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 WritingPart 1 The practical side of report writingPart 2 The Creative Side of Report WritingPart 3 Some Common Types of ReportPresentation SkillsPart 1 Assessing your skillsPart 2 Planning your presentationPart 3 Slides and other Visual aidsPart 4 New technology for PresentationsPart 5 Preparing your Presentations
4 Grading Information Grading Policies Midterm Exam 10 Quiz and HomeworkExercise AttendanceExperimental examFinal ExamPoliciesAttendance is requiredAll submitted work must be yoursCheating will not be tolerated
5 Course Objectives To know the possible organization of reports. 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
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.
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
9 Learning ObjectivesTo understand the concept of communication and grasp different stages of the communication processTo discuss various features, flow, forms and importance of communicationTo understand the difference between general and business communication
10 DefinitionCommunication 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.”
11 Most common ways we communicate Visual ImagesSpoken WordWritten WordBody Language
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 situationFeedback the observation of the receivers response by the sender is called feedback.
14 Characteristics of effective communications Effective communication requires the sender to:Know the subject wellBe interested in the subjectKnow the audience members and establish a rapport with themSpeak at the level of the receiverChoose an appropriate communication channel
15 Characteristics of effective communications Effective communication requires the message to be:Clear and conciseAccurateRelevant to the needs of the receiverTimelyMeaningfulApplicable to the situation
16 Characteristics of effective communications Effective communication requires the channel to be:AppropriateAffordableAppealing
17 Characteristics of effective communications Effective communication requires the receiver to be:Be aware, interested, and willing to accept the messageListen attentivelyUnderstand the value of the messageProvide feedback
18 Types Communication Verbal Non verbal Oral Written Signs Symbols Body Languagefacial expressionstoucheven style of clothingVariation in Voice Characteristics
20 ORAL Communication Face – to – face Symposium Telephonic Interview Group MeetingSeminarConferencePanel DiscussionSymposiumInterviewPresentation
21 ORAL Communication Advantages Adjustable Clarification Time Persuasion & controlFormalityCostConvenient/reliable for GroupsLimitationsFuture ref not possibleNot-effective if poor speakerNot suitable for lengthy detailsDistortionPoor retention
22 Written Communication FaxMemorandumNoticeCircularPress releaseLetterProposalResearch paperReport
23 Written Communication AdvantagesMost wantedPermanentLegal evidenceAccurateSuitable for lengthy & complicatedLimitationsLimited only LiteratesCostly, time consumingFormalDelayed feedback
24 Why Do We Care? Early Career You can spend 50-75% of your time for communicatingPerformance evaluation and job advancement usually depend more on communication skills than on technical skills.
25 You can spend 90-95% of your time for communicating Why Do We Care?Later CareerYou can spend 90-95% of your time for communicatingAs you advance in your career, even more of your time is spent communicating rather than calculating
26 General v. Professional Communication Professional Communication: Use of effective language for conveying a commercial/ industrial message to achieve a predetermined purposeProfessional Communication concerned with business activitiescharacterized by certain formal elementsimpartial & objectivecertain complex writing techniques
27 General v. Professional Communication General CommunicationTechnical CommunicationContains a general messageContains a technical messageInformal in style and approachMostly formalNo set pattern of communicationFollows a set patternMostly oralBoth oral and writtenNot always for a specific audienceAlways for a specific audienceDoesn't involve the use of technical vocabulary or graphics, etc.Frequently involves jargon, graphics, etc.
28 Skill to Communicate 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 possessesThis 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.
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.
32 Understanding Writing We use the triangle when we want to make sure of the following:The Writer:Sends the information on timeWrites clearlyKnows what the reader needsIncludes all the required informationIncludes only correct informationThe Reader:Receives it on timeCan understand everything in the document.Does not need to ask for more information
33 Writing is learned by writing Practice, practice, practiceChoose good role modelsStudy good examplesBut there are also techniques and rules to learn
34 Characteristics of Good Writing Completeness: all information needed is providedCorrectness: relevant and precise informationCredibilityمصداقية : support your argumentClarity: reader decides what is vague, confusing, ambiguousConciseness ايجاز: get to the pointConsideration: anticipate the reader’s reaction
35 The essential steps before start writing Gathering the Basic information & DataAnalyzing and Sorting the ResultsOutlining the Report
36 The Writing Process Planning: Writing: Quality control: Keep objectives in mind and research the topicThink about the audienceOutlining helps organize thoughtsWriting:Follow your outline, use your handbookInspiration is acceptable but must be carefully reviewedUse the interview approach to supplement the outline who, what, where, when, how)Quality control:Reread your workBe critical of your own work
37 Five keys to effective writing Put the reader firstCommunication = understandingWrite to Express not ImpressUse words readers can pictureUse simple words and short sentencesUse jargon only when necessaryWrite with verbs and nounsUse the active voiceChoose the right verb and the right nounFormat document to improve readabilityUse lists, bullets, charts, tables, indents, italics, bolds, headings and subheadings
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
39 The Most Common Writing Errors your you’reto too twothere their they’reits it’squite quietthan thenwhose who’s
40 Understanding Presentation Ideas, concepts or issues talked about or spoken to a group or audienceAspects in the development of a good presentationSubject Centered (Material)Audience Centered (Audience)Self Centered (Self)“Presentation is the ‘Killer Skill’ we take into the real world. It’s almost an unfair advantage