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SAIMechE
COMMUNICATE CLEARLY
Outcome 5
PROFESSIONAL DEVELOPMENT PROGRAMME
INTRODUCTION
• Welcome• Signing of attendance register • Introduction of the Candidates• Explanation of the day’s programme
ASSESSMENT CRITERIA
The candidate is expected to display personal and work
process management abilities:
1. Manage self
2. Work effectively in a team environment
3. Manage people, work priorities, work processes and
resources
4. Establish and maintain professional and business
relationships
PRESENTATIONS
Individual Feedback presentations on theprevious assignment - Outcome 4
MANAGE PART OR ALL OF ONE ORMORE COMPLEX ENGINEERINGACTIVITIES.
GROUP DISCUSSION
Presentations
Handing in of presentation preparation
documents
CANDIDATE MATERIAL AND CANDIDATE SUPPORT
Candidate Manual
Outcome 5
COMMUNICATE CLEARLY
WORKSHOP OVERVIEW
• Overall Purpose
• Competency Standard
• Assessment Criteria
• Range Statement
• Section 1 – Theoretical concepts relating to “communicate clearly”.
• Section 2 – Practical Decision Making Model based on the assessment criteria
• Section 3 – Generic Guidelines
OVERALL PURPOSE
To prepare candidates for evidence submission (PoE) for Outcome 5
COMMUNICATE CLEARLY
COMPETENCY STANDARD
• SAIMechE Standard for Professional Competency (SPC)
• Foundation of the PDP• 11 Outcomes• Assessment Criteria• Range Statement
OUTCOME 5
• Basic Outcome Statement.
• Communicate clearly with others in the course of his or her engineering activities.
ASSESSMENT CRITERIAOUTCOME 5
Refer to manual
RANGE STATEMENT
Material relates to technical aspects and wider impacts of professional work.
Audience includes peers, other disciplines, clients and stakeholder audiences. Appropriate modes of communication must be selected.
SECTION 1
COMMUNICATING CLEARLY OUTLINE OF CONTENTS
1.1. Engineering Activities.1.2. Communicate With Others1.3. Communication1.4. Clear Communication
1.1. Engineering Activities.
Exertion of energy
Being active
Direction and focus
Not just talking about any activity
Engineering activities.
1.1. Engineering Activities.
Outcome 2 definition
American Council definition
Creative application of scientific principles
Develop structures etc.
Construct and operate
Forecast behaviour
Intended function
Economics and safety
1.1. Engineering Activities.
• Primary Engineering Activities
• Define, investigate and analyse• Design or develop solutions• Comprehend and apply advanced knowledge• Manage• Communicate clearly ( the subject of this workshop)• Recognise social, cultural and environmental effects• Meet all legal and regulatory requirements• Act ethically• Exercise sound judgement• Be responsible• Undertake professional development activities
1.1. Engineering Activities.
• Sub-Activities
• Design• Planning• Investigation and problem resolution• Maintenance• Project Management• Specific Outcome 5 activities• Context will influence format
1.1. Engineering Activities.
• The context• Clear and appropriate communication• While designing or problem solving• Seminars or workshops• Specific practice area• Writing or speaking• Engineering activities
1.2. Communicate With Others
• Others• Not in a vacuum• Other people involved• A relationship must exist• Challenges taken into account• No relationship – no communication• Nature of relationship –quality• Better relationship-better communication
1.2. Communicate With Others
• Others• Fundamental requirement• Talk to and behave towards• Quality of actions• Barriers in relationships• Relationship skills help communication• Circular nature of Outcomes• Barriers to communication
1.3. Communication
• Definition of communication• Science and practice• Transmitted• Science: theories, evidence, techniques• Practice: practical use• Effective communication complex• Barriers• Competent effective and clear
1.3. Communication
• Types of communication• Four basic types• Reading, writing, speaking and listening• Media and medium• Barriers
1.3. Communication
• Listening• Listening with understanding• Effective communication• Perceptions• Motivated to improve?• Pay attention• Attention with total awareness• Needs to become an unconscious habit
1.3. Communication
• Listening• More than just the words• Sounds and body language• Not to be taken lightly• Needs to be handled with care• Websites
1.3. Communication
• Speaking• Language a human thing• Many different languages• Culture• Adjust for barriers• Situational skills• The value of getting feedback
1.3. Communication
• Speaking• Public speaking can be stressful• An important skill• Thorough preparation• Purpose of presentation• Research and prepare well• Outline with main points• Practise
1.3. Communication
• Writing• Writing 4500 years old• Fundamental means of communication• A very important skill• Clear legible writing• Develop various skills
1.3. Communication
• Handwriting• Maintain this skill• Boosts learning and goal achievement• Mythical class of 53!!• 33% greater chance of achieving goals
1.3. Communication
• Journaling• Communicating with yourself• Powerful tool towards competence• Discipline, powerful and clarifying• Awareness of patterns• Notice and take action• Impact on communication
1.3. Communication
• Typing• Keyboards used a lot• Help with writing reports• Efficient• Online courses useful
1.3. Communication
• Reading• One of the fundamentals of education• Reading required to advance knowledge• Reading to keep up to date• Reading workshop manuals• Reading will advance competency
1.4 Clear Communication
• Media of communication• Intended communication must take place• No double meanings• Media or channel – mechanism• Consider the various options• Avoid unnecessary complexity
1.4 Clear Communication
• Barriers to communication• Many different things• Language• Simple barriers• Cultural differences• Take steps to eliminate barriers
TEA TIME
Section 1: GROUP ACTIVITY
Exercise 1
Communicate clearly
Self Assessment
Complete initial test on handout
Section 2
PRACTICAL DECISION-MAKING MODEL
Steps in communicating clearly
The assessment steps
Refer to the manual
Section 2 Introduction
Assessment criteria – practical modelUse on an ongoing basisEffective communicationComes into operationHas the intended outcomeGoal and objective achieved
STEP 1 Writing
Writing clear, concise, effective, technically, legally and editorially correct communication (e.g. letters, emails, reports, memos, specifications, etc.) using a structure and style which meets communication objectives and user/audience requirements.
STEP 1 Clear and concise
Seven powerful wordsClear, concise, effective, technically, legally and editorially correct Clear – no ambiguityConcise – brief but comprehensiveEffective –comes into operation
STEP 1 Technical
Technically correctCareful attention to detailLegal environmentComply with lawsLegally correct statementsMay need a lawyer
STEP 1 Editorially correct
Editorially correctConsistent understandingWell editedMay need a specialistCorrect – true and accurateGood standard
STEP 1 Reports
Often a major activityResponse to clientNature of brief and assumptionsConclusions and recommendationsSAIMechE workshop
STEP 1 Structure and style
Appropriate structure and styleWhat is the purposeDifferent responses
STEP 1 Audience requirements
Audience taken into accountBe aware of barriersEstablish audience requirementsCommunication technologyEstablish in advance
STEP 2 Reading
Reading to gain understandingRead technical and legal documentsUse information in projectsLanguage of their ownNever skip without understanding
STEP 2 Reading
Same applies to legal documentsForce majeureFind out what it meansEstablish meaning and correct useNo substitute for reading
STEP 3 Receiving Instructions
Vital to understandReceiver must participateListening fundamentalListen and understandAsk if not clearCheck for barriers
STEP 3 Questions to ask
WhatWhoWhenWhereWhyHow
STEP 3 Interpret
Bring out the meaningBeware of perceptionsCommon understandingAsk questions to clarifyDo not make assumptionsListen and understand
LUNCH TIME
Section 2: GROUP ACTIVITY
Exercise 2Refer to the manual
Working as one group
STEP 4Issuing clear instructions
Evaluate potential barriersAsk the questionsGet feedbackIdentify possible issuesUse of suitable communication aids
STEP 4Communication aids
More effective communicationCell phonesComputers and internetVast subjectMake use of expertsAppropriate communication aid
STEP 4 Communication barriers
Check for communication barriersSelect appropriate languageChoose communication aidClear and unambiguous instructionsClear and effective communication
STEP 5Oral presentations
Public speaking can be stressfulGlossophobia!TacticsExperience is the best cureAddress a small group firstWork up to bigger groups
STEP 5Purpose
Why are you speaking?What is the purpose?What do you want to achieve?Public speaking is not very efficientEliminate barriersMake message easy to absorb
STEP 5Audience
Find out as much as you canMould your presentationAudience will determine the natureTime spent will make all the difference
STEP 5 Presentation
Language decisionBe comfortableStyleFormal or informalChoose the appropriate style
STEP 5 Structure
Putting your presentation together80:20 ruleEnsure sound knowledgeEstablish main pointsConsider the orderIntroduction, body and conclusionSubsectionsRehearsing
STEP 5Visual Aids
True statementBest presentations directAppropriate aids can enhance presentationAids and not the mediaAdded assistance only
STEP 5 Supporting documents
Must not detractMay be handoutsAllow time for readingMay be presented on screenEnables seamless flowConcise and related to subject
RANGE STATEMENT
The Range Statement reads as follows: Material relates to technical aspects and wider impacts of professional work. Audience includes peers, other disciplines, clients and stakeholder audiences. Appropriate modes of communication must be selected.
ASSESSMENT TEST (SECTION 2)
Refer to manual
Do test on handout
GROUP ACTIVITY
In group of 6 discuss:
Reports
Presentations
GROUP ACTIVITY
In group of 6 discuss:
Case studies
GROUP ACTIVITY
In group of 6 discuss
Admin
GENERIC GUIDING PRINCIPLES
1. Competency Standard
2. Outcomes
GENERIC GUIDING PRINCIPLES
3. Assessment Criteria
4. Range Statements
References
Refer to manual
WRAP UP
Thank you for your participation and commitment to the PDP.
We trust you enjoyed the session.
Confirm date for next session.
Handout:
Please complete Workshop Evaluation Formsand hand to mentor.