Master of Science – 8 Semester Project Organised Learning (POL) – 5: Presentation, writing and communication Master of Science – 8 Semester (BIT-students) Lecturer: Lars Peter Jensen BIT students, Spring2006

Mm. 5: Presentation, writing and communication Agenda: Lecture 1: On communication Group exercise 1: To team or not to team… Lecture 2: On report writing and review Group exercise 2: Reviewing abstracts Lecture 3: On oral presentation Evaluation of the POL course BIT students, Spring2006

Communication - a definition - from ancient Latin: communis - ”common” - sharing, making commonly known Merriam-Webster: ( www.m-w.com ) a: to convey knowledge of or information about : make known <communicate a story> b: to reveal by clear signs <his fear communicated itself to his friends> c: to transmit information, thought, or feeling so that it is satisfactorily received or understood BIT students, Spring2006

Ways of communication One-on-one Few-on-few One-on-many Participants Characteristic Two-way ’Multi-way’ One-way Oral Discussion Group discussion Presentation Written Letters, e-mail Working papers Notes for a course BIT students, Spring2006

Tools for communication analysis in the group Three tools: Quantitative - drawing communication diagrams Qualitative/quantitative - logging type and number of contributions from group members Relative – matching individual group member’s assessment of the process BIT students, Spring2006

1. Quantitative Communication diagram, to be filled by an observer after finishing BIT students, Spring2006

2. Qualitative/quantitative Three types of contributions: Contributions furthering discussion Contributions improving ’climate’ Contributions blocking discussion BIT students, Spring2006

Contributions furthering discussion Make proposals Search for information via questions Give information Summing up the discussion Elaborate and further develop ideas Test own and others’ understanding of the topic under discussion BIT students, Spring2006

Contributions improving ’climate’ Praise and encourage others Support others in being listened to Follow and support ideas of others Openly express change of opinion Show openness Listen actively BIT students, Spring2006

Contributions blocking discussion Disagree without constructive alternatives Attack proposals of others Defend own proposals aggressively Speaking all the time without listening Talk about other subjects BIT students, Spring2006

Qualitative/quantitative Stud. 1 Stud. 2 Stud. 3 Stud. 4 Stud. 5 Stud. 6 Futhering discussion Improving ’climate’ Blocking discussion To be filled by an observer BIT students, Spring2006

3. Relative - matching After the discussion: Assessing the process individually Matching the individual group members’ assessment Discussing major mismatches BIT students, Spring2006

A team communication exercise To TEAM or not to TEAM – that is the question! Project Managers solve many problems. Before you can solve a problem you have to understand it! Bill Gates only scored three right in this simple test – See how many you get right. ..and then see how many your group gets right. BIT students, Spring2006

Do you want to know the correct answers? BIT students, Spring2006

What can we learn about communication from this exercise? BIT students, Spring2006

Time for a break… BIT students, Spring2006

Lecture 2: On writing and review Illustrations Group writing Review BIT students, Spring2006

Illustrations A picture can tell more than a thousand words – but only if it is a good illustration of the subject Some examples BIT students, Spring2006

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Illustrating ”eye view” of a control room Mimic diagram Monitors for overview Working monitor place BIT students, Spring2006

Illustrating emission of NOX Low sources Medium height sources High sources Background from abroad Total NOX concentration BIT students, Spring2006

How to write Before writing (the group): Preparation: receiver, message, outline Brainstorm: e.g.. Post-it Writing (individually): Go for it : write without criticism – one headline at a time (in arbitrary order) Structure – structure the writing, creating overview and consistency Edit – make the writing easy to read After writing (the group or others) Review BIT students, Spring2006

Review – Why ? To find mistakes To identify if something is missing To point out which parts of the document are really good (excellent) BIT students, Spring2006

Review – How and When ? Written or oral at a group meeting after everybody have read the writing and have prepared individual comments to it BIT students, Spring2006

Review – How ? Split the comments into tree categories: Misspelling, misprint and other corrections in the proofs. (might be noted directly in the document) Logical errors, misunderstandings, poor formulations, technical mistakes etc. that makes the understanding difficult or impossible for the reader. Good points, well structured, clear overview, interesting angle, well documented, clear illustrations etc. BIT students, Spring2006

Group Exercise Read the 3 distributed abstracts carefully Review them following the method on the previous slide Then rank them according to quality and give them a mark between 0 and 100% BIT students, Spring2006

Break for 15 minutes BIT students, Spring2006

Lecture 3: On oral presentation Planning an oral presentation BIT students, Spring2006

The short presentation plan Tell them what you are going to tell them! Tell them! Tell them what you have told them! BIT students, Spring2006

The longer presentation plan- 1 Questions to ask: What is my point? Message Why do I want to tell? Motivation Who is to know? Receiver, code, power How to approach receiver? Contact How should I tell it? Focus, media Where/when to tell? Situation What do I know? Competence How do I behave? Attitude BIT students, Spring2006

Plan - rehearse - evaluate – review – rehearse etc. The longer presentation plan- 2 Things to think about: Content - message, structure Appearance - confident, open, lively (eye-contact, hands) Articulation - clear, fluent, correct terminology (write) AV-aids - blackboard, OHP, PowerPoint, posters, film Time-management - organise, message Group collaboration - organise, message Plan - rehearse - evaluate – review – rehearse etc. Content work backwards from the point it makes it clearer Appearance (hands- body language) Eye contact - slides Lars Peter Articulation AV-aids not telling the story but supporting it Excepting title and agenda OH you should count on 3-5 minutes talk for each overhead - you need to have something to say. Time-management practice Group collaboration support each other do not criticise BIT students, Spring2006

Nervousness . . . . . . . Everyone is nervous, insecure and/or exited - the only thing that helps is practice. Prepare Rehearse Write introduction + conclusion Write clue-cards It is also a positive thing, it makes you think faster! Remember I are the one knowing the subject in most details, often much better than censor and lecturer. BIT students, Spring2006

Oral presentations - body language Elements in body language eyes facial mimic gesture posture position dressing How do you interpret this sign? BIT students, Spring2006

Body language Be aware of your body language – often there is a contradiction between what you say and what your body tells Some examples which may well be culturally biased?? BIT students, Spring2006

Signals defence and insecurity despite the smile Confident, committed and confidence-inspiring Superior and self-confident; don’t turn your back to the audience BIT students, Spring2006

Defensive and keeping his distance A little nervous; holding a pencil or a pointing device will look more natural Aggressive, determined BIT students, Spring2006

Cautious and a little insecure Open and honest Insecure, holding his own hand BIT students, Spring2006

So – beware of your body language and rehearse in front of your friends and in front of the mirror!! BIT students, Spring2006

This was it for today – and the end of this course on Project Organised Learning BIT students, Spring2006

Before we say Good Bye I would like to hear your honest opinion about the POL-course, both form and content. Please feel free to speak your mind!! BIT students, Spring2006