Industrial Production

Engineering Department
Engineering Communication (IPE 304)

FOCUS:
Professional use of English language for letters,
specifications, descriptions, presentation of charts,
graphs, tables, writing of proposals in reports.
 COURSE OUTLINE

 Importance of Engineering Communication

 Professional use of English language for letters,

specifications, descriptions

 Writing of proposals and reports

 Presentation of charts, graphs, tables

Why is proper communication in engineering
important?

 According to Harris Poll, 45% of US employees spend time on their

primary job duties. So what do they do for the remaining 55%?

 According to the Wall Street Journal, 64% of CEOs’ time is spent

communicating with others.

 As an engineer with career progression you will find yourselves

performing:

• Less engineering, designing, calculating, problem solving

• More communicating, emails, meetings, reports

Why is proper communication in engineering
important?
 Engineering communication skills are essential for presenting concepts and
designs, and critical to the engineering design process.

 Engineers with the ability to clearly communicate can confidently present their
ideas to decision-makers in presentations, meetings, and reports.

 Company leaders expect to read and hear professional-level presentations.

Spelling mistakes in a report or a mumbled presentation may make an executive
think twice about an engineering design proposal’s reliability.

 Engineers with strong communication skills can position themselves for leadership
roles.

 Engineers are responsible for inspiring confidence in their ideas; this requires
communication skills to sell their products or designs
 If you cannot
communicate your ideas
to others then your ideas
will never get out there!
 First step to be able to communicate your
ideas is by gaining the necessary knowledge
through gathering of information
Information Resources
 Information Resources

 Databases:  Printed Resources

• Encyclopaedias
• Index and abstracts
• Handbooks
• Full text collections • Indexes
• Abstracts
• Citation databases • Textbooks
 Writing of Proposals and Report
 As a final year student, you have to prepare a proposal for your final
year project work, you have an idea of what to do but do not know how
to go about it, what do you do?

 As a production manager of an organization, you have a meeting

tomorrow, and you need to prepare a report and drawings regarding the
construction of a new tank for oil products and present your findings to
the board of directors. You currently do not possess enough knowledge
to prepare the report. What do you do?
 Project Proposals
 A project proposal is a document that outlines everything stakeholders
need to know to initiate a project. It’s a necessary first step towards getting
a project off the g
 A well-written project proposal informs and persuades, and combines
project management skills with a few other essential skills: research, data
analysis, and some writing.

 It follows conventional proposal formats that include the following:

• Executive Summary
• Background or History
• Requirements
• Solution
• Authorization
• Appendix
 Considerations in writing a project proposal
 Your Audience
• How familiar are they with the project or problem? What do they already know? What
do they not know?

• Should you provide background information on a particular topic?

• What do they want to hear?
• Is there any particular way to make them better understand what you want
to convey?
 Potential Pitfalls
• Poorly defined proposal

• Proposal not aligned with organizational goals

• Project benefits not clearly and credibly defined
• Ineffective project proposal presentation Data and Research

 Data and Research

 How to write a project proposal
• Step 1: Define the problem

• Step 2: Present your solution

• Step 3: Define your deliverables and success criteria

• Step 4: State your plan or approach

• Step 5: Outline your project schedule and budget

• Step 6: Tie it all together

• Step 7: Edit/proofread your proposal

 CHARTS AND GRAPHS
 Communicating your study’s results to your co-workers, managers, and clients in
a way that is both professional and easy to understand is a crucial skill for any
researcher
 In a report, charts go a long way in illustrating findings that are clear and concise.
 Visual representations help us to understand data quickly. When you show an
effective graph or chart, your report or presentation gains clarity and authority.
 The main functions of a chart are to display data and invite further exploration of a
topic. Charts are used in situations where a simple table won't adequately
demonstrate important relationships or patterns between data points.
 Your audience will subconsciously seek a visual center that draws their attention.
Only use bright colours for areas that you want to emphasize, and avoid tilting or
angling your chart, as this can cause confusion.
 If the data doesn't support your point of view, avoid manipulating it to do so. This
is quite unethical.
 CHARTS AND GRAPHS
 Charts and graphs help to express complex data in a simple format. They
can add value to your presentations and meetings, improving the clarity
and effectiveness of your message.

 There are many chart and graph formats to choose from. To select the
right type, it's useful to understand how each one is created, and what
type of information it is used for. Are you trying to highlight a trend? Do
you want to show the overlap of data sets, or display your data as a
percentage?

 When you're clear about the specific type of data that each chart or graph
can be used with, you'll be able to choose the one that best supports your
point.
 Some basic Charts that can be used to
create an effective report

 Vertical Bar Chart

 Horizontal Bar Chart
 Line Charts
 Pie Charts

 Scatter Plots
 Histogram
VERTICAL BAR CHART
 Vertical bar charts are best for
comparing means or percentages
between 2 to 7 different groups.
 Each bar is separated by blank space.
For this reason, the x-axis should be
based on a scale that has mutually
exclusive categories (like multiple
choice, or check box questions).
 As for this chart, respondents were
only able to select one distinct option
(daily, weekly…) making its cross
analysis with happiness perfect for a
vertical bar chart.
HORIZONTAL BAR CHART
 The horizontal bar chart is used
when comparing the mean or
percentages of 8 or more
different groups.
 As with the vertical bar chart,
the horizontal bar chart should
only be used when comparing
categories that are mutually
exclusive.
 This is a better method when
you need more space to describe
the measured variable. It can be
written on the side of the graph
rather than squashed
underneath the x-axis.
 Generallyfor bar charts, Relationships
between different data sets are shown.

 Ina bar chart, the height of the bar

represents the measured value therefore,
the higher or longer the bar, the greater
the value
 Using Bar Charts

 ABC Enterprises sells three

different models of its main
product: the Alpha, the Platinum,
and the Deluxe. By plotting the
sales of each model over a three-
year period, you can see trends
that might be masked by a simple
analysis of the figures themselves.

 In the Chart, it's clear that

although the Deluxe is the highest-
selling, its sales have dropped off
over the three-year period, while
sales of the other two have
continued to grow.
 Line Charts
 Line charts are used to
illustrate trends over time.
This is often done to measure
the long term progression of
sales, or any other empirical
statistic important to
businesses or organizations. It
can also be used to compare
two different variables over
time
 The data on the bar graph can
also be represented in a
multiple-series line graph as
shown.
 Pie Charts
 A pie chart compares parts to a
whole. As such, it shows
a percentage distribution.
 The pie represents the total data set,
and each segment of the pie is a
particular category within the
whole.
 To use a pie chart, the data you are
measuring must depict a ratio or
percentage relationship. Each
segment must be calculated using
the same unit of measurement, or
the numbers will be meaningless.
 Tips in using a pie Chart

 Be careful not to use too many segments in your pie chart. More
than six and it gets far too crowded.

 If you want to emphasize one of the segments, you can detach it

a little from the main pie.

 For all their obvious usefulness, pie charts do have limitations.

For example, the layout can mask the relative sizes and
importance of the percentages. Consider whether a bar graph
would better illustrate your intentions
 Scatter Plots
 Scatter plots are used to depict how different objects
settle around a mean, based on 2 to 3 different
dimensions. This allows for quick and easy comparisons
between competing variables.
 In the example chart, we can see how each candy
compares to one another based on its cost to make and
selling price.
 As a viewer, one can quickly reference the difference
between two objects or its relation to the average,
which is shown as the large square on the chart
Example of a Scatter Plot
 HISTOGRAM
 Like pie charts, histograms break down the sample distribution in
one dimension.
 The real difference between histograms and other forms of charts is
that histograms are ideal for illustrating sample distributions on
dimensions measured with discrete intervals.
 Unlike horizontal and vertical bar charts, the x-axis is not divided
into mutually exclusive categories.
 In the example, the histogram indicates how many respondents fall
into each range of candy consumed per week.
 The x-axis is a continuous scale, while each bar falls under a range
of five units, or pieces of candy, on that scale.
 ASSIGNMENT

Try creating a few example charts using Excel,

Google Sheets, Matlab or other chart-making
software. Get comfortable entering data and
creating the charts so that when you need to
create one for real, you are well prepared
 General Tips for graphs
 Strive for simplicity
• If your data is complex, Do not convey this complexity in graphical form. The
job of your graph is to communicate the most important thing about the data. If
you have several important things to say about your data, make several graphs,
each of which highlights one important point you want to make.
 Strive for clarity
• Ensure your data are portrayed in a way that is visually clear and also explain
the elements of the graph clearly. Always consider your audience. Your reader
does not want to spend 15 minutes figuring out the point of your graph.
 Strive for accuracy
• Carefully check your graph for errors. Even a simple graphical error can
change the meaning and interpretation of the data. Use graphs
responsibly. Don’t manipulate the data to say something that is not true to your
findings.
 TABLES
 Tables present lists of numbers or text in columns and can be used
to synthesize existing literature, to explain variables, or to present
the wording of survey questions.

 They are also used to make a report or article more readable by

removing numeric or listed data from the text.

 Tables are typically used to present raw data, not when you want
to show a relationship between variables.
 Tables should be:

• Centered on the page.

• Numbered in the order they appear in the text.

• Referenced in the order they appear in the text.

• Labelled with the table number and descriptive title above the
table.

• Labelled with column and/or row labels that describe the data,
including units of measurement.

• Set apart from the text itself; text does not flow around the table.
 FIGURES
 Figures are visual presentations of results. They come in the form
of graphs, charts, drawings, photos, or maps.

 Figures provide visual impact and can effectively communicate

your primary finding. Traditionally, they are used to display
trends and patterns of relationship, but they can also be used to
communicate processes or display complicated data simply.

 Figures should not duplicate the same information found in tables

and vice versa.
 Figures can take many forms. They may be graphs,
diagrams, photos, drawings, or maps.

 If you want your reader to understand spatial relationships,

a map or photograph may be the best choice. If you want to
illustrate proportions, experiment with a pie chart or bar
graph.

 Although there are many types of figures, like tables, they

share some typical features: captions, the image itself, and
any necessary contextual information (which will vary
depending on the type of figure you use).
 Figures should be labeled with a number followed by a
descriptive caption or title.

 Captions should be concise but comprehensive. They

should describe the data shown, draw attention to
important features contained within the figure, and may
sometimes also include interpretations of the data.

 Figures are typically read from the bottom up, so captions

go below the figure and are left-justified.
 Figures should be:

• Centered on the page.

• Labeled (under the figure) with the figure number and appropriate
descriptive title (“Figure” can be spelled out [“Figure 1.”] or
abbreviated [“Fig. 1.”] as long as you are consistent).

• Numbered in the order they appear in the text.

• Referenced in the order they appear in the text (i.e. Figure 1 is

referenced in the text before Figure 2 and so forth).

• Set apart from the text; text should not flow around figures.
Presentation of Tables and Figures in a Report
 Placement of figures and tables within the text is discipline-specific. In manuscripts
(such as lab reports and drafts) it is conventional to put tables and figures on separate
pages from the text, as near as possible to the place where you first refer to it.

 You can also put all the figures and tables at the end of the paper to avoid breaking up
the text. Figures and tables may also be embedded in the text, as long as the text itself
isn’t broken up into small chunks.

 Complex raw data is conventionally presented in an appendix. Be sure to check on

conventions for the placement of figures and tables in your discipline.

 You can use text to guide the reader in interpreting the information included in a figure,
table, or graph—tell the reader what the figure or table conveys and why it was
important to include it.
Presentation of Tables and Figures in a Report
 When referring to tables and graphs from within the text, you can use:

• Clauses beginning with “as”: “As shown in Table 1, …”

• Passive voice: “Results are shown in Table 1.”

• Active voice (if appropriate for your discipline): “Table 1 shows that …”

• Parentheses: “Each sample tested positive for three nutrients (Table 1)

• Figures should be labeled with a number preceding the table title;

• Tables and figures are numbered independently of one another.

• Be sure to include any additional contextual information your viewer needs to understand the
figure.

• For graphs, this may include labels, a legend explaining symbols, and vertical or horizontal tick
marks.

• For maps, you’ll need to include a scale and north arrow.

GOOD LUCK IN YOUR
QUIZ AND
EXAMINATION