lec-3-technical presentation for engineers-final.pdf
TRANSCRIPT
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Technical Presentations Skills for EngineersCommunication technical information to
non technical peopleTechnical Report Writing
By; Engr.Dr. Attaullah Shah
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Being engineers, we areTechnical Communicator.
Engineering is a people-oriented profession.
Engineering verdicts are given more attentions
Engineers are exposed to relatively morepublic dealings.
Engineers not only develop technologies; theyhelp people make use of technology.
Engineers must communicate with regulators,funding agencies, suppliers, clients, customers,the media, and sometimes the general public.
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You must communicateyour
subject-matter expertise. Engineers communicate their methods,
results, conclusions, and
recommendations so that informationcan be understood and usedby a varietyof people.
Engineers generate raw data and then
turn them into informationto helppeople solve problems.
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For instance . . .
If you are deputed at a site Engineer for aconstruction project, you have to deal with abroad spectrum of clients:
With structural Engineer about detailed drawingsand clearing ambiguities in the constructiondrawings
With procurement officer for timely supply of
material
With Lab Engineer to timely arrange the tests
With sub contractor for timely availability ofhuman resource.
Many more people in the line
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For which
audience is thistable appropriate:supervisor or
homeowner?
Phenols and Metals:Summary of Maximum Contaminant
Concentrations and Human Health Criteria
(all Units in ug/L)
Chemical Maximum Safe
Concentration
Found in Ground
Water
Total Phenols
MetalsBeryllium
Cadmium
Chromium
Mercury
Nickel
Lead
Thallium
3,500
0.037
10.000
50.000
0.144
13.400
50.000
13.000
15,000
15.000
770.000
44.000
0.400
18.000
46.000
93.000
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Monitoring Well
Ground Water
Service Station
ResidenceA picture might work
best for a homeowner.
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Data alone are usually not
useful.Informationis data made useful forother people.
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Information life cycle
Data are what we record, observe,copy.
Information is data that have beensynthesized, put in context, and mademeaningful.
Knowledge is enough information toallow you or someone else to dosomething that produces new data or
information.
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Information Life Cycle
Data
Information
Knowledge
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Necessary Skills for Engineers
Manage information
Write technical information for many
audiences -- often with conflicting needs
Design graphics for technical information
Elicit expert information interview others
Present information verbally Work collaboratively -- write
collaboratively!
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Engineering documents you may beinvolved in writing
Progress reviews and reports
User manuals -- software and hardware
Training materials Guidelines and reports
Safety policies and instructions
Technical proposals Technical reports
The last two types bridge the gapbetween the workplace and the
academy.
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Academic writing dissertation proposals
theses
dissertations journal papers
and technical presentations
oral presentations posters
as well as proposals and
reports.
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AudiencesAcademic audiences
other researchers
faculty students
supervisor now only!
Even academic audiences have varyingdegrees of expertise and knowledge. Andeveryone is busy and reads fast!
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Research Audiences
Experts
Executives/Managers
Technicians Regulators
Funding Agencies
General public Combination
Nowyour audience is expert, but latertowhom may you have to present results?
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Business Audiences
Inside theorganization:
Management
Colleagues
Support staff
Salespeople
Technicians
Outside theorganization
Customers
Regulatoryagencies
Financialinstitutions
Suppliers/vendors
News media
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Communicators Triangle
Communicator Audience
Subject
(most difficult)
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Multiple Audiences Different parts of the document are
geared toward different audiences
Abstract technical public
Introduction interested public
Bulk of paper researchers and subject-
matter experts
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Writing Process and Planning:
You organize for yourself(outlines, etc.), and youorganize the documentfor the reader.
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Feel like a tiny child
when it comes to
writing?
Most people do.
Heres how to helpyourself.
First, organize for yourself.
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1. Recognize that writing isproblem-solving
As a product, writingsolves problems for
your audience
As a process, it solves
problems for you!
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You can use writing to help answermany critical questions:
What is it you really want to say?
What will convince your audience?
What data or information do you still need tocollect?
When you explain your methodology, what
gaps are still there?
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2. Recognize that writing is aprocess.
Defining objectives
Planning
Drafting Evaluating
Revising
Learn to separate these stages!
You cannot collapse these
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You cannot collapse thesestages together!
You cant getit right thefirst time
around!
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Manage the writing process.
Start early
Manage your time
Learn to draft avoidneed for perfection atthis stage
Learn to separate thecreativeand criticalpartsof your personality.
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Managing the Process ofWriting
Defining objectives Planning Drafting Evaluating Revising
Pre-Writing
(Outlining)
Peer Review
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3. Realize that writing activities are
incrementaland iterative.
Move back and forth between doingresearch/engineering work and doing
writing. Writing helps you understand what you
really know and what you are still unsure
about. Helps you plot direction.
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Sequence of Drafting1. Write draft of
Introduction
2. Write draft ofMethods
3. Write draft ofLiterature Review
4. Write draft ofResults
5. Write draft ofConclusions
6. ReviseIntroduction
7. Revise middle
three chapters8. Revise Conclusions
9. ReviseIntroduction
10. Write Abstract
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But I still have a hard time
beginning to write!!
Planning your Document:
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Planning your Document:Organizing for Yourself
Most people begin planning their
document by creating an outline.
Dont be trapped by your outline! Any
outline evolves constantly until thedocument is sent or published.
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Planning Tools: Many kinds ofoutlines and lists
Doodles and lists of keywords
Topic Outline
Can become headings for your document.Eventually, becomes the Table of Contents.
Sentence Outline(helps connecttopics) Helps writers refine ideas and link them
together:
Transistors have been around a long time.--eventually that sentence becomes a heading:History of Transistors
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Brainstorm Outline: how it works
Draw an oval
Write documents central purpose in center
Think of all related ideas, facts, descriptions Write these in spokes around oval
Dont prioritize or sequence ideas until later
Discard later what you dont need.
Th El t f
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The Elements of aSuccessful Technical Proposal
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# 1:The title
Choose a title thatconveys informationabout your project.
Avoid acronyms that
have negativeconnotations.
Make it Brief
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# 2: The abstract
This is the first (andcould be the only) part of
the proposal that a busyreviewer will see.
The abstract should be amap of the rest of theproposal.
Write the abstract last tomake sure it reflects thefinal version of theproposal.
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# 3: Problem statement Provide a clear objective
statement of theproblem.
Describe the factors thathave contributed to theproblem.
Describe what has and
has not worked in thepast.
Indicate what needs tobe done (by you) now.
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# 4: The rationale
Never assume the
proposal reviewerknows what you know.
Convince the reviewer
that the problem is
IMPORTANT!
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Persuasive rationalesDescribe how the project will
Resolve theoretical
questions Develop better theoretical
models
Influence public policy
Improve teaching/learning
Improve the way people dotheir jobs in a particular field
Improve the way people live
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#5: Literature reviewDisplay yourawareness of theproblem or need as
well as thecontributions thathave been made byotherssome ofwhom may bereviewers of yourproposal!
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Show you understandthe problem!
Use the Funding Agencies Terms and Vocabulary toDescribe the Problem.
Provide the most recent data and/or information aboutthe problem.
Describe the gaps and contradictions that currently exist.
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Show you know the solution!
Describe a solution to improve the situation.
Back up your solution with data if possible.
Quote or cite well known authorities on thetopic.
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# 6: Project design
Goals, Objectives and Activities Should AlwaysRelate to One Another
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Programelements
Goals:Broad Statements of Intent
Objectives:Measurable Outcome Statements
Activities:Implementation Steps
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Well written objectives
State Who isResponsible
State What is to beAccomplished.
State When the
Objective should beAccomplished
State a Criterion forSuccess
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Well written activities
Focus on How theobjective is to beaccomplished.
Use Action words,e.g., recruit, analyze,
evaluate, disseminate
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Research methods
State your researchquestions clearly
Choose an appropriate
research design Detail all procedures
Control for validity andreliability
Describe limitations
Answer reviewersquestions before they areasked!
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# 8: Key personnel
Describe the people thatwill help to makedecisions in how the
project is carried out.
Provide a description oftheir background,training, and expertise.
Highlight everyonesaccomplishmentsthis isnot the time to bemodest!
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# 9: Facilities & resourcesDescribe where theproject will be conducted.
Describe any special
equipment or resourcesyou will have access to.
Describe any specialcapabilities or
experiences possessed byyour agency to carry outthe project.
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# 10: BudgetAsk for the funds thatyou need to besuccessful, but do notpad your budget.
Be aware that proposalreviewers know howmuch things cost!
If you ask for too littlemoney to do the workyou propose, you willappear nave andinexperienced.
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# 11: Time linesSponsored projectactivities can take longerthan anticipated.
Do not propose to do toomuch in any given projectperiod.
Develop a time line forthe reviewer.
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#12: Evaluation
Describe how you will find outif your project is working.
Describe how you will know ifyou have succeeded when theproject is over.
Describe how you will adjustyour procedures and timelinesto deal with real life events.
Tell the proposal reviewerswho will conduct theevaluation and review theinformation collected.
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#13: Dissemination
Inform the proposal reviewersof the dissemination strategiesthat you will use and the
audiences that will receiveinformation on your findings.
Information about your projectcan be disseminated via
articles in peer reviewedjournals and presentations atprofessional conferences.
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#14: Continuation funding
Sponsored Projectsare of limitedduration, e.g., 1 to3 years
Plan your next
project before thecurrent projectends!
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#15: Follow through
Keep your programofficer in mind: sendcopies of all publicationsand media coveragerelated to your project.
Network with others:Look for ways tocollaborate on futureprojects.