REPORT WRITING AND

PRESENTATION SKILLS

HU155

Course Information• Instructor: Dr. Wael Said

• Email: wael.mohamed@zu.edu.eg w_said@hotmail.com

• Prerequisites: • Text books:

•

• But I will use material from other books and research papers, so the ultimate source should be my lectures.

Course Outline• Introduction and Motivation• Communication• Report Writing

• Part 1 The practical side of report writing• Part 2 The Creative Side of Report Writing• Part 3 Some Common Types of Report

• Presentation Skills• Part 1 Assessing your skills• Part 2 Planning your presentation• Part 3 Slides and other Visual aids• Part 4 New technology for Presentations• Part 5 Preparing your Presentations

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Grading Information• Grading

• Midterm Exam 10• Quiz and Homework 10• Exercise Attendance 10 • Experimental exam 10• Final Exam 80

• Policies • Attendance is required • All submitted work must be yours • Cheating will not be tolerated

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Course Objectives• Prepare the students for writing their assignments work in

report form.

• To know the possible organization of reports.

• To be able to organize and write correctly the contents of a report sections.

• To improve the writing style of a report.

• To practices preparing and analysis the contents of a report.

• Understand a rang of tools and techniques for Report Writing

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Additional related objectives• To get the concepts of improving the writing skills is a part

of the communication skills.

• To implement the logical thinking through the writing process.

• To know some advanced methods for search digital resources online.

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Motivation• I Read and I Forget.

I Write and I Remember (Summaries & Mind-Maps)

I Do and I Understand (Problem Solving ..)

• “Writing and cookery are just two different means of communication” Maya Angelou

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CHAPTER 0

Communication

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Learning Objectives• To understand the concept of communication and grasp

different stages of the communication process

• To discuss various features, flow, forms and importance of communication

• To understand the difference between general and business communication

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Definition

Communication is a word of Latin origin Communico or communicare, which means to share.

• Transmission and interchange of facts, ideas , feelings or course of action.

• Most common medium of communication is language not only language we use codes and symbols in order to communicate.

• “The three most important words for a successful relationship are: communication, communication, and communication.”

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Most common ways we communicate

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Spoken Word

Written Word

Visual Images

Body Language

Communication Process

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Elements of communication Process• Sender- sender is the person who originates the message and is

therefore the information source ( or encoder )• Encoding – Is the sender’s process of putting the message into

a form that the receiver will understand.• The receiver is the person to whom the message is

communicated and who interprets or decodes the message.• Decoding – The receiver’s process of translating the message

into a meaningful form.• Message is the content or what is communicated.• Channel is the carrier through which or by which the message

is transmitted to the receiver. The choice of the channel and the type of symbols is determined by the situation

• Feedback the observation of the receivers response by the sender is called feedback.

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Characteristics of effective communicationsEffective communication requires the sender to:

• Know the subject well

• Be interested in the subject

• Know the audience members and establish a rapport with them

• Speak at the level of the receiver

• Choose an appropriate communication channel

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Characteristics of effective communicationsEffective communication requires the message to be:

• Clear and concise

• Accurate

• Relevant to the needs of the receiver

• Timely

• Meaningful

• Applicable to the situation

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Characteristics of effective communicationsEffective communication requires the channel to be:

• Appropriate

• Affordable

• Appealing

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Characteristics of effective communicationsEffective communication requires the receiver to be:

• Be aware, interested, and willing to accept the message

• Listen attentively

• Understand the value of the message

• Provide feedback

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Types Communication

• Verbal • Oral• Written

• Non verbal• Signs• Symbols• Body Language• facial expressions• touch • even style of clothing• Variation in Voice Characteristics

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Types Communication

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Oral Written

Non-Verbal

ORAL Communication

• Face – to – face

• Telephonic

• Group Meeting

• Seminar

• Conference

• Panel Discussion

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• Symposium

• Interview

• Presentation

ORAL Communication

Advantages

• Adjustable• Clarification• Time• Persuasion & control• Formality• Cost• Convenient/reliable for Groups

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Limitations

• Future ref not possible

• Not-effective if poor speaker

• Not suitable for lengthy details

• Distortion• Poor retention

Written Communication

• e-mail

• Fax

• Memorandum

• Notice

• Circular

• Press release

•

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• Letter

• Proposal

• Research paper

• Report

Written Communication

Advantages

• Most wanted• Permanent• Legal evidence• Accurate• Suitable for lengthy & complicated

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Limitations

• Limited only Literates• Costly, time consuming• Formal• Delayed feedback

Why Do We Care?

Early Career

You can spend 50-75% of your time for communicating

Performance evaluation and job advancement usually depend more on communication skills than on technical skills.

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Why Do We Care?

Later Career

You can spend 90-95% of your time for communicating

As you advance in your career, even more of your time is spent communicating rather than calculating

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General v. Professional Communication• Professional Communication: Use of effective language for conveying a commercial/ industrial message to achieve a predetermined purpose

• Professional Communication concerned with business activities• characterized by certain formal elements• impartial & objective• certain complex writing techniques

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General v. Professional Communication

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General Communication Technical Communication

Contains a general message Contains a technical message

Informal in style and approach Mostly formal

No set pattern of communication Follows a set pattern

Mostly oral Both oral and written

Not always for a specific audience Always for a specific audience

Doesn't involve the use of technical vocabulary or graphics, etc.

Frequently involves jargon, graphics, etc.

Skill to Communicate

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• Definition of skill• The learned ability to bring about a predetermined result with

maximum certainty and efficiency. • An ability to perform an activity in a competent manner.• The abilities that one possesses

• This ability to translate technical information to non-specialist is a key skill to any technical communicator.

What is a report?• A report is a text that originated in the business world in

order to analyze and present information in a structured way.

• A report is written for a clear purpose and to a particular audience.

• Specific information and evidence are presented, analysed and applied to a particular problem or issue.

• The information is presented in a clearly structured format making use of sections and headings so that the information is easy to locate and follow.

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What is a report?

A well written report will demonstrate your ability to:•understand the purpose of the report brief and adhere to its specifications;•gather, evaluate and analyse relevant information;•structure material in a logical and coherent order;•present your report in a consistent manner according to the instructions of the report brief;•make appropriate conclusions that are supported by the evidence and analysis of the report;•make thoughtful and practical recommendations where required.

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Understanding Writing

Writing Triangle

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Writer

ReaderDocument

Understanding Writing• We use the triangle when we want to make sure of the

following:

• The Writer:1. Sends the information on time

2. Writes clearly

3. Knows what the reader needs

4. Includes all the required information

5. Includes only correct information

• The Reader:1. Receives it on time

2. Can understand everything in the document.

3. Does not need to ask for more information

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Writing is learned by writing• Practice, practice, practice

• Choose good role models

• Study good examples

• But there are also techniques and rules to learn

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Characteristics of Good Writing• Completeness: all information needed is provided

• Correctness: relevant and precise information

• Credibilityمصداقية : support your argument

• Clarity: reader decides what is vague, confusing, ambiguous

• Conciseness ايجاز: get to the point

• Consideration: anticipate the reader’s reaction

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The essential steps before start writing

1. Gathering the Basic information & Data

2. Analyzing and Sorting the Results

3. Outlining the Report

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The Writing Process• Planning:

• Keep objectives in mind and research the topic• Think about the audience• Outlining helps organize thoughts

• Writing:• Follow your outline, use your handbook• Inspiration is acceptable but must be carefully reviewed• Use the interview approach to supplement the outline who, what,

where, when, how)

• Quality control:• Reread your work• Be critical of your own work

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Five keys to effective writing• Put the reader first

• Communication = understanding• Write to Express not Impress• Use words readers can picture

• Use simple words and short sentences

• Use jargon only when necessary

• Write with verbs and nouns• Use the active voice• Choose the right verb and the right noun

• Format document to improve readability• Use lists, bullets, charts, tables, indents, italics, bolds, headings and

subheadings

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The Most Common Writing Errors• Do not write the way you speak.

• Do not use slang.

• Do not expect your reader to know what you mean.

• Do not write in fragments.

• Use complete sentences.

• Always use Standard Written English/Language

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The Most Common Writing Errors• your you’re • to too two• there their they’re• its it’s• quite quiet• than then• whose who’s

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Understanding PresentationIdeas, concepts or issues talked about or spoken to a group or audience

• Aspects in the development of a good presentation• Subject Centered (Material)• Audience Centered (Audience)• Self Centered (Self)

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“Presentation is the ‘Killer Skill’ we take into the real world. It’s almost an unfair advantage