Documentation

and Presentation

Engineers dont write, do

they?

An IQP survey of WPI graduate engineers in

industry showed that they spend, on average,
25% of their working time writing reports.
They also must frequently give oral
presentations to colleagues, managers,
executives, and clients.
The most often expressed and commonlyheard complaint from employers of engineers
is:

"These engineering graduates are good technically,

but they cant communicate . . . They can't write a
simple report!"

We dont want that said of OUR graduates.

Part I
Reports

Report Writing

Engineering reports are formal documents

In many cases the report is the work
product
Format and appearance is important
Content is most important and should:
Be unbiased
Be accurate and honest
Present data to back any claims or conclusions
Label any opinions as such

Engineers are professionals

Your work product must reflect that.

Design Report Contents

Please read the Project Report Specifications
document on myWPI

Title Page
Abstract
Table of Contents
Introduction

Product/patent search
Benchmarking
Summarize addl info in
Appendix

Goal Statement
Performance Specifications
(complete)
Concepts

Description and evaluation

Annotated Figures described
Decision matrix

Description of Final Design

Background Research

Establish and justify need

Conclusion

Final comments on Design

Recommendations

How it works
Analysis
Manufacturing
Cost (if appropriate)

Design improvements

Comments on Project Experience

Appendices (in any order)

Research data
Rejected Concepts
Calculations
Any material of interest but not
crucial to the narrative in report
Note that there is no guarantee
that a reader will look at the
appendices

Writing an Abstract

The abstract is written last, after the report is

complete.
Its purpose is to:

State the problem and the objective (goal).

Summarize WHAT was done (also how, but not when).
Motivate the reader to read the entire document.
Or alert the reader that subject is of no interest to him.

Length is 1/3 to 1 page maximum.

Contains no figures, and is a single paragraph.
Is definitely NOT a diary of your activities.

Example of an Abstract
1

1 States problem (3 sent.)

Describes solution (4 sent.)

2 States Goal (1 sent.)

Example of an Abstract
1
2

1 States Goal (1 sent.)

Describes solution (4 sent.)

2 States Problem (2 sent.)

Example of an Abstract
1

1 States problem and goal in 2 sentences

3 sentences

2 Describes solution in

Describing a Design

Must use Figures Picture worth 1000 words

(Confucius)

Figures must be:

To scale
Well annotated
Neatly drawn
Multi-view, axonometric, exploded, or all three
Labeled with Figure Number and Title
Discussed in the text

If figure is not discussed you should not include it

Be placed close to its discussion

The text must describe the function of the design

And refer to the relevant figure and its annotation

Design Description
Example

Writing Style

Avoid first person, if possible.

Use active voice rather than passive voice, if
possible.
Be concise and to the point.
Use short sentences.
Use the spell checker.
Much more (read relevant books!).

Part II
Presentations

Project Presentations

Each team will have 16 minutes

12 minutes for presentation

Figure on 1.5 minutes per slide (about 9 - 10

slides)

4 minutes for questions

Prepare visual displays

Use PowerPoint (upload to myWPI)
Choose 1 or 2 spokespersons, or all may
present.
Practice, practice, practice.

Presentation Content

Title Slide

Definition of Need
Goal Statement
Important Functional Specifications
Description of Final Design

Project Title, Group Name, Members

Names

Components, features, how it works., etc.

Demonstration of prototype
Manufacturability, cost (if applicable)

Conclusion, Thanks, Questions

PowerPoint Format Tips

Use a high contrast color scheme

Use default (large) font sizes

Avoid overly busy backgrounds

Dark letters on light background for lighted rooms

Light letters on dark background for darkened
rooms

You want them to see your info, not the background

No unnecessary animation or sounds

(distracting)
Make images legible from back of room

Use annotation on images

Font Selection

Font style

Serif font (Times or Garamond)

Sans Serif font (Arial or MS)

More readable for body text

Typically used for headings

Font size

Use the largest font that fits

Dont crowd the slide with too much info
Keep lines short without wrapping if
possible

Balance the Visual

Design

Center titles, not bullets

Titles should be center-aligned

Bullets should always be left-aligned

Graphics

Should center graphics if no text is with them

Or place graphics to the left

Or place graphics to the right

with explanatory text to the right to bring eye to

the text
with explanatory text to the left to bring eye to the
graphic

Above all make it aesthetic (beautiful)

Capitalization

AVOID USING ALL CAPS

Could Use Title Caps

Capitalizes Important Words

Could use initial caps

Capitalizes only first words

More Formal
More Work to Do

Less formal
Less work to do

Be consistent, whichever you

choose

Presentation Skills

Dress professionally:

Look at the audience, not at the screen.

Watch the computer screen to make your points.

But dont read from the screen paraphrase it instead.

Use the computer mouse to point at items on slide.

Have neat appearance and grooming

Keep hands out of pockets (put them on the lectern)
No hats!

Or use a laser pointer (less good, as must turn away

from them).

Speak clearly, slowly, and loudly - (breathe deeply).

Avoid umms and ahhs.
Rehearse, and know your subject thoroughly.

You will never get a

second chance to
make a first
impression!