1 Presentation and Communication Content: Model of Communication How is the structure of a project report? How to make references How to structure an analyse of the working process Illustrations How to write Oral presentations Example from last years P0 seminar Exercise

2 Communication - a definition - from ancient Latin: communis - ”common” - sharing, making commonly known Merriam-Webster: ( ) 2 a : to convey knowledge of or information about : make known b : to reveal by clear signs intransitive senses 2 : to transmit information, thought, or feeling so that it is satisfactorily received or understood

Communication Talk - in order to be understood and listen - in order to understand

Communication-model SENDER (A)RECEIVER (B) Thoughts and ideas Medium Verba- lising Transmission of information Medium Processing Thoughts and ideas Reaction Feedback Intention / objectives Needs / interests Expectations / needs Interests / intentions

5 Planning what to ”send” What is my point?Message Why do i want to tell?Purpose Who is to know?Receiver How should i tell it?Media Where and when should it be told?Situation

Disturbances at sender Intentions not well considered Conflict between needs and interests Lack of knowledge of media Verbalising-problems Speed Non-logical sequence Too much information Not adjusted to receiver Bad choice of medium Nervousness Tone and body language

Disturbances at receiver Refusal of medium Selection among sensations (needs and interests) Perception of sensations (needs and interests) Processing to a meaningful whole Expectations Already known Pre-conceived opinion about sender Pre-conceived opinion about subject

Active listening Has eye contact Has open posture Is leaning slightly forward Nods Uses encouraging words: ”Yes”,”No”,”I see”,”Hmmm” Uses openers: ”Tell more”,”How would you” etc. Is conscious of receiver’s bodylanguage An actively listening person:

9 How is the structure of a project report? FrontPage – often with a picture/illustration Title page – with all relevant information Preface – guidance, acknowledge Contents – to get an overview of the project Chapter 1 – remember references : Chapter n – remember references Literature Appendix – what you have accomplished Enclosure – ”copies” from others

10 How to make references 1.The Harvard method (Jensen, 2001a:21) By numbers [2] Literature is the listed alphabetic (1) or numbered (2). We have to know all possible information's to be able to find the quoted source: Books: Author(s), year, title, publisher, ISBN or ISSN no. Journals: As above + name of journal, number and date Internet: URL and date for downloading Persons: Name, title, company

11 How to structure an analyse of the working process 1. Expectations to the P0 period Start by describing the group’s expectation to the P0 period. 2. How did you do during the P0 period? Then describe how the working process was during the P0 period without trying to analyse it. 3. Analysing the P0 period – what did you learn? Now you analyse the working process by listing all the good experiences and all the bad experiences. For all the good experiences you then comment on why they where good and how you will improve in the P1 period. For all the bad experiences you comment on why it went wrong and how you could “transform” it into a better experience in P1, or if that’s not possible then put it on a list of things you should avoid during the P1 period.

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

13 How to write Preparation: receiver, message, outline Brainstorm: 5 min and structuring (e.g.. Post-it) Go for it (write): 15 min without criticism Structure what you have written and make headlines Write again – one headline at a time in arbitrary order Edit – go for overview and easy to read

14 Oral presentations – getting the massage through Use the model of communication to consider what to do Use illustrations but think about the receiver Make sure you are aware of what your message is Be sure to mention what is your point(s) Be aware of your body language Address the other groups and the supervisors Make a test of the groups presentation

15 Presentation performance Content - message, structure Appearance - confident, open, lively (eye-contact, hands) Articulation - clear, fluent, correct terminology (write) AV-aids - emphasize message - blackboard, OHP, PowerPoint, posters, film, artifacts Time-management - organise, message Group collaboration during presentation - organise, message plan - rehearse - evaluate - focus

16 Presentation content + message / conclusion - answering the given questions + coherence / overview - fragmentation + depth / evidence - irrelevance

17 Nervousness Everyone is nervous, insecure and/or exited - the only thing that helps is practice. Prepare Rehearse Write introduction + conclusion Write cue-cards It is legal to be nervous, but don’t let it spoil your performance. This is a learning process - find your own style.

18 Oral presentations - how to prepare it Blackboard –write nice and clear –plan the layout Overhead or PowerPoint: –use big letters –sharp and clear illustrations and figures –not too much information on one slide –don't use copies from the report, make another figure –only one point on each slide

19 Oral presentations - body language Be aware of your body language – often there is a contradiction between what you say and what your body tells Some examples

Elements in bodylanguage eyes facial mimic gesture posture position dressing (paralanguage)

21 What should you tell at the P0-seminar: The background for your projects (why is it relevant) Your main problem Main methods Main theories (if available) Strategy for design and implementation Method for validation Time schedule What you have learned about teamwork (the POL course). A good idea would be three lists: Things we do well Things we have to avoid Things we have to improve or do otherwise

22 Exercise How did you do the writing in your group until now? (individually, 2 or 3 persons together, the whole group together) Discus advantages and disadvantages doing the writing in different ways. What do you think will be the ideal writing process for your group? According to this lectures advices about how to write you should try to “plan” how to write one of the chapters of your project report that has not been written yet (identify the purpose and objectives of the chapter and make a list of headwords).