2. Proposal Presentations for United States and International Audiences The Cain Project in Engineering and Professional Communication ENGINEERING SERIES

3. Audiences Differ Cultures affect expectations Expected organization varies Knowledge and background may vary –Vocabularies may be different Social relationship between presenter and audiences vary, too

4. US Audience’s Questions What makes the project necessary for us? What decisions must be made? What task did your group perform? Why is it important? What are your conclusions and recommendations? What justifies these conclusions? (Calculations? Application of a model? Data gathering?) What are the costs and implementation issues? What are the limitations?

5. A Speaker’s Decisions Rest on... Unconscious choices –Values we think we share with audience Conscious choices – Issues we think are open to question But some cultures postpone the main point and build trust first. US Assumption: A client wants to hear about the main recommendation first.

6. Organize Answers to Put Actions, Info in Context What audience already knows What audience already cares about Interrupting demand/need NEW Discomfort Resolution Your response, solution Your (their) reasons Rebuttal of opposition Conclusion KNOWN

7. US Presentation Structure Introduction of the team Situation, importance, and upcoming decision Brief statement of work done Main reason to accept recommendation Conclusions recommendations Reasons for decision by impt. –NOT “we did X, we did Y, then Z” Costs How to address implementation issues Limitations or add’l work needed Request that client accept proposal OVERVIEW SECTION DISCUSSION SECTION

8. Cultural Basis for US Structure Emphasis on results Dominance of professional roles over individual identity, personal relationships Drive for immediacy over the past Relative intolerance for narrative Sense of urgency, being busy, not enough time Control time, costs Preference for models, schematics Focus on problem solving Status more important than age, but bottom line relatively more important than status Trust in contracts Emphasis on working hard, getting results fast Preference for sports, competition, logic

9. Questions of Technical Audience Quality of evidence? Type of models? Limitations of analysis? Need for future or add’l work?

10. US Delivery Preferences Stance –Vertical, confident Gestures –Linear, decisive Eye contact –Direct, friendly Voice quality –Warm, authoritative

11. Mexican Presentation Structure Recognition of relationships and introduction of team Affirmation of value and relationship History of the situation Brief statement of work done Analysis of situation leading to conclusions –We did X, which led to Y, which caused us to Z Conclusions & recommendations How conclusions benefit client Narrative of future implementation Suggestions of additional issues client might want to consider Statement of hope that work done demonstrates commitment to client that would justify future work or collaboration Past to present to future

12. Respect Dominates Everything Affirm relationship first and last Let intent to do good dominate interpretation of information Emphasize other’s benefit, not your personal brilliance Realize your commitment to relationship affects assumptions about changing contract provisions later

13. Mexican Delivery Preferences Stance –Natural, confident Gestures –Curved, process and relationship oriented Eye contact –Respectful, friendly Voice quality –Warm, personal Carlos M. Sada, Consul General of Mexico http://www.prweb.com/releases/2006/9/prweb440220.htm

14. Handling Questions for Non-US LISTEN! Repeat or rephrase question for clarification Watch body language The client or boss is never “wrong” Delay or avoid direct confrontation Offer to discuss issues in private Thank everyone very courteously

15. Adapt to Audience Preferences Find out about speaker-audience relationship Organize to meet audience expectations Practice audience’s preferred delivery technique Avoid slang, US metaphors and references SUMMARY

16. More resources are available for you under “Engineering Communication” at Connexions at http://cnx.orghttp://cnx.org at the Cain Project site at http://www.owlnet.rice.edu/~cainproj http://www.owlnet.rice.edu/~cainproj in your course Communication Folder in OWLSPACE. Lead through Excellence in Engineering Communication