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El. knyga: What Every Engineer Should Know About Business Communication

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(Lean Six Sigma Institute of Technology, Marion, Iowa, USA)
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Engineers must possess a range of business communication skills that enable them to effectively communicate the purpose and relevance of their idea, process, or technical design. This unique business communication text is packed with practical advice that will improve your ability to

Market ideas Write proposals Generate enthusiasm for research Deliver presentations Explain a design Organize a project team Coordinate meetings Create technical reports and specifications Focusing on the three critical communication needs of engineering professionalsspeaking, writing, and listening the book delineates critical communication strategies required in many group settings and work situations. It demonstrates how to integrate a marketing strategy into every facet of engineering communication, from presentations, visual aids, proposals, and technical reports to e-mail and phone calls. Using situational examples, the book also illustrates how to use computers, graphics, and other engineering tools to effectively communicate with other engineers and managers.
Preface xv
About the Author xvii
1 Analyze Communication Purpose and Audience
1(14)
1.1 How Engineers Learn
1(4)
1.1.1 Recognize That Every Engineer Is Unique
2(1)
1.1.2 Gain Trust
2(1)
1.1.3 Solve Engineering Problems
2(1)
1.1.4 Respect Experience and Ability
3(1)
1.1.5 Control the Learning Experience
4(1)
1.1.6 Allow Time to Alter Perceptions
4(1)
1.1.7 Hold the Engineer's Interest
4(1)
1.1.8 Present Meaningful Contents
5(1)
1.2 How Engineers Are Persuaded
5(4)
1.3 Speak or Write: Select the Right Communication Channel
9(1)
1.4 Consider Your Communication Purpose and Audience
9(6)
Bibliography
11(4)
Section 1 Speak Your Way to Engineering Success
2 Projecting the Image of the Engineering Profession
15(14)
2.1 Overcome Anxiety
15(3)
2.1.1 Why Are We Afraid of Making Presentations?
16(1)
2.1.2 Steps You Can Take to Reduce the Fear
16(1)
2.1.2.1 Prepare, Prepare, and Prepare
16(1)
2.1.2.2 Have a Backup
17(1)
2.1.2.3 Reduce Your Fear of the Audience
17(1)
2.1.2.4 Practice, Practice, and Practice
17(1)
2.2 Primary Impact: Nonverbal Body Language
18(4)
2.2.1 Eye Contact
18(2)
2.2.2 Posture
20(1)
2.2.3 Hand Gestures
20(1)
2.2.4 Facial Expression
21(1)
2.2.5 Plan and Rehearse Your Movements
22(1)
2.3 Secondary Impact: Control Your Vocal Quality, Volume, and Pace
22(3)
2.3.1 Volume
23(1)
2.3.2 Pace
24(1)
2.3.3 Vocal Expression
24(1)
2.3.4 Fillers
24(1)
2.4 Optimize Your Presentation Environment
25(4)
2.4.1 Room Size
25(1)
2.4.2 Light
25(1)
2.4.3 Temperature and Ventilation
25(1)
2.4.4 Room Layout
26(1)
2.4.5 Equipment
26(1)
2.4.6 Noise
26(1)
2.4.7 Access
26(1)
2.4.8 Time of Day
26(1)
Bibliography
27(2)
3 Presentation Aids
29(12)
3.1 Engineering: The Real da Vinci Code
29(2)
3.2 Speaking Visually---Guidelines for Using Presentation Aids
31(2)
3.3 Choosing among Options
33(1)
3.4 Creating Visuals with Impact
34(3)
3.5 Delivering with Visuals
37(4)
Bibliography
38(3)
4 Organize Your Talk
41(14)
4.1 Planning Your Talk
41(1)
4.2 Conducting an Audience Analysis: 39 Questions
42(2)
4.3 Organizing Your Talk in Seven Easy Stages
44(2)
4.4 Getting Attention and Keeping Interest
46(3)
4.4.1 Questioning Techniques
47(1)
4.4.2 Analogies
47(1)
4.4.3 Inside Story
47(1)
4.4.4 Personal Experience
47(1)
4.4.5 Startling Statistics
48(1)
4.4.6 Humor
48(1)
4.4.7 Audience Participation
48(1)
4.4.8 Hooks
48(1)
4.4.9 Handouts
48(1)
4.5 "Five Minutes Early"---Time Management for Your Presentation
49(1)
4.6 Delivering Your Introduction
49(2)
4.6.1 Greet Your Audience
50(1)
4.6.2 Capture Your Audience's Attention
50(1)
4.6.3 Establish Your Credibility
50(1)
4.6.4 Preview Your Talk
50(1)
4.7 Presenting Your Conclusion
51(4)
4.7.1 Signal the End of Your Talk
51(1)
4.7.2 Summarize Your Main Points
51(1)
4.7.3 Suggest a Call to Action or Provide a Memorable Statement
51(1)
4.7.4 Thank Your Audience for Listening
51(1)
Bibliography
52(3)
5 Handling Audience Response
55(14)
5.1 Create the Environment
56(1)
5.1.1 Encourage Questions
56(1)
5.1.2 If No Questions
56(1)
5.2 Handle with C.A.R.E.
57(2)
5.2.1 C = Clarify
57(1)
5.2.2 A = Amplify
57(1)
5.2.3 R = Respond
58(1)
5.2.4 E = Encourage
58(1)
5.3 Deal with Hostile Questions
59(2)
5.3.1 Address Emotions
59(1)
5.3.2 Separate Content from Tone and Restate
59(1)
5.3.3 Address Issues
60(1)
5.3.4 Address the Audience
60(1)
5.4 Deal with Other Types of Questions
61(1)
5.4.1 Dealing with Rambling Questions
61(1)
5.4.2 When You Have No Answers
61(1)
5.5 Control the Q&A Session
62(1)
5.5.1 Manage Your Time
62(1)
5.5.2 Wrapping Up
62(1)
5.6 Thinking on Your Feet
63(6)
5.6.1 Listen
63(1)
5.6.2 Pause to Organize
63(1)
5.6.3 Repeat the Question
64(1)
5.6.4 Focus on One Main Point and Support It
64(1)
5.6.5 Summarize and Stop (SAS)
64(1)
5.6.6 The Q&A Slide
65(1)
Bibliography
65(4)
Section 2 Write Your Way for Business Impact
6 Organizing for Emphasis
69(14)
6.1 Make Your Bottom Line the Top Line
69(2)
6.2 Purpose Statement and Blueprints
71(2)
6.2.1 Writing Effective Purpose Statements
71(1)
6.2.2 Blueprinting: Planning Your Writing
72(1)
6.3 Open Long Reports with a Summary
73(1)
6.4 Use More Topic Sentences
74(1)
6.5 Develop Headings
75(2)
6.6 Structure Vertical Lists
77(6)
Bibliography
80(3)
7 Write As If Talking to Your Engineering Associates
83(12)
7.1 Use Personal Pronouns
84(1)
7.2 Rely on Everyday Words
85(1)
7.3 Use Short, Spoken Transitions
86(2)
7.3.1 The Function and Importance of Transitions
87(1)
7.3.2 How Transitions Work
87(1)
7.4 Keep Sentences Short
88(1)
7.5 Reach Out to Your Engineering Readers by Asking Questions
89(1)
7.6 "5 Whys"---A Technique for Engineering Problem Solving
89(6)
7.6.1 What Is "5 Whys"?
90(1)
7.6.2 What Are the Benefits of the 5 Whys?
90(1)
7.6.3 When Is 5 Whys Most Useful?
90(1)
7.6.4 How to Complete the 5 Whys
91(1)
7.6.5 5 Whys Examples
91(1)
Bibliography
92(3)
8 "Trim" Your Expressions
95(12)
8.1 Introduction
95(1)
8.2 Prune Wordy Expressions
96(1)
8.3 Use Strong Verbs
97(1)
8.4 Cut Doublings and Noun Strings
98(2)
8.5 Eliminate Unnecessary Determiners and Modifiers
100(1)
8.6 Change Phrases into Single Words
101(1)
8.7 Change Unnecessary Clauses into Phrases or Single Words
101(1)
8.8 Avoid Overusing "It is" and "There is"
101(1)
8.9 Eight Steps for Lean Writing
102(5)
Bibliography
104(3)
9 Write Actively---Engineering Is about Actions
107(14)
9.1 Active Voice: "Albert Einstein Wrote the Theory of Relativity"
107(1)
9.2 How to Recognize the Passive Voice
108(2)
9.3 How to Write Actively---Use Three Cures
110(3)
9.3.1 Put a Doer before the Verb
110(1)
9.3.2 Drop Part of the Verb
111(1)
9.3.3 Change the Verb
111(2)
9.4 Write Passively for Good Reasons Only
113(1)
9.5 Theory of Completed Staff Work
113(8)
9.5.1 Conclude before Analyzing
113(1)
9.5.2 Present Answers, Not Questions
113(1)
9.5.3 Elaborate Only When Necessary
114(1)
9.5.4 Sell Your Ideas More Readily
114(1)
9.5.5 Would You Sign the Document?
114(1)
9.5.6 Preparing Completed Staff Work
114(3)
Bibliography
117(4)
Section 3 Integrating Your Speaking and Writing Skills
10 Everyday Engineering Communications---E-Mails, Phone Calls, and Memos
121(10)
10.1 Effective E-mail Writing: Seven Things to Remember
121(3)
10.1.1 Stop, Think, Then Write (or Don't!)
122(1)
10.1.2 Write an Informative and Engaging Subject Line
122(1)
10.1.3 Keep the Message Focused and Readable
122(1)
10.1.4 Identify Yourself Clearly
123(1)
10.1.5 Keep Your Cool
123(1)
10.1.6 Proofread
123(1)
10.1.7 Wait a Moment before Hitting "Send"
123(1)
10.2 How to Be Productive on the Phone
124(2)
10.2.1 Be Sharp and Professional
124(1)
10.2.2 Three Distinct Stages
125(1)
10.2.3 Managing Phone Time
125(1)
10.3 "Memos Solve Problems"
126(5)
10.3.1 Keep Your Memo Structured
127(1)
10.3.2 Keep Your Memo Short and to the Point
128(1)
Bibliography
129(2)
11 Visuals for Engineering Presentation---Engineers Think in Pictures
131(12)
11.1 Optimize Slide Layout
131(3)
11.1.1 Create Slides That the Audience Can Read
132(1)
11.1.2 Create Slides That the Audience Can Remember
133(1)
11.2 Display Engineering Data Effectively
134(6)
11.2.1 Show Objects with Photographs, Drawings, and Diagrams
135(1)
11.2.2 Show Numeric Data with Tables, Bar Charts, and Line Graphs
136(1)
11.2.2.1 Bar Charts
137(1)
11.2.2.2 Line Graphs
138(1)
11.2.2.3 Pie Charts
139(1)
11.2.2.4 Formatting Requirements
140(1)
11.3 How to Develop Effective Graphics
140(3)
Bibliography
141(2)
12 Write Winning Grant Proposals
143(14)
12.1 Know Your Audience
143(1)
12.2 Understand Your Goal and Marketing Strategy
144(1)
12.3 Select the Correct Writing Style
144(1)
12.4 Organize Your Proposal around the Four Ps
145(7)
12.4.1 Title Page
146(1)
12.4.2 Executive Summary
147(1)
12.4.3 Introduction
147(1)
12.4.4 Literature Review
148(1)
12.4.5 Project Description or Program (Objective)
148(1)
12.4.6 Project Narrative
149(1)
12.4.7 Project Evaluation
149(1)
12.4.8 Personnel
150(1)
12.4.9 Budget and Budget Justification
151(1)
12.4.10 Timelines
152(1)
12.4.11 Qualifications
152(1)
12.5 A Brief Checklist before Submitting Your Proposal
152(5)
Bibliography
154(3)
13 How to Effectively Prepare Engineering Reports
157(12)
13.1 Writing an Effective Progress Report
157(5)
13.1.1 Functions of Progress Reports
158(1)
13.1.2 Format of Progress Reports
158(1)
13.1.2.1 Heading
158(1)
13.1.2.2 Purpose Statement
159(1)
13.1.2.3 Background
159(1)
13.1.2.4 Work Completed
160(1)
13.1.2.5 Problems
160(1)
13.1.2.6 Work Scheduled
161(1)
13.1.2.7 Status Assessment
161(1)
13.1.3 Checklist for Progress Reports
162(1)
13.2 Develop Informative Design Reports
162(4)
13.2.1 How to Write a Summary
163(1)
13.2.2 How to Write an "Introduction"
163(1)
13.2.3 How to Present Your Discussion
163(2)
13.2.4 How to Deliver Your Conclusion
165(1)
13.3 Summary
166(3)
Bibliography
166(3)
14 Listening---Interactive Communication about Engineering Risk
169(12)
14.1 Listening---A Forgotten Risk Communication Skill
169(2)
14.2 Listening---Harder Than Speaking and Writing
171(1)
14.2.1 What Causes Listening to Fail?
171(1)
14.3 How to Listen to Voices of Customers about Risk
172(2)
14.4 Listen Attentively: Understanding What Drives Perceived Risk
174(4)
14.4.1 Get over Yourself; Give the Speaker a Solo
175(1)
14.4.2 Stop Multitasking
175(1)
14.4.3 Recap Regularly
176(1)
14.4.4 Use Connecting Words
176(1)
14.4.5 Use Body Language
177(1)
14.5 Thirteen Questions about Risk Communication
178(3)
Bibliography
178(3)
Index 181
John X. Wang
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