Presentation and Communication
Content:
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Model of Communication
How is the structure of a project report?
How to make references
How to structure an analyse of the working process
Illustrations
How to write
Oral presentations
Example from last years P0 seminar
Exercise
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Communication
- a definition
- from ancient Latin: communis - ”common”
- sharing, making commonly known
Merriam-Webster: ( www.m-w.com )
2 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>
intransitive senses
2 : to transmit information, thought, or feeling so that it
is satisfactorily received or understood
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Communication
Talk - in order to be understood
and
listen - in order to understand
Communication-model
SENDER (A)
Thoughts
and ideas
Medium
RECEIVER (B)
Verbalising
Transmission
of
information
Expectations / needs
Interests / intentions
Processing
Thoughts
and ideas
Medium
Intention / objectives
Needs / interests
Reaction
Feedback
Planning what to ”send”
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What is my point?
Why do i want to tell?
Who is to know?
How should i tell it?
Where and when should it be told?
Message
Purpose
Receiver
Media
Situation
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Disturbances at sender
•Intentions not well considered
•Conflict between needs and interests
•Lack of knowledge of media
•Verbalising-problems
•Speed
•Non-logical sequence
•Too much information
•Not adjusted to receiver
•Bad choice of medium
•Nervousness
•Tone and body language
Disturbances at receiver
•Refusal of medium
•Selection among sensations (needs and
interests)
•Perception of sensations (needs and interests)
•Processing to a meaningful whole
•Expectations
•Already known
•Pre-conceived opinion about sender
•Pre-conceived opinion about subject
Active listening
An actively listening person:
Has eye contact
Has open posture
Is leaning slightly forward
Nods
Uses encouraging words: ”Yes”,”No”,”I see”,”Hmmm”
Uses openers: ”Tell more”,”How would you” etc.
Is conscious of receiver’s bodylanguage
How is the structure of a project
report?
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FrontPage – often with a picture/illustration
Title page – with all relevant information
Preface – guidance, acknowledge
Contents – to get an overview of the project
Chapter 1 – remember references
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Chapter n – remember references
Literature
Appendix – what you have accomplished
Enclosure – ”copies” from others
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How to make references
1.
The Harvard method (Jensen, 2001a:21)
http://www.library.uq.edu.au/training/citation/harvard.html
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By numbers [2]
Literature is the listed alphabetic (1) or numbered (2). We
have to know all possible information's to be able to find
the quoted source:
Books: Author(s), year, title, publisher, ISBN or ISSN no.
Journals: As above + name of journal, number and date
Internet: URL and date for downloading
Persons: Name, title, company
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How to structure an analyse of the
working process
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Expectations to the P0 period
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Start by describing the group’s expectation to the P0 period.
How did you do during the P0 period?
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Then describe how the working process was during the P0 period
without trying to analyse it.
Analysing the P0 period – what did you learn?
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Now you analyse the working process by listing all the good
experiences and all the bad experiences.
For all the good experiences you then comment on why they
where good and how you will improve in the P1 period.
For all the bad experiences you comment on why it went wrong
and how you could “transform” it into a better experience in P1, or
if that’s not possible then put it on a list of things you should avoid
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during the P1 period.
Illustrations
• A picture can tell more than a thousand words –
but only if it is a good illustration of the subject
• Some examples
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How to write
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Preparation: receiver, message, outline
Brainstorm: 5 min and structuring (e.g.. Post-it)
Go for it (write): 15 min without criticism
Structure what you have written and make
headlines
• Write again – one headline at a time in arbitrary
order
• Edit – go for overview and easy to read
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Oral presentations
– getting the massage through
• Use the model of communication to consider
what to do
• Use illustrations but think about the receiver
• Make sure you are aware of what your message is
• Be sure to mention what is your point(s)
• Be aware of your body language
• Address the other groups and the supervisors
• Make a test of the groups presentation
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Presentation performance
Content - message, structure
Appearance - confident, open, lively (eye-contact, hands)
Articulation - clear, fluent, correct terminology (write)
AV-aids - emphasize message
- blackboard, OHP, PowerPoint, posters, film, artifacts
Time-management - organise, message
Group collaboration during presentation - organise, message
plan - rehearse - evaluate - focus
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Presentation content
+ message / conclusion
- answering the given questions
+ coherence / overview
- fragmentation
+ depth / evidence
- irrelevance
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Nervousness . . . . . . .
Everyone is nervous, insecure and/or exited - the only
thing that helps is practice.
• Prepare
• Rehearse
• Write introduction + conclusion
• Write cue-cards
It is legal to be nervous, but don’t let it spoil your performance.
This is a learning process - find your own style.
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Oral presentations
- how to prepare it
• Blackboard
– write nice and clear
– plan the layout
• Overhead or PowerPoint:
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use big letters
sharp and clear illustrations and figures
not too much information on one slide
don't use copies from the report, make another figure
only one point on each slide
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Oral presentations
- body language
• Be aware of your body language – often there is a
contradiction between what you say and what
your body tells
• Some examples
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Elements in
bodylanguage
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eyes
facial mimic
gesture
posture
position
dressing
(paralanguage)
What should you tell
at the P0-seminar:
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The background for your projects (why is it relevant)
Your main problem
Main methods
Main theories (if available)
Strategy for design and implementation
Method for validation
Time schedule
What you have learned about teamwork (the POL course). A
good idea would be three lists:
• Things we do well
• Things we have to avoid
• Things we have to improve or do otherwise
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Exercise
• How did you do the writing in your group until now?
(individually, 2 or 3 persons together, the whole group
together) Discus advantages and disadvantages doing the
writing in different ways.
• What do you think will be the ideal writing process for your
group?
• According to this lectures advices about how to write you
should try to “plan” how to write one of the chapters of
your project report that has not been written yet (identify
the purpose and objectives of the chapter and make a list of
headwords).
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