Oral and Written Communication - ecs.syr.edu · Vertical Traverse (diameters) Mach Number 0.25 5 10...

Oral and Written Communication

January 28, 2020

AEE472 - Spring 2020 Dannenhoffer 2

Overview• Muddy cards• Oral communication

– purpose– organizational structure– visual aids – do’s and don’ts– answering questions

• Written communication– purpose– organizational structure– report writing – do’s and don’ts

• Schedule• Progress reports• Next steps


Purposes of Presentations• To transfer vital information

– progress reports– design reviews

• To increase the knowledge of others– professional presentations– classroom lectures

• To persuade others– sales presentation

• To identify gaps in your information– design reviews

• To provide a basis for judging your knowledge– interviews– classroom presentations


Structure of aProfessional Presentation

• Beginning– tell them what you will tell them (introduction)

• Middle– tell them

• Ending– tell them what you told them (summary)


Planning aProfessional Presentation

• Use “slide budget” to determine number of slides in each section– start from total allowable number

• number of slides = 2 + (# minutes) / 1.5– subtract out “boiler-plate” slides

• title• overview• conclusions / summary• next steps

– determine appropriate “balance” of the rest


Purpose of a Strong Beginning• Defines the topic• Establishes importance of topic• Provides a historical background• Gets the interest and attention of the

audience• Establishes creditability• Previews the body of your presentation


Purpose of a Strong Middle• Establishes the main points• Discusses alternatives• Describes what was done• Provides supporting information

– relevant examples– test data– statistics– other documentation


Purpose of a Strong Ending• Summarizes what was said• Shows how goals were met• Proposes next steps

Make sure your audience knows what your purpose was!


Presentation Aids: Visual Do’s• Purpose: help audience follow/understand • Make type simple and text easy to read

– audience should listen, not read– limit to about six lines of information

• Avoid inconsistencies• Number your slides


Presentation Aids: Visual Don’ts• Do not use dark background templates which

make text difficult to read• Do not use template graphics that

overwhelm your material• Do not overuse ClipArt graphical

images• Do not use sentences; use phrases for brevity• Do not use UNUSUAL FONTS, lots of colors, OR

ALL CAPS• Do not use fancy “fly-ins”

– such as this


Example:Preamble of U. S. Constitution• We, the people of the United States, in

order to form a more perfect union, establish justice, insure domestic tranquillity, provide for the common defense, promote the general welfare, and secure the blessings of liberty to ourselves and our posterity do ordain and establish this Constitution for the United States of America.

Great material,poor presentation

formatting


Preamble of U. S. Constitution• People establish a new government

– nation is named “United States of America”• Purpose of Government is to

– promote peace– promote general welfare– secure the blessings of liberty

• Constitution documents the above


Calibration Database: Round Jet

• Identify Noise Source Localization– Phased Array, Far field array

• Develop Mechanistic Understanding of Noise Generation

• Generate Databases for Code Validation• Identify New Jet Decay Physics, e.g.

– TT, U Decay Rate Different (PrT Effect)

0.20

0.25

0.30

0.35

0.40

0.45

0.50

0.55

0.60

0.65

-2.0 -1.5 -1.0 -0.5 0.0 0.5 1.0 1.5

Vertical Traverse (diameters)

Mac

h N

umbe

r

0.25510152025

Mj=0.6 Mach Number Traverses

-0.6

-0.5

-0.4

-0.3

-0.2

-0.1

0.0

0.1

-1.0 -0.5 0.0 0.5 1.0 1.5 2.0

log (Axial Distance (diameters))

log

[(Mj-M

t)/(M

u-M

t)]

Mj=.9, cold, Mt=.3 (R115P2)Mj=.9, cold, Mt=0 (R114P2)Mj=.6, cold, Mt=.3 (R116P1)Mj=.6, cold, Mt=0 (R113P3)

slope = -1.0

slope = -1.0

slope = -1.0

slope = -1.0

potential core length = 4.92 D

potential core length = 7.1 D

potential core length = 5.05

potential core length = 6.48

Normalized Centerline Mach Number Decay

Database Parametrics: Mj = 0.6, 0.9; Toj = 80oF, 1000oF; M = 0.0, 0.3

How long wouldHow long wouldit take to describe

this slide?


Experimental Validation

wmax = (0.3862)oC - 7.6709

0

5

10

15

20

25

30

35

20 30 40 50 60 70 80 90 100T (oC)

wm

ax (m

m)

Theoretical - Original Design

Theoretical - Final Design

Experimental Data

Linear (Experimental Data)

Theoretical prediction of final design matches test data


Presentation Skills – 1

• Look at audience often• Point to topics on the screen• Give overview of visual on screen

– Allow audience to understand “forest” before focusing on “trees”

• Do not block screen when talkingor pointing

• Show actual “hardware” (if you have it)


Presentation Skills – 2• Memorize first 60 seconds• Don’t rattle keys, pointers, etc.• Don’t move too much• Be aware of time• Practice, Practice, Practice

• Remember: have confidence– YOU are the expert


Answering Questions• Listen carefully to the whole question• Restate the question succinctly• If you know the answer

– answer it directly• If not

– admit you do not know it & offer to follow up• Remember the “Law of Holes”

– if you are in a hole, stop digging


Overview• Oral communication

– purpose– organizational structure– visual aids – do’s and don’ts– answering questions

• Written communication– purpose– organizational structure– report writing – do’s and don’ts

• Schedule• Next steps


Purposes of Written Documents• To transfer vital information

– memoranda– design reports– test reviews– strategic plans

• To increase the knowledge of others– textbooks– journal articles or conference proceedings

• To persuade others– position papers– sales literature


General Structureof a Technical Report

• Front matter• Introduction• Technical Approach (Theory)• Test Setup or Code Model• Procedure or Types of runs, accuracy ,…• Results & Discussion• References – Follow standard formats• Appendices


Front Matter• Title Page• Abstract or Executive Summary• Table of Contents• List of Figures• Nomenclature• Dedication


Executive Summary• Mini-report (1-2 pages) that contains all

essential information– brief background– objective– approach– critical findings or results– conclusions

• Should not reference full report


Introduction• Background

– context for current problem• Objective• Literature survey

– what others have done– how current efforts fits in with others

• Roadmap of rest of report


Main Body• Largest part of report

– technical approach• what you did• how you did it

– results• what you found


Summary or Conclusions• Summary

– recap of main body– nothing new is added

• Conclusions– new “fact” you are adding to the body of

knowledge– results used to substantiate conclusion


References• Required in every report

– shows how your work fits in– gives credit to others whose ideas you used

or extended• Every publisher has a “style guide” the

must be followed– see “Report Writing Guidelines” for

acceptable styles for this course


Technical Report Writing Process• Prepare an outline• Write a draft of your report• Critically review for content and clarity• Review for editorial changes and “flow”• Prepare final figures, tables, & appendices• Revise Executive Summary, Introduction,

and Conclusions• Proof-read and make final revisions


Technical Report Do’s – 1• Tailor document to your reader• Write simply, clearly, and directly• Make your points clearly• Limit each paragraph to one main idea• Substantiate all your claims• Use active voice• Define abbreviations & acronyms when

first used


Technical Report Do’s – 2• Use bulleted lists (with parallel construction)• Use informative headings and captions• Provide transitions between section, main ideas,

…• Preview and summarize key content for every

“large” section of the report• Format equations, tables, figures to facilitate

communication• Use a thesaurus to avoid repeating the same

words• Proof-read document carefully, checking for

grammar, spelling, and punctuation


Technical Report Don’ts• Don’t use inappropriate or informal language• Don’t use redundant words or phrases• Don’t use longer-than-needed phrases• Don’t use general words such as “very”, “quite”,

“greatly”, “extremely”, “better”, …• Don’t use CAPITAL LETTERS, underlining,

boldface, and italics too frequently• Don’t use color since most documents are

reproduced in black and white


Final Thoughts• Organize before writing

– “If a man can group his ideas, he is a good writer”- Robert Louis Stevenson

• Be accurate, review, and revise your text– “Editing your own work is like removing your own

tonsils - possible but painful” - Anonymous

• Write with simplicity– “I am sorry for the length of my letter but I had not the

time to write a short one” - Blaise Pascal– “I never write policeman when I can get the same

money for cop” - Mark Twain


Review Presentations• Each team will:

– Pick a presenter– Pick a questioner

• Each presenter will:– Give a 9 minute presentation– Answer a question from each of the other

teams’ questioners (5 minutes total)


CDR Deadlines• Select presenter and questioner

– notify [email protected] by 8:00AM on February 6th

• Technical report– report due to [email protected] February 6th at

8:00AM– report should contain one .doc or .docx or .pdf file

• Presentation– slides due to [email protected] February 6th at 8:00

AM– Presentation should contain one .ppt or .pptx or .pdf

file


Next Steps• Weekly report is due every Friday

by 5:00 pm• Break into teams and continue working


Acknowledgement• Many ideas (and some words) taken from:

– Dr. T. J. Barber (University of Connecticut)– Dr. B. D. Davidson

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