In Engineering and Life In General Paulo F. Ribeiro, MBA, PhD, PE PRIBEIRO@CALVIN.EDU

1. Communicating To Make Things Happen In Engineering and Life In General Paulo F. Ribeiro, MBA, PhD, PE PRIBEIRO@CALVIN.EDU

2. Communicating To Make Things Happen Communication: A Necessity (not sufficient) of Life In Engineering: 1 - 20 to 50 percent of an engineer’s time is spent on communicating with others 2 - Communication skills critical in career advancement 3 - Verbally as much as in Writing 4 - Advanced Technologies – Demand has become more critical and complex That is why you should do well in your English, Philosophy, Communications and even Theology Classes. They are an integral part of your engineering education… Whether you like it or not.

3. Signs of Project Failure Project engineers and managers don't understand clients' needs Scope is ill-defined: Proposal / Bid Unrealistic Project Changes and Interface Requirements are Communicated / Managed Poorly Deadlines are unrealistic Project lacks people with appropriate skills _________________________________ Clients become resistant Sponsorship is lost To Communicate or Obfuscate

4. Five Basic Skills Listening Speaking Writing Mathematics Graphics FACILITATING FACILITATING The greatest problem in communication is the illusion that it has been accomplished. D. Davenport

5. Listening • Be Attentive • Increasing Effectiveness • Emphatically Listening • Attentive Listening • Selective Listening • Pretending to Listen • Ignoring • Verify Understanding (Ask Questions) • Use What Is Learned (Write About It) “The beginning of wisdom is silence. The second stage is listening.” A Hebrew Sage Opportunities are often missed because we are broadcasting when we should be listening. Author Unknown

6. Distinctions Between Writing and Speaking Single-Channel (Writing) vs. Multi-Channel (Speaking) One-Directional (Writing) vs. Two-Directional (Speaking) Conveying (Writing) vs. Convincing (Speaking)

7. Writing “My son never writes – he’s an engineer”

8. Writing Your manuscript is both good and original, but the part that is good is not original, and the part that is original is not good. Samuel Johnson

9. Writing • General Suggestions • Learn All You Can (Furnish Your Mind) • Think Hard About The Subject (Exercise Your Mind) • (Interesting, Creative Ideas) • Avoid Distractions (Quiet Your Mind) • Take A Break (Refresh Your Mind) • Save Time For Reflection (Free Your Mind) • Associate With Creative People (Stimulate Your Mind) • Keep Writing In Your Log Book (Tune In To Your Mind) • Notice Your “Crazy” Ideas (Respect Your Mind) • Be Quick To Question Authority/Professor (Alert Your Mind) • Trust the Creator (Surrender Your Mind)

10. Report Writing - Can Engineers Write? • Define and Analyze Your Audience • Classify Your Report (Research, Proposal, Feasibility Studies) • Design The Report (Outline) • Transmittal Letter, Title Page, Table of Contents, Executive Summary • Chapters, Acknowledgements, Cite References, Appendices • Write First Draft, Conclusions • Write Introduction • Why Is This Important • What Is the Background / Motivation? • What Was The Work Performed? • What Will Be Presented?

11. Writing • Report-Writing Guidelines and Standards • Start Writing on Day 1 • Outline and Incubate • Write Easy Parts First • Write in Third Person • Employ a Gender-Neutral Style • Standard Graphics and Diagrams • Use Format Writing, Avoid Jargon • Establish Report Milestones • Check Spelling, Grammar, Cite All Sources • Revise, Revise, Revise

12. Some Basic Rules of Grammar Each pronoun agrees with their antecedent Verbs has to agree with their subjects Don’t use no double negatives A Writer mustn’t shift your point of view Join clauses good, like a conjunction should Don’t write a run-on sentence remember to separate sentences Prepositions are not words to end sentences with. Parenthetical remarks (however relevant) are unnecessary. Contractions aren't necessary. One should never generalize. Don't be redundant; don't use more words than necessary; it's highly superfluous. Be more or less specific. The passive voice is to be avoided. Who needs rhetorical questions? Exaggeration is a billion times worse than understatement

13. Speaking • Introduction • Why Is This Important • What Is the Background / Motivation? • What Was The Work Performed? • What Will Be Presented? • Present arguments and ideas in a clear and concise way • Be persuasive and true • Be interesting • Be Enthusiastic • Absolutely nothing will help your presentation more than communicating your passion and confidence.

14. "Let thy speak be short, comprehending much in few word” Ecclesiasticus Speaking Conquer Reluctance to Speak Define The Audience and the Setting Prepare The Script Prepare the Graphics Keep it Simple Title for Maximum Impact

15. Speaking Remember That You Are the principal Means of Communications Practice Out Loud Establish Delivery Time Reduce Distracting Habits Listen To How You Rally Sound Improve One Step at a Time Do Not Read

16. Speaking Communicate Your Communication Needs Check Out the Room Suggest A Proper Introduction Deliver the Speech – Speak to the Entire Audience Be Visual Conclude Definitely !!!!

17. Speaking USUALLY BETTER USUALLY WORSE * Talk * Read * Stand * Sit * Use visual aids: outlines, pictures, graphs * Have no visual aids * Move * Stand still * Vary the pitch of your voice * Speak in a monotone * Speak loudly and clearly, toward the audience * Mumble, facing downward * Make eye contact with the audience * Stare at the podium * Focus on main arguments * Get lost in details * Finish your talk within the time limit * Run overtime * Rehearse your talk * Don't practice * Summarize main arguments @ beginning and end * Fail to provide a conclusion * Notice your audience and respond * Ignore audience behavior * Emulate excellent speakers * Emulate mentors regardless

18. No man who values originality will ever be original. But try to tell the truth as you see it, try to do any bit of work as well as it can be done for the work's sake, and what men call originality will come unsought. C.S. Lewis In Conclusion • Communicate To Make Things Happen • Write – Correctly, Concisely, Precisely • Speak – Enthusiastically and Confidently • Facilitate The Communication Process The Complete Engineer - Should be able to successfully use the levels of communication skills demanded by the complex, diverse, and ever-changing world. Such skills include, but are not limited to, listening, speaking, writing, reading, as well as, communicating through mathematics, science, philosophy, literature and the arts.