Project Organised Learning (POL) – 5: Presentation, writing and communication

1. Project Organised Learning (POL) – 5: Presentation, writing and communication Master of Science – 8 Semester (BIT-students) Lecturer: Lars Peter Jensen BIT students, Spring2006

2. Mm. 5: Presentation, writing and communication Agenda: • Lecture 1: On communication • Group exercise 1: To team or not to team… • Lecture 2: On report writing and review • Group exercise 2: Reviewing abstracts • Lecture 3: On oral presentation • Evaluation of the POL course BIT students, Spring2006

3. Communication - a definition - from ancient Latin: communis - ”common” - sharing, making commonly known Merriam-Webster: ( www.m-w.com ) a: to convey knowledge of or information about : make known <communicate a story> b: to reveal by clear signs <his fear communicated itself to his friends>c: to transmit information, thought, or feeling so that it is satisfactorily received or understood BIT students, Spring2006

4. Ways of communication BIT students, Spring2006

5. Tools for communication analysis in the group Three tools: • Quantitative - drawing communication diagrams • Qualitative/quantitative - logging type and number of contributions from group members • Relative – matching individual group member’s assessment of the process BIT students, Spring2006

6. 1. Quantitative Communication diagram, to be filled by an observer after finishing BIT students, Spring2006

7. 2. Qualitative/quantitative Three types of contributions: • Contributions furthering discussion • Contributions improving ’climate’ • Contributions blocking discussion BIT students, Spring2006

8. Contributions furthering discussion • Make proposals • Search for information via questions • Give information • Summing up the discussion • Elaborate and further develop ideas • Test own and others’ understanding of the topic under discussion BIT students, Spring2006

9. Contributions improving ’climate’ • Praise and encourage others • Support others in being listened to • Follow and support ideas of others • Openly express change of opinion • Show openness • Listen actively BIT students, Spring2006

10. Contributions blocking discussion • Disagree without constructive alternatives • Attack proposals of others • Defend own proposals aggressively • Speaking all the time without listening • Talk about other subjects BIT students, Spring2006

11. Qualitative/quantitative To be filled by an observer BIT students, Spring2006

12. 3. Relative - matching After the discussion: • Assessing the process individually • Matching the individual group members’ assessment • Discussing major mismatches BIT students, Spring2006

13. A team communication exercise • To TEAM or not to TEAM – that is the question! • Project Managers solve many problems. Before you can solve a problem you have to understand it! • Bill Gates only scored three right in this simple test – See how many you get right. • ..and then see how many your group gets right. BIT students, Spring2006

14. Do you want to know the correct answers? BIT students, Spring2006

15. What can we learn about communication from this exercise? BIT students, Spring2006

16. Time for a break… BIT students, Spring2006

17. Lecture 2: On writing and review • Illustrations • Group writing • Review BIT students, Spring2006

18. Illustrations • A picture can tell more than a thousand words – but only if it is a good illustration of the subject • Some examples BIT students, Spring2006

19. BIT students, Spring2006

20. Mimic diagram Monitors for overview Working monitor Working place Illustrating ”eye view” of a control room BIT students, Spring2006

21. Total NOX concentration Low sources Medium height sources High sources Background from abroad Illustrating emission of NOX BIT students, Spring2006

22. How to write Before writing (the group): • Preparation: receiver, message, outline • Brainstorm: e.g.. Post-it Writing (individually): • Go for it : write without criticism – one headline at a time (in arbitrary order) • Structure – structure the writing, creating overview and consistency • Edit – make the writing easy to read After writing (the group or others) • Review BIT students, Spring2006

23. Review – Why ? • To find mistakes • To identify if something is missing • To point out which parts of the document are really good (excellent) BIT students, Spring2006

24. Review – How and When ? • Written or oral • at a group meeting • after everybody have read the writing and have prepared individual comments to it BIT students, Spring2006

25. Review – How ? Split the comments into tree categories: • Misspelling, misprint and other corrections in the proofs. (might be noted directly in the document) • Logical errors, misunderstandings, poor formulations, technical mistakes etc. that makes the understanding difficult or impossible for the reader. • Good points, well structured, clear overview, interesting angle, well documented, clear illustrations etc. BIT students, Spring2006

26. Group Exercise • Read the 3 distributed abstracts carefully • Review them following the method on the previous slide • Then rank them according to quality and give them a mark between 0 and 100% BIT students, Spring2006

27. Break for 15 minutes BIT students, Spring2006

28. Lecture 3: On oral presentation • Planning an oral presentation BIT students, Spring2006

29. The short presentation plan • Tell them what you are going to tell them! • Tell them! • Tell them what you have told them! BIT students, Spring2006

30. The longer presentation plan- 1 Questions to ask: • What is my point? Message • Why do I want to tell? Motivation • Who is to know? Receiver, code, power • How to approach receiver? Contact • How should I tell it? Focus, media • Where/when to tell? Situation • What do I know? Competence • How do I behave? Attitude BIT students, Spring2006

31. The longer presentation plan- 2 • Things to think about: • Content - message, structure • Appearance - confident, open, lively (eye-contact, hands) • Articulation - clear, fluent, correct terminology (write) • AV-aids - blackboard, OHP, PowerPoint, posters, film • Time-management - organise, message • Group collaboration - organise, message • Plan - rehearse - evaluate – review – rehearse etc. BIT students, Spring2006

32. Nervousness . . . . . . . • Everyone is nervous, insecure and/or exited - the only thing that helps is practice. • Prepare • Rehearse • Write introduction + conclusion • Write clue-cards BIT students, Spring2006

33. Oral presentations - body language • Elements in body language • eyes • facial mimic • gesture • posture • position • dressing How do you interpret this sign? BIT students, Spring2006

34. Body language • Be aware of your body language – often there is a contradiction between what you say and what your body tells • Some examples which may well be culturally biased?? BIT students, Spring2006

35. Signals defence and insecurity despite the smile Confident, committed and confidence-inspiring Superior and self-confident; don’t turn your back to the audience BIT students, Spring2006

36. Defensive and keeping his distance A little nervous; holding a pencil or a pointing device will look more natural Aggressive, determined BIT students, Spring2006

37. Cautious and a little insecure Open and honest Insecure, holding his own hand BIT students, Spring2006

38. So – beware of your body language and rehearse in front of your friends and in front of the mirror!! BIT students, Spring2006

39. This was it for today – and the end of this course on Project Organised Learning BIT students, Spring2006

40. Before we say Good Bye I would like to hear your honest opinion about the POL-course, both form and content.Please feel free to speak your mind!! BIT students, Spring2006