Engi 1504 Graphics

Lecture 8: Special Topic 1

Presenting technical information

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet

Presenting Technical Information

Engineers:
Solve problems
Communicate the solution to others

Your writing should be:

Possible to understand
Impossible to misunderstand

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet

The 5 Cs

Clear make sure it is understood

Concise not too wordy
Correct spelling, grammar, names, etc
Concrete specific statements
Courteous polite (e.g. Email)

Course: Engineering Graphics 1504

Memorial University of Newfoundland

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The Writing Process

Careful planning
Dont start the night before

Multiple revisions
Remember your name is on it

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet

Tips for Everyone

1.
2.
3.
4.

5.
6.

Identify your objective

Prepare an outline
Identify your audience
Prepare a 1st draft
Edit
Review

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet

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?

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet

Tips for Everyone cont.

Identify your audience
Reports are meant to be read
Identify the background of your reader

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet

Tips for Everyone cont.

Prepare a 1st draft
Get your ideas on paper (dont 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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet

Tips for Everyone cont.

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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

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Edit cont.

Flow
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, dont use
ten.
Dont waste the time of the reader

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 10

Edit cont.

Slang and idioms

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.

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 11

Edit cont.

Spelling and grammar

Poor spelling distracts the reader from your
message
Implies poor quality work
Dont rely on spelling and grammar checker
(Wood ewe due this?)

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 12

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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 13

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!

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 14

General Proofreading Tips

Graphics
Reference all graphics in the body of the text
Check captions

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 15

Engineering Formal Report

Main Sections
Cover
Title page
Abstract or summary
Table of contents
Table of figures
Table of Tables

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 16

Engineering Formal Report cont.

Nomenclature
Introduction
Discussion
Conclusions
Recommendations
Appendices
References

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 17

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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 18

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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 19

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)

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 20

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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 21

Engineering Formal Report cont.

Recommendations
Follow logically from conclusions

Appendices
Referenced in report
Supplementary material such as calculations,
physical properties, etc.

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 22

Break Time

Take 5 minute break

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 23

Technical Presentations

The Presentation Formula

The 4 Ps

Slide Rules of Thumb

MS PowerPoint Commands

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 24

The Presentation Formula

Tell them what youre

going to tell them.
Tell them.
Tell them what you
told them

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 25

The 4 Ps

Plan
Prepare
Practice
Present

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 26

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.

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 27

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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 28

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?

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 29

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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 30

Present

Make a positive first impression.

Establish eye contact with your audience.
Be yourself and relax.
Slow down and emphasize important points

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 31

Slide Rules of Thumb

Keep titles short

One message per slide
Six lines or less
Not too busy colors, visuals, effects

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 32

Text Guidelines
Dont mix fonts
Sans serif better than serif
Large enough for easy viewing

Color contrast with background

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 33

Charts, Graphs, Figures

Used to reduce textual

information
Visible to whole
audience
Choose colors for
contrast
Communicate!

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 34

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

Course: Engineering Graphics 1504

Memorial University of Newfoundland

Sheet 35