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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

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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

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Mm. 7: Communication, Review and Presentation

Agenda:

1. Lecture 1: On communication2. Group exercise 1: To team or not to team…3. Lecture 2: On report writing and review4. Group exercise 2: Reviewing abstracts5. A Guest lecturer, incl. plenary assessment6. Lecture 3: On oral presentation7. Evaluation of the POL course

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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 <communicate a story>

b: to reveal by clear signs <his fear communicated itself to his friends>c: to transmit information, thought, or feeling so

that it is satisfactorily received or understood

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Ways of communication

One-on-one Few-on-fewOne-on-many

Participants

Characteristic

Two-way ’Multi-way’ One-way

Oral DiscussionGroup

discussionPresentation

WrittenLetters, e-

mailWorking papers

Notes for a course

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Tools for communication analysis in the group

Three tools:

1) Quantitative - drawing communication diagrams2) Qualitative/quantitative - logging type and number

of contributions from group members3) Relative – matching individual group member’s

assessment of the process

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1. Quantitative

after finishing

Communication diagram, to be filled by an observer

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2. Qualitative/quantitative

Three types of contributions:

• Contributions furthering discussion• Contributions improving ’climate’• Contributions blocking discussion

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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

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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

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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

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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

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3. Relative - matching

After the discussion:

• Assessing the process individually• Matching the individual group members’

assessment • Discussing major mismatches

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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.

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Do you want to know the correct answers?

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What can we learn about communication from this

exercise?

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Time for a break…

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Lecture 2: On writing and review

1. Illustrations2. Group writing3. Review

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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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Illustrating ”eye view” of a control room

Mimic diagram

Monitors for overview

Working monitor

Working place

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Illustrating emission of NOX

Low sources

Medium height sources

High sources

Background from abroad

Total NOX concentration

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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

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Review – Why ?

• To find mistakes

• To identify if something is missing

• To point out which parts of the document are really good (excellent)

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Review – How and When ?

• Written or oral • at a group meeting• after everybody have read the

writing and have prepared individual comments to it

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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.

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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

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Break for 15 minutes

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Lecture 3: On oral presentation

• A Guest Lecturer• Plenum assessment of the

guest lecturer• Planning an oral presentation

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A guest lecturer

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What can we learn about oral presentation from this exercise?

Find 5 good and 5 bad points in the presentationFeel free to smalltalk about your answers. Be prepared to explain your points.

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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!

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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

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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

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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 clue-cards

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Oral presentations - body language

Elements in body language

• eyes• facial mimic• gesture• posture• position• dressing

How do you interpret this sign?

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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??

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Superior and self-confident; don’t turn your back to the audience

Signals defence and insecurity despite the smile

Confident, committed and confidence-inspiring

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Defensive and keeping his distance

A little nervous; holding a pencil or a pointing device will look more natural

Aggressive, determined

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Open and honest Insecure, holding his own hand

Cautious and a little insecure

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

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This was it for today – and the end of this course on

Project Organised Learning

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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!!