In Engineering and Life In General

Paulo F. Ribeiro, MBA, PhD, PE

PRIBEIRO@CALVIN.EDU

Communication: A Necessity (not sufficient) of Life

In Engineering:

1 - 20 to 50 percent of an engineer’s time is spent on communicating with others

2 - Communication skills critical in career advancement3 - Verbally as much as in Writing4 - Advanced Technologies – Demand has become more critical and complex

That is why you should do well in your English, Philosophy, Communications and even Theology Classes. They are an integral part of your engineering education… Whether you like it or not.

Communicating To Make Things Happen

Signs of Project Failure

Project engineers and managers don't understand clients' needs

Scope is ill-defined: Proposal / Bid Unrealistic

Project Changes and Interface Requirements are Communicated / Managed Poorly

Deadlines are unrealistic

Project lacks people with appropriate skills _________________________________

Clients become resistant

Sponsorship is lost

To Communicate or Obfuscate

Five Basic Skills

Listening

Speaking

Writing

Mathematics

GraphicsListening Speaking Writing Graphics Math Listening Speaking Writing Graphics Math

The greatest problem in communication is the illusion that it has been accomplished.D. Davenport

FACILITATING FACILITATING

Listening

Be Attentive

Increasing EffectivenessEmphatically

ListeningAttentive ListeningSelective ListeningPretending to ListenIgnoring

Verify Understanding (Ask Questions)

Use What Is Learned (Write About It)“The beginning of wisdom is silence. The second stage is listening.” A Hebrew Sage

Opportunities are often missed because we are broadcasting when we should be listening.

Author Unknown

Distinctions Between Writing and Speaking

Single-Channel (Writing) vs. Multi-Channel (Speaking)

One-Directional (Writing) vs. Two-Directional (Speaking)

Conveying (Writing) vs. Convincing (Speaking)

“My son never writes – he’s an engineer”

Writing

Writing

Your manuscript is both good and original, but the part that is good is not original, and the part that is original is not good.

Samuel Johnson

Writing

General Suggestions

1. Learn All You Can (Furnish Your Mind)

2. Think Hard About The Subject (Exercise Your Mind)

(Interesting, Creative Ideas)

3. Avoid Distractions (Quiet Your Mind)

4. Take A Break (Refresh Your Mind)

5. Save Time For Reflection (Free Your Mind)

6. Associate With Creative People (Stimulate Your Mind)

7. Keep Writing In Your Log Book (Tune In To Your Mind)

8. Notice Your “Crazy” Ideas (Respect Your Mind)

9. Be Quick To Question Authority/Professor (Alert Your Mind)

10. Trust the Creator (Surrender Your Mind)

Report Writing - Can Engineers Write?

Define and Analyze Your Audience

Classify Your Report (Research, Proposal, Feasibility Studies)

Design The Report (Outline)Transmittal Letter, Title Page, Table of Contents, Executive SummaryChapters, Acknowledgements, Cite References, Appendices

Write First Draft, Conclusions

Write IntroductionWhy Is This ImportantWhat Is the Background / Motivation?What Was The Work Performed?What Will Be Presented?

Report-Writing Guidelines and Standards

Start Writing on Day 1

Outline and Incubate

Write Easy Parts First

Write in Third Person

Employ a Gender-Neutral Style

Standard Graphics and Diagrams

Use Format Writing, Avoid Jargon

Establish Report Milestones

Check Spelling, Grammar, Cite All Sources

Revise, Revise, Revise

Writing

Some Basic Rules of Grammar

Each pronoun agrees with their antecedentVerbs has to agree with their subjectsDon’t use no double negativesA Writer mustn’t shift your point of viewJoin clauses good, like a conjunction shouldDon’t write a run-on sentence remember to separate sentencesPrepositions are not words to end sentences with. Parenthetical remarks (however relevant) are unnecessary. Contractions aren't necessary. One should never generalize. Don't be redundant; don't use more words than necessary; it's highly

superfluous. Be more or less specific. The passive voice is to be avoided. Who needs rhetorical questions? Exaggeration is a billion times worse than understatement

IntroductionWhy Is This ImportantWhat Is the Background / Motivation?What Was The Work Performed?What Will Be Presented?

Present arguments and ideas in a clear and concise way

Be persuasive and true

Be interesting

Be Enthusiastic

Absolutely nothing will help your presentation more than communicating your passion and confidence.

Speaking

Speaking

Conquer Reluctance to Speak

Define The Audience and the Setting

Prepare The Script

Prepare the Graphics

Keep it Simple

Title for Maximum Impact

"Let thy speak be short, comprehending much in few word”Ecclesiasticus

Speaking

Remember That You Are the principal Means of Communications

Practice Out Loud

Establish Delivery Time

Reduce Distracting Habits

Listen To How You Rally Sound

Improve One Step at a Time

Do Not Read

Speaking

Communicate Your Communication Needs

Check Out the Room

Suggest A Proper Introduction

Deliver the Speech – Speak to the Entire Audience

Be Visual

Conclude Definitely !!!!

USUALLY BETTER USUALLY WORSE

* Talk * Read* Stand * Sit* Use visual aids: outlines, pictures, graphs * Have no visual aids* Move * Stand still* Vary the pitch of your voice * Speak in a monotone* Speak loudly and clearly, toward the audience * Mumble, facing downward* Make eye contact with the audience * Stare at the podium* Focus on main arguments * Get lost in details* Finish your talk within the time limit * Run overtime* Rehearse your talk * Don't practice* Summarize main arguments @ beginning and end * Fail to provide a conclusion* Notice your audience and respond * Ignore audience behavior* Emulate excellent speakers * Emulate mentors regardless

Speaking

In Conclusion

• Communicate To Make Things Happen• Write – Correctly, Concisely, Precisely• Speak – Enthusiastically and Confidently• Facilitate The Communication Process

No man who values originality will ever be original. But try to tell the truth as you see it, try to do any bit of work as well as it can be done for the work's sake, and what

men call originality will come unsought. C.S. Lewis

The Complete Engineer - Should be able to successfully use the levels of communication skills demanded by the complex, diverse, and ever-changing world.

Such skills include, but are not limited to, listening, speaking, writing, reading, as well as, communicating through mathematics, science, philosophy, literature and the arts.