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REPORT WRITING AND PRESENTATION SKILLS HU155. Course Information Instructor: Dr. Wael Said

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Presentation on theme: "REPORT WRITING AND PRESENTATION SKILLS HU155. Course Information Instructor: Dr. Wael Said"— Presentation transcript:

1 REPORT WRITING AND PRESENTATION SKILLS HU155

2 Course Information Instructor: Dr. Wael Said Prerequisites: Text books: But I will use material from other books and research papers, so the ultimate source should be my lectures.

3 Course Outline Introduction and Motivation Communication Report Writing Part 1 The practical side of report writing Part 2 The Creative Side of Report Writing Part 3 Some Common Types of Report Presentation Skills Part 1 Assessing your skills Part 2 Planning your presentation Part 3 Slides and other Visual aids Part 4 New technology for Presentations Part 5 Preparing your Presentations 3

4 Grading Information Grading Midterm Exam 10 Quiz and Homework 10 Exercise Attendance 10 Experimental exam 10 Final Exam 80 Policies Attendance is required All submitted work must be yours Cheating will not be tolerated 4

5 Course Objectives Prepare the students for writing their assignments work in report form. To know the possible organization of reports. To be able to organize and write correctly the contents of a report sections. To improve the writing style of a report. To practices preparing and analysis the contents of a report. Understand a rang of tools and techniques for Report Writing 5

6 Additional related objectives To get the concepts of improving the writing skills is a part of the communication skills. To implement the logical thinking through the writing process. To know some advanced methods for search digital resources online. 6

7 Motivation I Read and I Forget. I Write and I Remember (Summaries & Mind-Maps) I Do and I Understand (Problem Solving..) “Writing and cookery are just two different means of communication” Maya Angelou 7

8 CHAPTER 0 Communication 8

9 Learning Objectives To understand the concept of communication and grasp different stages of the communication process To discuss various features, flow, forms and importance of communication To understand the difference between general and business communication 9

10 Definition Communication is a word of Latin origin Communico or communicare, which means to share. Transmission and interchange of facts, ideas, feelings or course of action. Most common medium of communication is language not only language we use codes and symbols in order to communicate. “The three most important words for a successful relationship are: communication, communication, and communication.” 10

11 Most common ways we communicate 11 Spoken Word Written Word Visual Images Body Language

12 Communication Process 12

13 Elements of communication Process Sender- sender is the person who originates the message and is therefore the information source ( or encoder ) Encoding – Is the sender’s process of putting the message into a form that the receiver will understand. The receiver is the person to whom the message is communicated and who interprets or decodes the message. Decoding – The receiver’s process of translating the message into a meaningful form. Message is the content or what is communicated. Channel is the carrier through which or by which the message is transmitted to the receiver. The choice of the channel and the type of symbols is determined by the situation Feedback the observation of the receivers response by the sender is called feedback. 13

14 Characteristics of effective communications Effective communication requires the sender to: Know the subject well Be interested in the subject Know the audience members and establish a rapport with them Speak at the level of the receiver Choose an appropriate communication channel 14

15 Characteristics of effective communications Effective communication requires the message to be: Clear and concise Accurate Relevant to the needs of the receiver Timely Meaningful Applicable to the situation 15

16 Characteristics of effective communications Effective communication requires the channel to be: Appropriate Affordable Appealing 16

17 Characteristics of effective communications Effective communication requires the receiver to be: Be aware, interested, and willing to accept the message Listen attentively Understand the value of the message Provide feedback 17

18 Types Communication Verbal Oral Written Non verbal Signs Symbols Body Language facial expressions touch even style of clothing Variation in Voice Characteristics 18

19 Types Communication 19 Oral Written Non-Verbal

20 ORAL Communication Face – to – face Telephonic Group Meeting Seminar Conference Panel Discussion 20 Symposium Interview Presentation

21 ORAL Communication Advantages Adjustable Clarification Time Persuasion & control Formality Cost Convenient/reliable for Groups 21 Limitations Future ref not possible Not-effective if poor speaker Not suitable for lengthy details Distortion Poor retention

22 Written Communication Fax Memorandum Notice Circular Press release 22 Letter Proposal Research paper Report

23 Written Communication Advantages Most wanted Permanent Legal evidence Accurate Suitable for lengthy & complicated 23 Limitations Limited only Literates Costly, time consuming Formal Delayed feedback

24 Why Do We Care? Early Career You can spend 50-75% of your time for communicating Performance evaluation and job advancement usually depend more on communication skills than on technical skills. 24

25 Why Do We Care? Later Career You can spend 90-95% of your time for communicating As you advance in your career, even more of your time is spent communicating rather than calculating 25

26 General v. Professional Communication Professional Communication: Use of effective language for conveying a commercial/ industrial message to achieve a predetermined purpose Professional Communication c oncerned with business activities characterized by certain formal elements impartial & objective certain complex writing techniques 26

27 General v. Professional Communication 27 General CommunicationTechnical Communication Contains a general messageContains a technical message Informal in style and approachMostly formal No set pattern of communicationFollows a set pattern Mostly oralBoth oral and written Not always for a specific audienceAlways for a specific audience Doesn't involve the use of technical vocabulary or graphics, etc. Frequently involves jargon, graphics, etc.

28 Skill to Communicate 28 Definition of skill The learned ability to bring about a predetermined result with maximum certainty and efficiency. An ability to perform an activity in a competent manner. The abilities that one possesses This ability to translate technical information to non- specialist is a key skill to any technical communicator.

29 What is a report? A report is a text that originated in the business world in order to analyze and present information in a structured way. A report is written for a clear purpose and to a particular audience. Specific information and evidence are presented, analysed and applied to a particular problem or issue. The information is presented in a clearly structured format making use of sections and headings so that the information is easy to locate and follow. 29

30 What is a report? A well written report will demonstrate your ability to: understand the purpose of the report brief and adhere to its specifications; gather, evaluate and analyse relevant information; structure material in a logical and coherent order; present your report in a consistent manner according to the instructions of the report brief; make appropriate conclusions that are supported by the evidence and analysis of the report; make thoughtful and practical recommendations where required. 30

31 Understanding Writing Writing Triangle 31 Writer ReaderDocument

32 Understanding Writing We use the triangle when we want to make sure of the following: The Writer: 1. Sends the information on time 2. Writes clearly 3. Knows what the reader needs 4. Includes all the required information 5. Includes only correct information The Reader: 1. Receives it on time 2. Can understand everything in the document. 3. Does not need to ask for more information 32

33 Writing is learned by writing Practice, practice, practice Choose good role models Study good examples But there are also techniques and rules to learn 33

34 Characteristics of Good Writing Completeness: all information needed is provided Correctness: relevant and precise information Credibilityمصداقية : support your argument Clarity: reader decides what is vague, confusing, ambiguous Conciseness ايجاز: get to the point Consideration: anticipate the reader’s reaction 34

35 The essential steps before start writing 1. Gathering the Basic information & Data 2. Analyzing and Sorting the Results 3. Outlining the Report 35

36 The Writing Process Planning: Keep objectives in mind and research the topic Think about the audience Outlining helps organize thoughts Writing: Follow your outline, use your handbook Inspiration is acceptable but must be carefully reviewed Use the interview approach to supplement the outline who, what, where, when, how) Quality control: Reread your work Be critical of your own work 36

37 Five keys to effective writing Put the reader first Communication = understanding Write to Express not Impress Use words readers can picture Use simple words and short sentences Use jargon only when necessary Write with verbs and nouns Use the active voice Choose the right verb and the right noun Format document to improve readability Use lists, bullets, charts, tables, indents, italics, bolds, headings and subheadings 37

38 The Most Common Writing Errors Do not write the way you speak. Do not use slang. Do not expect your reader to know what you mean. Do not write in fragments. Use complete sentences. Always use Standard Written English/Language 38

39 The Most Common Writing Errors your you’re to too two theretheirthey’re itsit’s quitequiet thanthen whosewho’s 39

40 Understanding Presentation Ideas, concepts or issues talked about or spoken to a group or audience Aspects in the development of a good presentation Subject Centered (Material) Audience Centered (Audience) Self Centered (Self) 40 “Presentation is the ‘Killer Skill’ we take into the real world. It’s almost an unfair advantage


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