Documente Academic
Documente Profesional
Documente Cultură
kE,mju:nI`keISn
What is it ?
COMMUNICATION:
(noun, uncountable)
a) the process of giving information
or of making emotions or ideas
known to someone;
b) the process of speaking or writing
to someone to exchange information
or ideas.
Macmillan Publishers Ltd. 2002
COMMUNICATIONS:
(noun, plural)
a) a system for sending
information;
b) a transport system for taking
people or goods from one
place to another.
Macmillan Publishers Ltd. 2002
COMMUNICATION:
COMMUNICATIONS:
The discipline that studies the
principles
of
transmitting
information and the methods by
which it is delivered (as print or
radio or television etc.)
WORDWEB5.00
the way to
understanding, harmony
and justice
++++++++
COMMUNICATION
COMMUNIS (Latin):
to create an agreement
to be related to
to be connected to
COMMUNICATION
HOW MUCH
COMMUNICATION IN A
NORMAL DAY?
A CASE STUDY
COMMUNICATION TODAY:
- Main dimension in our
existence
- Numerous types of
communication
- Sometimes we are not aware
that we are communicating
FEATURES
OF
COMMUNICATION
COMMUNICATION
There is a context for
communication
Communication is a dynamic
process it has evolution
An irreversible process
FORMS OF COMMUNICATION
CLASSIFYING CRITERIA:
1) by the way the message is conveyed
3. By the relationships
established among individuals in
communication:
ASCENDING COMMUNICATION
(from lower levels to higher levels)
DESCENDING COMMUNICATION
(from top to bottom levels)
HORIZONTAL COMMUNICATION
(among peers)
FEATURES
OF
SCIENTIFIC
AND
TECHNICAL
COMMUNICATION
direct or indirect
intra- or
interpersonal
(sometimes even
mass oriented)
ascending,
descending,
horizontal
EMITTER
Code
Channel
Message
RECEIVER
Feedback
Barriers
Answer:
In a CODE:
1 verbal language: 7%
2 nonverbal language: 55%
3 paraverbal language: 38%
CHANNELS
OF
COMMUNICATION
BARRIERS IN COMMUNICATION
LINGUISTIC
Level of language
proficiency/stress/emotion/anxiety/prejudice
OF CONCEPTION
False assumptions/routine/lack of interest
ENVIRONMENTAL
Physical/moral fear
TECHNICAL
Static/poor connections
STCE II.A
ACCURACY OF
LINGUISTIC SUPPORT
IN
SCIENTIFIC AND
TECHNICAL
COMMUNICATION
Result:
He is writing a new book about
electrical engineering.
1+2+3+4+5+6+7
Sb
(Tom
Pr
DO
IO
OM OP
OT
Also:
Good Tom gives a red flower to beautiful Mary kindly
in the cosy study every day.
Sentence
types:
A PRESENTATION OF
THE TENSES
OF THE INDICATIVE
MOOD
Legend:
----------- ----------] = past time area
--------------x -------------|------- ?--------> = present time area
A1
A3
mark of progressive
BE + Verb 3
STCE II.B
ACCURACY OF
LINGUISTIC SUPPORT
IN SCIENTIFIC AND
TECHNICAL
COMMUNICATION
NOUNS
Nouns name a person, a place, a thing or an idea
and are often preceded by an article (a, an, the)
IMPORTANT NOUN CHARACTERISTICS
FEATURES OF NOUNS
1.
EXAMPLES
1.
NOUN GENDER
Marked: an author vs an authoress
Not marked: an engineer; a teacher
TIP!
One way of avoiding gender bias:
A person called and they did not leave their name.
TIP!
Keep the gender of a noun in mind when choosing
a pronoun to replace or refer to it:
Isaac Newton (masculine = HE)
Marie Curie (feminine = SHE)
the result (neuter = IT)
NUMBER OF NOUNS
1. The plural of most words is formed by adding s to the singular
form of the noun:
lake, lakes; shade, shades; the Browns
2. For common nouns ending in ch (soft), s, sh, x, and z, add es:
coaches , glasses, pushes, boxes, quizzes
3. For numerical figures, add an s, no apostrophe:
1820s, 1940s, 1950s, 1960s
4. Irregular plurals:
man, men; person, people; foot, feet;
5. Some Latin or Greek plurals:
nucleus = nuclei; thesis = theses; index = indices,indexes
TIP!
Spelling: boy boys; study - studies
NUMERICAL EXPRESSIONS
1) usually singular:
Fifty thousand dollars is a lot of money.
One-half of the faculty is retiring this
summer.
2) can be plural if the individuals within
a numerical group are acting
individually:
One-half of the faculty have doctorates.
Fifty percent of the students have voted
already.
pieces of
bits of
items of
+
advice; information; knowledge;
evidence; news; equipment
ACCEPTABLE
a molecule of carbon dioxide; a piece of equipment
*UNACCEPTABLE
*a carbon dioxide; *an equipment
COUNTABILITY
COUNTABLE NOUNS
UNCOUNTABLE NOUNS
do not have a plural form iron, air
refer to something that you could (or
would) not usually count
always take a singular verb in a sentence
the air is pure
Material
Generic
Non-Plurals
with - s
advice
help
information
knowledge
trouble
work
enjoyment
fun
recreation
relaxation
meat
rice
bread
cake
coffee
ice cream
water
oil
grass
hair
fruit
wildlife
equipment
machinery
furniture
mail
luggage
jewelry
clothing
money
mathematics
economics
physics
civics
ethics
mumps
measles
news
tennis
(other games)
CTBLS
e.g. boys
MANY
LITTLE
FEW
(+)
A LITTLE
A FEW
NOUN CASE
Subject Case
The scientist identified a new method last year. (he)
Object Case
The taxi drove the expert to the airport. (him)
Possessive Case
The baggage handlers lost the sales agents suitcase.
(his)
TIPS!
The engineers (sg) patent vs The
engineers (pl) patent
But also:
a days effort; the committees
decision; the countrys beauties; the
companys policy;
WORD FORMATION
This is the longest word in English:
ANTI-DIS-ESTABLISH-MENT-ARIAN-ISM
***
ROOT:
attention
PREFIXES: inattention
SUFFIXES: attentional
Examples of Suffixes
Noun Formation
entertainment
happiness
approval
information
NOUN MODIFIERS
1)
More than 750 metric tons of lead ingots were
examined by the quality control inspectors that
circle the base of the tower.
2)
More than 750 metric tons of lead ingots
that circle the base of the tower were examined by
the quality control inspectors.
3) The quality control inspectors examined more
than 750 metric tons of lead ingots that circle the
base of the tower .
TYPES OF ARTICLES
Type of
article
Singular
Plural
Indefinite
A(n)
, Some
Definite
The
The
A OR AN ?
DETERMINATION PATTERN
AN EXAMPLE
postdet
adjs
noun
KINDS OF PRONOUNS
Comments in examples
-
What Is An Adjective?
An adjective modifies a noun or a pronoun by describing,
identifying, or quantifying words. An adjective usually
precedes the noun or the pronoun which it modifies.
COMPARISON OF ADJECTIVES
POSITIVE
COMPARATIVE
SUPERLATIVE
rich
richer
richest
lovely
lovelier
loveliest
beautiful
COMPARATIVE
SUPERLATIVE
Good
Better
Best
Bad
Worse
Worst
Little
Less
Least
Much
Many
Some
More
Most
Far
Farther/further
Farthest/furthest
ORDER OF ADJECTIVES
Determiner
Observation
Physical Description
Size
beautiful
Shape
Age
old
Origin
Material
Qualifier
Noun
touring
car
Color
Italian
impossible
inevitable
irrevocable
main
manifest
minor
paramount
perpetual
preferable
principal
stationary
sufficient
unanimous
unavoidable
unbroken
unique
universal
whole
Kinds of Adverbs
Adverbs of Manner
The rotor was moving
slowly.
Adverbs of Place
She has worked for that
company all her life.
She still works there
now.
Adverbs of Frequency
He takes the boat to the
mainland every day.
They often go by
themselves.
Adverbs of Time
She tries to get ready
before dark.
It's starting to get dark
now.
She finished answering
her e-mails first.
She left early.
Adverbs of Purpose
Tom drives the boat
slowly to avoid hitting the
rocks.
Ann shops in several
stores to get the best buys.
Which?
What kind of?
How many?
How?
When?
Where?
Why?
12 =
21st =
43 =
50th =
103, 369, 002 =
MEASUREMENT UNITS
USEFUL RESOURCES
http://ts.nist.gov/WeightsAndMeasures/
Publications/appxc.cfm = tables of
measurement units
http://www.unc.edu/~rowlett/units/dictJ.
html = dictionary of measurement units
Prepositions express
relationships, such as :
Direction - to, into, across, toward
Location - at, in, on, under, over, beside,
among, by, between, through
Time - before, after, during, until, since
Figurative Location - for, against, with
inside
around
beyond
excepting
off
round
until
since
at
but
for
on
through
up
above
before
by
from
onto
throughout
upon
across
behind
concerning
in
out
till
with
after
beneath
despite
into
outside
to
within
in spite of
as regards
by reason of
in case of
in regard to
up to
with the exception of
along with
as to
due to
in front of
instead of
with reference to
CONJUNCTIONS
Conjunctions connect sentences, clauses, phrases, or
words.
TYPES OF CONJUNCTIONS
(each associated with its own linking and punctuation
pattern):
Coordinating conjunctions and, but, or, yet, for, nor,
so
Correlative conjunctions both...and, either...or, as...as
Subordinating conjunctions - after, if, because, in order
that
Conjunctive adverbs however, moreover, nevertheless.
STCE II.C
ACCURACY OF
LINGUISTIC SUPPORT
IN SCIENTIFIC AND
TECHNICAL
COMMUNICATION
1 - Subject + Verb
- composed of a subject and a verb, without a
direct object or subject complement;
- it uses an intransitive verb (requiring no
direct object):
e.g.
All amplitude-modulation (AM) receivers
work in the same way.
e.g.
The chain reaction is the basis of
nuclear power.
e.g.
The valves used in engine start are
controlled by a computer.
SENTENCE TYPES
Classifications are based on the number of
independent and dependent clauses a sentence
contains.
An independent
clause forms a
complete sentence
on its own.
A dependent clause
needs another clause to
make a complete
sentence.
I - Simple Sentence
- contains subject and a verb and no other
independent or dependent clause
- consists of a single independent clause
e.g.
One of the tubes is attached to the manometer
part of the instrument indicating the pressure of
the air within the recipient.
II - Compound Sentence
- made up of two or more independent clauses
joined by a coordinating conjunction (and, or, nor,
but, yet, for) and a comma, an adverbial
conjunction and a semicolon, or a semicolon;
- must be simple sentences.
e.g.
Some designers work together; others prefer to work
individually.
IV - Complex-Compound Sentence
- made of two or more independent clauses and
contains at least one dependent clause
e.g.
The systolic pressure is the pressure of the blood as a
result of the contraction of the ventricles, and the
diastolic pressure is the pressure when the ventricles are
at rest.
e.g.
Electricity has to do with those physical phenomena
involving electrical charges and their effects when in
motion and when at rest.
Clauses - a dependent clause has both a subject and a verb (but it is
not a complete sentence)
e.g.
Electricity manifests itself as a force of attraction, when two
oppositely charged bodies are brought close to one
another.
TYPES OF PHRASES
A - PREPOSITIONAL PHRASES
e.g.
The current leads to the field coils and
into an external circuit.
TYPES OF PHRASES
B - APPOSITIVES
- a word or phrase that renames a noun or pronoun
- adds information about a noun but in a way
different than adjectives do
e.g.
An upper air inversion, a layer of stable air, is usually
present over large areas of the tradewinds as a
hurricane develops.
TYPES OF PHRASES
C - PARTICIPIAL PHRASES
TYPES OF CLAUSES
classified from the point of view of the morphology part they
substitute
TYPES OF CLAUSES
b - Adjective Clauses
- almost a complete sentence but not quite
- it functions the same way a single-word
adjective does
- adds more information to our
understanding of a noun
e.g.
The company holds many patents on its wind energy
systems, such as the slow-speed generator whose
performance curve matches that of the propeller.
TYPES OF CLAUSES
c - Adverb Clauses
- also nearly a complete sentence
TYPES OF CLAUSES
d - Noun Clauses
TYPES OF CLAUSES
Independent Clauses
Dependent Clauses
INDEPENDENT CLAUSES
- can stand alone as sentences
- to be independent, a clause must contain a verb
and a subject and it should not begin with a
subordinating word or phrase
- a sentence must contain at least one
independent clause
e.g.
Although the pace of technological innovation
has been impressively alert, whether the
materials will make an impact on commerce
remains unclear.
DEPENDENT CLAUSES
- contains
a subject and a
predicate, but because
they are introduced by a
subordinating word they
do not express a complete
thought and cannot stand
alone as a sentence
- they must always be
accompanied by at least
one independent clause
- three kinds of dependent
clauses:
- noun clauses, adjective
clauses, and adverbial
clauses
e.g.
1 - You must formulate a
sound thesis sentence
before you can write a
good essay.
2 - I bought a new battery
so that my car would
start on cold days.
3 - No grades will be
assigned until all work
is completed.
e.g.
1 Manufacturers
produce 100 million
such parts annually.
2 What was this plant
like 50 years ago?
3 Do not touch the
glass!
TIPS
IN SENTENCE WRITING
Attention to Modifiers!
Restrictive
(essential to the meaning
vs
Non-restrictive
(supply additional information)
of the sentence)
Observe Parallelism
(the principle that parts of a sentence that are the same in
function should be the same in structure)
e.g.
Unacceptable
The comparison will cover
possible mechanisms of change [noun phrase]
how the fissures widen because of regional tectonic stress
[noun clause]
are there changes in permeability from increased
microcracking? [question]
Acceptable
The comparison will cover
possible mechanisms of change [noun phrase]
fissure widening from regional tectonic stress [noun
phrase]
permeability from increased microcracking [noun phrase]
SENTENCE FRAGMENTS
- A sentence fragment is missing a subject, a verb,
or both, but is punctuated as if it were a complete
sentence
- Fragments are incomplete sentences
- Have become disconnected from the main clause
- One of the easiest ways to correct them is to
remove the period between the fragment and the
main clause
e.g.
NAME
EXAMPLE
Full stop
I study in Romania.
comma
Semi-colon
Colon
I can speak
German, English
and Russian.
I hate waking up
early; my friend
adores it.
NAME
Hyphen
__
Dash
Question mark
Exclamation
mark
EXAMPLE
He had something of a
couldn't-care-less
attitude to life.
In each country -- Egypt,
India and China -- we
were able to
communicate in English.
Where is the nearest
bank, please?
"Help!" he cried. "I can't
swim!"
NAME
EXAMPLE
Slash
Quotation marks
Ellipsis
Apostrophe
STCE III.A
WRITTEN
COMMUNICATION THE TOOLS
MAIN POINTS
Paragraph Structure
Paragraph Types
Characteristics of Effective
Technical Communication
Elements of style
Level of formality
Avoiding biased language
PARTS OF A PARAGRAPH
A paragraph consists of several sentences
that are grouped together.
This group of sentences together discuss one
main subject.
1. Topic Sentence
(topic and controlling idea)
2. Supporting Details
3. (Closing Sentence)
Topic Sentence
- the first sentence in a paragraph;
-
Supporting Details
- come after the topic sentence, making up the body
of a paragraph;
- give details to develop and support the main idea
of the paragraph;
- consist of: supporting facts, details, and
examples.
e.g.
There are three reasons why Canada is one of the best countries
in the world. First, Canada has an excellent health care system.
All Canadians have access to medical services at a reasonable
price. Second, Canada has a high standard of education. Students
are taught by well-trained teachers and are encouraged to
continue studying at university. Finally, Canada's cities are clean
and efficiently managed. Canadian cities have many parks and
lots of space for people to live.
Closing Sentence
- the last sentence in a paragraph;
- restates the main idea of your
paragraph using different words.
e.g.
As a result, Canada is a
desirable place to live.
PREWRITING PARAGRAPHS
Tip!
Think carefully and
organize your ideas for
your paragraph before
you begin writing!
Ask
yourself:
(checklist)
Main/Topic Idea
Sentence
Main/Topic idea
sentence is clear,
correctly placed, and is
restated in the closing
sentence.
Main/Topic idea
sentence is either
unclear or incorrectly
placed, and is restated
in the closing sentence.
Main/Topic idea
sentence is unclear
and incorrectly
placed, and is
restated in the
closing sentence.
Main/Topic idea
sentence is unclear
and incorrectly
placed, and is not
restated in the
closing sentence.
____
Supporting Detail
Sentence(s)
Paragraph(s) have
one supporting detail
sentence that relate
back to the main
idea.
Paragraph(s) have
no supporting detail
sentences that relate
back to the main
idea.
____
Elaborating Detail
Sentence(s)
Each supporting
detail sentence has
one elaborating
detail sentence.
Each supporting
detail sentence has
no elaborating detail
sentence.
____
Legible handwriting,
typing, or printing.
Marginally legible
handwriting, typing, or
printing.
Writing is not
legible in places.
Writing is not
legible.
____
____
Legibility
Mechanics and
Grammar
Total---->
____
Paragraph Coherence
- makes the paragraph easily understandable to a
reader;
- by logical bridges and verbal bridges.
Logical bridges
- The same idea of a topic is carried over from sentence to
sentence
- Successive sentences can be constructed in parallel form
Verbal bridges
- Key words can be repeated in several sentences
- Synonymous words can be repeated in several sentences
- Pronouns can refer to nouns in previous sentences
- Transition words can be used to link ideas from different
sentences
Paragraph Development
- the topic should be discussed fully
and adequately;
- a paragraph should have at least
six eight sentences.
Use CONNECTIVES !
Types of Paragraphs
(modes of paragraph development)
Exemplification
Sequence
Choice
Description
Comparison and
contrast
Explanation
Evaluation
Cause and effect
Classification and
division
Definition
Analysis
Enumeration
Definition Paragraph
- Words that can help you to write a
good definition paragraph:
Classification Paragraph
- it groups things or ideas into specific categories.
Helper Words
is a kind of
can be divided into
is a type of
falls under
belongs to
is a part of
fits into
is grouped with
is related to
is associated with
Description Paragraph
- it discusses about what a person, place, or thing is like;
- sometimes, you may describe where a place is located.
Properties
Measurement
Analogy
Location
size
length
is like
in
colour
width
resembles
above
shape
mass/weight
below
purpose
speed
beside
near
north/east/south/west
Sequence Paragraph
Order
- describes a
series of
events or a
process in
some sort of
order;
- usually, this
order is
based on
time
first, second,
in the beginning
before
then
after
finally
at last
subsequently
Time
recently
previousy
afterwards
when
after
Choice Paragraph
- choose which object, idea, or action you prefer;
- give your opinion on a choice of actions or
events.
Point of View
in my opinion
belief
idea
understanding
I think that
I consider
Personal Opinion
like/dislike
hope
feel
Explanation Paragraph
- explain how or why something happens;
- explore causes and effects of certain events
Cause
because
since
as a result of
is due to
Effect
therefore
thus
consequently
hence
it follows that
if . . . then
Evaluation Paragraph
- make judgments about people, ideas, and possible actions;
- make your evaluation based on certain criteria that you develop;
- state your evaluation or recommendation and then support it by
referring to your criteria.
e.g.
Global climate change resulting from the accumulation of greenhouse gases,
for example, is likely to have significant health effects, both direct and
indirect. An average global temperature rise of 3-4C, predicted for the
year 2100 by the Intergovernmental Panel on Climate Change, will greatly
increase the number of days in the United States with temperatures over
38C (100F), with a resulting sharp rise in heat-related mortality. Deaths
would occur primarily from heat strokes, heart attacks, and cerebral strokes.
The very young, poor, and elderly, as well as those with chronic
cardiovascular and respiratory diseases, are most at risk. During the twoweek heat wave of July 1993 in the eastern United States, 84 people died in
Philadelphia alone as a result of the higher temperatures.
Exemplification
- to provide instances that clarify the topic
statement.
e.g.
Vitamins and minerals can be added to enrich
(replace nutrients lost in processing) or fortify (add
nutrients not normally present) foods to improve
their nutritional quality. Breads and cereals are
usually enriched with some B vitamins and iron.
Common examples of fortification include the
addition of vitamin D to milk, vitamin A to
margarine, vitamin C to fruit drinks, calcium to
orange juice, and iodide to table salt.
CHARACTERISTICS OF
EFFECTIVE TECHNICAL
COMMUNICATION
Accuracy: stylistically and technically
Clarity: written in simple, direct sentences
Conciseness: use of a minimum of words to
express the basic idea and does not digress
from the point being made
Coherence: it develops its subject matter in
an easy-to-follow line of thinking
Appropriateness: to its purpose and audience
4. Avoid circumlocutions in
favor of direct expressions
Wordy: At this/that point in time ...
(2/4 words)
Concise: Now/then ... (1 word)
Improved
The team detected above-normal
radioactivity levels of 2.4 106 d/m betagamma at Station 6.
Formality Tip!
in academic paragraphs certain kinds of
expressions are not allowed:
e.g.
- never contractions such as don't or
aren't
- always write out the words in full, for
instance, is not and will not
Biased Language
- avoid language that could be interpreted as
biased on the basis of sex, age, physical ability
or ethnic or racial identity;
- use terminology that treats a disability or an
illness neutrally rather than negatively;
- use language that is inclusive and avoids
unintended stereotypes, and refer to people
and groups using labels they prefer.
Biased Language
Examples
Unacceptable
Paraplegic James Alton competes in marathons with
other crippled racers who train in wheelchairs.
Acceptable
James Alton, an attorney whose legs were paralyzed
in an automobile accident, competes in marathons with
other disabled racers who train in wheelchairs.
Original: policeman and policewoman
Alternative: police officer
STCE III.B
WRITTEN
COMMUNICATION THE PROCESS
WRITING AS PROCESS
VS
WRITING AS PRODUCT
FLUENCY
VS
ACCURACY
Product writing
FLUENCY VS ACCURACY
Keep the balance
Fluency
1)
focus on meaning
2)
use of implicit learning
3)
risk-taking
Accuracy
1) focus on form
2) use of explicit knowledge
3) care
Writing Is Genre-based
- Focus on Discourse
Writing is socially situated
People write for real audiences and
purposes, meeting discourse expectations
(generating authentic products: articles,
advertisements, messages etc.)
Genre: text template (structure, components,
type of vocabulary, style, level of formality)
Tips!
DETERMINE YOUR
AUDIENCE'S NEEDS!
TYPES OF READERS
RECOGNIZED BY EFFECTIVE TECHNICAL WRITING
according to different levels of expertise
- Experts
Adjust the:
- Organization of text (organization,
introductions, equations and mathematical
models, graphics, technical terms);
- Density of information (rate at which
information is presented to the reader, level of
detail);
- Points of emphasis
COLLECTING MATERIAL
- Any source is valuable
PLANNING AND
OUTLINING
Tips!
- Work out a general plan first,
- Then make the more specific
outline.
BRAINSTORMING
OUTLINING
- serves as a writing aid,
- provides the subject headings of the paper,
- effectively reduces and orders the source
materials,
- will force you to: organize the material,
develop a point of view, establish the scope of
the document, sequence topics and develop a
writing strategy.
An Example of Outline
TITLE
General
Problem
Background
Method
Results
Effective Outlines
FOUR MAIN COMPONENTS
1 - PARALLELISM
How Do I Accomplish This?
- Each heading and subheading should
preserve parallel structure.
- If the first heading is a noun, the second
heading should be a noun.
Examples:
1. Choose Desired Colleges
2. Prepare Application
2 - COORDINATION
How Do I Accomplish This?
3 - SUBORDINATION
How Do I Accomplish This?
- The information in
the headings
should be more
general,
while
- the information in
the subheadings
should be more
specific.
Examples:
1. Describe an
Influential Person
in Your Life
2. Favorite High
School Teacher
3. Grandparent
4 - DIVISION
Examples:
1.
2.
3.
4.
Compile Resume
List Relevant Coursework
List Work Experience
List Volunteer Experience
DRAFTING Tips!
- The main purpose of a first draft is to sketch out ideas in
writing,
- Marginal notes or comments in the text (e.g., "add
median response time," "need figures," or "check
maximum values") allow you to keep your ideas flowing,
- You do not need to write the document in the order of
your outline,
- If you get stuck on a section or get writers block with
a certain part of the draft, skip it and move on to the
next section; return to it later once youve had time
away from that difficult section,
- If you arent happy with parts of your draft, U
regardless youll have the opportunity to return to it
later and revise. Nobody evaluates your first draft, only
your final: consider it a rehearsal.
DRAFTING
Some Good Advice to Remember
- Begin to implement
organizational strategies on a
paragraph level in your draft,
- A paragraph should have a
prominent and accurate topic
sentence near the beginning that
establishes the main idea of the
paragraph, and the
organizational strategy used to
back up that idea,
- An effective strategy is to write
all of the topic sentences of a
section first, then begin filling in
each individual paragraph,
correctness,
- as you edit your document, however,
continue to improve accuracy, clarity,
conciseness, coherence and appropriateness,
- remember that no matter how sound your
document may be technically, your credibility
will be undermined by errors in sentence
construction or grammar, word choice, usage,
punctuation, mechanics, or spelling.
- Condense repetitious or
closely related material.
- Look for ways to combine
or delete words and
sentences that repeat
information.
- Avoid redundant
information.
- Be specific. Replace vague
phrases and words with
more descriptive ones.
- Use words accurately.
PROOF-READING
The Final Touch
Look for mistakes of the following types and
correct them:
1.
2.
3.
4.
5.
6.
7.
8.
VISUAL AIDS
What Type Is Appropriate to What Type of
Information
- Tables of data - difficult to follow, too many figures.
- Line graphs - to replace tables and to demonstrate how
something has changed over a period of time.
- Bar graphs ( histograms) - show frequency distribution
mainly used for comparison. The variables are generally
shown on the x-axis and the frequency on the y-axis.
- Pie graphs - show parts of a whole and makes it clear
how percentages relate to each other within a whole.
- Three-dimensional plots - connect three variables
together.
- Flowcharts - to illustrate a series of steps in a procedure,
decision, or other "stepwise" process.
STCE III.C
WRITTEN
COMMUNICATION
- TEXT TYPES
TECHNICAL
CORRESPONDENCE
(LETTERS, MEMOS, EMAIL MESSAGES)
LETTERS
Explain
why
you
are
writing
Letter Openings
and Matching Closings
- Dear Sir/Madam
Tips!
MEMOS
Letters and Memos a Comparison
Features of Memos
Memos are almost always used within an
organization
Memos are usually unceremonious in style
Memos are normally used for non-sensitive
communication (communication to which the reader
will not have an emotional reaction)
Memos are short and to-the-point
Memos have a direct style
Memos do not have a salutation
Memos do not have a complimentary closing
Memos have a specific format, that is very different
from a letter
to make requests,
to communicate reports,
to require information,
to make announcements,
to outline policies,
to transmit meeting minutes.
MEMO WRITING
Tips!
get to the point in the first paragraph - the first sentence,
if possible,
skip a line between paragraphs,
keep the sentence lengths and paragraph lengths
relatively short (sentences should average fewer than
twenty words and paragraphs should average fewer than
seven lines),
keep the total memo length to under one page, if
possible,
space your memo on the page so that it does not crowd
the top,
final paragraphs of memos that make requests or
announcements should tell readers what you want them
to do or what you will do for them.
Memo Body
E-mail Messages
TIPS IN WRITING FORMAL E-MAIL MESSAGES
Be sure to include a meaningful subject line; this
helps clarify what your message is about and may also
help the recipient prioritize reading your email;
Just like a written letter, be sure to open your email
with a greeting like Dear Dr. Jones, or Ms. Smith;
Use standard spelling, punctuation, and
capitalization;
Write clear, short paragraphs and be direct and to
the point; professionals and academics alike see their
email accounts as business. Don't write unnecessarily
long emails or otherwise waste the recipient's time;
Be friendly and cordial, but don't try to joke around
(jokes and witty remarks may be inappropriate);
Do not write in a sloppy manner.
EFFECTIVE EMAILS
comparison or contrast:
similarly, also, in the same
way, likewise, although, at the
same time, but, conversely,
even so, however, in contrast,
nevertheless, nonetheless,
notwithstanding, on the
contrary, otherwise, still, yet
example: for example, for
instance, in fact, indeed, of
course, specifically, that is, to
illustrate
purpose: for this purpose, for
this reason, to this end, with
this object
STCE III.D
WRITTEN COMMUNICATION
- TEXT TYPES
REPORTS
a)
b) A report is
communication of
information or advice, from
a person who has collected
and studied the facts, to a
person who has asked for
the report because he needs
it for a specific purpose.
INFORMAL OR FORMAL
informal reports:
- circulate within the local
environment
- generally not written about
externally funded research
- are often short and concern
administrative and policy issues
or perform the function of
keeping others informed about
your work
formal reports:
- are generally tightly structured
and extensively reviewed before
they are released
TYPES OF REPORTS
USED IN
SCIENTIFIC
AND
TECHNICAL
COMMUNICATION
LABORATORY REPORTS
MEMORANDUM
To: B. Renner, Manager, Boiler Group
From: D. Hein, Analytical Group
Date: 2/19/93
Subject: Analysis of VCGx-Boiler Cleaning
Solution
Objective
Experiment
Results
Title Page
Abstract
Methods and Materials
Experimental Procedure
Results
Discussion
Conclusion
References
Appendices
Research Reports
present the results of formal investigations
into the properties, behavior, structures, and
principles of material and conceptual entities,
a rigorously formatted document that
follows a conventional structure,
contain a standard set of elements that
include
front matter
body
end matter
RESEARCH REPORT
Detailed Structure
Table of contents
List of figures
Section 1 -
(research objectives)
Section 2 -
(the theoretical basis)
Section 3 -
Experimental procedure
Sections 4/5/6/ -
Results
Discussion
Conclusions
FEASIBILITY REPORTS - 1
1. An abstract that concludes with a short
summary of the recommended design.
2. An introduction that presents the context of
the situation and then gives a clear and
concise statement of the problem to solved.
3. A list of design criteria, in order of
importance with the most important first.
They establish the standards by which it
possible to determine whether a specific
design is successful and to decide intelligently
among competing designs.
PROGRESS Reports
Main objectives of progress reports are
project monitoring and accountability.
The typical progress report:
- gives some summary of the project goal,
- states the progress made toward that goal
during the reporting period,
- discusses significant costs and scheduling issues,
- lists future objectives to be carried out.
Progress reports are prepared at intervals, often
specified in the initial project proposal.
TRIP Reports
a common part of organizational
communication,
generally follow the format of a
memorandum,
addressed to one or more members of a
group of associates,
should include:
- the reason for the trip,
- what was found, and
- one or more conclusions.
EXAMPLE
Of A Trip Report Structure
Table of Contents
AUTHOR GUIDE TO
WRITING AND EDITING
TECHNICAL REPORTS
3. Back Matter
Appendices
Bibliography
Lists of Acronyms
Report Writing
TIPS!
Front Matter
the "envelope" of your document,
introduces the reader to the body of the
document,
helps the reader to understand a document's
who, what, why, where, and how - the author,
problem, argument, organization, and method,
tells the reader what your topic and purpose
are, how your material is arranged, and where
to locate items of interest.
Article
Proposal
Memo
Title
Abstract
Executive
summary
List figures
List tables
List terms
Acknowledge
ments
Table of Contents
Documents longer than ten pages
use a table of contents to help the
reader move around in the
material.
Tables of contents are widely used
in reports.
BODY
Procedure
purpose - to allow a reader of the report to reproduce
the experiment or data collection process.
should be written in narrative form, with illustrations
of all test setups and procedures included within the
text.
organize the material to follow the actual sequence of
events.
separate each group of actions into one or more
paragraphs, and describe each discrete action in one or
more sentences.
list all materials and apparatus used in the procedures
in sufficient detail so that a reader could reproduce the
experiment.
The ABSTRACT
Summarizes four essential aspects of the report:
a) the purpose of the experiment (sometimes
expressed as the purpose of the report),
b) key findings,
c) significance,
d) major conclusions.
Often includes a brief reference to theory or
methodology.
The information should clearly enable readers to
decide whether they need to read your whole
report.
The abstract should be one paragraph of 100-200
words
RESULTS
describe all appropriate information produced
by the research procedures.
simply present data and estimates of their
accuracy.
extensive use of graphs and figures to present
data effectively.
order information by its importance to your
audience's purpose in reading the document.
state all significant findings in the text,
referring to tables and graphs displaying them.
DISCUSSION
The most important part of your report, because
here you show that you understand the experiment
beyond the simple level of completing it.
Explain in the discussion section of your
document information presented in the results
chapter, commenting on significant data produced
by the study.
This part focuses on a question of understanding
"What is the significance or meaning of the
results?"
To answer this question, use both aspects of discussion:
a) Analysis
b) Interpretation.
The DISCUSSION
a) Analysis:
What do the results
indicate clearly? What
have you found?
Explain what you know
with certainty based on
your results and draw
conclusions.
b) Interpretation:
What is the significance
of the results? What
ambiguities exist? What
questions might we
raise?
Find logical explanations
for problems in the data.
CONCLUSIONS
- Should summarize all essential information
necessary for your audience's purpose.
- In your conclusions:
Relate your findings to the general
problem and any specific objectives posed
in your introduction.
Summarize clearly what the report does
and does not demonstrate.
Include specific recommendations for
action or for further research.
RECOMMENDATIONS
Include appropriate and specific
recommendations to the document audience
as part of your conclusion.
In feasibility and recommendation reports as a separate section preceding the
conclusions.
Separate each specific recommendation.
Present recommendations in bulleted or
numbered lists.
Organize recommendations either in the
order of importance or in the logical order of
development.
STCE III.E
WRITTEN
COMMUNICATION
- TEXT TYPES ABSTRACTS
Motto :
Abstract vs Paper
ABSTRACT
Various Definitions
1. An abstract is a brief summary of a research
article, thesis, review, conference proceeding or any
in-depth analysis of a particular subject or discipline,
and is often used to help the reader quickly ascertain
the paper's purpose. When used, an abstract always
appears at the beginning of a manuscript, acting as
the point-of-entry for any given scientific paper or
patent application. Abstraction and indexing services
are available for a number of academic disciplines,
aimed at compiling a body of literature for that
particular subject.
GENERAL - 2
GENERAL - 3
consists of the Title of the study and the body of the abstract.
abstract length varies by discipline and publisher
requirements.
typical length ranges from 100 to 500 words, but very rarely
more than a page.
must be single spaced.
may or may not have the section title of "abstract" explicitly
listed as an antecedent to content.
it is usually the first section read and sets the tone of the
paper forthe reviewer. It must be concise and easy to read.
they are typically sectioned logically as an overview of what
appears in the paper (e.g. any one of the following:
Background, Introduction, Objectives, Methods, Results,
Conclusions).
GENERAL - 4
In journal articles, research papers, published patent
applications and patents, an abstract is placed prior
to the introduction.
Often set apart from the body of the text, sometimes
with different line justification from the rest of the
article.
Main use: selection and indexing.
Abstracts allow readers who may be interested in the
longer work to quickly decide whether it is worth
their time to read it. Also, many online databases use
abstracts to index larger works. Therefore, abstracts
should contain keywords and phrases that allow for
easy searching.
GENERAL - 5
An abstract allows one to sieve through
large amounts of papers for ones in which
the researcher can have more confidence
that they will be relevant to his research.
Abstracts help one decide which papers
might be relevant to his or her own
research or what
papers they are
interested in reading in depth.
Abstract
Because on-line search databases typically contain only
abstracts, it is vital to write a complete but concise
description of your work to entice potential readers into
obtaining a copy of the full paper. This article describes how
to write a good computer architecture abstract for both
conference and journal papers. Writers should follow a
checklist consisting of: motivation, problem statement,
approach, results, and conclusions. Following this checklist
should increase the chance of people taking the time to
obtain and read your complete paper.
CHECKLIST TO GET A
GOOD ABSTRACT
Motivation
Problem
Approach
Results
Conclusions
Motivation:
Why do we care about the problem and the
results?
If the problem isn't obviously "interesting" it might
be better to put motivation first; but if your work is
incremental progress on a problem that is widely
recognized as important, then it is probably better to
put the problem statement first to indicate which
piece of the larger problem you are breaking off to
work on.
This section should include the importance of
your work, the difficulty of the area, and the impact
it might have if successful.
Problem Statement
What problem are you trying to solve?
What is the scope of your work (a generalized
approach, or for a specific situation)?
Be careful not to use too much jargon.
In some cases it is appropriate to put the problem
statement before the motivation, but usually this
only works if most readers already understand why
the problem is important.
Approach
How did you go about solving or making
progress on the problem?
Did you use simulation, analytic models,
prototype construction, or analysis of field data for
an actual product?
What was the extent of your work (did you look at
one application program or a hundred programs in
twenty different programming languages?)
What important variables did you control, ignore,
or measure?
Results
What is the answer?
Specifically, most good computer architecture
papers conclude that something is so many percent
faster, cheaper, smaller, or otherwise better than
something else.
Put the result there, in numbers. Avoid vague,
hand-waving results such as "very", "small", or
"significant." If you must be vague, you are only
given license to do so when you can talk about
orders-of-magnitude improvement. There is a
tension here in that you should not provide numbers
that can be easily misinterpreted, but on the other
hand you don't have room for all the warnings.
Conclusions
What are the implications of your answer?
Is it going to change the world (unlikely),
be a significant "win", or simply serve as a
road sign indicating that this path is a waste of
time (all of the previous results are useful).
Are your results general, potentially
generalizable, or specific to a particular case?
KEYWORDS - Purposes
1 - They are used to
facilitate
keyword
index searches, which
are greatly reduced in
importance now that
on-line abstract text
searching is commonly
used.
Abstract Parts
Body
Title
tells the reader : WHAT
The title of your abstract
you did, WHY you did it,
HOW you did it, WHAT
should be the same as the
you found, and WHAT it
title of your scientific
means.
paper.
should briefly state:
Types of Abstracts
(different aims, so they have different components
and styles)
Descriptive
abstracts
Informative
abstracts
Descriptive Abstracts
A descriptive abstract indicates the type of
information found in the work.
It makes no judgments about the work, nor does it
provide results or conclusions of the research.
It does incorporate key words found in the text
and may include the purpose, methods, and scope
of the research.
Essentially, the descriptive abstract describes the
work being abstracted.
Descriptive abstracts are usually very short - 100
words or less.
Informative Abstracts
The majority of abstracts are informative. While they still
do not critique or evaluate a work, they do more than
describe it.
A good informative abstract acts as a surrogate for the work
itself. That is, the writer presents and explains all the main
arguments and the important results and evidence in the
complete article/paper/book.
Includes the information that can be found in a descriptive
abstract (purpose, methods, scope) but also includes the
results and conclusions of the research and the
recommendations of the author.
The length varies according to discipline, but an
informative abstract is rarely more than 10% of the length
of the entire work. In the case of a longer work, it may be
much less.
Flexibility vs Standardization
The format of your abstract will depend on the
work being abstracted.
An abstract of a scientific research paper will
contain elements not found in an abstract of a
literature article, and vice versa.
However, all abstracts share several mandatory
components, and there are also some optional
parts that you can decide to include or not.
2.
Problem:
What problem does this work attempt to solve? What is the scope of
the project? What is the main argument/thesis/claim?
3.
Methodology:
4.
Results:
5.
Implications:
What changes should be implemented as a result of the findings of
the work? How does this work add to the body of knowledge on the
topic?
TIPS !
The biggest mistake in writing an
Abstract is to mention that such and such
"will be discussed". The Abstract is not a
place for hesitating; rather it is a succinct
summary of the exact details of your
findings. The most important data and
findings are contained in it, NOT left out.
More Tips!
Tips contd
The end of the Abstract is just as important as
the beginning. This is where you want to hook
the reader into examining into your paper! In
addition, the concluding lines of the Abstract
should lead into the first paragraph of the
introduction without repeating what has been
said. State the implications of your studies to
the field of scholarship in which you are
working.
Introduction
Usually consists of several sentences outlining
the question addressed by the research.
Make the first sentence of the introduction as
interesting and dramatic as possible.
If space permits, provide a concise review of
what is known about the problem addressed by
the research, what remains unknown, and how
your research project fills the knowledge gaps.
The final sentence of the introduction describes
the purpose of the study or the study's a priori
hypothesis.
Methods
This is the most difficult section of the
abstract to write.
It must be scaled down sufficiently to allow
the entire abstract to fit into the box, but at
the same time it must be detailed enough to
judge the validity of the work.
Finally, the statistical methods used to
analyze the data are described.
Results
This section begins with a description of the
experiment.
Next, list the frequencies of the most important
outcome variables. If possible, present
comparisons of the outcome variables between
various sublots within the study.
Numerical results should include standard
deviations or 95% confidence limits and the
level of statistical significance. If the results are
not statistically significant, present the power
of your study (beta-error rate) to detect a
difference.
Conclusion
State concisely what can be concluded and its
implications.
The conclusions must be supported by the data
presented in the abstract; never present
unsubstantiated personal opinion.
If there is room, address the generalizability of
the results to other areas than that studied and
the weaknesses of the study.
Stylistic Considerations
The abstract should be one paragraph and should not
exceed the word limit.
The sequence of sentences is ordered in a logical fashion.
It is important to be descriptive but concise write only
what is essential, using no more words than necessary to
convey meaning.
Edit it closely to be sure it meets the Four C's of abstract
writing:
Complete - it covers the major parts of the project.
Concise - it contains no excess wordiness or unnecessary
information.
Clear - it is readable, well organized, and not too jargon-laden.
Cohesive - it flows smoothly between the parts.
STCE III.F
WRITTEN
COMMUNICATION
- TEXT TYPES SCIENTIFIC ARTICLES
AND PAPERS
GOOD ORGANIZATION
IS THE KEY TO GOOD WRITING
An effective way to proceed in writing a
Title
the most often encountered part of any paper and therefore
has great importance in the success of the paper;
abstracting and indexing services will utilize the title;
all words in the title should be chosen with great care, and
their association with other words in the title carefully
managed;
a good title = the fewest possible words that adequately
describe the contents of the paper;
many journals limit titles to 10 to 12 words;
it becomes necessary to employ effective syntax (word
order) and avoid waste words such as "Investigations on"
and "Observations on;
should never contain abbreviations and jargon;
a label and not a sentence.
Author
authors should be listed in order of
INTRODUCTION
a)
b)
c)
d)
should:
present the nature and scope of the problem studies,
review the pertinent literature pertaining to the problem,
state the general method of the investigation,
state the major observations of the study.
is organized to move from general information to specific
information.
background must be summarized succinctly.
emphasize your specific contribution to the topic.
last sentences of the introduction should be a statement
of objectives and a statement of hypotheses - a good
transition to the next section, Methods.
RESULTS
This section presents the
results of the experiment but
does not attempt to interpret
their meaning.
Discussion
present a model or idea you feel best fits the data
highlight the most significant results, but do not
just repeat what you have written in the Results
section
answer these questions:
- How do these results relate to the original question?
- Do the data support the hypothesis? Are the results
consistent with what other investigators have
reported?
- If the results were unexpected, try to explain why. Is
there another way to interpret your results?
- Would further research be necessary to answer the
questions raised by the results?
- How do the results fit into the big picture?
end with a one-sentence summary of your
conclusions
References
The paper should use only significant,
published references.
Check all parts of every reference against the
original publication.
Never cite citations from other works.
Obtain and study carefully every citation used
in a publication.
The specific citation style to be used is
specific to the journal being published in and
is given in the Instructions to the Authors.
REPRESENTATIVE READER,
one you should describe in
detail.
PUNCTUATION
ITALICS AND BOLD
FONTS AND SYMBOLS
ABBREVIATIONS AND ACRONYMS
HEADINGS, PARAGRAPH STYLES, AND
LISTS
NUMBERS AND STATISTICS
USE OF WORDS
GRAMMAR
FLOW OF IDEAS
STYLE FOR CITED PUBLICATIONS
PUNCTUATION - 1
Insert a comma wherever there would be a slight
pause between words or phrases in the spoken
sentence.
Insert a semicolon between two parts of a
sentence.
Use a colon to introduce an explanation or an
example of something: here is an example.
Avoid excessive use of parentheses ( ) .
Use brackets [ ] for material inserted into a
quotation and ellipsis (three dots) for material
omitted: According to Smith (2008), few such
[descriptive] studies were done before 1997.
PUNCTUATION - 2
Use double quotation marks (") for
quotations.
Use Title Case (initial upper-case letters
for words of four or more letters) in:
the title and subheadings of your article;
titles of journals;
titles of books or articles in the text, but not in
the reference list;
references to sections of the article (in the
Methods section; see Results; in Figure 1; in
Table 2; see Appendix 3; in Chapter 4).
periods in acronyms
and the lack of
apostrophes in their
plurals: ACSM, APA,
IQ, IQs.
- Use no periods or
spaces in abbreviations
of countries: US, UK,
NZ.
USE OF WORDS - 1
Use a spelling checker.
Make sure you use words according to the precise
meaning understood by the average person.
Ideally, you would check whether every word
could be deleted or replaced by a better one.
Aim for economy: because instead of based on
the fact that; for or to instead of for the purpose of.
Aim for precision: patient or student instead of
subject; concentration or frequency instead of
level.
Do not generalize unnecessarily. For example, do
not use some if you know of only one instance.
USE OF WORDS - 2
This on its own is known as an ambiguous antecedent.
Use instead this test or this problem .
Avoid hype (hyperbole). Words like very and
extremely are usually unnecessary.
Note these singular and plural forms: criterion,
criteria; datum, data; medium, media; phenomenon,
phenomena.
Keep jargon (technical terms) to a minimum. Explain
any that you have to use.
Avoid the so-called non-human agent. For example,
use the authors concluded that rather than the study
concluded that .
Avoid colloquialisms, such as steer clear of.
USE OF WORDS - 3
While sounds more modern than whilst.
Avoid as such. Poor: The SCAT is a reliable test
of state anxiety. As such, it is suitable for
experimental studies. Better: The SCAT is a
reliable test of state anxiety; it is therefore
suitable for experimental studies.
Avoid her, his and any other sexist language, even
if the subjects are clearly of one gender.
Give each concept in your paper a descriptive
name. Never use terms like approach 1,
approach 2, or our approach.
GRAMMAR - 1
Make sure you write well-formed sentences, and keep
their structure simple.
Use the first person (I or we tested six runners )
rather than the passive voice (Six runners were
tested ). Similarly, say Smith reported instead of
reported by Smith.
With comparatives (more than, less than), the than
may need to be than that of or than with or than by
etc. to clarify the meaning. Similarly, similar to may
need to be similar to that of. Examples: The measure
was more valid than that of Smith et al. (1994). We
experienced fewer problems with the revised instrument
than with the published version. The method was similar
to that of an earlier study.
GRAMMAR - 2
Do not use a long string of qualifiers in front of a
noun: a modified test of cognitive function is better
than a modified cognitive-function test.
Avoid grammatically questionable formal cliches,
such as: Based on these results, it is concluded
that and The results showed that
Use the past tense to report results. Use the
present tense to discuss them. We found that;
Smith (1989) reported a similar result. A simple
explanation of these findings is that
GRAMMAR - 3
Mind the following rules:
Which or that? Simple rule: Which always follows a
comma (and a pause), but that never does. This study,
which cost $10,000, was a success. The study that cost
$10,000 was a success.
Owing to or due to? Simple rule: Owing to always has
a comma, due to never does. The data were lost,
owing to computer malfunction. The loss of data was
due to computer malfunction.
An adverb is placed usually after the verb. Placing it
before the verb produces a split infinitive. For
example, to boldly go is acceptable if you are
emphasizing go, but if the emphasis is on boldly, to go
boldly is better.
FLOW OF IDEAS - 1
Focus your thoughts by writing the summary first,
even for articles that don't require one.
Three ways to help get your ideas in a sensible
sequence are to make an outline in the form of
headings, to put the draft aside for days or weeks,
and to get others to comment on the drafts.
The first sentence of a paragraph usually sets
the topic for that paragraph. Do not have any
unlinked ideas in the same paragraph.
A paragraph must consist of more than one
sentence.
Try to make the ideas within each section flow
together.
FLOW OF IDEAS - 2
Do not put things in the wrong section or
subsection. Skim the finished document to
make sure.
When appropriate, keep the order of ideas
the same in different sections of the article.
Check that you do not contradict or repeat
yourself in different sections of the article.
Aim for simplicity: many readers are less
knowledgeable than writers.
SOME SPECIFIC
SIGNS OF BUREAUCRATIC
LANGUAGE
THAT KEEP PEOPLE AT A DISTANCE
PERSONAL (SECOND
PERSON): You will not have
any trouble assembling the final
amplifier stage, if you follow all
the steps carefully. After you
mount the tuning coil and
capacitor on the board, secure
the assembly in the fixture so
you can solder the remaining
parts to the board. Remove the
amplifier components from
their plastic bag and place them
with their numbered sides up on
the table next to the fixture. As
each step asks you for a
numbered part, trim its leads to
the specified length and solder
it to the bottom side of the
board where the diagram shows
you.
STCE IV.A
ORAL
COMMUNICATION
PRESENTING A PAPER
IN A CONFERENCE
Warning!
If presentations are not of
the highest caliber in both
content and delivery,
communication is fl awed
and
science is neither properly
served nor facilitated.
A good presentation is a
combination of WHAT you say
and HOW you say it
1. WHAT TO SAY - the process of
transposing the written paper into
an oral presentation
2. HOW TO SAY - delivery and
other concerns
Main Points
in Making an Oral Presentation
formulate a strategy for the specific audience
develop a flexible, flowing structure
combined prepared material with an enhancing,
not distracting, presentation style
supplement the presentation with confident,
informed responses to questions and challenge
Written Documents
Publication permits potentially
unlimited audience over time and place.
Oral Presentations
Audience generally limited to time and place
of delivery.
Written Documents
No direct audience interaction.
Oral Presentations
High level of audience interaction is
possible.
DIFFERENCES BETWEEN
WRITTEN AND ORAL
COMMUNICATION/3
Written Documents
Refined argumentative structure.
Oral Presentations
Simple presentation of main points.
DIFFERENCES BETWEEN
WRITTEN AND ORAL
COMMUNICATION/4
Written Documents
Large volume of detailed
information can be communicated.
Oral Presentations
Limited information transfer.
DIFFERENCES BETWEEN
WRITTEN AND ORAL
COMMUNICATION/5
Written Documents
Precise syntax and diction.
Oral Presentations
Conversational syntax and diction.
DIFFERENCES BETWEEN
WRITTEN AND ORAL
COMMUNICATION/6
Written Documents
Emphasis on text.
Oral Presentations
Emphasis on visuals.
DIFFERENCES BETWEEN
WRITTEN AND ORAL
COMMUNICATION/7
Written Documents
Reader controls pace of presentation
Oral Presentations
Speaker controls pace of presentation
Matters of Style
Style in writing:
Choice of words, length and structure of
sentences.
The tone, or attitude you express toward your
audience.
What is essential to
include?
Think of the talk as a
kind of verbal abstract:
you want to give a clear
picture of the project,
but you won't be able to
go into much technical
detail.
What is the central point
you want to make?
Make it early, clearly
and often.
Prompt interest
Make the purpose of the talk (and project) clear
Provide an overview of the whole talk
2. telling
Key strategies:
1) Follow the order set out by the Intro. The midsection
of the talk needs to develop the points made in the
opening, in order. That way, the audience can follow
easily.
2) Provide clear "road signs" = phrases that signal the
transitions from one point to another in the talk and
help the listener to understand where you are in the
talk.
3) Write your talk in full or write detailed notes.
4) Explain any technical aspect of your topic very clearly
and understandably. Do not race through complex,
technical material - slow down and explain it carefully so
that we can understand it.
An Effective Conclusion :
- should provide a concise "take away" message
summarize, set final image, provide closure;
- should avoid cliches;
- does not just present data or summarized results
and leaves the audience to draw its own
conclusions;
- you have had much more time to work with
your information than your audience; share your
insights and understanding and tell them what
you have concluded from your work.
MULTIPLE FORMATS
THAT CAN BE USED WITHIN PRESENTATIONS
4.
5.
6.
STCE IV.B
ORAL
COMMUNICATION
PARTICIPATING
IN TECHNICAL
DISCUSSIONS AND
MEETINGS
Meeting Slogan:
Meetings - General/1
In a meeting, two or more people come
together for the purpose of discussing a
(usually) predetermined topic such as
business or community event planning, often
in a formal setting.
In addition to coming together physically,
communication lines and equipment can also
be set up to have a discussion between people
at different locations, e.g. a conference call
or an e-meeting.
Meetings - General/2
In organizations, meetings are an
important vehicle for human
communication.
Meeting - Written
Documents
the agenda - tells
participants what topics will be
discussed at the meeting
the minutes - record what
actually occurred
Welcome/open
meeting
Support for absence
Approve minutes of
the previous meeting
Matters arising from
the previous meeting
Yes:
- provide an important channel for exchange of
information between researchers
- work is presented in the form of short, concise
presentations lasting about 10 to 30 minutes,
usually including discussion
- panel discussions and roundtables on various
issues may be part of the conference
- a large meeting will usually be called a
conference, while a smaller is termed a workshop
Meeting Structure
I - Introductions
II - Reviewing Past Business
I - Introductions
IV - Discussing Items
Introducing the First Item on the
Agenda
Closing an Item
Next Item
Giving Control to the Next Participant
Next Item
Let's move onto the next
item
The next item on the
agenda is
Now we come to the
question of.
Summarizing
Before we close, let me
just summarize the main
points.
To sum up, ...
In brief,
Shall I go over the main
points?
Thanking Participants
for Attending
I'd like to thank
Marianne and Jeremy for
coming over from
London.
Thank you all for
attending.
Thanks for your
participation.
Closing the Meeting
The meeting is closed.
I declare the meeting
closed.
PARTICIPATING IN MEETINGS
That's interesting.
I never thought about it that way before.
Good point!
I get your point.
I see what you mean.
REQUESTING INFORMATION
CORRECTING INFORMATION
Sorry, I think you misunderstood what I said.
Sorry, that's not quite right.
I'm afraid you don't understand what I'm saying.
That's not quite what I had in mind.
That's not what I meant.
ASKING FOR REPETITION
I didn't catch that. Could you repeat that, please?
I missed that. Could you say it again, please?
Could you run that by me one more time?
http://www.executiveplanet.com/
Simply select your destination country you will
receive an overview of cultural do's and taboos,
suitable etiquette and advice on appropriate
professional behaviour in specific areas of the
world.
STCE IV.C
ORAL
COMMUNICATION
MAKING AN ORAL
PRESENTATION
Motto:
BODY LANGUAGE
AND
NON-VERBAL
COMMUNICATION
body language =
the lay term for
nonverbal communication
A good source of
explanations:
The NONVERBAL
DICTIONARY of
GESTURES, SIGNS &
BODY LANGUAGE
CUES
http://members.aol.com/no
nverbal2/diction1.htm
Components of Non-verbal
Communication
DELIVERING YOUR
PRESENTATION
Three Key Aspects to Consider:
1. Space
2. Physical Presence
a)
b)
c)
d)
- Display self-confidence.
- You should: not fidget; not hold papers that
rustle or pens that click, or the change in your
pocket that clinks; become comfortable with
your own gestural style.
- 4 TIPS:
You are not the focus, your topic is
Decide how much you like to move - moderately
Find somewhere to put your hands - use them to
stress key ideas
Find focus points - e.g. neutral faces in the
audience
3. Vocal Presence
BASIC TECHNIQUES TO
MAINTAIN ATTENTION
- convey "controlled
enthusiasm" for your subject the audience will forgive a lot if
the speaker is enthusiastic;
- pay attention to: posture, tone;
- your audience will mirror your
attitude - radiate confidence; but
- do not confuse enthusiasm with
loudness; try to convey a range
of emotions.
- physical mannerisms
- voice tone
WAYS OF KEEPING THEM UNDER CONTROL
provide variety (speed and pitch of voice),
novelty and uniqueness at times,
speak clearly do not shout or whisper,
position yourself to enhance rapport with the
audience,
look at your audience in random rotating order.
Finally ...
Enjoy yourself!
The audience will be
on your side and want
to hear what you have
to say !