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Proposal Presentations for United States and International Audiences

Learn how to tailor your proposal presentations to different cultural expectations and audience backgrounds. Understand the necessary decisions, findings, recommendations, and implementation considerations. Adapt delivery techniques based on audience preferences.

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Proposal Presentations for United States and International Audiences

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

  2. 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

  3. 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? US Audience’s Questions

  4. US Assumption: A client wants to hear about the main recommendation first. 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.

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

  6. 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 US Presentation Structure OVERVIEW SECTION DISCUSSION SECTION

  7. 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 Cultural Basis for US Structure

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

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

  10. 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 Mexican Presentation Structure Past to present to future

  11. 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

  12. 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

  13. 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

  14. SUMMARY 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

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

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