management of engineers and technology person-to-person communication communicating to an audience

Management of Engineers and Technology

Person-to-Person CommunicationCommunicating to an Audience

Principle 4: Communicating Effectively

Effective communication is a cornerstone of management

Not just delivery – listening and understanding

A manager is like a “hub” in a communication network Communication within the group Communication with the outside world

Person-to-Person Communication

Face-to-face Telephone

Live Voice mail

Written Instant messaging Email Letters/memos Notes

Bad Communication

Mistakes Misunderstandings Mistrust People are

Offended Uninformed or misinformed Confused Frustrated

Good Communication

Informs Facilitates Motivates Persuades People are

Aware Confident Productive

Communication Theory

EncodeEncode DecodeDecodeChannelChannel

Do you need guidance?Do you need guidance?

When to put it in writing Technical

Specifications Drawings Legalese

Formal Avoid misunderstanding For the record “If it’s not in writing, it didn’t happen”

Whenever editing is an advantage

When to be face-to-face Performance assessment

Follow up in writing

Rewards/punishment Whenever the richness of

face-to-face communication is an advantage

Beyond the Writtenor Spoken Word

“Between the lines” content Tone Emotion Gestures Body language

Match – reinforces content Mismatch – puts content into doubt

Good Practices

Be the initiator Be a good listener (feedback) Include redundancy Appropriate emotional content Be simple, direct, clear, interesting Be human (anecdotes, humor)

Themes

Engineers are not famous for their business communication skills

Communication is a cornerstone of good management

Communication skills can be learned, practiced, and improved

Communicating to an Audience

Purpose (business communication) Pass on information Persuade the audience to believe

something Motivate the audience to do something Entertain the audience?

Types of Communication

Static Written word Drawings/graphics

Dynamic Oral presentation Multimedia

Oral Presentation Skills

Have a goalKnow your audienceKnow your time limitKnow availability of equipment

Three Most Important Things

PreparationPreparationPreparation

Preparation

Keep goal and audience in mindOutline the presentationKnow your materialPractice in mirror or to

audienceCritique and modifyFind something to get excited

about

Presentation OrganizationIntro-Body-SummaryBody

Problem or goal statementBackground, related materialMethod usedResultsConclusions and recommendations

Ask for questions

Shock value/far outSuspense, privileged informationHumorAudience participationPropsDemonstration

Getting Attention

Visual Aids

OverheadsCommon, easy, interactiveSome fumbling

Computer ProjectionEffective graphics/sound/video,

interactiveUncommon equipment, compatibility, dimProblems are going away

Visual Aids

Video TapeVery descriptive, small screenPoor sound, equipment delays, non-

interactive

35mm SlidesProfessionalHard to prepare, equipment problems,

dark room, non-interactive

Visual Aids

Black/White Board Interactive, history remains, colorTime consuming, messy, disorganized,

talk into it

Flip chartsGood ordering, color/graphic, interactiveSmall, can get messy

Props

Three-dimensional visual aidsPass aroundTouch/feelAdd interest

ProblemsDistractingGet dropped/lost

Rules for Overheads/PPT

Simple - 6 bullet items or lessGood color combinationsReadable - ‘at your feet’ ruleConsistent styleProfessional preparation if appropriateNumber or order them

Working with Visual Aids

Be sure of equipment availabilityCover or shut off when not in useVisible to everyone in roomUse pointer only when necessaryTouch-turn-talkHave a backup

Handling Questions

Ask, raise hand, limit numberIdentify questionerRepeat or rephrase questionKeep answer to the pointAsk if answer is adequateDon’t be afraid to say “I don’t know”

Personal Habits

Don’t use podium, minimize pointerKeep focus on speakerLook good but don’t distractEffective hand gestures, no fidgetingSpeak to audience, project

(microphones)Eye contact

Working Within Time Limits

Difficult to doCount number of visualsWatch the clockHave a ‘helper’ in the audiencePractice to determine time

On Presentation Day

Look goodVisit room, check equipmentBe introduced (or introduce yourself)Review your presentationRemind yourself of presentation skillsBe confident!

Things to Remember

Intro/body/summaryTouch-turn-talkEye contactBody languageVocal projectionQuestion handling

Summary

Oral presentations are very important in business

You are competing for a very busy communication channel, and with internal thoughts

The audience is the customer, so be audience-oriented