TECHNICAL SPEAKING Canan zgen Professor of Chemical Engineering Chemical Engineering Department METU

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TECHNICAL SPEAKINGCanan ÖzgenProfessor
of Chemical EngineeringChemical Engineering
Department METU, Ankara
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• Communication-the ability to explain yourself.
• Communication is a TWO-WAY PROCESS.
• Any evalution of your success as a professional,
  will be based in whole or in large part, on the
  quality of your written and oral communications.

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Technical Speaking

• Introduction
• Analyse your audience
• Outline your presentation (Plan)
• Design your visuals (Prepare)
• Practice your presentation (Practice)
• Presentation

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Introduction

• The communication skills become even more
  critical as in the carrier you advance.
• When it comes to technical speakers, what
  separates the cream from the milk, the superior
  from the good?

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Introduction (contd)

• Delivering your presentations effectively
  involves using a proven four-step (4P) process
  Plan, Prepare, Practice and Present. Follow
  these guidelines and you and your message will
  have high impact on your audiences.

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Introduction (contd)

• Any time you are in front of an
• audience, you are creating an illusion of
  professional skills of
• Knowledge
• Credibility
• Enthusiasm
• Determination.

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Introduction (contd)

• The total illusion must include
• Content
• Visual impact
• Personal impact
• Ability to persuade

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A presentation is like a test Its easy when you
are well prepared.

• Know your audience,
• Know your subject,
• Outline your presentation,
• Prepare and
• Practice.

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Analyse your audience

• A good presentation uses a very simple format.
  One you can tailor to fit audience .
• It follows the same rules newspaper articles
  use
• Who is my audience?
• How much do I think they know about my topic?
• What is my main point? What do I want them to
  know and to do?
• Why do they need to know this?

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Analyse your audience (contd)

• Define the purpose of your talk
• Inform
• Persuade
• Motivate to action
• Sell
• Teach
• Train

Identify and organize yourkey points.
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Plan Outline the Presentation

• Begin with an outline.
• Start with a summary of conclusions.
• Present the details of the work.
• Finally give conclusions and implications.

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Outline your presentation (contd)

• Tell them what you are going to tell them
• Tell them,
• Tell them what you have told them.
• The easiest way to follow this is to work from an
  outline.

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Commercialisation of Fischer-Tropsch Synthesis
Outline Example 1

• 3. Four Processes
• Tube Wall
• Slurry
• Ebullating Bed
• Entrained bed

• 1. Background of
• Process
• 2. Reasons of Study

• Title
• Several Main points
• Key worded only

• 4. Conclusions

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Chlorine Resistance of the XYZ Membrane
Outline Example 2

• 1. Introduction

• 2. Reactions

• 6. Recommendations

• 3. Experimental
• Design

• 5. Results

• 4. Membrane Treatment

• BE INNOVATIVE

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Prepare Design your visuals

• Never underestimate the power of a visual.
• A picture is a worth thousands words.
• Give sleepers a chance to wake up!!!
• Avoid too much show!!!

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How humans use their brains?

• We use only 2-3
• of our brain

• Left brain Right Brain
• Logic - Color
• Sequential - Music
• Language - Emotion
• Reading - Touch
• Aural - Visual

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The way we learn Left/Right Brain

• Green Black Blue
• Red Blue Blue
• Green Black Green
• Blue Red Black
• Red Black Green

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Address both sides of the brain!

• Interrupt!
• Repetition!
• Repetition!
• Repetition!
• Fun!
• Fun!
• Break a glass

• Eeee
• motion!?_at_

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• Prepare (contd)

• We learn
• 11 by hearing
• 83 by hearing and seeing
• We remember
• 20 of what we hear
• 50 of what we see and hear.

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Prepare (contd)

• Limit 5-9 words per line
• 5-9 lines per visual.
• Simplicity of colour is important.
• Use line graphs to show trends.
• Use bar graphs to compare magnitudes.
• Pie charts give absolute magnitudes and compare
  the relative portions.

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Prepare (contd)

• One thought per page.
• Bold graphs and colour.
• Dont try to overload them.
• Keep it simple, stupid and memorable.
  (kissm)
• Dont talk on a subject you dont
  know/believe/own.

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There are only three elements to any Spoken
Communication,3V

• VERBAL
• The words or content
• What is said.
• VOCAL
• The voice expression, resonance,
• Tempo and inflections.
• VISUAL All that is seen by others
• How the speaker looks,
• Eye contact,
• Posture, gestures and facial expressions.

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Prepare (contd)

• Illustrate and support Key Points with evidence
  and visuals.
• Statistics
• Analogies
• Demonstrations

Develop transitions orbridges between key
points.
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Prepare (contd)

• Prepare a memorable Close
• Dramatize your ideas.
• Throw down a challenge.
• Use a motivating statement.
• Restate the key benefit.
• Deliver a convincing summary.

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Prepare (contd)

• The material presented should force the audience
  to look at something in a
• NEW LIGHT
• or from a
• DIFFERENT ANGLE
• or to think about something in a
• DIFFERENT WAY.

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Practice your presentation

• A good presentation is
• 90 preparation
• 10 presentation

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Practice (contd)

• Practice your presentation and review your
  visuals for
• Clarity
• Relevancy
• Eye-appeal
• Visibility
• Quality
• Memorability

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Practice (contd)

• Practice your presentation before an audience,
  coach, video camera. Receive feedback on
• Strong opening
• Clear key points
• Logical flow
• Credible evidence

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Practice (contd)

• Check that as you speak you can be heard clearly
  right to the back of the room.
• Good breathing and relaxed posture are essential.
• Sound the ends of your words and do not allow
  your voice to drop too much at the end of
  sentences.

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Practice (contd)

• Do not use your hands in a fidgety manner.
• Stand with your weight evenly distributed between
  your feet keep still.
• Move decisively at a change of visual aid.

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Practice (contd)

• Practice will increase the clarity and
  consciousness of your presentation.
• Even if you dont get to 7 or 6 or even 4, you
  are going to be more effective than if you only
  practice once or twice.
• COMMUNICATION IS THE ABILITY TO EXPLAIN YOURSELF.

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Presentation

• Double check the equipment,
• Get to the seminar room an hour (!) before your
  presentation.
• A presentation is always a creative expression
  from the speaker.

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Presentation (contd)

• Rely on the fundamentals (dont be too technical
  and keep simplicity in mind)
• Nothing should be explained in a such a way
  that, it could not be understood by an
  intelligent 12 years old.
• Albert Einstein
• Own your subject.
• Feel positive about your talk.
• Project to your audience the value of your talk.

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Presentation (contd)

• If you have a difficulty in beginning
• begin with a question
• use your outline as your opening visual,
• use a cartoon, drawing, saying to open the
  presentation.
• pay a sincere compliment to the audience.

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Presentation (contd)

• Build rapport with the audience
• Be sincere.
• Be yourself.
• Say we not you.
• Talk in terms of your audiences interest.
• Involve your audience.

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Presentation (contd)

• Hold the attention of the audience
• Be enthusiastic about the topic.
• He whose face gives no light shall never be a
  star.
• 
  William Blake
• Use vivid words.
• Express yourself clearly and concisely.
• Tell a story.

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Presentation (contd)

• Have an upbeat voice.
• Have proper body animation.
• Never put yourself in dark or behind an
  equipment.
• Its just a movie.
• Gill Scott-Heron

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You must exhibit confidence in yourself and your
work.

• To make a successful presentation you must be
  credible.
• Dont read a talk.
• Dont memorize or read a talk.

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Float like a butterfly and sting like a
bee. Mohammad Ali

• Style

• A presentation must be
• Lively,
• Informative,
• Interesting,
• and must be presented in a relaxed manner.

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Eye contact

• Look at your listeners the same way you would in
  your office with Extended eye communication.
• Cover all CORNERS of the group.

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Handling stage fright

• The audience is not aware of your nervousness.
• That which has not killed me will strengthen
  me.
• Fredrich W. Nietzsche

• Fear is not bad.
• Thank your stage fright for helping you get ready
  for your
  
• performance.
  

• star

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Handling stage fright (contd)

• Moving around eases tension.
• Dont get caught behind a podium. Dont be a
  static speaker.
• Take a deep breath and let it slowly.
• Get grip of your nerves by getting a grip on a
  chalk/ a pointer.
• Smile ! A smile also relaxes you and makes your
  audience feel more comfortable.
• Keep a glass of water handy.

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Timing

• Timing is very important!
• One visual in every two minutes. The presentation
  should not be boring.

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• DRESS

• If you are presenting your ideas to upper
  management or to an outside client, the dress
  must be formal.
• If you have done your audience analysis well
  enough, you should know how to dress.

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• Common mistakesDont

• Turn your back to the audience.
• Hide behind objects.
• Avoid eye contact with listeners.
• Read the text from your notes.
• Be inaudible.
• Be monotonic.

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Conclusions

• Be active (enthusiasm)
• Be purposeful
• Be varied in voice and act
• Be natural
• Be direct (eye contact)
• Believe in yourself.

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Good communication is achieved when you can see
yourself in the listeners place. EMPATHY is a
valuable communication skill.
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• Remember to
• PLAN /PREPARE / PRACTICE /
• PRESENT

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Your success as a speaker will ultimately depend
on your level of ENTHUSIASM.
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References

• D. F. Beer, Writing and Speaking in the
  Technology Professions, IEEE, 1992.
• G. Berlin, E. Hughes and J.A.Grause,Techspeak,
  Gkb Ass., Inc. 1983.
• J. van Emden and J. Easteal, Technical Writing
  and Speaking, Mc Graw Hill Comp.1996.
• M. Faber, Changes in US Eng. Ed.,Hewlett
  Packard Co., May, 1997.
• R. Hoff, I can see you naked, Univ. Press Syn.
  Co.,1992.
• Prof. Dr. Semih Bilgen, Seminar on Technical
  Speaking
• Prof. Dr. Yildirim Üçtug, Seminar on Effective
  Teaching