Documentation and Presentation

Engineers dont write, do they?An IQP survey of WPI graduate engineers in industry showed that they spend, on average, 25% of their working time writing reports. They also must frequently give oral presentations to colleagues, managers, executives, and clients.The most often expressed and commonly-heard complaint from employers of engineers is: "These engineering graduates are good technically, but they cant communicate . . . They can't write a simple report!" We dont want that said of OUR graduates.

Part IReports

Report WritingEngineering reports are formal documentsIn many cases the report is the work productFormat and appearance is importantContent is most important and should:Be unbiasedBe accurate and honestPresent data to back any claims or conclusionsLabel any opinions as suchEngineers are professionalsYour work product must reflect that.

Design Report ContentsPlease read the Project Report Specifications document on myWPITitle PageAbstractTable of ContentsIntroductionEstablish and justify needBackground ResearchProduct/patent search BenchmarkingSummarize addl info in AppendixGoal StatementPerformance Specifications (complete)ConceptsDescription and evaluation Annotated Figures describedDecision matrix

Description of Final DesignHow it worksAnalysisManufacturingCost (if appropriate)ConclusionFinal comments on DesignRecommendationsDesign improvementsComments on Project ExperienceAppendices (in any order)Research dataRejected ConceptsCalculationsAny material of interest but not crucial to the narrative in reportNote that there is no guarantee that a reader will look at the appendices

Writing an AbstractThe abstract is written last, after the report is complete.Its purpose is to: State the problem and the objective (goal).Summarize WHAT was done (also how, but not when).Motivate the reader to read the entire document.Or alert the reader that subject is of no interest to him.Length is 1/3 to 1 page maximum.Contains no figures, and is a single paragraph.Is definitely NOT a diary of your activities.

Example of an Abstract121 States problem (3 sent.) 2 States Goal (1 sent.) 3 Describes solution (4 sent.) 3

Example of an Abstract211 States Goal (1 sent.) 2 States Problem (2 sent.)3 Describes solution (4 sent.)3

Example of an Abstract121 States problem and goal in 2 sentences2 Describes solution in 3 sentences

Describing a DesignMust use Figures Picture worth 1000 words (Confucius)Figures must be:To scaleWell annotatedNeatly drawnMulti-view, axonometric, exploded, or all threeLabeled with Figure Number and TitleDiscussed in the text If figure is not discussed you should not include itBe placed close to its discussionThe text must describe the function of the designAnd refer to the relevant figure and its annotation

Design Description Example

Writing Style

Avoid first person, if possible.Use active voice rather than passive voice, if possible.Be concise and to the point.Use short sentences.Use the spell checker.Much more (read relevant books!).

Part IIPresentations

Project PresentationsEach team will have 16 minutes12 minutes for presentationFigure on 1.5 minutes per slide (about 9 - 10 slides)4 minutes for questionsPrepare visual displaysUse PowerPoint (upload to myWPI)Choose 1 or 2 spokespersons, or all may present.Practice, practice, practice.

Presentation ContentTitle SlideProject Title, Group Name, Members NamesDefinition of NeedGoal StatementImportant Functional SpecificationsDescription of Final DesignComponents, features, how it works., etc.Demonstration of prototypeManufacturability, cost (if applicable)Conclusion, Thanks, Questions

PowerPoint Format TipsUse a high contrast color schemeDark letters on light background for lighted roomsLight letters on dark background for darkened rooms Use default (large) font sizesAvoid overly busy backgroundsYou want them to see your info, not the backgroundNo unnecessary animation or sounds (distracting)Make images legible from back of roomUse annotation on images

Font SelectionFont style Serif font (Times or Garamond) More readable for body textSans Serif font (Arial or MS) Typically used for headingsFont sizeUse the largest font that fitsDont crowd the slide with too much infoKeep lines short without wrapping if possible

Balance the Visual DesignCenter titles, not bullets Titles should be center-aligned Bullets should always be left-aligned Graphics Should center graphics if no text is with themOr place graphics to the left with explanatory text to the right to bring eye to the text Or place graphics to the right with explanatory text to the left to bring eye to the graphic Above all make it aesthetic (beautiful)

CapitalizationAVOID USING ALL CAPS Could Use Title CapsCapitalizes Important Words More Formal More Work to DoCould use initial capsCapitalizes only first words Less formal Less work to doBe consistent, whichever you choose

Presentation SkillsDress professionally:Have neat appearance and groomingKeep hands out of pockets (put them on the lectern)No hats!Look at the audience, not at the screen.Watch the computer screen to make your points.But dont read from the screen paraphrase it instead.Use the computer mouse to point at items on slide.Or use a laser pointer (less good, as must turn away from them).Speak clearly, slowly, and loudly - (breathe deeply).Avoid umms and ahhs.Rehearse, and know your subject thoroughly.

You will never get a second chance to make a first impression!