resume Checklist
•Organization▫Name and key headings stand out▫Information within each heading is ordered
from most to least important▫Experience segment is arranged to
highlight your strengths and career objective
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Resume Checklist
•Style▫Language is simple, direct, and precise▫Noun phrases are consistently used to
describe experience, skills, and activities▫Parallel structure is used effectively▫Have no errors in grammar, punctuation, or
spelling (no typos whatsoever)
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Thank-You Letters• Thank the individuals who interviewed you for
the position applied for
• Do not wait more than 48 hours to send
• Businesslike and concise
• May put you ahead of the competition
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Thank-You Letter Contents• 1st paragraph
▫ Thank the interviewers for their time and reiterate your interest in working for their company
• 2nd paragraph▫ Briefly restate your qualifications▫ Address any positive qualities failed to mentioned
during interview
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Thank-You Letter Contents• 3rd paragraph
▫ Close with a final thank-you▫ Express interest in hearing back from the
interviewer▫ May give specific timeframe to when you will follow
up with a phone call▫ Provide interviewer with phone numbers where you
can be reached and e-mail address• Additional Advice
▫ Personalize each Thank-You Letter▫ May open other doors or future opportunities