GET130 Intro to Engineering TechnologyFall 2014

8: Project Communication

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1. Project reporting2. Communication methods3. Common guidelines4. Oral presentations• note: COMxxx requirement

5. Written reports• note: ENG101, ENG217 requirements

Overview

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a design project cannot be completed until results have been communicated to others• typically: the client

what is the client interested in?• the results of the design process• details about the design• not the team's chronological history, etc.

Project Reporting

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oral• spoken reports in front of an audience• i.e. public speaking, oral communications, etc.

written• reports, manuals, etc.

including design drawings• i.e. sci-tech writing (ENG101ENG217)

prototype / model• used for real-world demonstration

poster presentations• more for academic

Project Communication Methods

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for both written and oral methods per Thomas Pearsall's 7 principles†:

1. know your purpose2. know your audience3. choose & organize content around purpose &

audience4. write precisely and clearly5. design your pages well6. think visually7. write ethically

Common Guidelines

† Pearsall, Thomas E., and Kelli Cook. The Elements of Technical Writing. 3rd ed. New York: Longman, 2010. Print.

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what are the goals of the report/presentation?

usually: to inform the client (funder)

could also be for training

1. Know your purpose

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what is the technical level of intended audience?

what is their level of interest in the design?• ex: mathematic calculations/derivations may be

expanded or limited based on audience may result in multiple presentation/report

versions• technical• management

2. Know your audience

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to best convey your message organizational patterns:• general concepts to specific details• specific details to generalizations• description of devices / systems• chronological events

(not recommended)

be consistent• particularly in design team settings

3. Plan content

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to achieve effective communication

elements:• short coherent paragraphs• short, direct sentences containing both a subject

and a verb (no fragments!)• use active voice, not passive ("Yoda speak" †)

active: The part drawing shows all details. passive: All details are shown in the part drawing.

• clearly identify opinions• to let reader decide for themselves

4. Precise & clear writing

† www.youtube.com/watch?v=xUlqDMcS_RE

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leverage media being used written:• fonts & font styles• headings / subheadings• white space

oral (slides):• single-thought slides• text size, amount, layout, etc.• colors

5. Design pages well

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psychologists tell us that most people are good at visual learning (and may even prefer it)

thus, include visual elements in technical communication:• block diagram• sketches• drawings• circuit (elec.) or free-body diagrams (mech.)• flowcharts• cartoons

6. Think visually

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disclose all results/outcomes fully & accurately• even negative or unfavorable points

give credit where credit is due

application of engineering and/or professional ethics

7. Write ethically

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Oral Presentations

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most design-based projects require multiple meetings / presentations with management, client, or other groups

before contract / project start• demonstrate understanding of problem / task• expose possible solutions/implementation strategies

during project• progress/status• design reviews• problem identification and solutions

after completion• results/conclusions• achievement of objectives

Why oral presentations?

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1. identify audience• to insure content is audience appropriate

2. presentation structure (outline)• should be logical and understandable• serves as a guide to next step

3. develop content• and supporting materials

4. practice• to be an effective presenter

Preparation Steps

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different audience groups will have different interests• technical experts: solution viability, math,

engineering• management: budget, production needs• manufacturing/production: BOM, labor details

level of detail and technical content must be appropriate to audience

1. Identify audience

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a good rule of thumb for an oral presentation outline:

1. tell them what you're going to tell them

2. tell them

3. tell them what you told them

2. Develop outline

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title slide overview problem statement problem background objectives design functions design alternatives selection criteria/evaluation details of chosen design features of chosen design proof-of-concept (prototype) testing demonstration conclusion(s)

2. Outline elements†

† red indicates elements typically always present

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consider technology available & layout in presentation location

use visuals• but not overly detailed (ex: schematics)

tips:• don't have too many slides to avoid rushing• 1st slide: introduce yourself & team members, brief intro to

project, recognize client• avoid clutter: slides should highlight key points, details to

appear in report• slides should be clear & simple, avoid excessive "flashiness"• consider graphic design/appearance

fonts (number, styles, sizes), colors/contrast, layout, amount of content

use of a presentation "theme" is generally a good idea

3. Prepare content

Q: how can this slide be improved?

schematic:

block diagram:

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both alone and in front of others use appropriate speaking style, maintain

professionalism• tone, volume, appearance (ex: no hats)

never read slides!• this is boring and insulting to audience

practice timing• to verify presentation length and pace

face audience, not screen question handling• during? deferred to end? just clarifications during?• announce manner at beginning

4. Practice delivery

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from Designing Effective Slides Using PowerPoint †:• use visuals wisely• keywords / key points

• use color wisely• avoid poor combinations• can be a sort of "body language" for PowerPoint

• animations• more of a distraction, keep simple

• charts/graphs• keep level to "at-a-glance", minimal detail

• use fonts wisely• sizes, styles, colors• "8 foot rule"

PowerPoint Tips

† http://ecglink.com/library/ps/powerpoint.html

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what is the"8 foot rule"?

so, don’t do this!

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Written Reports

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usual goal: communicate with the client to confirm acceptance of the project outcomes• project completion, final payment / letter grade

content:• overview of design problem/project• analysis of requirements• solution alternatives considered• decisions made• results obtained

Why written reports?

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1. identify purpose & audience of TR2. develop rough outline3. review rough outline

• with team / team managers• with faculty advisor (academic project)

4. develop topic sentence outline (TSO)5. divide writing assignments among team

members and complete initial draft6. review draft with managers/advisors7. revise draft based on draft reviews8. prepare final version & present

Preparation steps for technical reports

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must consider that the TR will likely be read by much wider audience• than just the client

thus: may be a different audience population than with oral reports

and may be multiple groups!• must cater to diverse audience populations

must also consider intended purpose of the TR

1. Purpose & audience

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very important step to organizing ideas and content to be included in the TR

this becomes a blueprint (plan) for the final report

absolutely do not want a "project history"• "First we talked with the client, then we had a

team meeting, then we went to the library, then we did some research, then…"

2. Rough outline

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abstract executive summary (1 paragraph digest version) introduction & overview problem statement/definition design/solution alternatives evaluation of alternatives, selection criteria results supporting materials†:• drawings, schematics, code listings• fabrication specifications• results of experiments/modeling• other detailed materials as required

2. Rough outline - sections

† typically in appendices

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is the next level beyond the rough outline represents each paragraph in the future

report by a single sentence, all in outline form

ensures completeness and coherency• in both the team and the TR content

examples:• http://

departments.mercer.edu/arc/documents/Topic%20and%20Sentence%20Outlines.pdf

• https://owl.english.purdue.edu/engagement/2/2/57/

howto video:• https://www.youtube.com/watch?v=wT3kgKW9m88

3. Topic Sentence Outline (TSO)

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goals:• continuity – topics & sections follow outline / TSO

in a logical sequence• consistency – terminology, acronyms, units,

notation, appearance, etc.• accuracy – experiments, calculations, etc.• voice – TR must "speak" with a single voice,

formal

these goals can be problematic with a team of writers• in which case an authoritative editor is needed

4. Rough draft

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the difference between a draft report and its corresponding final report is a good review process• which results in effective revisions

who should review?• team members, managers/faculty, client

(representatives), strangers the final report should appear professional and

"polished"• well organized, easy to read/ comprehend/ reproduce,

clear figures/graphics/etc.

5. Final report

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did you know CalU's writing center can help improve your grade on written assignments?

useful to proof/polishwritten reports• typos/grammar errors

free take advantage

of this!

CalU Writing Center

http://www.bishinspeaks.com

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MS Word• general reports, documentation

MS Excel• spreadsheets, data graphics

MS PowerPoint• technical presentations

Adobe Acrobat• creation of Portable Document Format (PDF) documents

Adobe Dreamweaver• webpages, websites

MS Publisher / Adobe InDesign• desktop publishing (page layout)

Other† E.T. Documentation Tools

† besides technical software packages

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Dym, Clive L., and Patrick Little. Engineering Design: A Project-Based Introduction. 4th ed. Hoboken: John Wiley & Sons, 2013. Print.

Pearsall, Thomas E., and Kelli Cook. The Elements of Technical Writing. 3rd ed. New York: Longman, 2010. Print.

Effective Use of PowerPoint, Online Tutorial. http://www.baruch.cuny.edu/tutorials/powerpoint/index.htm

Rowh, M. (n.d.). Power up your PowerPoint. Retrieved Nov 12, 2014, from https://www.apa.org/gradpsych/2012/01/presentations.aspx

References