technical communication oral and written communication in design ken mcisaac october 6, 2007
TRANSCRIPT
![Page 1: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/1.jpg)
Technical Communication
Oral and Written Communication in Design
Ken McIsaac
October 6, 2007
![Page 2: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/2.jpg)
Today’s Lecture:
o Communicationo Oral Presentationso Written Communication
![Page 3: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/3.jpg)
Technical Communication
From Course Outline:5. Technical communication.
a. Prepare and deliver effective oral presentations.
b. Communicate effectively both orally and in writing.
c. Prepare effective and properly formatted technical reports.
![Page 4: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/4.jpg)
Goals of Technical Communicationso Convey information accurately and concisely:
• Proposals and Business Plans• Design Reports• Progress Reports• Design Briefs• Research Reports/Thesis• Projections• Specifications• Contracts• Resumes
![Page 5: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/5.jpg)
Oral Presentations in Engineering
The bad news:
You will have to do some
The good news:
You have something to say
You are the expert
You have an interested audience
The good news:
![Page 6: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/6.jpg)
Tips on structuring slides Use an outline to tell your audience what is
coming
Use graphics, as much as possible
Try to limit the amount of information on one slide
• Ideally, your graphics should mean something
![Page 7: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/7.jpg)
Tips on structuring slides (cont.)
Use an introductory slide to motivate the audience
Have your audience in mind when making up slides – Who are they? What do they know? Why are they listening?
Use a concluding slide to sum up the contribution. Don’t make them guess at what you accomplished.
![Page 8: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/8.jpg)
Some tips to consider
Don’t read! Talk to the audience!
• Don’t use distracting animations
• Come prepared: your talk should feed practiced and comfortable
• Proofread! Mistakes like that are distracting and embarrassing
![Page 9: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/9.jpg)
Written Communication
Email Design Reports Organization Editing and Style
![Page 10: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/10.jpg)
Some notes on email
o Do not use text message shorthand:- NOT GOOD: Can u hlp plz?
o Use a proper salutation:- GOOD: Dear Professor Smith- NOT GOOD: Yo!
o Remember, in general honey catches more flies than vinegar:- GOOD: Can you tell me where… - NOT GOOD: WHERE IS …
![Page 11: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/11.jpg)
Goals of a Design Report
o Objectives of design o Criteria/constraints used to select
alternativeso Description of design alternativeso Justification for selection of alternativeo Sketches of final designo Innovationso Description of working prototype
![Page 12: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/12.jpg)
Three Steps in Report Writingo I. Content generation
• Purpose, brainstorming, research
o II. Organization
• Outline based on purpose, audience
o III. Revision
• Editing for flow, spelling, grammar, punctuation
• Formatting to maximize visual impact
![Page 13: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/13.jpg)
The Writing Process Parallels The Design Process
Design:
• Recognizing a problem or need
• Gathering information, defining problem
• Generating alternative solutions
Writing:
• Establishing purpose
• Background research and brainstorm to focus on goals
• Generating an outline
![Page 14: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/14.jpg)
The Writing Process Parallels The Design Process
Design:
• Evaluating benefits and costs
• Decision-making and optimization
• Implementing best solution
Writing:
• Revision and editing
• Review of drafts by others, revision
• Prepare final document to maximize impact
![Page 15: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/15.jpg)
Content Generation
o Define problem
o Search for pertinent information
• Published Literature, including Internet
• Fundamentals of Engineering
• Interviews
![Page 16: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/16.jpg)
Content Generation
o Be focused
o Solve problem
o Write and demonstrate to others that you have solved problem
![Page 17: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/17.jpg)
Organization
o Define/Understand the Audience• Who will read the report?• How familiar is the reader with topic?• What is the level of technical expertise?• Why would the reader be interested?
![Page 18: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/18.jpg)
Different Kinds of Writing
breadth of knowledge
dep
th o
f kn
ow
led
ge
Preferred forgeneral audience
![Page 19: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/19.jpg)
Different Kinds of Writing
breadth of knowledge
dep
th o
f kn
ow
led
ge
Preferred forsophisticated readers
Preferred forgeneral audience
![Page 20: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/20.jpg)
Organization: Using an Outline
Outline: a planning tool
1. Introduction
2. Major Topic No. 1
3. Major Topic No. 2
4. Major Topic No. 3
5. Summary
![Page 21: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/21.jpg)
Organization: Using an Outline
Outline: a planning tool
1. Introduction
2. Major Topic No. 1
3. Major Topic No. 2
4. Major Topic No. 3
5. Summary
pointform
“living” document
![Page 22: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/22.jpg)
Why an Introduction?
Train the Reader:
o Background of topic
o Purpose (clearly state objectives)
o State major topics (and their interrelation)
o Outline (where to find what)
![Page 23: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/23.jpg)
What is in Each Major Topic?Outline again:
o Subtopic A
• details
• more details
o Subtopic B
• details
• more details
![Page 24: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/24.jpg)
Paragraphso One idea = one paragraph
o Systematic development of idea• Lead-in sentence (optional)• Topic sentence• Develop details pertaining to topic
o Not too long (if possible). Vary length.
o Points in detailed outline are paragraphs
![Page 25: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/25.jpg)
What is in Each Major Topic?Outline again:
o Subtopic A
• details
• more details
o Subtopic B
• details
• more details
use figures and tables as guide for development
![Page 26: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/26.jpg)
Figures / Tables
o Each figure or table should follow first reference to it in text. Makes for good reading.
o Put non-essential data in tables in the Appendix.
o Always reference the source for the table or figure if you got this from somewhere else.
![Page 27: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/27.jpg)
Summary
o Summarize important points/findings and importance
o Conclusions (optional)
o Recommendations (optional)
![Page 28: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/28.jpg)
Summary
o Summarize important points/findings and importance
o Conclusions (optional)
o Recommendations (optional)
No new material
![Page 29: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/29.jpg)
Style / Mechanicso Formal, not conversational
o No jargon: simple is best (holes or vacuons?)
o Remember your audience
o Remember you are trying to communicate, not impress
o Never say something is “obvious” or “clear”
![Page 30: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/30.jpg)
Useful Tips on Writing
o Choose one voice and verb tense and stick to it. Don’t start with “The experiment was performed” and change to “We find this and that”.
o Don’t use “I”. If you like the first person, be a “We”.
o Don’t use “you”. Call the user “the user” and “him or her”
o In formal writing don’t use contractions, e.g. I’m, You’ve etc.
![Page 31: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/31.jpg)
More Tips
o Write in shorter sentences if possible. They have more impact.
o Connect paragraphs together, otherwise your writing will feel disjointed.
o Give due reference to work of others. Whenever you make a claim, provide a reference if it is not your own work. It should be clear what you did and what you borrowed.
![Page 32: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/32.jpg)
More Tips
o Never begin a sentence with a number or with conjunctions …. If you have to use a number, write the number in words, e.g. Three of the samples were blue.
o Number all equations used and explain all terms utilized immediately following the equation so readers do not have to go to the nomenclature.
![Page 33: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/33.jpg)
And More Tips
o Explain an abbreviation the first time you use it, e.g. Random Access Memory (RAM) is used for volatile storage in computers.
o Do not use the same word many times in the same sentence, paragraph or page, • e.g., the complex nature of the complexity was
puzzling. The problem was complex because of the complex variables used.
![Page 34: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/34.jpg)
And more..
o Use italics for stolen latin et al., in situ, a priori and so on
o This also holds for names of microorganisms e.g., Pseudomonas syringae instead of Pseudomonas syringae.
![Page 35: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/35.jpg)
The Best Reference Strunk and
White “The Elements of Style”
~ 100 pages
cheap in used book stores
![Page 36: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/36.jpg)
The importance of editing (part 1)
A panda walks into a restaurant, has dinner, kills the waiter with a gun and walks out.
From the dictionary:
Panda (n): • A black and white mammal, related to the
raccoon. • Lives in the forests of China.
• Eats, shoots and leaves
![Page 37: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/37.jpg)
The importance of editing (part 2)
In the early days of printing, a set of bibles were printed with the following commandment:
Thou shalt commit adultery
![Page 38: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/38.jpg)
Improve Style by Editing
o Editing written work is essential
o Objective is to improve clarity and conciseness
o Learn to be critical of your own work
o Importance/value is independent of work done to create
![Page 39: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/39.jpg)
Proofreading
o Essential — errors reflect badly on the author
o Preferably by others — especially “non-technical” others
o Look for:• spelling errors• poor paragraphs• leaps in logic/turbulent flow
![Page 40: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/40.jpg)
Do-It-Yourself
o Proofread well after you have written it when:
• you have forgotten what you were trying to say
• you have forgotten how much time you spent preparing it
![Page 41: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/41.jpg)
Afterthought
o Unfortunately, humour and hyperbole have no place in technical writing.
o It is also best to avoid colloquialisms (“The new idea helped us a whole bunch”)
(Save them for the oral presentation)
![Page 42: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/42.jpg)
Academic Integrity
o Plagiarism is an academic offense!
o Paraphrasing (without citation) is plagiarism
o Cite references
o If a thought is not your own, state where it came from
o Good reference citations add to the credibility of written work
![Page 43: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/43.jpg)
Citing resources
o References• Use one consistent style• Check with your instructor on what is required,
e.g.• APA style (at library reference desk)• ASCE
http://pubs.asce.org/authors/book/generalresources/references.htm#referencesquickguide
• IEEEhttp://www.ieee.org/portal/cms_docs_iportals/iportals/publications/authors/transjnl/stylemanual.pdf
![Page 44: Technical Communication Oral and Written Communication in Design Ken McIsaac October 6, 2007](https://reader035.vdocument.in/reader035/viewer/2022062422/56649ec15503460f94bcc6e0/html5/thumbnails/44.jpg)
The CV project is your first chance to hone your writing skillso Use an outline to organize your report
o Generate content from various sources
o Revise by editing
o Look at it as a learning opportunity