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Communication Communication SkillsSkills

Kathy McCoyKathy McCoy

CIS DepartmentCIS Department

University of DelawareUniversity of Delaware

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Communication is the Communication is the Key!Key!

No matter how good the idea is, it won’t No matter how good the idea is, it won’t go anywhere unless you can get others go anywhere unless you can get others to believeto believe

Keys to successful communication:Keys to successful communication: Have something to say (and believe in it)Have something to say (and believe in it) Figure out how to organize itFigure out how to organize it Figure out how to SAY itFigure out how to SAY it Practice, practice , practice (rewrite, Practice, practice , practice (rewrite,

rewrite, rewrite)rewrite, rewrite) Deliver the goodsDeliver the goods

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Why is Communication Why is Communication Important?Important?

Very good writing/presentations can’t make Very good writing/presentations can’t make bad work good, but bad bad work good, but bad writing/presentations can make good work writing/presentations can make good work go unnoticed.go unnoticed.

Becoming a good speaker rarely comes Becoming a good speaker rarely comes naturally.naturally.

Make yourself get better at it by giving Make yourself get better at it by giving more talks!more talks!

Make yourself get better by analyzing what Make yourself get better by analyzing what good speakers do.good speakers do.

Work at it… it’s uncomfortable but worth it!Work at it… it’s uncomfortable but worth it!

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Have something to say…Have something to say…

Writing a paper/presentation often Writing a paper/presentation often clarifies/solidifies ideas because the clarifies/solidifies ideas because the paper needs to tell a full story.paper needs to tell a full story.

Papers/presentations have limited Papers/presentations have limited time frames – you need to figure out time frames – you need to figure out the most important points AND figure the most important points AND figure out how to get them across.out how to get them across.

That means leaving out detailsThat means leaving out details That’s often tricky!That’s often tricky!

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Writing Well Means…Writing Well Means…

Making something Understandable to the Making something Understandable to the Audience…Audience…

Making something Interesting for the Making something Interesting for the Audience to read (because it is properly Audience to read (because it is properly motivated)motivated)

A poorly written paper is one where the A poorly written paper is one where the wrong details are included, or it asks the wrong details are included, or it asks the reader to do too much work. Make it fun reader to do too much work. Make it fun to read. Provide the necessary to read. Provide the necessary background and materials.background and materials.

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Writing is Important!Writing is Important!

Writing was one of the most Writing was one of the most important lessons I learned in important lessons I learned in graduate school.graduate school.

It is important – spend time getting it It is important – spend time getting it right!right!

Study from good writers.Study from good writers. Practice writing – and get feedback! Practice writing – and get feedback!

(At the same time, be willing to give (At the same time, be willing to give feedback too!)feedback too!)

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How do you organize a How do you organize a talk/papertalk/paper

Start early – “There is no such thing Start early – “There is no such thing as good writing, only good rewriting.”as good writing, only good rewriting.”

Decide what the “take home Decide what the “take home message” should be.message” should be.

Write down the important points you Write down the important points you want to make (in any random order) – want to make (in any random order) – don’t forget motivation and “way of don’t forget motivation and “way of looking at the problem.”looking at the problem.”

Spend time thinking about Spend time thinking about pictures/graphs/visual aids to help pictures/graphs/visual aids to help you make your points.you make your points.

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Writing Research PapersWriting Research Papers

Know your audienceKnow your audience Who is on the program committee?Who is on the program committee? What kind of work do they do?What kind of work do they do? What is the style of the conference?What is the style of the conference? What is the assumed knowledge?What is the assumed knowledge?

Remember program committee Remember program committee members are busy peoplemembers are busy people Your writing has to be clear and Your writing has to be clear and

concise. Don’t try to say too much!concise. Don’t try to say too much!

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Know the Criteria for Know the Criteria for AcceptanceAcceptance

SignificanceSignificance Technical soundnessTechnical soundness Relevance to conference topicRelevance to conference topic Relevant literature citedRelevant literature cited How general is the contributionHow general is the contribution Is the paper well-written/clear?Is the paper well-written/clear?

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Some things to think Some things to think about…about…

Get the reader interested early Get the reader interested early (remember they’re busy…)(remember they’re busy…)

Show the reader how to read and Show the reader how to read and evaluate the work – establish the point of evaluate the work – establish the point of view the reviewer should be taking.view the reviewer should be taking.

The paper must be technically sound, but The paper must be technically sound, but make sure it is understandable to a non-make sure it is understandable to a non-expert.expert.

Proof the paper and then proof it again!!!Proof the paper and then proof it again!!!

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Get feedback before you Get feedback before you send it in!send it in!

Get the draft done early so you can get Get the draft done early so you can get feedbackfeedback

Be prepared for the feedback and think Be prepared for the feedback and think of it as a blessing (grow a thick skin)of it as a blessing (grow a thick skin)

Get it to your advisor REAL earlyGet it to your advisor REAL early Give it to your friends – and learn how Give it to your friends – and learn how

to read their papers in returnto read their papers in return Let the people reading it for you know Let the people reading it for you know

what the criteria arewhat the criteria are

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Planning an Oral Planning an Oral PresentationPresentation

Know the audienceKnow the audience Know the amount of time that you haveKnow the amount of time that you have

Plan for the time – don’t try to fit in morePlan for the time – don’t try to fit in more Think of short conference talks as Think of short conference talks as

advertisements to get the people to read the advertisements to get the people to read the paper (where they find out the real details)paper (where they find out the real details)

Know the expectations for the type of Know the expectations for the type of talktalk Formal presentation (short or long)Formal presentation (short or long) Informal presentation with questionsInformal presentation with questions DiscussionDiscussion

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Short Formal TalksShort Formal Talks

These are hardThese are hard This is a one shot deal – make it countThis is a one shot deal – make it count Know your points and make sure they Know your points and make sure they

come outcome out Be neat, tidy, logical, unambiguousBe neat, tidy, logical, unambiguous

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Practice Makes PerfectPractice Makes Perfect

Practice is especially important for a Practice is especially important for a timed conference paper timed conference paper presentation.presentation.

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The Practice MethodThe Practice Method

Determine the talk and generate the slidesDetermine the talk and generate the slides Write out exactly word-for-word what you Write out exactly word-for-word what you

plan to say on each slideplan to say on each slide Run through the talk out loud to yourself Run through the talk out loud to yourself

with the slides and notes on print-outs in with the slides and notes on print-outs in front of youfront of you Note mistakes in the slidesNote mistakes in the slides Jot notes on places that just “don’t seem to Jot notes on places that just “don’t seem to

work”work” Note how much too long the talk isNote how much too long the talk is

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Still Practicing…Still Practicing…

Think about/act on the results of the Think about/act on the results of the practicepractice Does the overall talk work?Does the overall talk work? Is it reasonably close to the right amount Is it reasonably close to the right amount

of time or do I have to cut major chunks?of time or do I have to cut major chunks? Fix the slidesFix the slides Rewrite the text to fix those rough spots Rewrite the text to fix those rough spots

that were noted (sometimes this means re-that were noted (sometimes this means re-ordering or working in a new transition or ordering or working in a new transition or significantly changing a couple of slides)significantly changing a couple of slides)

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Still Practicing…Still Practicing… Practice it again to yourself out loud.Practice it again to yourself out loud. If the talk is getting pretty good, do it If the talk is getting pretty good, do it

again, this time standing up and don’t again, this time standing up and don’t depend on the notes.depend on the notes.

Make sure you are speaking SLOWLY – Make sure you are speaking SLOWLY – you should get the timing almost perfect.you should get the timing almost perfect. Getting the timing perfect may mean Getting the timing perfect may mean

rewriting some parts!rewriting some parts! Now you are ready to do a practice talk Now you are ready to do a practice talk

for your friends!for your friends! This is a really important step!This is a really important step!

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The Dry Run…The Dry Run… NOTE: it is often harder to give a talk to NOTE: it is often harder to give a talk to

your friends and colleagues then it is to a your friends and colleagues then it is to a large audience that doesn’t know you.large audience that doesn’t know you.

Make sure you are doing this early Make sure you are doing this early enough so you will be able to incorporate enough so you will be able to incorporate their comments!their comments!

Lay the ground rules for the dry run – Lay the ground rules for the dry run – make sure they know where you are make sure they know where you are giving the talk (what kind of audience), giving the talk (what kind of audience), how long you have, whether you can be how long you have, whether you can be interrupted, etc…interrupted, etc…

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Still on the dry run…Still on the dry run… Deliver the talk as if it were the real Deliver the talk as if it were the real

thingthing SmileSmile Be confidentBe confident Look them (all) in the eyeLook them (all) in the eye Be enthusiastic about (all) the materialBe enthusiastic about (all) the material Speak SLOWLYSpeak SLOWLY Speak clearlySpeak clearly Modulate your voice emphasizing the Modulate your voice emphasizing the

important pointsimportant points

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More on the Dry RunMore on the Dry Run

Listen carefully to the commentsListen carefully to the comments Be grateful for every comment you get! Be grateful for every comment you get!

(Remember, you don’t need to incorporate them (Remember, you don’t need to incorporate them if you don’t like them, but another viewpoint is if you don’t like them, but another viewpoint is ALWAYS helpful.)ALWAYS helpful.)

Pay particular attention if someone is confused Pay particular attention if someone is confused or didn’t understand a point that was made – or didn’t understand a point that was made – that really needs to be fixed!that really needs to be fixed!

Rewrite the talk on the basis of the Rewrite the talk on the basis of the commentscomments

Go practice it for yourself again!Go practice it for yourself again!

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At the ConferenceAt the Conference It is natural to be nervous It is natural to be nervous Check out the set-up in advance (take Check out the set-up in advance (take

that stresser away)that stresser away) It is best if you can actually TRY the media It is best if you can actually TRY the media

in advancein advance Ask for help if something doesn’t work rightAsk for help if something doesn’t work right Know what “signals” for time you will getKnow what “signals” for time you will get

Remain confident – you KNOW this Remain confident – you KNOW this material and it is GOOD – now show material and it is GOOD – now show them!them!

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Overcoming Speaking Overcoming Speaking AnxietyAnxiety

A quote from Lenny Laskowski:A quote from Lenny Laskowski:

The first and most important [way to The first and most important [way to reduce speaking anxiety] of all is reduce speaking anxiety] of all is preparation. I like to think of it as the 9 preparation. I like to think of it as the 9 P's: P's: PPrior rior PProper roper PPreparation reparation PPrevents revents PPoor oor PPerformance of the erformance of the PPerson erson PPutting utting on the on the PPresentation. resentation.

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Handling QuestionsHandling Questions

LISTEN to the question.LISTEN to the question. THINK before you answer.THINK before you answer. Repeat the question (this is good for you Repeat the question (this is good for you

and good for the audience who may not and good for the audience who may not have heard it clearly).have heard it clearly).

If you can’t answer a question, just say so!If you can’t answer a question, just say so! Offer to research the question and get back to Offer to research the question and get back to

them.them. Suggest sources where the answer might be Suggest sources where the answer might be

found.found. (Confidently) ask for suggestions from the (Confidently) ask for suggestions from the

audience.audience.

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Summing it UpSumming it Up

Communicating your ideas clearly is an Communicating your ideas clearly is an important skill.important skill.

This skill needs to be worked at – and it This skill needs to be worked at – and it is often uncomfortable to work at it!is often uncomfortable to work at it!

The more you do it, the easier it The more you do it, the easier it becomes – but that fear really doesn’t becomes – but that fear really doesn’t ever go away! That’s a good thing – ever go away! That’s a good thing – WANT to tell them something.WANT to tell them something.

Never let them see you sweat!Never let them see you sweat! Keep up the confidence and enthusiasm!Keep up the confidence and enthusiasm!

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ReferencesReferences Effective Presentations Tutorials by Effective Presentations Tutorials by

Jeff Jeff RadelRadel http://www.kumc.edu/SAH/OTEd/jradel/http://www.kumc.edu/SAH/OTEd/jradel/effective.htmleffective.html

Overcoming Speaking Anxiety in Overcoming Speaking Anxiety in Meetings & PresentationsMeetings & Presentations By Lenny By Lenny Laskowski: Laskowski: http://www.all-biz.com/newroot/zoom.asp?shttp://www.all-biz.com/newroot/zoom.asp?storyID=40533&szparent=2936&action=distoryID=40533&szparent=2936&action=display&SessionID=168637&zoneID=2936&iplay&SessionID=168637&zoneID=2936&infoType=ArticlesnfoType=Articles

So long, and thanks for the Ph.D.! by So long, and thanks for the Ph.D.! by Ronald T. Azuma Ronald T. Azuma http://www.cs.unc.edu/~azuma/hitch4.html http://www.cs.unc.edu/~azuma/hitch4.html