1. SAIMechE COMMUNICATE CLEARLY Outcome 5 PROFESSIONAL DEVELOPMENT PROGRAMME

2. INTRODUCTION Welcome Signing of attendance register Introduction of the Candidates Explanation of the day’s programme

3. ASSESSMENT CRITERIA The candidate is expected to display personal and work process management abilities: 1.Manage self 2.Work effectively in a team environment 3.Manage people, work priorities, work processes and resources 4.Establish and maintain professional and business relationships

4. PRESENTATIONS Individual Feedback presentations on the previous assignment - Outcome 4 MANAGE PART OR ALL OF ONE OR MORE COMPLEX ENGINEERING ACTIVITIES.

5. GROUP DISCUSSION Presentations Handing in of presentation preparation documents

6. CANDIDATE MATERIAL AND CANDIDATE SUPPORT Candidate Manual Outcome 5 COMMUNICATE CLEARLY

7. WORKSHOP OVERVIEW Overall Purpose Competency Standard Assessment Criteria Range Statement Section 1 – Theoretical concepts relating to “communicate clearly”. Section 2 – Practical Decision Making Model based on the assessment criteria Section 3 – Generic Guidelines

8. OVERALL PURPOSE To prepare candidates for evidence submission (PoE) for Outcome 5 COMMUNICATE CLEARLY

9. COMPETENCY STANDARD SAIMechE Standard for Professional Competency (SPC) Foundation of the PDP 11 Outcomes Assessment Criteria Range Statement

10. OUTCOME 5 Basic Outcome Statement. Communicate clearly with others in the course of his or her engineering activities.

11. ASSESSMENT CRITERIA OUTCOME 5 Refer to manual

12. RANGE STATEMENT Material relates to technical aspects and wider impacts of professional work. Audience includes peers, other disciplines, clients and stakeholder audiences. Appropriate modes of communication must be selected.

13. SECTION 1 COMMUNICATING CLEARLY OUTLINE OF CONTENTS 1.1. Engineering Activities. 1.2. Communicate With Others 1.3. Communication 1.4. Clear Communication

14. 1.1. Engineering Activities. Exertion of energy Being active Direction and focus Not just talking about any activity Engineering activities.

15. 1.1. Engineering Activities. Outcome 2 definition American Council definition Creative application of scientific principles Develop structures etc. Construct and operate Forecast behaviour Intended function Economics and safety

16. 1.1. Engineering Activities. Primary Engineering Activities Define, investigate and analyse Design or develop solutions Comprehend and apply advanced knowledge Manage Communicate clearly ( the subject of this workshop) Recognise social, cultural and environmental effects Meet all legal and regulatory requirements Act ethically Exercise sound judgement Be responsible Undertake professional development activities

17. 1.1. Engineering Activities. Sub-Activities Design Planning Investigation and problem resolution Maintenance Project Management Specific Outcome 5 activities Context will influence format

18. 1.1. Engineering Activities. The context Clear and appropriate communication While designing or problem solving Seminars or workshops Specific practice area Writing or speaking Engineering activities

19. 1.2. Communicate With Others Others Not in a vacuum Other people involved A relationship must exist Challenges taken into account No relationship – no communication Nature of relationship –quality Better relationship-better communication

20. 1.2. Communicate With Others Others Fundamental requirement Talk to and behave towards Quality of actions Barriers in relationships Relationship skills help communication Circular nature of Outcomes Barriers to communication

21. 1.3. Communication Definition of communication Science and practice Transmitted Science: theories, evidence, techniques Practice: practical use Effective communication complex Barriers Competent effective and clear

22. 1.3. Communication Types of communication Four basic types Reading, writing, speaking and listening Media and medium Barriers

23. 1.3. Communication Listening Listening with understanding Effective communication Perceptions Motivated to improve? Pay attention Attention with total awareness Needs to become an unconscious habit

24. 1.3. Communication Listening More than just the words Sounds and body language Not to be taken lightly Needs to be handled with care Websites

25. 1.3. Communication Speaking Language a human thing Many different languages Culture Adjust for barriers Situational skills The value of getting feedback

26. 1.3. Communication Speaking Public speaking can be stressful An important skill Thorough preparation Purpose of presentation Research and prepare well Outline with main points Practise

27. 1.3. Communication Writing Writing 4500 years old Fundamental means of communication A very important skill Clear legible writing Develop various skills

28. 1.3. Communication Handwriting Maintain this skill Boosts learning and goal achievement Mythical class of 53!! 33% greater chance of achieving goals

29. 1.3. Communication Journaling Communicating with yourself Powerful tool towards competence Discipline, powerful and clarifying Awareness of patterns Notice and take action Impact on communication

30. 1.3. Communication Typing Keyboards used a lot Help with writing reports Efficient Online courses useful

31. 1.3. Communication Reading One of the fundamentals of education Reading required to advance knowledge Reading to keep up to date Reading workshop manuals Reading will advance competency

32. 1.4 Clear Communication Media of communication Intended communication must take place No double meanings Media or channel – mechanism Consider the various options Avoid unnecessary complexity

33. 1.4 Clear Communication Barriers to communication Many different things Language Simple barriers Cultural differences Take steps to eliminate barriers

34. TEA TIME

35. Section 1: GROUP ACTIVITY Exercise 1 Communicate clearly

36. Self Assessment Complete initial test on handout

37. Section 2 PRACTICAL DECISION-MAKING MODEL Steps in communicating clearly

38. The assessment steps Refer to the manual

39. Section 2 Introduction Assessment criteria – practical model Use on an ongoing basis Effective communication Comes into operation Has the intended outcome Goal and objective achieved

40. STEP 1 Writing Writing clear, concise, effective, technically, legally and editorially correct communication (e.g. letters, emails, reports, memos, specifications, etc.) using a structure and style which meets communication objectives and user/audience requirements.

41. STEP 1 Clear and concise Seven powerful words Clear, concise, effective, technically, legally and editorially correct Clear – no ambiguity Concise – brief but comprehensive Effective –comes into operation

42. STEP 1 Technical Technically correct Careful attention to detail Legal environment Comply with laws Legally correct statements May need a lawyer

43. STEP 1 Editorially correct Editorially correct Consistent understanding Well edited May need a specialist Correct – true and accurate Good standard

44. STEP 1 Reports Often a major activity Response to client Nature of brief and assumptions Conclusions and recommendations SAIMechE workshop

45. STEP 1 Structure and style Appropriate structure and style What is the purpose Different responses

46. STEP 1 Audience requirements Audience taken into account Be aware of barriers Establish audience requirements Communication technology Establish in advance

47. STEP 2 Reading Reading to gain understanding Read technical and legal documents Use information in projects Language of their own Never skip without understanding

48. STEP 2 Reading Same applies to legal documents Force majeure Find out what it means Establish meaning and correct use No substitute for reading

49. STEP 3 Receiving Instructions Vital to understand Receiver must participate Listening fundamental Listen and understand Ask if not clear Check for barriers

50. STEP 3 Questions to ask What Who When Where Why How

51. STEP 3 Interpret Bring out the meaning Beware of perceptions Common understanding Ask questions to clarify Do not make assumptions Listen and understand

52. LUNCH TIME

53. Section 2: GROUP ACTIVITY Exercise 2 Refer to the manual Working as one group

54. STEP 4 Issuing clear instructions Evaluate potential barriers Ask the questions Get feedback Identify possible issues Use of suitable communication aids

55. STEP 4 Communication aids More effective communication Cell phones Computers and internet Vast subject Make use of experts Appropriate communication aid

56. STEP 4 Communication barriers Check for communication barriers Select appropriate language Choose communication aid Clear and unambiguous instructions Clear and effective communication

57. STEP 5 Oral presentations Public speaking can be stressful Glossophobia! Tactics Experience is the best cure Address a small group first Work up to bigger groups

58. STEP 5 Purpose Why are you speaking? What is the purpose? What do you want to achieve? Public speaking is not very efficient Eliminate barriers Make message easy to absorb

59. STEP 5 Audience Find out as much as you can Mould your presentation Audience will determine the nature Time spent will make all the difference

60. STEP 5 Presentation Language decision Be comfortable Style Formal or informal Choose the appropriate style

61. STEP 5 Structure Putting your presentation together 80:20 rule Ensure sound knowledge Establish main points Consider the order Introduction, body and conclusion Subsections Rehearsing

62. STEP 5 Visual Aids True statement Best presentations direct Appropriate aids can enhance presentation Aids and not the media Added assistance only

63. STEP 5 Supporting documents Must not detract May be handouts Allow time for reading May be presented on screen Enables seamless flow Concise and related to subject

64. RANGE STATEMENT The Range Statement reads as follows: Material relates to technical aspects and wider impacts of professional work. Audience includes peers, other disciplines, clients and stakeholder audiences. Appropriate modes of communication must be selected.

65. ASSESSMENT TEST (SECTION 2) Refer to manual Do test on handout

66. GROUP ACTIVITY In group of 6 discuss: Reports Presentations

67. GROUP ACTIVITY In group of 6 discuss: Case studies

68. GROUP ACTIVITY In group of 6 discuss Admin

69. GENERIC GUIDING PRINCIPLES 1. Competency Standard 2. Outcomes

70. GENERIC GUIDING PRINCIPLES 3. Assessment Criteria 4. Range Statements

71. References Refer to manual

72. WRAP UP Thank you for your participation and commitment to the PDP. We trust you enjoyed the session. Confirm date for next session. Handout: Please complete Workshop Evaluation Forms and hand to mentor.