Transcript Technical Communications for the Practicing Professional

Technical Communications for the
Practicing Professional
Dick Hayter
Overview
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Importance of Communication
Communication Experiences
Tips for better Communication
ASHRAE Communications
“ . . . engineers need
communication skills not only for
the company’s sake but also for
the benefit of their own careers.”
Richard Anderson
VP & Chief Technical Officer, Retired
Grumman Aircraft
“Soft skills make the difference
between stagnation and growth
in an engineering career.”
Richard Anderson
“The candidate who has
everything but communication
skills could get passed over.”
National Association of
Colleges and Employers
“To be successful in the future,
engineers must hone their
communications and
interpersonal skills.”
Jack Hinton
NSPE Past President
“I’ve seen a lot of guys who are
smarter than I am . . .And yet I’ve
lost them in the smoke. Why?
Because I’m tough? No . . .You’ve
got to know how to talk to them,
plain and simple.”
Lee Iacocca
“Most of the fundamental ideas
of science are essentially simple,
and may, as a rule, be expressed
in a language comprehensible to
everyone.”
--Albert Einstein
Examples of Challenges to
Conveying Technical Ideas
• Public Press
• Elected Officials
Communicating with the Media
• Being an expert and conveying an idea are
not the same.
• Weigh pros & cons of giving an interview
but lean toward accepting the invitation.
• Prepare a short list of “must airs.” Then
bridge if necessary.
• Remember, it’s your interview. Stay in
control. Make it YOUR story.
Communicating with the Media
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Be succinct. Think in sound bites.
Ask reporter to explain what you just said.
Avoid acronyms.
Avoid technical terms when you can.
Explain when you can’t.
• Offer to be available if additional
information is needed.
• Conclude by repeating your “must airs.”
Communicating with the Media
“Don’ts”
• Don’t claim to speak on behalf of
ASHRAE.*
• Don’t “speak off the record.”
• Don’t say “no comment.” Offer to get back
if you don’t have an answer.
• Don’t fight anyone who buys ink by the
barrel
• Don’t ever lie!
Communicating with the Media
Communicating
with the Media
“Keep everything as simple as
possible, but not simpler.”
--Albert Einstein
Elected Officials
• Engineering profession has extraordinary
credibility. Use it but don’t abuse it.
• Public policy makers generally want to do
what’s right.
• Be succinct
• Speak to more than one elected official.
• Staff are important.
Elected Officials - Continued
• Follow all verbal communication with
written summary.
• If testifying, distribute written comments.
• Read written testimony verbatim. Practice.
• Believe in the public process.
• You represent yourself or company but not
ASHRAE.
Communication Skills
• Sending Skills
– Writing
– Speaking
• Receiving Skills
– Reading
– Listening
“. . . mastering the art of
persuasion can take
communication skills to
its highest level.”
Danielle Boykin
“Engineering Times”
Sending Skill - Speaking
S = Structure
P = Purpose (Personal)
E = Enthusiasm
A = Audience
K = Knowledge
Wisdom
“Wisdom is knowing when to
speak your mind and when to
mind your speech.”
Evangel
Sending Skill - Speaking
“If you use a third derivative
in your speech, first make
sure your audience is
drunk!”
Source Unknown
Receiving Skills - Listening
“. . . a large part of
communication skills, which
people forget, is listening.”
John Chambers
Cisco
Receiving Skills - Listening
“ Active listening is more than
hearing. Listening is a learned
behavior that attaches meaning to
sound. It is the hardest role in the
communication process.”
Prof. Holly Deforest
Park College
Receiving Skills - Listening
“ God gave us two ears and one
mouth. It is wise to use them
in that proportion.”
R. Hermstad
September ‘99
Active Listening
• Clarify – Get more info. Ask Questions.
• Restate – Say in your own words what
you heard, including feelings.
• Encourage – Use neutral or nonthreatening
words to help the person to expand
on their message.
“Steps to Resolving A Conflict”
KSU Nonviolence Program
Receiving Skills - Listening
L = Learn
I = Interest
S = Supportive
T = Think
E = Evaluate*
N = Need
Receiving Skills - Listening
*“When you look at people,
observe their abilities, not their
disabilities.”
Christopher Reeves
Receiving Skills - Listening
“ A closed mouth gathers no foot.”
Source Unknown
Chapter Technology Transfer
Committee
From CTTC Manual
• Coordinate dissemination of technical
information
• Maintain liaison with local & state
government advisory bodies
• Inform chapter on HVAC&R public issues
ASHRAE Public
Relations Guide for
Chapters
ASHRAE Journal
March 2004
Acronymania
- The excessive use of acronyms
resulting in a total breakdown in
communications and total
disinterest by the listener in
whatever it is you’re trying to
say.
Acronym Finder
www.acronymfinder.com/
(335,000 acronyms & abbreviations)
ASHRAE’s Acronyms
& Abbreviations
“Vision without action is merely a
dream and action without vision
just passes the time, but vision
with action can change the
world.”
Joel Barker
Thanks for listening!