lec-3-technical presentation for engineers-final.pdf

7/28/2019 Lec-3-Technical presentation for Engineers-Final.pdf

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Technical Presentations Skills for EngineersCommunication technical information to

non technical peopleTechnical Report Writing

By; Engr.Dr. Attaullah Shah
http://www.cl.cam.ac.uk/seminars/wednesday-seminar.jpg


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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.

lec-3-technical presentation for engineers-final.pdf

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