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Learning from our Errors

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Dr. Ronald H. RocklandNew Jersey Institute of TechnologyDepartment of Engineering TechnologyTechnical Presentation MethodologyTechnical Presentation MethodologyLearning from our ErrorsLearning from our ErrorsSponsored in partby the Gateway EngineeringCoalition with support from theNational Science FoundationBackground Good oral communication skills are considered to be a necessary achievement of a college graduate, according toaccreditation requirements. To help students achieve these types of skills, a series of lectures were given, over the lasttwo years, to over 200 students in both upper division engineering technology courses and a Freshman EngineeringDesign (FED) course. These lectures were designed to provide students with information on presentation techniques,and contained topics such as planning a presentation, building the presentation, overcoming fear, and how to make apresentation more interesting. The material is based on both the author’s prior industrial presentation experiences as a marketing executive invarious technical companies, as well as observations on errors in presentation methodology that students made inclass over the last five years. This paper will review the material presented to these students. While references aremade to PowerPoint, this paper is intended to enhance the presentation skills of the students as oppose to theirknowledge of a specific computer application. Many of the concepts in this paper can be used with presentationsinvolving overheads. An evaluation sheet that can be used to reinforce the concepts of this paper is also included. Oral and written communication skills are important for students graduating into today's industrial climate, as well ashelping institutions meet accreditation requirements. In a recent advertisement for a development engineer, a majormedical instrumentation company listed three qualifications: the first was a BSEE or equivalent, the second was lowsignal and low-noise analog development experience, and the third qualification was written and verbalcommunication skills. Companies believe that those with superior communication skills, rather than technologicalskills, will be the companies on the cuttingedge1.With today's computer technology, communication to groups of people can be best accomplished using presentationsoftware packages, such as Microsoft PowerPoint®. Effective use of this type of package requires more than just anunderstanding of how to use the software. What is also needed is an understanding of basic concepts of presentationtechniques. These skills are independent of the type of application used, although use of standard word processingapplications usually results in poor presentations.Presentation Techniques•Anxiety• Clipart•Bullets• Technical Drawings• Practice• Speaking• Numbering pages•Ending• Beginning of presentation• Other topics• Still other topics•Can’t stop now• Running out of spaceAnother Slide Example• This is the first bad slide, because it uses allsentences that are greater than one word, and triesto convey the meaning of an entire sentence orparagraph into a few bullets, rather than break thesentences up into bullets and sub-bullets• If you don’t break up the main bullets into sub-bullets, they can overpower you, and it would bevery difficult to read these bullets. Because theyare difficult, you might not follow the lecturerConcept of Talk• Deals with how to present (How to apply the tool)– Not how to use PowerPoint features (How to use the tool)• Though will see some aspects of PowerPoint– Won’t show you how to create a presentation• How to plan and deliver itInformation Sources• Prior experiences by presenter– Over 20 years industrial experience• 7 years in R&D and product development• 13 years in marketing and sales– Presentation experiences• Customers, sales training seminars• Board of director’s meetings• Technical papers & classes• Review of mistakes - student and othersAgendaPlanningReducinganxietyCreating apresentationEnhancing aPresentationDelivery ofPresentationEndDealing withTechnicalSlidesPracticeYou can ask questions during this talkLet’s Get StartedJoseph Priestly (18th Century Chemist, Theorist and Clergyman)Discovered Oxygen“The more elaborate our means of communication,the less we communicate”He obviously didn’t know about PowerPointHe obviously didn’t know about PowerPointCommunication Skills are needed intechnical job areaSuccessSuccessOralOralWrittenWrittenRecent Job DescriptionGE MedicalThree Requirements• BSEE or equivalent• Low signal and low-noise analog development experience• Written and verbal communication skillsPlanningPlanningReducinganxietyCreating apresentationEnhancing aPresentationDelivery ofPresentationEndDealing withTechnicalSlidesPractice4 Questions to Ask• Who is the audience?• What are the goals of the audience?• What is going to be presented?• How is the presentation going to be given?Who is the Audience?• Understand technical abilities– Don’t get too technical for general audience– Don’t use acronyms or specialized words fornon-technical audience• Firewire, GPS, IEEE 488• Use examples and stories– Don’t be too simple for technical audience• Still explain acronym first timeWhat are the Audience’s Goals?• What type of information do they want?– Understanding of general topic– New concepts– How to do somethingWhat do you think they want totake away from the talk?What is to be Presented?■■ Design for Top- Down Approach Design for Top- Down Approach– Start with main concepts– Fill in as needed– Use Outline ViewOther Design Approach•Bottom-Up– Randomly put in slides•Brainstorming– Use Slide Sorter view to rearrangePresentation and ReportHow is the presentation given?• Background problems– Reduce brightness (30%)• Have backup•Overhead– B/W slides most of the time• Need to view how PowerPoint looksOverheads vs. Slide Show• Advantages of overheads• Advantages of slide show– Immune to computer glitches• Not to bulb burnout– Doesn’t appear “glitzy”•So what– Control appearance of bullets easier– Multimedia/Internet connectivity– Use of colors much more dramaticdramatic– Change on the flyPlan on how to cover questions• During or at end– During involves audience– End is easier• Time restriction• Presenter can still ask questions– Prefer at


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