Podcast
Questions and Answers
What is a significant advantage of an oral presentation compared to a written one?
What is a significant advantage of an oral presentation compared to a written one?
Which of the following is NOT a purpose of presentations?
Which of the following is NOT a purpose of presentations?
Which requirement should NOT be defined in the preparation phase of a presentation?
Which requirement should NOT be defined in the preparation phase of a presentation?
What type of audience is appropriate for a persuasive presentation?
What type of audience is appropriate for a persuasive presentation?
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In which presentation setting would a presenter likely stand while using slides?
In which presentation setting would a presenter likely stand while using slides?
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What is a critical action before a demonstrative presentation?
What is a critical action before a demonstrative presentation?
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During which phase are requirements like time budgeting and audience consideration established?
During which phase are requirements like time budgeting and audience consideration established?
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How should a speaker respond if asked to speak unexpectedly?
How should a speaker respond if asked to speak unexpectedly?
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What is a common challenge of collaborative writing?
What is a common challenge of collaborative writing?
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Which speaking situation involves preparing a script in advance?
Which speaking situation involves preparing a script in advance?
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What characteristic do many individuals from certain cultural backgrounds exhibit in collaborative teams?
What characteristic do many individuals from certain cultural backgrounds exhibit in collaborative teams?
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What is a disadvantage of manuscript speaking in most business settings?
What is a disadvantage of manuscript speaking in most business settings?
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In extemporaneous speaking situations, how should notes be used?
In extemporaneous speaking situations, how should notes be used?
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What value is typically associated with individuals who have a preference for competition?
What value is typically associated with individuals who have a preference for competition?
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What situation requires spontaneous speaking without time for preparation?
What situation requires spontaneous speaking without time for preparation?
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What is one effect of interpersonal conflict in collaborative writing?
What is one effect of interpersonal conflict in collaborative writing?
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Which organization pattern is best suited for describing a series of events that occur in a specific order?
Which organization pattern is best suited for describing a series of events that occur in a specific order?
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What is a key guideline to follow when creating presentation slides?
What is a key guideline to follow when creating presentation slides?
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Which pattern focuses on establishing a relationship between two different ideas or subjects?
Which pattern focuses on establishing a relationship between two different ideas or subjects?
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If slides do not have a clear organization, what consequence might the audience face?
If slides do not have a clear organization, what consequence might the audience face?
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Which organizational pattern should be used when the goal is to understand the logical flow of a project?
Which organizational pattern should be used when the goal is to understand the logical flow of a project?
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In slide presentations, what should be avoided to ensure readability?
In slide presentations, what should be avoided to ensure readability?
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Which organization pattern emphasizes starting with the most important point?
Which organization pattern emphasizes starting with the most important point?
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What best defines the process of team writing?
What best defines the process of team writing?
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What type of software can be utilized to enhance slide presentations?
What type of software can be utilized to enhance slide presentations?
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What is a primary responsibility of the lead writer in a team writing process?
What is a primary responsibility of the lead writer in a team writing process?
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Which stage is NOT part of the team writing process?
Which stage is NOT part of the team writing process?
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In a professional team writing environment, how are team members typically assigned?
In a professional team writing environment, how are team members typically assigned?
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What should be the focus when critiquing a colleague's work?
What should be the focus when critiquing a colleague's work?
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Which of the following tools is NOT used for collaboration in team writing?
Which of the following tools is NOT used for collaboration in team writing?
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What is typically included in the preparation phase of team writing?
What is typically included in the preparation phase of team writing?
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What is a key difference between student and professional teams in writing?
What is a key difference between student and professional teams in writing?
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Study Notes
Writing and Presentation Skills - Lecture 5
- This lecture covers team writing and presenting technical information.
Team Writing
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Team writing is a collaborative process where all team members contribute to decisions regarding the content and function of the written work.
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The process of team writing has a preparation phase and a documentation phase.
Preparation Phase
- Form a team.
- Designate an assigned Lead Writer and authorize/delegate their responsibilities.
- Define requirements (Audience, Purpose, Context, Genre, Theme).
- Determine methods (Communication platforms, processes and rules).
- Outline main ideas/story.
Documentation Phase
- Define specific writing responsibilities and deadlines.
- Assign tasks for producing drafts.
- Edit and revise content.
- Conduct final review and deliver the work according to requirements.
Form Team: Student vs. Professional
- Student teams are often formed through random grouping, self-determined, or proximity.
- Professional teams are usually based on expertise, availability, or assigned by management.
Lead Writer Role
- The Lead Writer supports other team members.
- They synthesize individual sections and write transitions to establish flow.
- They create a single consistent voice within the overall document.
- They proofread and edit the document.
Tools
- Electronic tools for collaboration include word-processing software (e.g., Microsoft Word, Google Docs) with features enabling comments, revision, and highlighting.
- Instant messaging, emails and videoconferencing (e.g., Zoom, Teams, Meet).
- Shared document workspaces such as Teams Documents and Google Documents
Revision
- Critiquing a colleague's work begins with a positive comment.
- Address major issues (organization, logic, design, and graphics) first, then smaller issues (paragraph development, sentence-level, and word choice).
- Focus on the document, not the writer.
Cultural and Gender Related Issues (Challenges in Team Writing)
- Difficulty asserting oneself in collaborative teams.
- Reluctance to respond with a definite "no" or to ask questions.
- Hesitance to admit confusion or need for clarification.
- Avoidance of criticism towards other team members.
- Avoidance of taking initiative for tasks or performances.
- Values centered around nurturing and cooperation, and against values such as separateness, competition , debate, or even conflict.
- Emphasis on consensus and relationships, and demonstrate superior listening skills.
Challenges in Team Writing
- Team writing takes significantly more time than individual writing.
- Team writing occasionally results in disjointed content.
- Team writing may cause inequitable workloads.
- Team writing may reduce motivation to work hard.
- Team writing can lead to interpersonal conflict.
Presenting Technical Information
- Speaking Situations: Manuscript, Extemporaneous, Impromptu.
- Advantage: Interactive dialogue between speaker and audience. Audience can ask questions or provide feedback.
- Process: Preparation phase, Slides Production Phase and Performance Phase.
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Preparation Phase: Define requirements (audience, purpose, setting and technical aids). Budget time.
- Audience Types: Clients & customers, colleagues, professional conferences, government agencies, and the public.
- Presentation Purposes: Informative, Persuasive, Demonstrative.
- Setting Example: Courses, grad. defenses, 1-on-1 conversations, small groups, meetings.
- Slides Production Phase: Organizing pattern (chronological, spatial, general to specific, more to less important, comparison/contrast, problem-method-solution, cause-and-effect), General Guidelines; clear visuals.
- Performance Phase: Professional performance, time consideration, Introduce the Presentation, Hook the audience's attention, Conclude the Presentation.
- Professional Performance: Look professional, familiarize with the setting, Evaluate room, equipment, and software, Use professional visuals, practice as a team.
- Hooks: Rhetorical question, audience poll, tell a story.
- Time Consideration: Respect time limits, save time for questions, people have short attention span.
- Conclusion: Announce you are concluding, summarize main points, look to the future, invite politely.
- Nervousness: Channel nervousness into energy, Know material, Equip, Practice.
Activity
- Be prepared to present on the workshop day.
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Description
This lecture focuses on team writing and the effective presentation of technical information. It outlines the preparation and documentation phases of collaborative writing, emphasizing roles, responsibilities, and deadlines. Learn how to manage writing projects successfully, whether in academic or professional settings.
