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How Engineers Can Master Effective On-The-Job Communication Skills

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How Engineers Can Master Effective On-The-Job Communication Skills James E. Vincler & Nancy Horlick Vincler Engineering Your Presenting Success Chapter 18 : Planning ... – PowerPoint PPT presentation

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Title: How Engineers Can Master Effective On-The-Job Communication Skills


1
How Engineers Can Master Effective
On-The-Job Communication Skills
  • James E. Vincler Nancy Horlick Vincler

2
Engineering Your Presenting Success
  • Chapter 18 Planning Your Presentation
  • - oral presentation technical lecture
  • - those are the natural part of an
    engineers job
  • It takes three weeks to prepare a good
    impromptu speech.
    Mark Twain (18351910)
  • Chapter 19 Presenting Front and Center
  • This is it. Your show time!

3
Chapter 18. Planning Your Presentation
  • Control The Key to Successful Speaking
  • The Persuasive Tools of a Presentation
  • How to Organize Yourself and Your Presentation
  • Selecting Your Audiovisual Equipment
  • Your Script The Foundation of Your Presentation
  • Developing and Controlling Easy-to-Use Materials

4
1. Control The Key to Successful Speaking
  • ???? presentation? ??? control?? ? 5 ??
  • ? yourself - a knowledgeable speaker
  • ? your material - clear materials that
    reinforce
  • your message
  • ? your equipment easy-to-use and effective
    equipment
  • ? your environment a conductive presentation
    environment
  • ? your audience a responsive audience

5
1. Control The Key to Successful Speaking
  • Good Presentation well-controlled
    well-written script
  • The script ( or ???/?? ) is the starting
    point !
  • An oral presentation is just a writing
    job taken into
  • account another dimension.
  • Enjoying Two-Way Communication !
  • speaking is on-the-spot two-way
    communication
  • ??? ???, body language, ?? ?? ?? ????
  • ??? ???? ??? ???? ????? ? ? ??.
  • Making the Whole Greater Than the Sum of Its
    Parts !

6
2. The Persuasive Tools of a Presentation
  • ? voice with all its inflections
  • ? gesture with all their verve
  • ? visual aids with all their emphasis
  • ? handouts with all their details
  • ?? ??? Tool? speaker ? yourself
  • Knowing your subject is the key to controlling
    yourself.
  • Knowing your subject is your greatest
    confidence builder.

7
3. How to Organize Yourself and Your Presentation
  • The first step of presentation is to plan your
    presentation.
  • ? plan your script ( or ??/??? )
  • ? plan your materials
  • ? plan your equipment
  • Analyze your audience.
  • - How are you supposed to know what an audience
    wants?
  • Just Ask and Give them some feedback
    !!!
  • Know your purpose.
  • - Are you informing, persuading, or
    teaching?

8
4. Selecting Your Audiovisual Equipment
  • The first rule is Keep it simple !
  • - Only board chalk ? Seems to be O.K.!
  • - All high-tech multimedia equipment cannot be
    replaced
  • by speaker, yourself.
  • Stand-up presentations are about
  • human
    communication !
  • - not about reading words on a screen or
    watching a movie.
  • To be believed, to be persuasive, we have to show
    up !

9
4. Selecting Your Audiovisual Equipment
  • As you consider your equipment,
  • - should first ask yourself whether you need
    visuals at all ?
  • - if you do, keep to the simple formats
  • like flipcharts, overheads, and handouts
  • - Think of multimedia last, not first.
  • - No eye contact in the dark room
    communication disaster
  • But what simple yet reliable equipment is
    available,
  • - choose easy-to-use equipment that will fit
    your need

10
4. Selecting Your Audiovisual Equipment AV
Choices
  • Overhead projector is simple but versatile
  • Slides can Enlighten or Keep Audience in the Dark
    !
  • - short slide show can have a strong impact on
    an audience
  • - dark room is the place for sleeping so
    slide is risky
  • Viewing Screens with Tilt Option Work Best
  • - keystone image vs. square image
  • - projector ?????? screen ??? ???? keystone ??
  • Boards, Flipcharts, and Posters Augment
    Projectors
  • Microphones Vary to suit Your Purpose
  • - wireless handheld microphones are good for a
    large group

11
5. Your Script The Foundation of Your
Presentation
  • An Easy Script Structure
  • Writing Your Script
  • Deciding How to Present Your Script Smoothly
  • Reducing Your Script to a Handy Key-Point Outline

12
5. Your Script The Foundation of Your
Presentation
  • An Easy Script Structure
  • - orientation introduce the main points to
    orient the audience
  • ??? ??? ??? ???? ?????
    ?? ??!
  • - body explain all your points in
    the same order you
  • introduce them
  • - close summarize your key points,
    answering for your
  • listeners any
    leftover So what? questions that
  • are probably in
    their minds

13
5. Your Script The Foundation of Your
Presentation
  • Writing Your Script
  • - The entire time that you are writing your
    script, keep imaging
  • yourself saying every word that you are
    write
  • - strong script ? strong presentation
  • strong lecture note ? strong lecture
  • ? ??? ??? ??? ???? ??? ??? ???? ??? ? ?? ??!
  • ? ??? ???? ??? ??? ??? ?? ?? reviewing simulation
    ??
  • - ?? ??? ?? ??? ???? ??? ????
  • - ??? ?? ??? ?? ??? ??? ????
  • - ?? ???? ?? ???? ?????? ??? ????
  • - ??? ?? ????? ??? ???? ??? ??? ????

14
5. Your Script The Foundation of Your
Presentation
  • Deciding How to Present Your Script Smoothly
  • ? memorize your paper ?
  • ? read your paper ? (??? ???? ??)
  • ? speak extemporaneously ?
  • ? spoken without any preparation
  • spoken with some preparation but not
    written
  • out or memorized

15
5. Your Script The Foundation of Your
Presentation
  • Reducing Your Script to a Handy Key-Point Outline
  • - Recite your presentation out loud to the
    mirror.
  • Practice enunciating!
  • - After youre comfortable with your script,
    make a copy, and
  • reduce the copy to an outline of key
    points.
  • - Just using your outline as a prompt, give
    your speech to the
  • mirror again.
  • ? You will use this key-point outline, along with
    your visuals, to give an extemporaneous
    presentation.
  • ? GOOD PRESENTATION random-access
    memory

  • with the key-point outline

  • ? read-only memory

16
6. Developing and Controlling Easy-to-Use
Materials
  • The visuals handouts should not be the primary
    focus of your presentation.
  • Your talk is the primary focus !
  • The best visuals Visible, Simple, and
    Controllable

17
6. Developing and Controlling Easy-to-Use
Materials
  • Visible visuals light blue is eye-friendly
  • - use a 24- to 30-point Helvetica font or
    equivalent.
  • its simple and easy to read.
  • - light-blue-background slides are
    frequently recommended
  • Simple visuals The One-Six-Six Trick
  • - One idea per visual
  • - No more than six words per line
  • - No more than six lines per visual

18
6. Developing and Controlling Easy-to-Use
Materials
  • Horizontal Visual vs. Vertical Visual
  • - landscape orientation vs. portrait
    orientation
  • - horizontal (or landscape) orientation may
    help you to limit the
  • number of lines
  • Break down the complex ideas hierarchically on
    several visuals
  • - overall idea ? specific major component
  • - top down approach

19
6. Developing and Controlling Easy-to-Use
Materials (Examples)
  • Fuel Types
  • - solid fuels
  • - liquid fuels
  • - gaseous fuels
  • Gaseous Fuels
  • - coke-oven gas
  • - blast-furnace gas
  • - water gas
  • - enriched water gas
  • - producer gas

20
6. Developing and Controlling Easy-to-Use
Materials (Examples)
  • Blast-Furnace Gas
  • Discharged from blast furnaces
  • 55 nitrogen
  • 20 carbon monoxide
  • Blast-Furnace Gas was your point !
  • You break down the complex ideas hierarchically.
  • This is top down approach.
  • Start from the overall idea and guide your
    audience to the specific major
  • component.

21
6. Developing and Controlling Easy-to-Use
Materials
  • When to hand out the handout?
  • ? types of materials to distribute
  • - note-taking materials such as course outlines
    or workbooks
  • - supplementary materials such as graphs,
    charts, or copies of
  • your visuals
  • ? The supplementary materials are divided into
  • - handouts needed during the presentation
  • - handouts needed after the presentation
  • The best policy is to hand out materials as they
    are needed !

22
6. Developing and Controlling Easy-to-Use
Materials
  • By controlling your materials, you can control
    your audience!
  • Your simple but well-controlled equipment and
    your well-organized materials are value-added
    peripherals that help you sell your ideas to your
    audience.
  • You are the center of the presentation!

23
Chapter 19. Presenting Front and Center
  • What Sets You Up for a Good Show
  • The Wrap-Up to a Well-Packaged Talk
  • Enjoying the Question-and-Answer

24
Chapter 19. Presenting Front and Center What
Sets you Up for a Good Show ?
  • Youve already prepared the set.
  • - lecture note digital file, handouts,
    notebook computer,
  • multimedia classroom, etc.
  • Giving yourself the energy edge.
  • - ???? ??? ??, ??? ??? ??? ???? ?? ?? ???!
  • Dressing for credibility.
  • - power dressing?
  • - a black suit with a red tie can make magic
    ?
  • - looking good will gain you a measure of
    respect !
  • - Avoid vest suits in the presentation.
    Psychologically, the
  • formal vest puts a barrier between you and
    the audience.

25
Chapter 19. Presenting Front and Center What
Sets you Up for a Good Show ?
  • Rechecking the room and equipment.
  • - With your key-point outline or brief notes
    already up front with
  • your other materials.
  • Preparing to start and building rapport.
  • - ??/?? ?? ? ??/??? ??? ??? ?? ????? ?????
  • ??? ???? ??? ? ??.
  • Engineering your audience control.
  • - speaker? ???? ? ??????? audience control?
    ???.
  • - Dealing with people (or audience) is
    always nebulous!
  • - You can keep experimenting until you find out
    which solutions work
  • most consistently over the long run !!!

26
Chapter 19. Presenting Front and Center What
Sets you Up for a Good Show ?
  • Engineering your audience control.
  • - Eyecontact Establish two-way
    communication.
  • - Do not-absolutely do not-talk down to your
    audience!

27
Chapter 19. Presenting Front and Center What
Sets you Up for a Good Show ?
  • What Audiences Complain About Most Often
  • ? speakers who arent prepared
  • ? speakers who read their scripts
  • ? use key-point outline on stage
  • ? big hype little or no substance
  • ? speakers who mumble ? please enunciate
  • ? speakers who dont take control

  • ? self-confidence preparation
  • ? participants who hog attention

  • ? disperse attention fairly

28
Chapter 19. Presenting Front and Center The
Wrap-Up to a Well-Packaged Talk
  • Example Presenting a Technical Proposal to
  • Your Top
    Management
  • - in opening remarks
  • present your justification, three options, and
    recommendation for upgrading your companys
    computer system
  • - in the body
  • explain why your company needs the upgrade, and
    you compared three computer systems
  • - in the wrap-up
  • summarize your justification,
  • highlight the main thing your three-product
    comparison revealed,
  • recommend the most cost-effective system upgrade
    stressing the business benefits
  • Stay within your time limit.

29
Chapter 19. Presenting Front and
Center Enjoying the Question-and-Answer Period
  • Enjoy the spotlight. But stay alert!
  • - ??? ??. ?? ??? ?? ??? ? ?? ?? ?? ??
  • ??? ????? ???? ?? ??? ??? ????.
  • - ?? ?? ??? ???? ?? ??, ? ??? key word?
  • ???? ?? ??? ?? ????.
  • - ??? ???? ? ?? ??? ??? ???? ??.
  • ??? ???? ?? Review
  • - Enjoy the praise!
  • - Look for constructive criticism.

30
?????? ?? ?? ??
31
?????? ?? ?? ??
32
?????? ?? ?? ??
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