1. 1 PE-course Project Organised Learning (POL) Mm 7: Communication, Review and Presentation Master of Science – Introductory Semester (E7 + M7 – Intro) Lecturer: Lars Peter Jensen Ass. teacher: Xiangyun Du

2. 2 Mm. 7: Communication, Review and Presentation Learning goals After this lesson you should be able to  Describe 3 methods for analysis of oral group communication  Explain how review of working papers can be carried out  Identify ”do’s” and ”don’t do’s” in oral presentation

3. 3 Mm. 7: Communication, Review and Presentation Agenda: 1.Lecture 1: On communication 2.Group exercise 1: To team or not to team… 3.Lecture 2: On report writing and review 4.Group exercise 2: Reviewing abstracts 5.A Guest lecturer, incl. plenary assessment 6.Lecture 3: On oral presentation 7.Evaluation of the POL course

4. 4 Communication - a definition - from ancient Latin: communis - ”common” - sharing, making commonly known Merriam-Webster: ( www.m-w.com ) a: to convey knowledge of or information about : make known b: to reveal by clear signs c: to transmit information, thought, or feeling so that it is satisfactorily received or understood

5. 5 Ways of communication One-on-oneFew-on-fewOne-on-many Participants CharacteristicTwo-way’Multi-way’One-way OralDiscussion Group discussion Presentation WrittenLetters, e-mail Working papers Notes for a course

6. 6 Tools for communication analysis in the group Three tools: 1)Quantitative -drawing communication diagrams 2)Qualitative/quantitative - logging type and number of contributions from group members 3)Relative – matching individual group member’s assessment of the process

7. 7 1. Quantitative after finishing Communication diagram, to be filled by an observer

8. 8 2. Qualitative/quantitative Three types of contributions: Contributions furthering discussion Contributions improving ’climate’ Contributions blocking discussion

9. 9 Contributions furthering discussion Make proposals Search for information via questions Give information Summing up the discussion Elaborate and further develop ideas Test own and others’ understanding of the topic under discussion

10. 10 Contributions improving ’climate’ Praise and encourage others Support others in being listened to Follow and support ideas of others Openly express change of opinion Show openness Listen actively

11. 11 Contributions blocking discussion Disagree without constructive alternatives Attack proposals of others Defend own proposals aggressively Speaking all the time without listening Talk about other subjects

12. 12 Qualitative/quantitative Stud. 1 Stud. 2 Stud. 3 Stud. 4 Stud. 5 Stud. 6 Futhering discussion Improving ’climate’ Blocking discussion To be filled by an observer

13. 13 3. Relative - matching After the discussion: Assessing the process individually Matching the individual group members’ assessment Discussing major mismatches

14. 14 A team communication exercise To TEAM or not to TEAM – that is the question! Project Managers solve many problems. Before you can solve a problem you have to understand it! Bill Gates only scored three right in this simple test – See how many you get right...and then see how many your group gets right.

15. 15 Do you want to know the correct answers?

16. 16 What can we learn about communication from this exercise?

17. 17 Time for a break…

18. 18 Lecture 2: On writing and review 1.Illustrations 2.Group writing 3.Review

19. 19 Illustrations A picture can tell more than a thousand words – but only if it is a good illustration of the subject Some examples

20. 20

21. 21 Illustrating ”eye view” of a control room Mimic diagram Monitors for overview Working monitor Working place

22. 22 Illustrating emission of NO X Low sources Medium height sources High sources Background from abroad Total NO X concentration

23. 23 How to write Before writing (the group): Preparation: receiver, message, outline Brainstorm: e.g.. Post-it Writing (individually): Go for it : write without criticism – one headline at a time (in arbitrary order) Structure – structure the writing, creating overview and consistency Edit – make the writing easy to read After writing (the group or others)  Review

24. 24 Review – Why ? To find mistakes To identify if something is missing To point out which parts of the document are really good (excellent)

25. 25 Review – How and When ? Written or oral at a group meeting after everybody have read the writing and have prepared individual comments to it

26. 26 Review – How ? Split the comments into tree categories: Misspelling, misprint and other corrections in the proofs. (might be noted directly in the document) Logical errors, misunderstandings, poor formulations, technical mistakes etc. that makes the understanding difficult or impossible for the reader. Good points, well structured, clear overview, interesting angle, well documented, clear illustrations etc.

27. 27 Group Exercise Read the 3 distributed abstracts carefully Review them following the method on the previous slide Then rank them according to quality and give them a mark between 0 and 100% Prepare a short presentation of your marking, arguing why you have given the marks by pointing out good and bad things about the abstracts

28. 28 Break for 15 minutes

29. 29 Lecture 3: On oral presentation A Guest Lecturer Plenum assessment of the guest lecturer Planning an oral presentation

30. 30 A guest lecturer

31. 31 What can we learn about oral presentation from this exercise?  Find 5 good and 5 bad points in the presentation  Feel free to smalltalk about your answers.  Be prepared to explain your points.

32. 32 The short presentation plan 1.Tell them what you are going to tell them! 2.Tell them! 3.Tell them what you have told them!

33. 33 The longer presentation plan- 1 Questions to ask: What is my point?Message Why do I want to tell?Motivation Who is to know?Receiver, code, power How to approach receiver?Contact How should I tell it?Focus, media Where/when to tell?Situation What do I know?Competence How do I behave?Attitude

34. 34 Things to think about: Content - message, structure Appearance - confident, open, lively (eye-contact, hands) Articulation - clear, fluent, correct terminology (write) AV-aids - blackboard, OHP, PowerPoint, posters, film Time-management - organise, message Group collaboration - organise, message Plan - rehearse - evaluate – review – rehearse etc. The longer presentation plan- 2

35. 35 Nervousness....... Everyone is nervous, insecure and/or exited - the only thing that helps is practice. Prepare Rehearse Write introduction + conclusion Write clue-cards

36. 36 Oral presentations - body language Elements in body language eyes facial mimic gesture posture position dressing How do you interpret this sign?

37. 37 Body language Be aware of your body language – often there is a contradiction between what you say and what your body tells Some examples which may well be culturally biased??

38. 38 Superior and self- confident; don’t turn your back to the audience Signals defence and insecurity despite the smile Confident, committed and confidence-inspiring

39. 39 Defensive and keeping his distance A little nervous; holding a pencil or a pointing device will look more natural Aggressive, determined

40. 40 Open and honestInsecure, holding his own hand Cautious and a little insecure

41. 41 So – beware of your body language and rehearse in front of your friends and in front of the mirror!!

42. 42 This was it for today – and the end of this course on Project Organised Learning

43. 43 Before we say Good Bye I would like to hear your honest opinion about the POL-course, both form and content. Please feel free to speak your mind!!