1. Engi 1504 – Graphics Lecture 8: Special Topic 1
Presenting technical information

2. Presenting Technical Information
Engineers:
Solve problems
Communicate the solution to others
Your writing should be:
Possible to understand
Impossible to misunderstand

3. The 5 C’s Clear – make sure it is understood Concise – not too wordy
Correct – spelling, grammar, names, etc
Concrete – specific statements
Courteous – polite (e.g. )

4. The Writing Process Careful planning Multiple revisions
Don’t start the night before
Multiple revisions
Remember – your name is on it

5. Tips for Everyone Identify your objective Prepare an outline
Identify your audience
Prepare a 1st draft
Edit
Review

6. Tips for Everyone cont. Identify your objective
Write a clear, precise statement of your reasons for writing
Read it from time to time to stay focused
Keep in mind: “What must the reader know?”

7. Tips for Everyone cont. Identify your audience
Reports are meant to be read
Identify the background of your reader

8. Tips for Everyone cont. Prepare a 1st draft
Get your ideas on paper (don’t worry about the finished work)
Use outline, write short, concise paragraphs
Use grammar and spell checker (carefully) to clean it up
Print a copy, put it aside until the next day

9. Tips for Everyone cont. Edit Next day read 1st draft
Helps to read aloud
Edit your work for flow, extra words, slang, idioms, gender specific language, spelling and grammar

10. Edit cont. Flow Extra words Edit it so one idea flows into the next
Each paragraph expresses one idea
Extra words
Remove redundant words
Can shorten 1st draft
Make every word count. If you can say it in five, don’t use ten.
Don’t waste the time of the reader

11. Edit cont. Slang and idioms Gender inclusive language
Slang: “It took a lot of guts to ask his boss for a raise ”
Idiom: “keep an eye on the ball”
Engineers work in a global environment so avoid colloquialisms
Gender inclusive language
He, she, etc.
Use they, engineers, etc.

12. Edit cont. Spelling and grammar
Poor spelling distracts the reader from your message
Implies poor quality work
Don’t rely on spelling and grammar checker (Wood ewe due this?)

13. General Proofreading Tips
Spelling
Check for spelling errors, repeated words, names of people and places
Grammar
Avoid switching between present and past tense
Check for complete sentences

14. General Proofreading Tips
Page layout
Check all figures
Check column and paragraph spacing
All pages should have same format
Consistency
Check that headings of the same level use same format
Check headers and footers
No pages missing!

15. General Proofreading Tips
Graphics
Reference all graphics in the body of the text
Check captions

16. Engineering Formal Report
Main Sections
Cover
Title page
Abstract or summary
Table of contents
Table of figures
Table of Tables

17. Engineering Formal Report cont.
Nomenclature
Introduction
Discussion
Conclusions
Recommendations
Appendices
References

18. Engineering Formal Report cont.
Abstract or Summary
A report in miniature
An accurate summary of topic, important results, and conclusions
Brief and concise. Reader must understand key elements
Write it last

19. Engineering Formal Report cont.
Introduction
Provide the reader with all the background necessary to properly read the report
Introduce the subject, state why the report is being written, along with any limitations

20. Engineering Formal Report cont.
Introduction has three main components
Background
Purpose (what the report hopes to achieve), who authorized it, etc)
Scope (limitations imposed on the report and who imposed them, cost, time, extent of study, factors omitted)

21. Engineering Formal Report cont.
Discussion (body of report)
All information presented in an organised, logical manner
Not called discussion! Should have a relevant name
Conclusions
Based only on material in report
Each conclusion in a separate paragraph

22. Engineering Formal Report cont.
Recommendations
Follow logically from conclusions
Appendices
Referenced in report
Supplementary material such as calculations, physical properties, etc.

23. Break Time
Take 5 minute break

24. Technical Presentations
The Presentation Formula
The 4 P’s
Slide Rules of Thumb
MS PowerPoint Commands

25. The Presentation Formula
Tell them what you’re going to tell them.
Tell them.
Tell them what you told them

26. The 4 P’s
Plan
Prepare
Practice
Present

27. Plan Know your audience Define the purpose of your presentation
Inform? Persuade? Motivate? Teach?
Plan the content of your presentation around:
your purpose
audience's level of understanding (and interest).
Use words and phrases common to your audience, and focus on your purpose.

28. Prepare
Center on a message with key points that you can back up with evidence
Prepare an attention-getting opening (5 to 10 % of presentation)
An audience can only remember 4 to 6 different points (85% of presentation)
Close by summarizing or restating the message

29. Practice Is your message clear?
Does your evidence support your key points?
Are your graphics and illustrations clear, appealing, and relevant to the topic?
Is your close memorable?

30. Practice Did you achieve your intended results?
Rehearse multiple times
Choose the techniques that you are most comfortable with
Rehearse the timing of your presentation

31. Present Make a positive first impression.
Establish eye contact with your audience.
Be yourself and relax.
Slow down and emphasize important points

32. Slide Rules of Thumb Keep titles short One message per slide
Six lines or less
Not too busy – colors, visuals, effects

33. Text Guidelines Don’t mix fonts Sans serif – better than serif
Large enough for easy viewing
Color contrast with background

34. Charts, Graphs, Figures Used to reduce textual information
Visible to whole audience
Choose colors for contrast
Communicate!

35. Class Assignment
In a group of 3-4 people, prepare and present a short 5 minute presentation on anything.
Each group member must present!
Time limits will be strictly enforced, so be prepared
Can be on any topic you wish, provided it is not offensive to anyone
Have a bit of fun