Transcript Message

Chapter 3 Communication
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Objective
Understanding the importance of communication,
and develop the communication ability.
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What to learn
 Introduction
to communication :
- Key factors in miscommunication
- Misunderstanding of the message
 How
to improve presentation skill:
- Prevent misunderstanding of the message
- Tips on how to be an excellent presenter
- Write the message and presentation “30 second message”
 Writing
제3장 의사소통
a technical documents
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Preparatory activity 3.1: Explain
difficult principle to kindergarten children
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5 minutes activity, 5 minutes presentation.
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Talk about the difficulties, when someone explain to
others “difficult things to understand” and discuss
how to resolve these difficulties.
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Try to experience the importance and necessity of
communication ability.
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Ex) Law of Universal Gravitation,
Law of Acceleration,
Elevator operation algorithm , Etc.
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3.1 Importance of communication
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Factors in miscommunication
Internal factor
Internal factors
Language, Culture,
Environmental factors
Worth, Prejudice,
Memory, Experience,
Emotion, Expectation,
Stereotypes,
Time stress, Lack of
communication ability.
Way of think, etc.
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Environmental factor
Environment that makes
hard to concentrate,
Noise, Telephone ring,
Car noise,
Conversation sounds of
other people, Thunder,
Music, etc.
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Misunderstanding of the message
Idea
Noise
Message1
Message2
Message3
Listener
Speaker
Filter1
Filter2
Filter
: Internal
필터:
내적 factors
요인
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3.2 Preparing the Presentation material
and presentation tips
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Preparatory activity 3.2:
 Talk
about “the most impressive lecture/speech in
your life” and list the five or more reasons why
that lecture/speech is so impressive. List five or
more things and present it.
(5 minutes activity, 5 minutes presentation)
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Prerequisites for communication
아이디어
Idea
Noise
Message1
Message2
Filter1
Message
Filter2
1. The thoughts must be organized well.
2. The filter1, 2 should be matched.
3. Remove noise and talk loudly.
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What makes good communicator?
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Good communication does not mean fluent speaking.
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Communication becomes easier when all has the same,
language, culture, way of thinking and memory.
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Communication deliver hope, emotion and worth as well
as fact and method. The attitude is expressed in body
language.
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Communication is not only giving and receiving.
It must be “understood and responded.”
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Table 3.1 Consideration on
“to be an excellent presenter”
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You should know others before judging them.
Must be calm, comfortable, open and friendly.
Show concern to others.
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Respect someone and accept as they are.
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Spend time together and communicate one-to-one
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Try to understand and cooperate.
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Should listen to other’s point of view
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Should have a positive attitude.
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Should not try to always be a leader.
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Observe the body language.
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Have a sense of humor.
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To learn how to argue fairly.
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Must have a communication moderator.
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Table 3.2 Factors in making audience listen
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Speak loudly.
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Using a correct language.
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Speak clearly and use interesting word that “The
listener to be concentrate.”
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Understanding about ;
“Listener’s thinking tendency, level of knowledge and
experiences.”
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Induces the reaction of the listeners.
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Being a good listener
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Research of Harvard University
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The percentage of communication time :
writing 9%, reading 16%, speaking 30% , listening 45%.
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Normal speaking rate is 120~140 words per minutes, but
you can listen up to 600 words, if you concentrate.
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Research of UCLA
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Composition of voice messages ;
Words 7%, tone, intonation, rate, emphasis 38%, body
language 48%.
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Characteristics of good listener
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They want to hear what others say.
They want to give help to resolve the problem.
They accept the feelings of others with truth. (but, understanding that feelings are temporary.)
They trust the other’s thinking and solve their own problems.
They listen to understand and do not judge negatively.
They do not modify the message nor change the subject.
They focus on the goal, not on a small problem.
They know that it is possible to be fooled by the first impression or appearance.
They do not interrupt during other’s presentation.
They do not skip and leap to conclusions.
They do not determined in advance. (“I’ve heard it before. It’s boring. It’s too difficult.”)
They concentrate. They contact eyes.
(It may be considered rude, depending on culture.)
They smile when they agree.
They responds with body language to show that they are hearing.
They ask questions.
They can summarize the meaning of words and facts.
They can pick the unspoken message.
They are undisturbed by unconventional behavior or anger.
They can adjust their behavior and focus on solutions.
They can give a cooperative reaction (when the requested, criticize constructively).
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Practical communication skill
How to make others understand your point of view in 30
seconds?
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“Modern people are living in the flood of information.” - Milo Frank
Concentrate on your thoughts, writing and saying.
Be logical and concise.
Improve the ability of careful listening and make conversation
continue.
Be a better presenter. Success in selling the idea.
Use Q&A to the issues effectively.
Promote the confidence and achieve the goal.
Why “the message should not exceed 30 seconds”?
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30 second message
“Beginners usually spend at least one hour to prepare the 30second message.”
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Preparation
 Have to determine such as object, the audience, approach
when you preparing a message.
Message
: You should think three things in the message.
 Link: make audience pay attention, using humor and visual aids.
 Subjects: purpose of the message. follw the “five W’s and one H.”
 Finish: required strongly or subtle what you want.
Presentation
: In oral announcement, “attitude, appearance, action, way of talking”
are important. Because it helps to deliver the meaning of a message.
 Attitude and appearance: well-matched, facial expressions, eyes,
posture, gesture, accents, appearance, clothes, etc.
 To act: friendly action, smile, like actor, do not speak like reading the
script.
 Way of talking: show emotions in face and voice when you speaking,
intonation of voice.
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Practical training 3.2
: recording 30 second speaking and analysis
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Make a 30-second advertisement of the product to be
developed in the project, and present it.
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Record the presentation and discuss about
improvements while watching the recorded
presentation.
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Submit the recorded content by team.
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How to make presentation materials
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Slide composition technique
 One
slide contains only one kinds of unified
information
 One slide contains no more than 10 lines of text.
 Background should be simple, not be complex
 All slides have the one kind of style (If possible).
• If it is difficult to be “one kind” , recommend not more
than two to three.
 Considering
the footnote of screen,
use about 85% of the entire screen.
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Slide background and text color
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The color with high brightness and saturation may be
highly visible, but it cause fatigue to eyes.
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Use the contrast color in background and text
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Less than three colors in one slide.
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Set dark part at left.
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Do not use primary colors, if possible.
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Presentation contents
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If possible, write briefly in 6 or less lines in one slide
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6X6 rule
• Less than six words per one line
• Less than six lines per one slide
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Use easy and clear words
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Recommend words that can be interpreted in one meaning.
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If possible, write positive sentences rather than negative.
Caution for font size
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Title 28-36 points.
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Body 18-24 points.
(for print, use : title 18-20 points , body 11-14 points)
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Use highly visible fonts.
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Highly visible font for beam projector is Gothic type.
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Hangul : “HY headlineM”, “HY Gothic-extra”
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English : Arial, Tahoma(Bold), Verdana(Bold)
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Figures and Tables
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Figures
 Try
several times.
• It is difficult to make good figures at the very first time.
 Make
it simple and clear
• Many contents in one slide should be avoided.
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Tables
 Complex
table should be made by excel and be
imported.
 Align the text within the table.
• Short text “Align to center”,
Number “Align to the right
• The number with a decimal point “Sort by point basis.”
 Recognizable
• Put the important contents in the table.
• Special mark on notable parts.
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Writing technical documents
Kinds of technical documents:
 Project proposals
 Design description
 Specifications
 Contract
 Research plan
 Research report
 Thesis
 Technical announcement
 Instruction guide (manuals)
 Advertisement and other
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Preparatory activity 3.3:
Discuss about the difficulties felt while reading
user’s manual.
 Each team discuss about “the difficulties felt
while reading the user’s manual.” with
examples.
List five or more reasons why the user’s
manual is not easy to understand.
 5minutes activity, 5minutes presentation.
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Consideration
when writing technical documents
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Clarity: Unambiguous and Undoubtedly.
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Simplicity: Should avoid unclear and unnecessary contents.
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Accuracy and precision: Accuracy means “Provide accurate
information.” Precision means “Uncertainty level of information.”
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Meticulous and logical configuration: Contains all the necessary
information using the format that is easy to write.
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Focus on the reader: The Information for user.
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Reliability : Notify that the concept has been proven through
research of idea, analysis, synthesis, and test.
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Adequacy of time: Adjust time to the the project completion or
product usage.
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Tips for good writing for engineering student
(Jae chun Im, 2003)
Write differently depending on the Practitioners and deciding officer have
target and the level of the reader
different interests
Writing on writer’s erudite and Compose of what reader wants and provide
suffering should be avoided
information while holding interest.
Contents should be smooth and Readers are creating a thought of his own way
natural.
and expect how to develop the contents.
The appropriate vocabulary is just Try to find the exact words that express
one
precisely
Combine vocabulary become the basic form of
Statement should mean only one
the text. Statement should mean only one
concept
concept, if possible.
Use conjunction and postposition Improper use of either conjunction
as signal system
postposition may cause confusion\.
or
Because modern people are very busy and
The main contents should be read
have lots of texts to read, they read the text
at a glance
selectively.
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Practical training 3.4
Modify “User’s manual of existing products”
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Prepare the “User’s manual of existing
products.”
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Each team discuss how to make user’s guide
better and modify.
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Modified parts should be be marked with a red
pen.
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10 minutes activity.
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