TC Slides

BITS Pilani
Pilani Campus
BITS ZG659: Technical Communication
BITS Pilani
Pilani Campus
Lecture 1: Basics of Technical Communication
Communication Process Language: as a means of communication Essentials of Effective Communication General Vs. Technical Communication Different Levels of Communication Flow of Communication
Communication Networks Types of Communication Importance of Technical Communication
Communication: Latin word

Communicare meaning to share information, knowledge, thoughts
Language Verbal Language Non-verbal Language Sign Language
COMMUNICATION PROCESS
Communication Cycle:
Communication environment
Sender
message encoded
Sent message
receiver
channel
received message
message decoded
Response
Feedback
Message
Perceived Meaning & Internal Response
Encoding
Decoding
Sender idea
Channel
Receiver
Decoding of feedback
Encoding of response
Feedback
Essentials of Effective
Communication:

A common communication environment Cooperation between the Sender and the Receiver Selection of an appropriate Channel Correct Encoding and Decoding of the Message Receipt of the desired Response and Feedback
Noise: Any unplanned interference in the

communication environment which causes hindrance in the transmission of the message
Types: 1.Channel Noise 2. Semantic Noise
General communication

contains general message informal in style and approach no set pattern of communication mostly oral not always for a specific audience doesnt involve the use of
Technical communication

contains a technical message mostly formal follows a set pattern both oral and written always for a specific audience frequently involves jargon, graphics, etc.
Levels of Communication:
Extrapersonal Intrapersonal Interpersonal

Organisational Internal-operational External-operational Personal
Mass
Flow of Communication:
Downward Communication Upward Communication Lateral or Horizontal Communication Diagonal or Cross-wise Communication
Formal Network Models Chain network Y-network Wheel network Circle network All-channel network
Informal Network

Models(Grapevine) Single strand network Gossip network
Chain network
Y-network
Wheel network
Circle network
All-channel network
Y E D D C B B A F G H I J K
A Single strand Gossip
E G K I F B A D Probability H J C
B C D F A
Cluster
Advantages of informal network models: rapid multidirectional if carefully cultivated, is capable of resolving conflicts a measure of public opinion serves as an outlet for anxieties, worries, frustration promotes unity, solidarity voluntary and unforced
Disadvantages
If information from grapevine is blindly accepted it may reveal some degree of error may be harmful in case it is baseless or imaginary may lead to misunderstanding because of incomplete information may not be reliable, as nobody takes the responsibility for it may cause damage to the organization because of its excessive swiftness at times
Importance of Technical Communication: Communication serves as an instrument to measure the success or growth of an organization. Success of an organization is recognized by the quality and quantity of information flowing through its personnel. Higher the position, greater is the need to communicate.
Oral: Face to face conversations Telephone conversations Meetings Seminars Conferences Dictation Instructions Presentations Group discussions Interviews(employment, press) Video conferencing Voice conferences
Written
Memos Letters E-mails Faxes Notices Circulars Newsletters Reports Proposals Research papers Bulletins Brochures Manuals In-house journals
to be continued...
BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
Lecture 2: Communication Barriers
Recap...

language and communication communication process professional comm. vs. general comm. types nature/ mode comm. flow comm. networks oral and written ways to communicate
have a look...
semantic gap noise attitudes channels
filters poor listening lack of concentration

Unjust assumptions ?????
ambiguity
Types of communication barriers:
Based on the Nature of Barriers

Barriers of Psychological Nature
Barriers arising due to Emotional Reactions, Negative Attitudes and the Wrong Timing of Messages
Barriers originating from the Communication Networks established by organizations
Types :
Based on Types of Communication

Intrapersonal Barriers Interpersonal Barriers Organizational Barriers
INTRAPERSONAL BARRIERS
Wrong assumptions Varied perceptions Differing background Wrong inferences
Impervious categories- information that doesnt conform to our views, habits & attitudes Rigid categories- frozen evaluation, polarization, blindering Categorical thinking
13
INTERPERSONAL BARRIERS
Incongruity of verbal and nonverbal messages Emotional reactions/ outbursts Communication selectivity Cultural variations
Poor listening skills Limited vocabulary Noise in the channel Inappropriate timing
15
ORGANIZATIONAL BARRIERS
Size/ structure of the organization Too many transfer stations Fear of superiors
Negative tendencies
Use of inappropriate media
Information overload
17
TIPS FOR EFFECTIVE COMMUNICATION
Creating an open communication environment Keeping the receiver in mind Avoiding too many transfer stations Avoiding comm. when emotionally disturbed
Being aware of diversity in culture, language, etc. Using appropriate non-verbal cues Selecting the most suitable medium Analyzing the feedback
23
Measures to rectify:
Identify the problem
-Find the cause -Work on alternative solutions -Opt for the best solution -Follow up religiously
non-judgemental empathetic focusing on the subject at hand listening not making premature assumptions
25
BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
Lecture 1: Basics of Technical Communication
Communicate or Flounder
ORAL COMMUNICATION
Advantages Adjustable Imm. Clarification Time Persuasion & control Formality Cost Convenient/reliable for Groups Limitations Future ref not possible Not-effective if poor speaker Not suitable for lengthy details Distortion Poor retention
Written Communication
Advantages Most wanted Permanent Legal evidence Accurate Suitable for lengthy & complicated Limitations Limited only to Literates Costly, time consuming Formal Delayed feedback
Communication
General Purpose Structure flexible Content (any) Layout (flexible) Audience (not always specific) Nature (not always objective) Business Rigid Business,industrial technical Rigid Only to specific Mostly objective
Non verbal Communication

Exchange of information through
nonlinguistic signs or symbols

All external stimuli other than spoken or
written words and including body motion, characteristics of appearance, voice and use of space and distancing.
Non verbal Communication

No substitute for verbal Only supplements/reinforces Efficiency is non-verbal makes up the
deficiency in verbal. More Impact 7% verbal 38% vocal 55% nonverbal
BODY LANGUAGE
KINESICS Branch of Learning
Aspects Personal Appearance Facial Expression Posture Gesture Eye Contact Space, Distancing Touch
Non verbal cues or Visible codes
1. Personal Appearance +Ve or _Ve impact
The Person The Attire The Accessories
Person : hair, beard, colour of skin, age,grooming,cleanliness & attractiveness, handicaps, ugliness, abnormality or deformity
Attire dress (clothing)

Speaks loudly about our general attitude, behavioural preferences, confidence, occupation, personality, power, status & values
Accessories - Appendages
- Other than garments. - Either enhance the p.a. or detract
from the p.a. - Spectacles, false eye lashes/nails, ties, rings,bangles, tatoos, buttons, cosmetics etc.
2. FACIAL EXPRESSION
Major visible signs which betray our
feelings Emotional Expressions To interpret accurately is difficult. Purposes: indicating attention,influencing others,regulating interaction,establishing dominance
FACIAL TYPES
Inhibited Uninhibited Unwitting Blank Substitute Frozen effect
commn 2000 ( Bobby D. Sorrells) J. C. Huebseh
3. POSTURE
The way one stands, sits or walks Movement of the body, position of
hands/legs & other parts Measure of personality, success of communication Vary according to situations
4. Gestures
Any action that sends a visual signal to
an onlooker (An observed action) What signals are being received is important Well- timed drive home your ideas Enhance impact, add a greater value Types enumerative, descriptive, locative symbolic, emphatic
5. Eye Contact
Leads to more effective commn Shows whether speaker is sincere &
listener is interested Enables to alter/adjust/reframe Establishes rapport Keep shifting
6. Space Distancing
Concept Important for
nonverbal commn Formal, Informal, Public Formal 4-12 feet Public 12-30 feet
7. Touch
Body contact Intention,context,interpretation,
relationship Functional/professional,social, friendship, intimacy,sexual Culture specific
Examples
In Indian context people do not touch each
other during introduction. We prefer to join our hands to express our greetings and respect. (Unless the relation is really intimate and warm) In Western culture they shake hands even with strangers.
Summing up
Visible code is as important as
verbal codes Training in the use of v.c.is as essential as .. V.C. are culture specific
Non - Verbal
Kinesics Oculesics Proxemics Haptics Chronemics Paralingual ( Body Movement) ( Eye Contact) ( Personal Space) (Body Contact) ( temporal) ( vocal cues)
- Sign Language - Action Language - Object Language
(Gestures) (Posture) (Material Things)
intentions, views, emotions, social status, personalities revealed
BITS Pilani
Pilani Campus
6. Space Distancing
Concept Important for nonverbal commn Formal, Informal, Public Formal 4-12 feet Public 12-30 feet
7. Touch
Body contact Intention,context,interpretation, relationship Functional/professional,social, friendship, intimacy,sexual Culture specific
Examples
In Indian context people do not touch each other during introduction. We prefer to join our hands to express our greetings and respect. (Unless the relation is really intimate and warm) In Western culture they shake hands even with strangers.
Summing up
Visible code is as important as verbal codes Training in the use of v.c.is as essential as .. V.C. are culture specific
Non - Verbal
Kinesics Movement) Oculesics Proxemics Space) Haptics Contact) Chronemics Paralingual ( Body ( Eye Contact) ( Personal (Body ( temporal) ( vocal cues)
- Sign Language (Gestures) - Action Language - Object Language Things) intentions, views, emotions, social status, personalities revealed (Posture) (Material
Objective of the Chapter

Understanding the process of listening Learning to differentiate between hearing and listening Understanding different types and traits of listening Knowing how to differentiate between active and passive listening
Technical Communication Course No:BITS ZG 659
BITS Pilani
Pilani Campus
Lecture 4: Active Listening
The Listening Process
The Listener hears sounds and does focus on them
The Listener Decodes or interprets the message
The Listener evaluates the message
The Listener Responds
Sensing
Decoding
Evaluation
Response
The Listening Process

There is no such thing as a worthless conversation, provided you know what to listen for. James Nathan Miller Listening is a process of receiving and interpreting the spoken word. The four stages of listening are sensing, message decoding or interpretation, evaluation, and response. Sensing is the first step of the listening process. You hear sounds and concentrate on them in order to receive the message.
Decoding of the message

Once you are able to recognize the sound patterns, you have to decode and interpret the message. Decoding in listening refers to the process of changing the coded message into information. Interpretation of a verbal message may be influenced by social, cultural, educational, professional, and intellectual frames of reference. Verbal message use a common language code. For example, if you do not understand French, you can not decode a message encoded in French.
Evaluation
After the message has been decoded and interpreted, its significance is evaluated and appropriate conclusions are drawn from it. In order to evaluate a verbal message correctly, facts have to be separated from opinions, relevant information from irrelevant information, examples from ideas, and explicit information from implicit information.
Response
Response is the action or reaction of the listener to the message. It is the last stage of listening. If the message has been analyzed, interpreted, and evaluated correctly, the response will be appropriate. The response helps the speaker to know whether the message has been understood or not.
Hearing and Listening

Nature gave us one Tongue and two ears so we could hear twice as much as we speak. Epictetus Hearing happens automatically as it is an involuntary physical act. It does not require the conscious involvement of the listener. For example, when you move on a railway platform, you hear several voices. You do not listen to them. Suddenly there is an announcement on the public speaker and we listen to it. When we listen, we pay conscious attention to what is being said.
Difference between Listening and Hearing

Listening Voluntary Requires conscious efforts Active process Hearing Involuntary Happens automatically Passive process
The listener plays a very The listener plays a active part passive part A two- way interactive A one way process process engaging the Communication Technical Course No:BITS ZG 659 speaker and the listener
Progress Check
Study the following statements about active listening and tick true or false against each of them. a. Listening requires no special effort by the listener. b. Response is the action or reaction of the listener to the message. c. Encoding in listening refers to the process of changing the coded message into information.
Types of Listening
To listen closely and reply well is the highest perfection we are able to attain in the art of conversation. Francois De La Appreciative Listening This is listening for deriving aesthetic pleasure, as we do when we listen to a comedian, musician, or entertainer. Empathetic Listening When we listen to a distressed friend who wants to vent his feelings, we provide emotional and moral support in the form of empathic listening.
Conti..
Comprehensive Listening This type of listening is needed in the class room when students have to listen to the lecturer to understand and comprehend the message. Critical listening When the purpose is to accept or reject the message or to evaluate it critically, one requires this type of listening.
Traits of a Good Listener

Being Non- evaluative Your behavior should convey the impression that you accept the person without ,making any judgment of right or wrong, good or bad, suitable or unsuitable. Paraphrasing If you wish to clarify a point, you can simply paraphrase what the speaker has said and enquire from the speaker whether you have heard it accurately.
Conti..
Reflecting Implications To reflect this you have to go a bit beyond the contents of the speaker indicating him your appreciations for his ideas and where they are leading. It may take the speaker to the further extension of ideas. Reflecting Hidden Feelings Sometimes, you have to go beyond the explicit feeling and contents of what is being said to unravel the underlying feeling, intentions, beliefs, or values that may be influencing the speakers words.
Conti..
Inviting Further Contributions In a situation where you havent heard or understood enough yet to respond with empathy and understanding, prompt the speaker to give you more information. Phrases such as the following can be used: Can you throw more light on.. How did you react when..?
Conti..
Responding Non- verbally You can show that you are an active listener by adopting certain postures and sending non-verbal signals which communicate your interest in what the speaker is saying. These include regular eye contact , body leaning slightly towards the speaker, head nods and a slightly titled head.
Active Versus Passive Listening

Paying Attention You can improve your skills in this area by listening to commentaries on Television or radio. Concentrate on the theme, supporting ideas, and also the digressions, if any, in the speech. Dealing with Distractions An attractive face in the room, sometimes even the fragrance of perfume, can be the reason for distraction. A sincere listener always puts in a conscious effort by listening with a positive attitude.
Implications of Effective Listening

Effective listening improve working conditions and nurture harmony and cohesion in the organization if both management and employees listen to each others messages patiently. Listening patiently to employees enables the mangers to feel the pulse of the organization. On the other hand, lack of proper listening can lead to embarrassing situations because of a gap in coordination and understanding.
Progress Check
Answer the following questions briefly. a. what is listening? b. What are the different steps involved in the process of listening? c. How is hearing different from listening? d. How is active listening different from passive listening? e. What are the different types of listening?
References
Raman Meenakshi, Sangeeta Sharma, Technical Communication.OUP,New Delhi, India.1-4. Raman Meenakshi, Prakash Singh Business Communication,OUP,New Delhi, India.366-392. Rizivi M Ashraf, Effective Technical Communication. Tata McGraw-Hill,New Delhi, India.1-8.

BITS Pilani
Pilani Campus
Dr. Geetha.B BITS, Pilani
BITS Pilani
Pilani Campus
Elements of Effective Writing
The w riter does the m ost, w ho gives the reader the
m ost inform ation and takes from him the least tim e. Charles C. Cotton
Effective writing requires constant practice. The best style is one that seem effortless rather than laborious. Have som ething to say and say it as clearly as you can . That is the only secret of style . Matthew Arnold
BITS Pilani, Pilani Campus
Objectives
various elements of effective writing
strategies of paragraph development
Essentials
Plainness Precision Conciseness
At the level of words

Use familiar words/Do not try to show unnecessary erudition Avoid redundancy Avoid circumlocution Avoid surplus words Be careful about coherence Use shorter sentences instead of longer sentences.
Use familiar words

An important element in the use of words is the selection of familiar words. ExamplesAntiquated Outdated Writer should keep in mind target audience. ExamplesAntiquated machinery was utilized for experimentation. Old machines were used for the test.
Using familiar words

Unfamiliar words Accentuate Ameliorate Envisage Ramification Verbose Plain words stress improve forsee branch wordy
Avoid repetitions
At the present time we are conducting two clinics. We are conducting two clinics. We should plan in advance for the future. We should plan. An electronic cupboard with a series of drawers to put your food in to make it cold Refrigerator
The reason why the technicians were so upset was because their boss seemed so angry with them.
Improve
Avoid jargons Jargons: avoid them: they are unfamiliar to many
The responsibility of a person involved in pedagogical pursuits is to impart knowledge to those sent to him for instruction The teachers job is to instruct students The biota exhibited a one hundred percent mortality response All the plants and animals died The efficacy of hydrochloric acid is indisputable, but the ionic residues are incompatible with metallic permanence (reply on question asked Whether hcl is used to clean clogged drains ???) Dont use HCL , it corrodes pipes
Avoid foreign words and phrases

words from foreign languages if you have the required word in your vocabulary of the language you are writing in. Examples:
Bona fide clat Tte--tte raison detre
in good faith renown personal interview reason for existence
CIRCUMLOCUTION We solicit any recommendation that you wish to make and you may rest assured that any such recommendations will be given will be given our careful considerations as to the utilization thereof . Please give us your suggestions , we would carefully consider them POMPOUS/ WORDY We are cognizant that you are experiencing difficulties during this period of reorganization of your central office We know that you are having difficulty in reorganization of your central office
CLICH Our university has today become hot bed of politics which has become part and parcel to their functioning . We must explore every avenue to remove this evil and use the iron hand of the law to achieve this sacred purpose . We should take help of the law to remove politics from universities which has become part of it .
Conciseness It is achieved by the process of sifting essential from unessential information, by avoiding repetition, and by omitting ornamental phrases and the like. Redundancy Example: Freedom of speech is the privilege and birthright the constitution gives us.
The decision was predicated on the assumption that an abundance of monetary funds was forthcoming. The decision was based on the belief that there would be more money. During the preceding year the company operated at a financial deficit. Last year the company lost money.
Paragraph Development
Developing well structured paragraph is essential for effective technical communication. Paragraph tell the reader where the topics begin and end, thus helping them assimilate the contents in an organized manner. There is no fixed rule about the length of a paragraph. A paragraph is a group of sentences that forms a unit. In other words, it is a group of related sentences which express a single idea.
Fpr the paragraph development we need the following components: Topic Sentence Coherence Unity Adequate Development
Topic Sentence A topic sentence is a sentence that express the main idea of a paragraph. Coherence Coherence refers to the clear and logical linking of ideas in a paragraph. Coherence can be achieved by following four basic mechanical consideration.
Pronoun Reference Repetition of Key words or phrase Use of transitional tags Use of parallel grammatical structure.
Unity Unity refers to the extent to which all of the ideas contained within a given paragraph hang together in a way that is easy for the reader to understand. Adequate Development A paragraph is adequately developed when it describes, explains, and supports the topic sentence.
There are five steps involved in developing a paragraph. Formulation of controlling idea Explanation of controlling idea By example By explanation Completion of paragraph's idea and transition into next paragraph
Techniques for paragraph development

Illustration-providing examples to explain the main idea. Comparison and contrast- Bringing out similarities and differences to develop the idea. Cause and effect- explaining the reasons for the end result. Classification- Breaking the main idea into specific categories. Problem and solution- discussing the solutions to the problem posed.
Improve the following

Unfortunately, students seek inappropriate rewards for
their endeavours in the pursuit of academic knowledge. They desire high grades because these are indicative of scholastic success. However, they are unaware that they have attained the pinnacle of success if they have acquired a skill. They are unaware that the reward is the knowledge itself and not the academic evaluation.
Unfortunately, students feel that only high grades
indicate their success in the academic performances. They should bear in mind (or they forget) that the actual reward for their efforts is nothing but acquiring knowledge and skills.
It is the official function of the deputy factory-
planning engineer to assist in all possible ways the implementation of the instructions and reports and requests of the factory-planning engineer; and also to advise him in all matters relevant to the efficient operation of his department.
The deputy factory-planning engineer is supposed
to assist, follow and advise the factory-planning engineer in relevant matters for the efficient operation of his department.
Due to the fact that the production of reports involves
considerable cost to our organization, it can easily be seen that the reduction of the time spent in writing and reading them, a shortening of the reports themselves, would represent an appreciable gain in reducing our general operating expenses, although the matter of the length of the report should naturally be considered in relation to the complexity of the material and its adequate coverage keeping in mind the requirements of the specific situation. The production of reports involves a large sum to sour organization. If we shorten the reports keeping in mind the context, complexity and adequate coverage, we can reduce the time spent on reading and writing them. By doing so, we can reduce the operating expenses.
Regardless of their seniority or union affiliation, all employees who hope to be promoted are expected to continue their education either by enrolling in the special course to be offered by the company, which are scheduled to be given after working hours beginning next Wednesday, or by taking approved online courses selected from a list, which may be seen on the company internet.
*Regardless of
their seniority or union affiliation, all employees who hope to be promoted are expected to continue their education in either of two ways. 1. They may enroll in special courses to be given by the company. 2. They may take approved online courses selected from the list in the company intranet.
After a period of rapid expansion and record sales which gave so much pleasure to share holders in the past, I have the difficult and unenviable task of setting before you a considerable setback in the companys fortunes for the year under review. In the last annual statement I issued, I indicated that sales had leveled off and at the time of the interim dividend announcement I also predicted that, much as I regretted having to make the forecast, profits for the year were likely to be lower than could reasonably be expected. Unhappily, as it turns out from the figures before me this prediction is not only true but something of an understatement in that there has been a sharper decline in profitability during the last six months than anyone could have foreseen at the time when I have my announcement of the interim dividend.
BITS Pilani, Deemed to be University under Section 3 of UGC Act, 1956
Improving ones writing

Avoid cliches Avoid excessive use of jargons Avoid redundancy Avoid circumlocution Avoid foreign words and phrases Prefer active to passive voice to avoid wordiness

BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
Elements of Effective Writing
Topics
Reading Comprehension Precis Writing
Reading Comprehension
Objective
Getting familiar with different reading skills Understanding the tone, structure and nature of a given passage Detecting the central idea of a given passage
Different Reading Skills

Skimming
Used to understand the gist of the passage
Scanning
Used to find a particular piece of information
Intensive
Used for pleasure and general understanding
Extensive
Accurate reading for comprehensive understanding
Understanding the tone, structure and nature of a passage

The passage can be of information-based Here ere the reader is provided with a pool of information about any phenomenon, incident, animal or anything under the sun. point of view basedHere the author has a message, opinion, conclusion to convey or arrive at.
Understanding the tone, structure and nature of a passage contd

The first type of passage is easy to identify. It would be a jumble of information. To identify the central idea, these things are to be considered Presence of any argument Connective used in different parts of the passage Example: We cannot afford to just wait for many more years for the signs of global warming to come out more conspicuously. In order to reverse the trend, action must start even before the trend itself is firmly established. Here the author has an opinion to convey.
Identifying the central idea of a passage: what to do n what not to do

Never read a passage with a laid-back manner Carefully read the beginning of each paragraph Carefully follow the ending of each paragraph Pay attention to the linkers
Example: Passage 1
Few people think of the air as a source of food. But air contains a gas called carbon dioxide which consists of carbon and oxygen. Carbon is the basis of food of all plants. Each year, the plants of the world extract 150 billion tons of carbon for use in their food. Plants need food substances called carbohydrates which are essential for the energy needed by living things. Plants make carbohydrates from carbon and water. The process by which plants make carbohydrates is called photosynthesis.
Passage 1
We know that plants manufacture most of their food from substances in the air and in the water. air and water are the only things that give plants nourishment. photosynthesis is a substance in the air which is used by plants. plants need photosynthesis and oxygen for making carbon.
Passage 1 contd
The main source of plant food are a) chlorophyll and sunlight b) carbon dioxide and water c) proteins and carbohydrates d) proteins and carbon dioxide
Pssage 2
Many of the plants that are poisonous in large quantities are useful medicinally if taken in small quantities. Foxgloves are poisonous if eaten, but the drug digitalis is extracted from the plants, and this is used to treat people with heart diseases. The Deadly Nightshade gives belladonna which is used as a sedative and Nux vomica tree supplies strychnine, which can increase appetite. Before men could manufacture drugs, plants were their only source. The Chinese were using opium, from poppies, and the Suth American Indians chewing coca leaves as painkillers long before the appearance of drugs called heroin and cocaine. Quinine is extracted from the bark od the cinchona tree, which grows in South America. Camphor, castor beans and cloves give oils with medicinal uses. Another fungus must be included here, the Pencillium fungus, which gives pencillin.
Passage 2 contd
True or False All medicinal plants are poisonous. Belladonna increases appetite if taken in large quantities. South Americans use Cocoa as painkillers. Foxgloves extract is used to treat people with heart diseases. Castor beans supply strychnine. Extract from the bark of the cinchona tree helps bring down fever.
Prcis :Defined and Explained

Condensed representation of a text Prcis writing is an art to present the material in a simplified and compressed manner without omitting essential information
Qualities of a Good Prcis

Completeness The prcis must have the essential contents of the original passage without omitting any important fact or idea. Compactness All the ideas reproduced from the original document should form a compact whole.
Conciseness
It is achieved by the process of sifting essential from unessential information, by avoiding repetition, and by omitting ornamental phrases and the like.
Clarity
The prcis should have clarity of expression. It should be intelligible to even those readers who have not gone through the original document.
Coherence
All sentences and ideas in a prcis should follow one after the other in an unbreakable chain. The prcis should not look like a collection of disjointed sentences, but a well- connected whole.
Steps to effective prcis writing

Identify the reader and purpose This determines how much details should be included and how formal the prcis needs to be. Read the original document skim- read the document to get an overview, then read it again slowly to identify the main theme and to distinguish the key ideas and concepts from the unimportant ones.
Importance of the title

Write down a title
The title or heading is the prcis of a prcis and indicates what is to follow.
The body of the prcis

Write a note- form summary of each paragraph It is better to sum up the passage in the form of points Write the prcis Paraphrase to express the summarized points. Use the third person and indirect speech while writing the prcis. Do not add your comments.
Review and edit

Compare your prcis with the original document and make sure that it emphasis the same points

BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
Effective Presentation Strategies
Objectives
Understanding the nature and importance of presentation skills. Identifying the important steps in preparing an effective presentation. Understanding the major elements in the introduction, body, and conclusion of an oral presentation. Reviewing techniques for effective delivery.
Fundamentals of Professional Presentations

Defining Purpose The purpose of your presentation not only decides the content and style but also affects the amount of audience interaction. For instance, when your purpose is to provide information interaction will be less. When your purpose is to persuade people the interaction would be more.
Analyzing Audience and Locale

The nature of your audience has a direct impact on the strategy you devise for your presentation. It is necessary to have some prior knowledge of the audiences characteristics.
Organizing Content
Arrange the content of your presentation into three major arts namely, introduction, main body, and conclusions. In other words, say what you want to say, say it; then say what you've already said.
Introduction
The introduction comprises the porch or the opening statement, the aim, and the layout. The porch can be a question, a sincere greeting, or a starting statement. After the porch's state clearly the purpose of your presentation. A good introduction is a vehicle to lead the audience into the main body of the speech.
Main Body
The major point you highlighted in your opening will be expanded upon here. Depending upon your topic, and your introduction, you can choose from any of the following patterns to organize the main body of your speech.
Chronological
This method is useful for topics like the profile of our institute.
Conti..
Categorical
In this pattern the entire presentation can be divided into various topics and sub-topics arranged on the basis of subordination and coordination. This can be used for topics like' the role of advertising, environment protection.
Cause and Effect

Example impact of cinema on children
Problem solution
Here you divide the presentation into two parts. For example, population explosion Use transitional expression like therefore, because, in addition etc. Give Internal preview, internal summaries.
Conclusions
You can conclude your presentation by reviewing the main points. Give a signal such as to sum up, to conclude, to review. Remind the audience briefly the purpose of your presentation. Avoid the temptation to wrap up in haste or add something new in this part of your speech.
Preparing an Outline
An outline is a mechanical framework in which are fitted the bits and pieces of your presentation material. Suppose you are the project leader of a team, which has taken up a project on developing a new product for the company. You can prepare the outline in this manner with the help of words, phrases, or sentences. Introduction Product Appearance Various parts Functioning Facilities Conclusions You may have to work out the subheadings under each or some of these main topics.
Visual Aids
Spoken words are temporary; as soon as they come out of our mouth they evaporate into the air. Because of this limitation, speeches often need strong visual support-hangouts, chalk boards, flip chart, overheads etc. There is a list of visual aids which you may use commonly in your presentation. Overhead Transparencies. Power Point Presentations. Blackboard or whiteboard. Flip Charts
Nuances of Delivery
The four modes of delivery which can be used for making presentation.
Extemporaneous Manuscript Impromptu Memorization
Extemporaneous
When speaking extempore you must prepare the notes beforehand and rehearse your presentation. Advantages Enough time to prepare for the presentation Supporting material helps to present your points clearly. Your delivery sounds natural and spontaneous. It enables you to move freely. Disadvantages If preparation is inadequate, you can get lost and find your self uncomfortable.
Manuscript
In manuscript presentation , material is written out and you are supposed to read it out aloud . Advantages Its a permanent record of whatever you have to say. The material is organized systematically. There is no chance of tampering with the facts and figures. Disadvantages You get less time for making proper eye contact. In the absence of effective reading skill, you fumble over words.
Impromptu
The impromptu mode, as the word suggests, is what you use when you have to deliver an informal speech without preparation. For example, at a formal dinner party you may be invited to deliver a vote of thanks. Dont panic instead, calmly state your topic. Advantages You should sound very natural because you do not get enough time to make preparation. You are spontaneous as you say what you feel. Disadvantages The presentation lacks organized development of ideas. Frequent use of vocalized pauses. Chances of rambling are very high. There is no supplementary material ( no data, no statistics, no illustrations, no figures) to support our speech.
Memorization
This type of delivery stands somewhere between extemporaneous and manuscript presentation. Speech is written out beforehand, then committed to memory, and finally delivered from memory. Advantages Easy to maintain eye contact. Speaker can make use of appropriate non verbal communication Disadvantages Memorization requires too much of time. No flexibility or adoption is possible during the speech. The speaker gets flusters if he forgets a word or sentence. Extemporaneous is the best because of its flexible nature and its effectiveness.
Kinesics- Definition
We can define kinesics as the study of bodys physical movements. In other words , it is the way the body communicate through various movements of its parts. Personal appearance. Facial expressions. Eye contact. Gestures. Postures.
Kinesics
Personal appearance Plays very important role in non-verbal communication. Under appearance we will study clothes accessories etc. Eye contact Eyes can convey a large varieties of message intended as well as unintended- joy, surprise, anger, love, state of health etc. Gestures Movements made by head, hands , arms and shoulders. Gestures are use to clarify , emphasize and accentuate a verbal message. Posture Important part of body language and generally refers to the way one stand and walks. Posture indicates -confident, self assured, vibrant or nervous.
Proxemics
Chronemics
Refers to the meaning we give to time i.e. how we communicate to others. What time means to us. It can provide useful information about people. The way a person uses his own or anothers time speak volumes of his attitudes.
Paralanguage
Paralanguage is the how in language. How people say things is often as important as the words they use. Para lingual characteristics Articulation Pronunciation Volume Pitch Rate Voice modulations Pause Quality
Quality- Characteristic that distinguishes one voice from another Pace/ Rate It is the speed of words per minute. It varies from person to person.(80 to 250 words per minute). Pauses- Gaps in between words or sentences. Voice modulation- Where you can adjust , regulate or vary the tone, pitch and volume of your sound. Volume- High, low of your voice (trade mark pf a person, inherent in us)
Intonation-Intonation- rise and fall in the tone is known as intonation. Pitch- the rise and fall in the voice is essential to convey the varieties of emotion. Thank you is such a phrase. Articulation-To speak the sounds distinctly and crisply. Pronunciation -To speak the sounds according to accepted norms. Best way is to follow B.R.P
Attention Curve
internal previews internal summaries signposts Anecdotes Questions Humour Rightly timed pauses activity
Progress Check
Study the following statements about effective presentation and tick true or false against each of them. a. Kinesics is the name given to the study of the bodys physical movements. b. Posture is the movement made by hands, arms, shoulders etc. c. In manuscript presentation, material is written out and you are supposed to read it out aloud. d. The main body of presentation comprises the porch or opening statement.
BITS Pilani
Pilani Campus
Technical Communication: BITS ZG 659
BITS Pilani
Pilani Campus
Review
Overview of communication
Q.1 Define communication and explain its most critical factors. Q.2 Study the following statements about the concept of communication and tick true or false against each of them. a. Communication involves only words. b. Communication is always a one way process of passing information and ideas to someone else. c. You may use a specific set of words, gestures, and images to convey what you want to say. d. In order to achieve desired objectives , the sender and the receiver must share common understanding.
Conti
Q.1Who are involved in the communication process. Q.2 Describe the five steps in the process of communication. Q.3 What are the elements of communication process? Q.4Define feedback in the communication process?
Conti
Q.1 Study the following statements about the process of communication and tick true or false against each of them. a. The process of communication begins when the sender converts the idea into words or gestures. b. Decoding relates to the sender of a message. c. The response of the receiver create feedback. d. The sender is the person initiating the communication.
Conti
Q.1 Imagine that you are the boss in an organization where you have worked and you wish to announce a new policy aimed at improving customer service. Examine the entire communication process from sender to feedback. Give answer to the following questions. How will the message be encoded? What assumptions must you make about your audience? How should you announce the new policy? How can you encourage feedback? what barriers should you expect? How can you overcome them?
Review
Communication is a word of Latin origin Communico or communicare, which means to share. Elements of communication Process
Sender Receiver Message Channel Feedback
Semantic gap
Conti
Types of Communication Intrapersonal Interpersonal Extra personal Organizational Mass/Media communication
Conti..
Communication Network
Formal Network Model Chain network Y- network Wheel Network Circle Network All-channel network Informal Network Model Single Strand Gossip Probability Cluster
Communication Barriers
Q. How do the personal opinions and prejudice of various individual act as barriers to effective communication? Illustrate your answer with suitable examples. Q. What is the importance of this statement that people will create their own meaning to cues they receive from others?( general discussion on different perceptions, cultures, educational background, and the like)
Conti..
Q. Describe the common barriers to effective interpersonal communication? How does culture affect communication? Emotions and communication How does poor listening skills act as a serious barrier to effective communication? Observe your classroom. Is your professor having effective form of communication with your class? If no, where does it break down?
Conti..
Q. In reality there is no such thing as perfect communication. Discuss Q. Explain how the wrong choice of the media of communication act as a barrier to communication?
Review
A barrier to communication refers to any obstacle which comes in the way of smooth flow of information between the sender and the receiver. Classification of Barriers Intrapersonal Interpersonal organizational
Conti..
Intrapersonal Barriers Wrong Assumptions Varied perceptions Differing background Wrong inferences Impervious categories Categorical thinking
Conti
Interpersonal Barriers Limited vocabulary Incongruity of verbal and nonverbal messages Emotional outbursts Communication selectivity Cultural variations Poor listening skills Noise in the channel
Conti
Organizational Barriers Too many Transfer stations Fear of Superiors/Hierarchical Barriers Negative Tendencies Use of Inappropriate Media Information Overload
Non-verbal Communication
Q. Study the following statements about nonverbal Communication and tick true or false against each of them. a. Kinesics is the name given to the study of the bodys physical movements. b. Posture is the movement made by hands, arms, shoulders etc.
Review
Non verbal communication refers to all external stimuli other than spoken or written words and including body characteristics. E.g. voice and use of space and distancing . Types of non-verbal communication Kinesics (body language) Proxemics Chronemics Paralanguage
Kinesics
Definition Personal appearance Facial expressions Eye contact Gestures postures
Para lingual characteristics

Articulation Pronunciation- individual sounds, words stress, sentence stress, intonation. Volume pitch Rate Voice modulations Pause
Listening
Q. Study the following statements about active listening and tick true or false against each of them. a. Listening requires no special effort by the listener. b. Response is the action or reaction of the listener to the message. c. Encoding in listening refers to the process of changing the coded message into information
Conti
Q. Answer the following questions briefly. a. what is listening? b. What are the different steps involved in the process of listening? c. How is hearing different from listening? d. How is active listening different from passive listening? e. What are the different types of listening?
Review
Listening is a process of receiving and interpreting the spoken word. The four stages of listening are sensing, message decoding or interpretation, evaluation, and response. Types of Listening Appreciative Listening Empathetic Listening Comprehensive Listening Critical listening
Conti
Traits of a Good Listener Being Non- evaluative Paraphrasing Reflecting Implications Reflecting Hidden Feelings Inviting Further Contributions Responding Non- verbally
Conti..
Active versus passive listening Paying Attention
Dealing with Distractions
Implications of Effective Listening

Effective listening improve working conditions and nurture harmony and cohesion in the organization. Enables the mangers to feel the pulse of the organization Lack of proper listening can lead to embarrassing situations
Fundamentals of Effective Writing

Q. Rewrite the following sentences keeping in mind the principles of effective writing. Antiquated machinery was utilized for experimentation. The company suffered a tremendous loss in the second quarter of last year. The report discusses the problem of Air Pollution in India in detail. I take this opportunity to tell you that you are an excellent leader.
Conti
I was born in summer, the month of July. My first visit to your organization will always be remembered.
Conti
Q1 Rewrite the following passages so as to make them more simple, concise and effective. Motivation, the buzzword in the modern day organization, as many theorists propose is first and foremost the willingness to exert high levels of efforts to reach organizational goals conditioned by the efforts ability to satisfy some individual need. Although general motivation refers to effort toward any goal, here it refers to organizational goals because our focus is on work related behaviour. The three key definitions of motivation then overboard are effort, organizational goals and needs. The malady of our times as regards motivation is that there cannot be any definite definition of motivation since one definition of motivation gets demotivated the moment there is another innovative experience waiting to motivate many and de-motivate some. Another problem that repeatedly seems to surface again and again is, that it is guided by individual and personal perceptions, which are shaped by our encounter with different and varied experience. Group goals fail to motivate you, me and us because of many reasons, the chief being the absence of I factor, as the moment I sense my absence at the centre. People indulge in the process of de-motivation. Finally, motivation works well with those whom boss considers being his/her pet and scorn seems to favour those who are neck deep in motivation but blissfully deprived of approval.
Review
Qualities of Effective Writing Adaptability Clarity Economy Principles of effective writing Use familiar words Use concert and specific words Avoid Excessive use of jargons Avoid Clichs
Conti
Effective Sentence Construction Prefer Short Sentences Avoid cluttering phrases Avoid Needless Repetition Prefer active to passive voice Prefer Right Ordering and Proper Emphasis
Conti
Central Components of a Paragraph Topic sentence Coherence Use of pronouns Repetitions of key words or phrases Use of transitional tags Pronoun reference Parallelism Unity Adequate development Formulation of the controlling idea
Conti..
Steps to effective prcis writing Identify the reader and purpose of the prcis Read the original document Underline the key ideas and concepts Write a note form summery of each paragraph Write the prcis Review and edit
Effective Presentation Strategies

Study the following statements about effective presentation and tick true or false against each of them. a. In manuscript presentation, material is written out and you are supposed to read it out aloud. b. The main body of presentation comprises the porch or opening statement.
Review
Fundamentals of Professional Presentations Defining Purpose Analyzing Audience and Locale Organizing Content Arrange the content of your presentation into three major arts namely, introduction, main body, and conclusions. Preparing an Outline
Conti
Nuances of Delivery Extemporaneous Manuscript Impromptu memorization

BITS Pilani
Pilani Campus
Piyush Gupta BITS, Pilani
BITS Pilani
Pilani Campus
TECHNICAL REPORT
What Is A Report ?
A report is a formal communication written for a specific purpose; it includes a description of procedures followed for collection and analysis of data, their significance, the conclusions drawn from them and recommendations, if required.
Differences
Literary Writing Subjective Driven by feelings Vague objectives Imaginary world Urged by inner feelings No criterion Style(abstract) No structure Report Writing Objective By facts Specific purpose Real world By circumstances Data based Objective, plain Specific structure
Why reports?
To monitor/ control operations To help implement policies & procedures To comply with legal/ regulatory requirements To document the work performed To guide decisions.
Types
Reports Oral (informal) Formal Informational Interpretive Progress Laboratory Inspection Routine Written
Inventory Annual
How To Write Reports

Steps involved
Define your problem & purpose Determine your audience Collect the material Organize the material Make an outline Compose the first draft Revise, proof-read and evaluate
Contd.
Define your purpose with the help of Terms of Reference.
It gives you clear instructions Recognize the problem Spend time in working out the scope of your report In case instructions are not clear, seek clarification before making a start
Determine your audience

Superior officers Colleagues / counterparts Subordinate employees Other Organizations Share holders Customers and Members of public
Data Collection
Methods Personal observation Telephone Interview Personal Interview Mail Questionnaire Sources Library Internal Records
Personal observation
Observing with a purpose. Chief source of 1st hand information. Recognizing & Recording information. Forming Mental Impression -Controlled /Uncontrolled (create an environment or view things as they are). Memory, sensory perception. Expensive, slow, cant be used for all.
Telephone Interview Information is of routine nature Only brief answer is required Small no. of people/ subjects Saves time on traveling Some feed back possible (not effective) Information may not be representative Misinformation hard to defect
Personal Interview
Conversation with a purpose To obtain qualitative data To supplement the information collected through other methods To get exact details To have a feel of the answers so as to draw better inferences
Personal Interview
Can control the situation Can simplify and interpret the question Can get most accurate reply Proper observation of NVC
Disadvantages Large no. of people cant be contacted Time consuming Analysis difficult
Personal Interview Preparation

Be clear with purpose Get an appointment Pen, tape etc. Get prior permission for recording Prepare a list of questions (open end) Last question Dress appropriately Reach on time
Conducting Personal Interview

Briefly explain the purpose Be alert & listen Be accurate in recording Dont enter into an argument Assume a subordinate position Avoid too many interruptions Avoid embarrassing questions Keep the interaction on track

Be tactful Be flexible Dont get unnerved Finish in time Assure confidentiality Thank Keep the lines of communication open
Questionnaires
To survey large number of people, to cover large geographical area
Mail a questionnaire to all members Saves time Seeking clarifications- tough
Advantages
Convenient for the respondent Chance to deliberate and look up information Bias of interviewer is eliminated Reach a specific segment of population. Respondent need not be identified Questions can be standardized.
Disadvantages
Difficulty in securing replies in the nature of questions. In case the response is small, data may not give a true
picture.
Uncertainty in getting the filled in questionnaire
Disadvantages
Inadequate answer Answers of some questions meaningless or some
left unanswered. given
Complex and confidential information not readily Cost per mailing and per return quite high- but
cost effective
Framing Questions
Positive framing One aspect of an issue at one time No leading question Ask follow up questions Easily remembered data Sequencing- easy to follow Not many open ended questions No nice to know questions- ask necessary ones Avoid ambiguous questions
Sampling Methods
Random- each member of the population has an equal chance of being selected Systematic: every nth member of the sampling population Stratified: first identify the relevant strata (subsets) and their actual representation in the population. Then random sample. Convenience: sample is selected because it is convenient
Judgment: very much like convenience sampling; eg. deciding one representative city/ campus Snowball sampling: Relies on referrals from initial subjects- a special nonprobability method when the desired characteristic is rare
Question type
Open-ended
How would you describe the flavor of this ice cream?
Either-or
Do you think this ice cream is too rich? ----Yes -----No
Cont
Multiple choice
Which description best fits the taste of this ice cream? (choose only one)
a) b) c) d) e)
Delicious Too fruity Too sweet Too intensely flavored Stale
Cont Scale
Please mark an X on the scale to indicate how you perceive the texture of this ice cream.
Too light
Light
Too Creamy
Creamy
Cont Checklist
Which flavours of ice cream have you had in the past 12 months? -----Vanilla -----chocolate ------Strawberry ------Chocolate chip ------Juicy
Cont Ranking
Rank these flavours in order of your preference from 1(most preferred )to 5(most preferred (least preferred). -----Vanilla -----chocolate ------Strawberry ------Chocolate chip ------Juicy
Cont
Short-answer
In the past two months how many times did you buy ice cream in the supermarket?________________________ In the past two months how many times did you buy ice cream in the ice cream shops?________________________
Organize your materials

Principles of Organization Logical ordering Coordinating Subordinating Numbering Phrasing
Structure and Layout of Report

Elements of reports divided in three parts:
1. 2. 3.
Front Matter Main Body Back Matter
Front Matter
Cover Frontispiece Title page Copyright Notice Letter of Authorization and Letter of Acceptance Letter of Transmittal Acknowledgements Table of contents List of illustrations Abstract or summary
Main Body
1.Introduction
Major components of Introduction
Background Problem/Purpose Scope Authorization Source and methods Limitations Significance Report organization
Introduction
1 Authorization: who, when & whom 2 Problem/Purpose: Reason? 3 Scope: what is what not to be covered, size & complexity
Contd.
Background Historical factors Development of the problem Existing conditions Sources and Methods Samples, Questionnaires Definitions Limitations: factors beyond control
2. Discussion or Description
Explanations of a problem or opportunity Facts, statistical evidences and trends Results of studies or investigations Discussion and analyses of potential courses of action Advantages , disadvantages, costs and benefits of a particular course of action
Continued
Procedures and steps for a process Methods and approaches Criteria for evaluating alternatives and options Contains all illustrations
3. Conclusions
This important section tells what the finding mean, particularly in terms of solving the original problem. Logical inference from the analysis All conclusions must be supported by your past arguments
Tips for Writing Conclusions

1. Interpret and summarize the findings; tell what they mean. 2. Relate the conclusions to the report problem. 3. Limit the conclusions to the data presented; do not introduce new material.
Contd.
4. To improve comprehension you may present the conclusions in a numbered or bulleted list. 5. Be objective; avoid exaggerating or manipulating the data. 6. Use consistent criteria in evaluating options.
4. Recommendations
In short reports, conclusions and recommendations are treated same Recommendations are most helpful when they are practical and reasonable Never recommend until you are asked Put recommendations in descending order Recommendations require an appropriate introductory sentence, such as The findings and conclusions support the following recommendations
Tips for Writing Recommendations

Make specific suggestions for actions to solve the report problem. Prepare practical recommendations that will be agreeable to the audience. Avoid conditional word such as maybe and perhaps. Present each suggestion separately as a command beginning with a verb.
Continued
Number the recommendations for improved readability. If requested, describe how the recommendations may be implemented. When possible, arrange the recommendations in an announced order, such as most important to least important.
Back Matter 1. Appendixes

Incidental or supporting materials are documented in appendixes. It is relevant to some readers but not to all It documents material that sustains the theme of report It ensures no interruption in readers thought It includes questionnaire, statistical data, samples, formulas, tables of data, financial statements; a glossary may be put in an appendix or may stand as a separate supplementary part.
2.List of References
You have an ethical and a legal obligation to give other people credit for their work. Your report documentation determines how this section is developed. A Bibliography is a list secondary sources consulted when preparing the report. Regardless of the format, you must include the author, title, publication, date of publication, page number, and other significant information for all ideas or quotations used in your report.
Sample Bibliographical Entries

1. Book with one author Palmer, Frank. Grammar. Second Edition. Middlesex, England: Penguin Books Limited. 1972. 2. A book with two or three authors Tibbets, Charlene, and A.M. Tibbets. Strategies: A Rhetoric and Reader. Glenview: Scott, Foresman and Company, 1988.
3. A book with four or more authors Nadell, Judith, et al. The Macmillan Writer. Boston: Allyn and Bacon, 1997. 4. A book with a corporate authorship Corporate Credit Union Network. A Review of the Credit Union Financial System: History Structure, and Status and Financial Trends. Kansas City: U.S. Central, 1986.
5 An entry in a collection or anthology Irving,Washington. Rip Van Winkle. Once Upon A Time: The Fairy Tale World of Arthur Rackham. Ed. Margery Darrel. New York; Viking, 1972. 13-36. 6 A translation Homer. The odyssey. Trans. Robert Fagles. New York: Viking , 1996.
7. An article in a newspaper Hoffman, Donald. Bank Consigned to Vault of Gloom. The Kansas City Star 24 Oct. 1988. 8. An article in a magazine Mehta, Pratap Bhanu. Exploding Myths. New Republic 6. June 1988: 17-19.
9 An Interview Gordimer, Nadine. Interview. New York Times 10 Oct.1991, late ed. :C25. 10 Internet Source Berst, Jesse. Berst Alert. ZDNet 30 Jan. 1998. <http://www.zdnet.com/anchordesk/stor y/story_1716.html>
A report must explain: What we did? Why we did it? What was discovered? What is the significance of your report/findings? How you did it? Must clearly establish/identify what is new about your work. And how it is related to prior work/knowledge.
Use of Illustrations
PURPOSE: Can present a large number of details in less space Will help in giving an integrated picture of the results arrived at through data analysis Catches the readers attention.
PRACTICAL HINTS
Refer to all illustrations in the text Place them after the first citation in the text Keep the design simple Number them consecutively and classify them into two categories-tables and figures Each illustration must be complete in itself Give each illustration a title and write it against or below the number Center the title and ensure that it is not longer than the width of the table
TYPES OF GRAPHICS
Tables : Tables permit systematic presentation of large amounts of data in small spaces.
Bar charts
It enables the readers to compare related items, see changes over time, and understand how parts relate to a whole.
Line Charts
The major advantage of line charts is that they show changes over time, thus indicating trends.
Pie Charts
It is most useful in showing the proportion of parts to a whole.
Flow Charts
Procedures are simplified and clarified by diagramming them in a flow chart.
Photographs, Maps, and Illustrations :

1. 2.
3.
Pictures add authenticity and provide a visual record. Maps enable the report writers to depict activities or concentrations geographically, such as dots indicating sales reps in states across the country. Illustrations and diagrams are useful in indicating how an object looks or operates.
More...
Simple bar graphs Multiple bar graphs Segmented bar graph Pie graphs
Comparison over time/
geographic areas To show 2 or more kinds of quantities To compare differences in the division of the whole How wholes are divided
More.
Line graphs Statistical map pictograph
Changes over time Quantitative difference by
geographic areas Quantitative difference in pictorial form

BITS Pilani
Pilani Campus
Piyush Gupta BITS, Pilani
BITS Pilani
Pilani Campus
TECHNICAL REPORT
Why reports?
To monitor/ control operations To help implement policies & procedures To comply with legal/ regulatory requirements To document the work performed To guide decisions.
Types
Reports Oral (informal) Formal Informational Interpretive Progress Laboratory Inspection Routine Written
Inventory Annual
How To Write Reports

Steps involved
Define your problem & purpose Determine your audience Collect the material Organize the material Make an outline Compose the first draft Revise, proof-read and evaluate
Contd.
Define your purpose with the help of Terms of Reference.
It gives you clear instructions Recognize the problem Spend time in working out the scope of your report In case instructions are not clear, seek clarification before making a start
Determine your audience

Superior officers Colleagues / counterparts Subordinate employees Other Organizations Share holders Customers and Members of public
Data Collection
Methods Personal observation Telephone Interview Personal Interview Mail Questionnaire Sources Library Internal Records
Personal observation
Observing with a purpose. Chief source of 1st hand information. Recognizing & Recording information. Forming Mental Impression -Controlled /Uncontrolled (create an environment or view things as they are). Memory, sensory perception. Expensive, slow, cant be used for all.
Telephone Interview Information is of routine nature Only brief answer is required Small no. of people/ subjects Saves time on traveling Some feed back possible (not effective) Information may not be representative Misinformation hard to defect
Personal Interview
Conversation with a purpose To obtain qualitative data To supplement the information collected through other methods To get exact details To have a feel of the answers so as to draw better inferences
Personal Interview
Can control the situation Can simplify and interpret the question Can get most accurate reply Proper observation of NVC
Disadvantages Large no. of people cant be contacted Time consuming Analysis difficult
Personal Interview Preparation

Be clear with purpose Get an appointment Pen, tape etc. Get prior permission for recording Prepare a list of questions (open end) Last question Dress appropriately Reach on time

Briefly explain the purpose Be alert & listen Be accurate in recording Dont enter into an argument Assume a subordinate position Avoid too many interruptions Avoid embarrassing questions Keep the interaction on track

Be tactful Be flexible Dont get unnerved Finish in time Assure confidentiality Thank Keep the lines of communication open
Questionnaires
To survey large number of people, to cover large geographical area
Mail a questionnaire to all members Saves time Seeking clarifications- tough
Advantages
Convenient for the respondent Chance to deliberate and look up information Bias of interviewer is eliminated Reach a specific segment of population. Respondent need not be identified Questions can be standardized.
Disadvantages
Difficulty in securing replies in the nature of questions. In case the response is small, data may not give a true
picture.
Uncertainty in getting the filled in questionnaire
Disadvantages
Inadequate answer Answers of some questions meaningless or some
left unanswered. given
Complex and confidential information not readily Cost per mailing and per return quite high- but
cost effective
Framing Questions
Positive framing One aspect of an issue at one time No leading question Ask follow up questions Easily remembered data Sequencing- easy to follow Not many open ended questions No nice to know questions- ask necessary ones Avoid ambiguous questions
Sampling Methods
Random- each member of the population has an equal chance of being selected Systematic: every nth member of the sampling population Stratified: first identify the relevant strata (subsets) and their actual representation in the population. Then random sample. Convenience: sample is selected because it is convenient
Judgment: very much like convenience sampling; eg. deciding one representative city/ campus Snowball sampling: Relies on referrals from initial subjects- a special nonprobability method when the desired characteristic is rare
Question type
Open-ended
How would you describe the flavor of this ice cream?
Either-or
Do you think this ice cream is too rich? ----Yes -----No
Cont
Multiple choice
Which description best fits the taste of this ice cream? (choose only one)
a) b) c) d) e)
Delicious Too fruity Too sweet Too intensely flavored Stale
Cont Scale
Please mark an X on the scale to indicate how you perceive the texture of this ice cream.
Too light
Light
Too Creamy
Creamy
Cont Checklist
Which flavours of ice cream have you had in the past 12 months? -----Vanilla -----chocolate ------Strawberry ------Chocolate chip ------Juicy
Cont Ranking
Rank these flavours in order of your preference from 1(most preferred )to 5(most preferred (least preferred). -----Vanilla -----chocolate ------Strawberry ------Chocolate chip ------Juicy
Cont
Short-answer
In the past two months how many times did you buy ice cream in the supermarket?________________________ In the past two months how many times did you buy ice cream in the ice cream shops?________________________
Organize your materials

Principles of Organization Logical ordering Coordinating Subordinating Numbering Phrasing
Structure and Layout of Report

Elements of reports divided in three parts:
1. 2. 3.
Front Matter Main Body Back Matter
Front Matter
Cover Frontispiece Title page Copyright Notice Letter of Authorization and Letter of Acceptance Letter of Transmittal Acknowledgements Table of contents List of illustrations Abstract or summary
Main Body
1.Introduction
Major components of Introduction
Background Problem/Purpose Scope Authorization Source and methods Limitations Significance Report organization
Introduction
1 Authorization: who, when & whom 2 Problem/Purpose: Reason? 3 Scope: what is what not to be covered, size & complexity
Contd.
Background Historical factors Development of the problem Existing conditions Sources and Methods Samples, Questionnaires Definitions Limitations: factors beyond control
2. Discussion or Description
Explanations of a problem or opportunity Facts, statistical evidences and trends Results of studies or investigations Discussion and analyses of potential courses of action Advantages , disadvantages, costs and benefits of a particular course of action
Continued
Procedures and steps for a process Methods and approaches Criteria for evaluating alternatives and options Contains all illustrations
3. Conclusions
This important section tells what the finding mean, particularly in terms of solving the original problem. Logical inference from the analysis All conclusions must be supported by your past arguments
Tips for Writing Conclusions

1. Interpret and summarize the findings; tell what they mean. 2. Relate the conclusions to the report problem. 3. Limit the conclusions to the data presented; do not introduce new material.
Contd.
4. To improve comprehension you may present the conclusions in a numbered or bulleted list. 5. Be objective; avoid exaggerating or manipulating the data. 6. Use consistent criteria in evaluating options.
4. Recommendations
In short reports, conclusions and recommendations are treated same Recommendations are most helpful when they are practical and reasonable Never recommend until you are asked Put recommendations in descending order Recommendations require an appropriate introductory sentence, such as The findings and conclusions support the following recommendations
Tips for Writing Recommendations

Make specific suggestions for actions to solve the report problem. Prepare practical recommendations that will be agreeable to the audience. Avoid conditional word such as maybe and perhaps. Present each suggestion separately as a command beginning with a verb.
Continued
Number the recommendations for improved readability. If requested, describe how the recommendations may be implemented. When possible, arrange the recommendations in an announced order, such as most important to least important.
Back Matter 1. Appendixes

Incidental or supporting materials are documented in appendixes. It is relevant to some readers but not to all It documents material that sustains the theme of report It ensures no interruption in readers thought It includes questionnaire, statistical data, samples, formulas, tables of data, financial statements; a glossary may be put in an appendix or may stand as a separate supplementary part.
BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
Letter and Memo
Objectives
Knowing the significance and Purpose of letter writing Understanding the form and structure of letters. Understanding the principles of letter writing To understand the concept and importance of memorandums. To learn the way to write efficient memorandums.
Communication Skill
Significance of Business Letters

Though there are many modern communication methods available these days, the traditional business letters still retain their importance in the business world for the following reasons. Help you in keeping personal relational ship Serve as permanent records of information Help in reaching a large and geographically diverse audience.
Communication Skill
Purpose
The ultimate purpose of writing any business letter is to sustain the existing business relationship or to create and establish a new business relationship. Purpose To inform To enquire To order To make an adjustment To sell a product To complain To collect dues
Communication Skill
Structure
Business letters are different from personal letters as they have a distinct structure and layout. Standard Elements
Heading Date Inside address Salutation Message Complementary Close Signature Block
Communication Skill
Additional Elements
Addressee notation Attention line Subject line Reference initials Enclosure notation Copy notation Mailing notation Postscript
Communication Skill
Standard Elements
Heading
This element is also known as the letterhead, which shows the organizations name , full address, and also telephone numbers. If the letterhead is not used, the heading includes the senders address. Date This refers to the date the letter was written. It includes the date, the month, and the year. You can represent this in either of the following two ways. 3 June2003 or June 3, 2003
Communication Skill
Conti..
Inside Address This part of the letter identifies the recipient of the letter and is separated from the date by at least one blank line. A courtesy title should precede the recipient's name. It is always best to address your letter to a specific person. If you do not know the name of a specific person , it is acceptable to address the letter to the department or to a job title.
Communication Skill
Conti
Salutation Always try to address your letter to a person by name rather than title. If you can not find a specific name, you may choose a salutation such as: Dear students Dear colleagues
Communication Skill
Conti..
Message This part of your letter will usually occupy the greatest amount of space. It should be single spaced, with a blank line separating it from the preceding and the following parts of your letter. Complimentary close This element is a single word or phrase, separated from the message by a blank line. Example-sincerely Truly Faithfully respectfully
Communication Skill
Conti..
Signature Block The complimentary closing line is followed by the signature block, which includes your signature, name and title. Place the signature block four lines below the complimentary close. Include your name and the title.
Communication Skill
Additional Elements
The following elements may be used in any combination , depending upon the requirements of the particular letter, but generally in the order shown below. Addressee notation Attention line Subject line Reference initials Enclosure notation Copy notation Mailing notation Postscript
Communication Skill
Additional Elements
Addressee notation This sort of notation generally appears a double space above the inside address, in all capital letters. Personal, confidential, or please forward are examples of such notations. Attention Line An attention line can be used to draw the attention of a particular person or a particular department in an organization. Place the attention line two spaces below the inside address. the line is included in the following manner. Attention : Dr. Satish Yadav
Communication Skill
Cont..
Subject Line This element lets the recipient know at a glance what the letter is about. It usually appears below the salutation. But sometimes it is placed above the salutation and below the attention line. Reference Initials Often, one person may dictate or write the letter and another may produce it. On such occasions, reference initials are included to show who helped prepare the letter. The first set of initials is the writer's and the second set is the helpers.
Communication Skill
Conti..
Enclosure Notation This appears at the bottom of the latter, one or two lines below the reference initials. Some common forms are: Enclosure: Draft of proposal Copy Notation This indicates who is receiving a courtesy copy (CC). Recipients are listed in the order of rank.
Communication Skill
Conti..
Mailing Notation This is placed either at the bottom of the letter after reference initials or enclosure notations, or at the top of the letter above the inside address on the left hand side. Mailing notation such as By Registered Post, By Courier etc. will generally appear in capital letters to catch the attention.
Communication Skill
Conti..
letters may also bear postscripts, i.e. afterthoughts to the letter, to the messages that require emphasis, or personal notes. The postscript is usually the last item on any letter. As far as possible try to avoid using postscript as they convey an impression of poor planning.
Communication Skill
Principles of letter writing

Business letters are written mainly to create , establish, or sustain our relationship with others. A good relationship is based on respect and courtesy. So, when trying to establish good relationships in your business messages, remember to follow the principles of business letter writing mentioned below:
Communication Skill
Use the You attitude

Focus on the recipient's needs, purposes, or interests instead of your own. You attitude is an extension of the audience centered approach. For instance, when someone makes a mistake, you may want to minimize ill feeling by referring to the mistake impersonally rather than pointing out directly. You might say, we have a problem instead of you caused a problem.
Communication Skill
Clarity and Conciseness

Conciseness means saying what you need to say in as few words as possible. By being unambiguous, you can not only be concise but also be clear. Lack of clarity and conciseness is mainly because of the following reasons: Long involved sentences Verbosity or wordiness Redundancy
Communication Skill
Conti..
Example: Original I strongly believe that Mr. Rams employment record seems to show that he may be absolutely capable of handling even extremely difficult situations( overemphasis) Revised Mr. Rams employment record shows that he may be able to handle any difficult situation.
Communication Skill
Correctness and completeness

The term correctness refers to concreteness or precision, and the term completeness refers to thoroughness or giving all the required details. You can achieve these qualities by using unambiguous words and by proofreading your message for accuracy. Example :Original We need a large office space. A number of customers filed their returns today. Revised We need at least 10,000 square feet. Ten customers filed their returns today.
Communication Skill
Positive Approach
Emphasize the positive side of your message rather than the negative side. Stress what is or what will be rather than what is not and what will not be. Example: Negative We never exchanged damaged goods. Positive You may exchange the purchased goods provided they are in good condition.
Communication Skill
Courtesy and Consideration

Courtesy is oil; it reduces friction. Being polite to your readers is another way of earning their respect and sustaining your relationship with them. Example: original Your indifferent attitude has caused a great loss. Revised Had you been a bit more careful, we could have avoided this 20% loss.
Communication Skill
Progress Check
Change these negative introduction to make them affirmative: You dont want to waste your money when you buy tyres. Revise these statements granting or refusing adjustments: Although we are not at fault, we are willing to accept return of the lampshade. It is simply impossible for us to grant your request. Everyone gets the same fair treatment at Gordons.
Communication Skill
Memorandum
Memorandum is a short piece of writing generally used by the officers of an organization for communicating among themselves. Also called interoffice memorandum. E-mail messages and interoffice memorandums are favourites for internal communication.
TAZ C312 Technical Report Writing
Characteristics
Routine memos inform employees, request data, give responses, confirm decisions, and provide directions. Effective memos contain guide-word headings, focus on a single topic, are concise and conversational and use graphic highlighting. Purpose of a memorandum To record information To convey information To convey decisions To make short requests
Writing process
A systematic plan helps you write faster and more effectively. Analyzing the purpose of a message helps determine whether a permanent record is required.
1.Do I really need to write this memo or e-mail? 2. Why I am writing? 3. How will the reader react?
You gather information and prepare your message. Make an outline of the points you wish to cover. Revise for clarity Proofread for correctness Plan for feedback
LANGUAGE
Language is easy to understand Objective Concrete and concise No emotional appeals Plain and direct statements Benefits of using Memorandums Memorandum ensures quick and smooth flow of information in an organization. It helps build good business relationships Helps to establish accountability
Contents of a Memo
Designation of the receiver Designation of the sender Reference Date Subject
Memorandums : an example
Tose Steel Company Limited Interoffice Memorandum Reference: Date: Subject: ____________________________ ____________________________ ______________ To: From:
c.c.
Sender
Questions for discussion

Study the following statements and tick true or false against each of them. The purpose of a memo is to record information. Language of a memo should be subjective. There should not be any emotional appeal while writing the memo. In memo there is no need to give the designation of the sender.
BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
Group Communication
Objectives
Knowing the nature and importance of group communication. Understanding the characteristics of successful group discussions. Learning to identify areas of evaluation in group discussion. Knowing how to participate in group discussions. Learning about meetings, conference, etc 3
Group Discussion
What is a G.D.? Traits Group behavior Approach Dos & Donts
Definition
Gathering of people where discussions occur with varied purposes . Face to face Free oral interaction Exchange information Make decisions Forum for the participants to resolve an issue , solve a problem to exchange information on a given topic.
Evaluation
Personality Knowledge Communication Skills Leadership
Personality
Appearance Temperament Posture and gesture Mental state Overall impression
Knowledge
Depth Range Analytical ability Organization of ideas Overall impression
Communication Skills
Listening skills Fluency Language Phonetic ability Overall impression
Individual Traits
Ideas generation, originality, depth, relevance Articulation clarity, fluency, modulation, good delivery Listening have to react to what others say Body language- apposite signals sent out by body lang. Initiative get/give an opportunity to speak
Leadership
Initiative Team spirit Endurance Decision Making Overall Impact
Leadership Qualities
Constructive participation Rational arguments Convincing others Building support Logically weakening opponents Point of view
Leadership styles
Driver (imposes, evaluates, blocks) Amiable (eagerly supports, avoid conflicts) Democrat (includes everyone, tries to control
Orderly conduct
Dominate without bullying Listen and react Be a gate opener not classer Turbulence Restore order Activate inert participants
Approach
Pay attention to topic- no ambiguity Generate ideas, develop & prioritize them Listen exchange of ideas healthy Not consensus but conclusion Interpret correctly, explore adequately Case studies
15
Group Behavior
Participation high/low participator, shift, who keeps the ball rolling, active/passive change Leadership Driver-impose views, passes judgment, blocks undesired action. Amiablesupports others, no conflict. Democrat-involves one &all, expresses himself, does not evaluate other, tries to solve the problem & conflict Time sharing & orderly conduct no domination, share time & views, helps others getting in GD Handling Bulldozers raise voice level, find a real flaw, by physically gesturing
Group Development
Different stages: Forming
Storming
Norming Performing
Adjourning- unforming the group and move on
Participation
High Low Shifting Silent (how treated) Consistent Who talks to whom
Bulldozers
Make them silent Vocally Physically Rationality Activate inert participants
Environment
Topic Time Candidates Seating arrangements Unstructured/ Structured
23
Seating Arrangement
24
Dos

Seat yourself comfortably Listen to topic carefully Always note the topic Organize your ideas before speaking Speak at the earliest opportunity Be polite Identify your supporters & opponents
Allow your supporters augment your ideas Keep track of time Share time fairly Listen to others point Maintain eye contact Take a paper to note points Head for conclusion not consensus
25
Dont

Be in a hurry to start the topic Be silent Dominate physically, verbally Assume the role of a chairman Take extreme stance Enter into an argument Pass value judgement
Look at the faculty Shout down inert ones Move excessively in chair Throw all ideas in one shot Speak fast Digress from topic Use slang Get emotional Pay attention to bulldozers
26
Progress Check
Study the following statements about group discussion and tick true or false against each of them. 1) During group discussion you should monopolize the discussion. 2) Initiate the proceedings of the group discussion. 3) Group discussion is an interactive oral process. 4) There is always an elected leader in a GD and the leadership functions are performed by the elected leader.
27
Close on a positive note

Even if the group hasnt reached an agreement, solved a problem, or met some other objective the leader can acknowledge any progress that has been made. This sets a positive tone for future discussions and helps to impart a feeling of control.
28
Books
Raman Meenakshi, Sangeeta Sharma, Technical Communication.OUP, New Delhi, India. Raman Meenakshi, Prakash Singh Business Communication, OUP, New Delhi Rizivi M Ashraf, Effective Technical Communication. Tata McGraw-Hill, New Delhi, India.1-8.
29
Thank You
30
BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
INTERVIEWS
Technical Communication Course No.BITS ZG659
Interview
Interview sight between Purposeful interpersonal communication A meeting of persons face to face
In short an interview is a two party conversation in which at least one party has a specific serious purpose. Such interviews need a lot of preparation.
Objectives
To exchange information To provide information To advise To counsel To select a person for specific task To monitor performance
Types
Job Information Persuasive Exit Evaluation Counseling Disciplinary Conflict-resolution Termination
Job interviews.
The job candidate wants to learn about the position and the organization the employer wants to learn about the applicants abilities and experience. Both hope to make a good impression and to establish rapport
Job Interviews
Job Interviews can be either face-to-face or telephonic
How to Prepare
Knowledge, skill, past performance, attitude

Match yours with requirements Collect necessary information. Prepare if you want to ask Carry note pad, pen, calculator copies of CV, testimonials, certificates etc. Check your brief case Go in formal dress
How to prepare (contd.)

Memorize your resume Be punctual Relax Go through a mock interview ASK..Attitude Skill Knowledge. 90% 5% 5%
Employers Expectations
Disposition Career Objective Subject Knowledge General Knowledge Communication Skills Mental Agility Consistency Self-confidence
Disposition
Appearance, clothes, facial expressions, gestures, manners, the way you present yourself, the impression you leave on the employee
Career objective
The interview panel will be trying to gauge what you want to pursue in your life. You may also be asked where you want to see yourself after 10 years.
Subject knowledge
Every employer expects that his prospective employees are well versed with the subjects they had pursued in the past or were currently pursuing.
General Knowledge
A good general awareness is the primary requisite of a candidate aspiring for a job today. The employer tries to assess your curiosity about whats happening all around you, your analytical ability, your mental level and your potential for coherent perception of multiple happenings.
Communication Skill
Communicating effectively is vital for both personal and organizational growth.
Mental Agility
The ability to quickly grasp the question and reply appropriately is a sign of mental alertness. This quality implies quick thinking, presence of mind and quick response.
Consistency
A good candidate has a positive, definite and well-developed approach to life. He will stick to his opinion and make judicious decisions. He will not be moved by emotions and external impressions.
Self-confidence
This is the most essential requirement of a good candidate. Self-confidence means trust in yourself. This generates self-esteem and self-respect. By possessing will power, socializing, identifying your shortcomings, fighting fear and nervousness, having positive approach and acting as a leader you can boost your self-confidence.
Ten critical success factors

Positive attitude toward work Proficiency in the field of study Communication skills (Oral and Written) Interpersonal Skills Critical thinking and problem solving skills Confidence Flexibility Self-motivation Leadership Teamwork Technical Communication Course
No.BITS ZG659
Ten most common reasons for rejection

Arrogance Apathy Uninhibited nervousness Equivocation Lack of concentration Lack of crispness Lack of Social skills Lack of firmness Inadequate quantitative skills Technical Communication Unsuitable personality ZG659 Course No.BITS
Process (3 basic steps)

Establishing Rapport Information Gathering Closing
Types of Questions Closed/Open

Experience Credential Situation Related Probing Dumb Behavioral Link Leading Discriminatory
Some Standard Questions

1. Tell me about yourself 2. Why should we hire you ? 3. What do you want to be 10 or 15 years from now? 4. Whats your greatest weakness? 5. What qualities do you feel a successful manager should have? 6. If you have to live your life again, what would you change?
Answering Techniques
Behavioral Answering Technique Compelling Story Technique Personality Matching Technique Parroting Technique Reframing Technique
Conduct During Interview

1. Greet with a smile & firm handshake 2. Be relaxed & sit contestably 3. Listen attentively 4. Dont express lack of interest 5. Speak clearly & softly 6. Avoid only Yes/No 7. Be true to yourself 8. Take care of excessive body gestures 9. Focus on strengths 10. Seek permission to present material 11. Ask relevant ques. 12. Thank & keep lines of commn. Open
Qualities to be reflected
Clarity of thought Balanced Point of view Logical thinking Sincerity Capacity to conceptualize
Presence of mind Maturity Open mind Good understanding of fundamentals
End
Recap Why you feel you are the best can did ate Your interest in the position by asking for the job
Follow up
Call the interviewer to thank him for his time. Write to them
Tips for Success

Be well prepared Brush up your subject and general knowledge Memorize your resume Know about the company Dress appropriately. Unless advised otherwise wear business attire. Limit make up, perfume/aftershave and jewelry Be smart, clean, and well groomed Carry a briefcase or neat folder containing all relevant papers Show up 10-15 minutes early. In case you feel Technical Communication Course you may get delayed, call up and inform No.BITS ZG659
When you meet your interviewer/s shake their hand confidently Stay calm, dont fidget or twiddle your thumb Be polite Never chew gum or smoke during the interview Be yourself, be honest Show a real interest in the job Be aware of all the answering techniques Dont answer a question you didnt understand; ask for clarification first Speak clearly using positive words/phrases such as enjoy, enthusiastic, positive attitude, Technical to be my best, etc. Communication excellence, striving No.BITS ZG659 Course
Avoid repeating yourself. DO NOT raise your voice during the interview. DO NOT interrupt the interviewer while he is talking. When talking about your project - instead of trying to sell the product or your present company's capabilities to him, explain how you went about doing it and sell your capabilities to him. If the interviewer appears to be asking trivial or irrelevant questions - take all of them seriously. Maybe he is trying to check your communication skills. DO NOT ask any personal questions
At the end of the interview - always thank the interviewer for his time.
BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
Technical Proposal
Objectives
To discuss the types and structure of Technical Proposal.
Technical Communication BITSZG659
Course NO
Types
Solicited Unsolicited
SALES
RESEARCH
Prefatory Main body Supplementary parts

Technical Communication BITSZG659 Course NO
Structure
Prefatory
Title page Draft contract Executive summary Table of contents List of illustrations
Main body
Introduction Technical section Management section Cost estimate Conclusion
Supplementary
Appendix Sources and References
Course NO
Draft contract
Quick summary Topic Proposal's details Duration Cost 1st year/ subsequent years
Back ground Purpose Scope
Executive summary
infrastructure facilities Technical details Significance Reemphasis

Introduction
Problem statement (clear understanding) Purpose, scope Technical overview Methodology Significance Structure
Course NO
Technical section
System overview (Technical description) Analysis of existing situation Possible design solutions Proposed solution Sources of information Methodology
Chains of command (org. charts) Corporate / employee credentials Schedules (work, implementation, reporting, maintenance, delivery, completion, payment, forecast) Team organization Company profile
Management section
Cost Estimate
Important funding (if internal) Break up (equipment details man power expenses miscellaneous / consumables) Match with draft contract
Conclusion
Reemphasize strengths Assure the reader
Course NO
Appendix
Credentials details Supporting technical documents Illustrations
DOCUMENTATION
STYLES MLA (Modern Language Association) APA (American Psychological Association) Chicago style IEEE style
Course NO
Details for Documentation

Author/s ( whether editor/s) Year Title of the book/article , Edition if any Name of Journal/Newspaper/Magazine, Volume No. Page no. Place of Publication Name of Publishers
WORKS CITED/REFERENCES
Berst,Jesse. Berst Alert. ZD Net 30 Jan.1998. <http://www.zdnet.com/anchordesk/story_1716.html> Corporate Credit Union Network. A Review of the Credit Union Financial System. Kansas City: U.S.Central. 1998. Kroll Jack. T.Rex Redux. Newsweek 26 May 1997:74-75 Rocket.The World Book Encyclopedia. 1979 ed.Chicago:World Book. Tibbets, Charlene and A.M.Tibbets.Strategies:A Rhetoric and Reader.Glenview:Scott and Company.1988.
Citation within the text Baseball isnt just a sport;it represents mans ability to meld action with objective-the fusion of physicality with spirituality.(Norwood et.al.,101)
Progress Check
Study the following statements about Technical Proposal and tick true or false against each of them. Sales proposals are known as business proposals. Letter of Transmittal is cover letter that accompanies or is bound along with the proposal. Budget or cost estimate is not mandatory for all proposals. Appendices, as in formal report, are optional in proposal also. Bibliography gives the list of sources which are used or quoted in the proposal.
References
Raman Meenakshi, Sangeeta Sharma, Technical Communication.OUP,New Delhi, India.1-4. Raman Meenakshi, Prakash Singh Business Communication,OUP,New Delhi, India.366392. Rizivi M Ashraf, Effective Technical Communication. Tata McGraw-Hill,New Delhi, India.1-8.

BITS Pilani
Pilani Campus
Dr. Geetha B. BITS, Pilani
BITS Pilani
Pilani Campus
Research Paper ..Dissertation and Thesis
Objectives
To discuss the characteristics, ,structure and various components of research paper, dissertation and thesis
RESEARCH PAPER
Definition Importance Characteristics Components
DEFINITION
Organized analysis of a subject Documented prose work incorporating the findings scientific paper/investigative paper/ library paper/term paper
Importance
To assess observations To repeat experiments To evaluate intellectual processes To provide a permanent value
Characteristics
Expository discourse Highly stylized Objective Most of the formal elements of a report Requires use of illustrations Unified composition Documented
Reports Vs Research papers

Reports Decision making and problem solving Meant for specific audience Arise out of specific need Research Papers Disseminate knowledge Need not necessarily be read Arise out of desire for professional achievement
COMPONENTS
Title Authors & addresses Abstract Introduction Materials & Methods Results Discussion Conclusions Acknowledgements List of symbols References or Bibliography
Title
Neither too short nor too long Adequately describes the contents Contains specific terms Chosen with great care Avoids use of common abbreviations, specific notation and ref. no. Helps indexing/abstracting services
TITLE
Poor: Cloud Computing and understanding it
Better: Understanding Cloud Computing Vulnerabilities
Title, author, address : Sample

Chemical Characterization of Khimp Fibre (Leptadenia pyrotechnica) P. Mojumder, S B Mukhopadhya and K K Sen National Institute of Research on Jute & Allied Fibre Technology (ICAR), 12 Regent Park, Kolkata 700 040, India Received:05 February 2001; Accepted: 21 May 2001
Abstract
Informative Purpose of study Newly observed facts Conclusions Significance Essential parts of any new theory, treatment, apparatus, technique etc. Indicative/Descriptive Suitable for long descriptive papers Contents, scope (no results, conclusion)
Abstract (sample)
The characteristics of Khimp fibre (Leptadenia pyrotechnica) are studied with a view to explore wider uses for it. The high alpha-cellulose and low lignin contents of the fibre with favorablelength/breadth ratio of the ultimate cell make it suitable for use in blending with cotton or polyester fibres to produce blended textile yarns and in pulp and paper industries.
Introduction
Nature, scope of the problem review of pertinent literature method of investigation + reasons for the choice of particular method principal results of investigation and principal conclusions
Materials & Methods

Experimental design Experimental technique (describe/defend if needed) If earlier design, discuss only modifications Technical specification, quantities, physical properties etc. Subheadings
Results
Core Text, tabular, illustration graphs, photos, flow, circuit diagram etc.
Discussion
Interpret Data Highlight the significant features of data Possible causes of these features Limitations of data, any sources of error
Conclusions
Stem directly from data No extra material If no recommendations, this can be omitted If clear cut findings, give as points
Acknowledgements
Follows the main text Significant technical help Source of special equipment/materials Outside financial assistance
References
Actually consulted Names, initials of all authors title, vol. no., year, page no. To cite papers accepted for publication in press No ref. to unpublished words, personal communications
DISSERTATAION
Longer research paper Critical statement and not a mere exposition In depth discussion of the topic
STRUCTURE
Title page Acknowledgements Contents Page Abstract Summary Introduction Literature Survey Methodology Results Discussion Conclusion References Appendices
INTRODUCTION
Scope, objective, background Define concepts Explain complex and difficult words Describe how study was conducteddata collection and methods Explain the order of material State major findings State recommendations if any
LITEARTURE SURVEY
Put your own work into context Move from standard theoretical works to our specific topic Give a wide scope Discuss existing theories
METHODOLOGY
Explain the approachwhy a particular one is used Describe procedures, samples, selection criteria, choice of variables, etc. Mention limitations
RESULTS
Present findings clearly Use illustrationsTables, graphs, charts, diagrams Highlight significant aspects of findings Avoid interpretation and conclusions in this section
DISCUSSION
Interpret your findings in detail Construct a logical, consistent argument based on findings
CONCLUSIONS
Summarize main points and state any conclusions that can be drawn Indicate how firm the conclusions are Make necessary recommendations
REFERENCES AND APPENDICES

References Document your dissertation Appendices Include materials that are relevant but cant be included in the main text Questionnaires, Detailed calculations, Program code, Illustrations, etc.
THESIS
Longer Dissertation/ Research report Concerns a problem or series of problems in your area of research and it should describe what was known about it previously, what you did towards solving it, what you think your results mean where and how further progress in the field can be made
GUIDELINES
Outline Organization Timetable Iteration Style Presentation Structure
OUTLINE
Chapters: main topics and subtopics Decide what should go into each Shows you the direction Detailed outline Frozen outline is your Table of Contents
ORGANIZATION
Open a file for each chapter and one for the reference Keep a back-up file Maintain a physical filing system also Take care of all academic requirements also (forms, reports, etc.)
Work Breakdown
Consult your supervisor and come up with a work breakdown structure & a timetable Days on which you have to meet Dates on which you need to give first draft and final draft Check the items you have completed
ITERATION
Dont expect everything to be exact in the first attempt itself Revise and rewrite Repeat some procedures Continue till you become correct, complete and clear
STYLE
Clarity Conciseness Correctness Completeness
PRESENTATION
Length and qualitythere is no strong correlation Illustrations to be clear Dont focus too much on illustrations Present your arguments clearly A-4 size paper, double space, page numbered, minimum footnotes
Independent Table
Table I Medical Facilities 1951-1997
S.No.
Items 1951
Year 1997
13692 28321 596203 70 2424 21854 132730
1. 2. 3. 4. 5. 6. 7.
Hospital Dispensaries Beds Beds per lakh population Community Health centres Primary Health centres Sub-centers
2694 5306 117178 32 -
Phrase Table
Goods Wires Utensils
Durability Long lasting Long lasting
Nature/metal Copper Steel
Availability Freely Scarce
TABLE I FATAL ROAD ACCIDENTS 1991-95

Year 1991 1992 1993 1994 1995 Pedestrians 2380 2315 2255 2460 2050 Cyclists 830 852 805 750 735 Others 1310 1615 1750 2060 800
TABLE II FATAL ROAD ACCIDENTS 1991-95 (% wise)

Year 1991 1992 1993 1994 1995 Total Percentage Pedestrians 2380 2315 2255 2460 2050 11460 50% Cyclists 830 850 805 750 735 3970 17% Others 1310 1615 1750 2060 800 7535 33% Total 4520 4780 4810 5270 3585 22965 100%
% 19.7 20.8 20.9 22.9 15.7 100
GRAPHS
Rectilinear Multiple line Bar Pie Semi-log Pictorial Scatter Surface
Line graph
Fig.1 Growth of Hospitals & Dispensaries 1951-1997

No. in Thousands
Key -Hospital -Dispensaries
Fig.2. Growth of Hospitals & Dispensaries

30
Key -1951 -1997
No. in Thousands
25 20 15 10 5 0
Hospital
Dispensaries
Fig.2 Bar graph showing the number of Fatal Accidents category-wise during 1991-1995
2500 2000 1500 1000 500 1991 1992 Year 1993 1994 1995 others cyclists pedestrians
No. of fatal accidents
Fig.3. Centers in 1997
Fig. 1 Percentage Graph showing the Fatal Road Accidents during 1991-95
Fig. 1.1. Percentage Graph showing the fatal Road accidents year-wise from 1991-95
Pictorial Graph
Scatter Graph
Fig.4 Water consummation from Jul Dec 1993
Thesis
Title Page Declaration/ Certificate Acknowledgements Table of Contents Abstract Introduction Literature review Middle chapters Materials and methods Theory Results and discussion Conclusions and suggestions References/ Bibliography Appendices
ABSTRACT
Most widely published Written at the end Essence of your thesis Problem, Method of solving ,results and conclusions Self-contained No references
INTRODUCTION
Must be interesting Must motivate the readers to read the remaining parts Whats the topic? Why its important? How does it fit into the broader area of your discipline? Dont over estimate the readers Give adequate background.
MIDDLE CHAPTERS
In some thesis these are published papers These chapters vary Theory, Materials and methods, problems one by one, conclusions Materials, methodssimilar to research papers/dissertations
REFERENCES
References/ Bibliography Standard format Already discussed in Proposals
Progress Check
1. Study the following statements and tick true or false against each of them. A research paper is written mainly to disseminate knowledge. The structure of a dissertation is more or less similar to that of a report. The objective of writing a research paper is he same as that of a technical report.
Conti
A research paper contains only references , no bibliography. The Introduction to the research paper only mentions the earlier relevant work. Thesis and dissertation are the terms used for the same documentation. Acknowledgement should find a place at the beginning of a research paper.

BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
References and Bibliography
How to write a research paper?

Establish your topic
Broad Topic Narrowing it down Coming up with more specific focus
Look for Sources

Visit the library Other sources of information List all the sources you use: title of the source, the author, publisher, and place and date of publication
Read Sources, take notes Use a note card ~ 3X 5 index cards, one idea/ fact per card (source, vol. number, page number If quoting,without paraphrasing- put quotation marks Avoid plagiarism: always give your source for Quotations Summarized information Paraphrased information Maps, charts, graphs, data, and other visual or statistical information ( for more on plagiarism: http://www.infoplease.com/spot/plagiarism.html)
Organize your ideas: Write down all the main ideas List the subordinate ideas below the main ideas Avoid repetition of ideas
Make the first draft: Introduction Body Conclusion Use footnotes or endnotes to document sources
What Is Bibliography?
An alphabetical list of the sources books, magazines, newspapers, CDROMs, Internet, Interviewsthat have been consulted in preparing the document.
Necessity
You have an ethical and a legal obligation to give other people credit for their work Your report documentation determines how this section is developed. Regardless of the format, you must include the author, title, publication, date of publication, page number, and other significant information for all ideas or quotations used in your report. To avoid the accusation of plagiarism
Different styles of making bibliography

MLA (Modern Language Association) APA (American Psychological Association) Chicago style IEEE style
Components of a bibliography
Author/s ( whether editor/s) Year Title of the book/article , Edition if any Name of Journal/Newspaper/Magazine, Volume No. Page no. Place of Publication Name of Publishers
A quick guide to referencing style

Style Name Style features Author organization
American Chemical Society
General application
Chemistry
Reference manual or guide

Dodd, JS (ed) 1997, The ACS style guide: a manual for authors and editors, 2nd edn, ACS, Washington DC Hathwell,D & Metzner, AWK 1978, Style manual for guidance in preparation of papers, 3rd edn, NY
ACS
AIP
American Institute of Physics
Physics

Contd
APA Author and date in text American Psychological Association Psychology, Education, Anthropology, and other social and behavioural Sciences Publication manual of the American Psychological Association 2001, 5th edn, APA, Washington DC. Library citing and referencing website The Chicago Manual of Style 2003, 15th edn, The University of Chicago Press, Chicago
Chicago
Author-date and/or note system
University of Chicago Press
Humanities, Social, Biological, Physical Sciences

Contd
Harvard Author and date in text Harvard University Natural Sciences, Social Sciences, and Education, Business Simplified version of the Chicago style, as documented in Anderson & Poole, Thesis and Assignment Writing. Library citing and referencing website Library citing and referencing Style manual
IEEE
Institute for Electronics and Electrical Engineers
Electronics, Electrical Engineering

Contd
MLA Author and page number in text Modern Languages Association of America Humanities :Modern Languages, Literature, and other fields Gibaldi , J. 2003, MLA Handbook for writers of research papers, 6th edn, MLA, New York Style manual for authors, editors, and printers 2000, 6th edn, Canberra Ausinfo, Deakin University website
Oxford or footnoting system
Number in text, details in notes for each entry
Arts, History, English Literature

Contd
Vancouver Number in text Developed at a Medicine, Humanities for each source meeting in Vancouver, 1988 Uniform requirements for manuscripts submitted to Biomedical journals, in British Medical Journal, 6 Feb, 1988, vol 296, pp.401-405
MLA Format
All the sources used are to be listed alphabetically at the end Cited within the text of the document
MLA style citation with one author

Authors surname, first name. Name of the book. Place of publication: Publisher company Year of publication, Print Example: Pepin, Ronald E. Literature of Satire in the Twelfth Century. Lewiston:Edwin Mellen Press 1988, Print. Here Print at the end stands for the medium of publication
In text citation with one author

It follows the author, page method Example: According to Pepin, virtually anyone could find himself the object of satirical writing in the twelfth century (18). In defiance of the Aztec rulers, the macehhvales (the common people) continued to worship fertility and agricultural female deities (Anzaldua 33).
MLA style citation with multiple authors

Authors names in alphabetical order (For the 1st author: surname, first name, first name of the 2nd author, surname of the same,). Name of the Book. Place of publication: Publishing company, Year of publication. Print. Example: Jones, V. S., M.E. Eakle, and C.W. Foerster. A History of Newspapers. Cambridge, UK: Cambridge University Press, 1987. Print.
In text citation with multiple authors

Authors surnames in alphabetical order page number Example: The ph balance is critical in body-fluid crisis control (Metheny and Snively 15) During the late 1990s, what was already known as English Alley also became known as hotbed of Byzantine intrigue (Shields et al. 170)
Referring a book with an anonymous author or corporate author

Toilet Training and the Feral Child. Philadelphia:Franklin, 2000. Print. (Anonymous) National Boosters of Small Appliances. Hair Dryer Safety and the Three-Pronged Plug. New York: Booster Press, 2000. Print. (Corporate author) Keep in Mind: Do not use Anonymous or Anon to alphabetize publications without a listed author. Use the title.
How to cite an edited book in MLA style citation

Name of the author. Name of the book. Year of first publication. Ed. Editors name. Place of present publication: Publishing company, Year. Print Example: Shelley, Mary. Frankenstein. 1831. Ed. Johanna M. Smith. Boston: Bedford Books of St. Martins Press, 1992. Print.
How to list a citation from an article of a journal (MLA style)

The author of the article. Title of the article. Name of the journal. Ed. Editors name, Vol. Place of publication: Publishing company, Year. Print. Example: Feinberg, Joe. Freedom and Behavior Control. Encyclopedia of Bioethics. Ed. Warren T. Reich. 4 vols. New York: Free Press, 1992. Print
How to list an Internet source in MLA citation

Author and/or editor names (if available) Article name in quotation marks (if applicable) Title of the Website, project, or book in italics. (Remember that some Print publications have Web publications with slightly different names. They may, for example, include the additional information or otherwise modified information, like domain names [e.g. .com or .net].) Any version numbers available, including revisions, posting dates, volumes, or issue numbers. Publisher information, including the publisher name and publishing date. Take note of any page numbers (if available). Medium of publication. Date you accessed the material. URL (if required, or for your own personal reference; MLA does not require a URL).
Example
Aristotle. Poetics. Trans. S. H. Butcher. The Internet Classics Archive. Web Atomic and Massachusetts Institute of Technology, 13 Sept. 2007. Web. 4 Nov. 2008. http://classics.mit.edu/.
Foot notes and end notes

Originally Mount Everest was called Peak XV.1 As it turned out, Peak XV already had two other names. One name came from the north side of the mountain, from the Tibetans, who had named it Joloungma, or "Goddess, Mother of the World."2 The other name came from the south side of the mountain, from the Nepalese, who referred to it as Sagarmatha or "Goddess of the Sky."3 Later the mountain was renamed in honor of Sir George Everest. Although today it is rarely called Sagarmatha or Joloungma, it is clear from their names for the mountain that the Tibetan and Nepalese people worshiped this special place on earth.
At the bottom of the page or at the end of the article

1
Jon Krakauer, Into Thin Air (New York: Villard Books, 1997), p. 10. 2 Roberta Reynolds, The Vanishing Cultures of the Himalayas (San Diego: Harcourt, 1991), p. 23. 3 Reynolds, Vanishing Cultures, p. 24.
Annotated bibliography
a list of sources on a particular topic that includes a brief summary of what each source is about first part: citation Second part: summary of the evidence being cited
Example (MLA style)

Parsons, Matt. Protecting Children on the Electronic Frontier: A Law Enforcement Challenge. FBI Law Enforcement Bulletin 69.10 (2000): 22-26. This article is about an educational program used by the U.S. Navy to educate people in the Navy and their families about some of the things that are potentially dangerous to children about the Internet. Parsons says that the educational program has been effective.
Final stages of writing the research paper
Revise the first draft Proofread and final draft
Why?
To keep track of the research material one gathers- an excellent way Keep them brief
Thank you.
BITS Pilani
Pilani Campus
BITS Pilani
Pilani Campus
TECHNOLOGY IN COMMUNICATION
Technology in Communication
Impact of Technology
Rapid advances in computer technology for communication provide us with plenty of tools to enhance the ability to transmit information with clarity, coherence, and precision. The new information technologyInternet and e-mailhave practically eliminated the physical costs of communications. Peter Drucker
Advantages of Computer Technology

Speed and efficiency Professional appearance and flavor Vividness and greater appeal Plenty of resources for data Lot of facilities for revising, editing and formatting
Limitations of Computer Technology

Difficult in effective information selection System failures Requirement of certain level of technical literacy Blurring of official and personal lines in lives
Software for Creating Messages

Creating a message for technical communication involves planning, collecting , analyzing, organizing and wring information. Several computer software packages are available for all these processes.
Planning the content

Brainstorming and outlining software are useful in this regard. Brainstorming is a special computer software that brigs powerful brainstorming, creative thinking, lateral thinking and problem solving tools to your desktop.
Collection of Data
Online catalogues and database of various libraries across the world can fetch you all types of information. In addition search engines too help you gather data.
Analyzing and Organizing

Statistics, graphics, and spreadsheet tools help you in analyzing and organizing your data too. For example, you can draw the attention of the reader or audience to increasing tends more easily with the help of a line chart than by raw numbers.
Progress Check
Study the following statements about the communication technology and tick true or false against each of them. a. Online catalogues and databases of various libraries across the world can be used for data collection. b. Statistics, graphics, and spreadsheet tools help in analyzing and organizing your data. c. Brainstorming and outlining software are useful for planning the content.
Software for Writing documents

word processing software is the predominant writing tool. There are electronic thesauruses, spelling , grammar , and style checkers, electronic references, graphic packages, and other tools for writing.
Style and Templates

For getting consistent appearance in terms of heading , captions, paragraph spacing, fonts etc. To save time by enabling the use of speed formatting keys and by allowing tables of contents and indexes.
Revising and Editing

Some of the most common features for revising and editing include insert, delete, move and copy, cut and paste, search and replace.
Software for Presenting Documents

To present your document in print form, you can us desktop publishing software or word processing software. Desktop publishing software are good for layout of long documents that combine text, graphics, and design elements. Similarly for electronic publication you can use these programs to generate files in hypertext markup language (HTML) or portable document file (PDF) Format.
Power Point Basics

Power point offers word processing, outlining, drawing, graphs, and presentation management tools- all designed to be easy and user friendly. Add a Slide To add before a slide, position the cursor at the beginning of text of the slide in front of which you would like a new slide, and press the Enter key.
Conti..
Speaker Notes To add notes to a slide select the slide on which you wish to insert notes then click in the Notes Pane in the lower right if the Power Point screen and type.
Background/ color Scheme

Click on the format menu Select apply design temple. A window will open asking you to choose a design. Click on the drop down list to select a color from the ones provided or click on more colors and fill effects to see other choices.
Header/ Footers
On the view menu, click Header and footer On the Slide tab, you set options that affect what will appear at the bottom of slides: Date and time Selecting the Side number Selecting Footer
Graphics
There are various ways to add pictures to your slides, including : importing a picture from an image file, creating Word Art, using power points drawing tools etc.
Drawing
Power point also provides a set of drawing tools. If they are not already visible on the screen, click the view menu, toolbars and then drawing.
Audio and Video

Select the slide on which you wish to add a link to an audio or video file. On the insert menu, point to movies and sounds. To insert a sound from a file, click sound from file. To insert a video from a file, click movie from file.
Charts
To insert chart first display the slide on which you want the chart to appear. On the insert menu, point to picture, then click organization chart A separate Microsoft organization chart window appears. Use the buttons at the top of the organization chart window to ad text bozs to your chart.
Transitions
On the slide show menu, click slide transition From the effect drop- down list, click the transition you want Select any options you want (speed/slow/medium/fast, advance on mouse Click or automatically
Slide Show Animation

You can control how and when text, graphics, and other objects appear on your power point slide. For example, you can make graphics or text items appear one at a time and add visual or sound effects.
Progress Check
Study the following statements about the communication technology and tick true or false against each of them. Word processing software is the predominant writing tool. Power point offers word processing, outlining, drawing, graphing, and presentation management tools. Power Point has a facility for adding speaker notes to a presentation.
LaTex
LaTex is a document preparation system for high quality typesetting. It is most often used for medium to large typesetting. It is most often used for medium- to- large technical or scientific documents, but it can be used for almost any form of publishing.
Characters and Control Sequences

The characters /%#& are used for special purposes within LaTex. Mathematical documents often contain arrays of number or symbols and other complicated expressions. These are produced in LaTex using control sequences.
Producing a LaTex Input File

If an article is to be produced on A4 paper, and if the main body of the text is to be set with a font whose natural size is 12 point then the appropriate /document class command is: /document class[ a4paper, 12pt]{article}
Producing Ordinary Text Using LaText

To produce a simple document using LaTex one should create a Latex input file, beginning with a / document class command and the /begin {document] command, as described. The input file should end with the /end {document} command, and the text of the document should be sandwiched between two commands.
Chi Writer
Chi Writer is a scientific multifont word processor. ChiWriter was designed to work in an MS DOS environment. It is easy to use, through menus and keystrokes. It is to a high extent WYSIWYG ( What You See IS What You Get), so practically everything that can appear on a print out, also shows on the screen. This property distinguishes it from typesetting programs like LaTex, where you just have to wait and see how the output is formatted.
Transmitting Documents
A variety of electronic media is available to transmit your oral and written messages. For example , cellular phones and voice messages systems can be used for sending or receiving oral messages where as e-mail and fax can be used for your written messages or documents. Technology also gives you option of adding audio and video to your written messages.
Effective Use of Available Technology

Thought technology can help you in Planning, Creating, writing, presenting, and transmitting you technical documents, you need to be judicious in your choice of appropriate technology.
Progress Check
Study the following statements about the communication technology and tick true or false against each of them. a. LaTex is a document preparation system for high quality typesetting. b. Chi Writer is a scientific multifont word processor. c. In Chi Writer everything that can appear on a print out, also shows on the screen.
INSTRUCTION MANUALS DESCRIPTION

Technical Communication Course NO: BITS ZG 659BITSZG659 TECHNICAL COMMUNICATION
TOPICS COVERED SO FAR

Till EC 1 Communication (Overview) Barriers Use of technology Listening Presentations Writing Letters
After EC 1
Group communication Interviews Reports Proposals Research paper, dissertation, thesis
Technical Communication Course NO: BITS ZG
36
Topics INSTRUCTION MANUALS DESCRIPTION
37
INSTRUCTION MANUALS
Technical background Theory Equipment and supplies Discussion of steps Supplementary discussion
38
INSTRUCTION MANUALS
Writing style Illustration Content formatting Checklist ( Introduction, lists, headings main and sub, graphics, supplements, section for equipment, section for definition, description, etc.)
Technical Communication Course NO: BITS ZG 39
USER MANUAL
Type of instruction manual More elaborate Installation, Operational details, maintenance, troubleshooting procedures Cover, Precautions, Contents, Introcustion, Abbreviations, Specifications, Warranties, Accessories,Technical Communication Contact details
Course NO: BITS ZG
40
TECHNICAL DESCRIPTION
Objects, Process, Concept Naming, Defining, Describing, Illustrating One complete cycle of operations to be given Process Description Scope, Reagents, Standard solutions, sample preparation, analysis, calculations Technical Communication
Course NO: BITS ZG
41
Technical Communication
Course No: BITS ZG 659
INSTRUCTION MANUALS DESCRIPTION

Instructor PIYUSH GUPTA
TOPICS COVERED SO FAR

Till EC 1 Communication (Overview) Barriers Use of technology Listening Presentations Writing Letters
After EC 1
Group communication Interviews Reports Proposals Research paper, dissertation, thesis
Topics
INSTRUCTION
MANUALS DESCRIPTION
INSTRUCTION MANUALS
Technical Theory Equipment
background
and supplies Discussion of steps Supplementary discussion
INSTRUCTION MANUALS
Writing style Illustration Content formatting Checklist ( Introduction, lists, headings main and sub, graphics, supplements, section for equipment, section for definition, description, etc.)
Technical Communication Course NO: BITS ZG 659BITSZG659 TECHNICAL COMMUNICATION 6
USER MANUAL
Type of instruction manual More elaborate Installation, Operational details, maintenance, troubleshooting procedures Cover, Precautions, Contents, Introcustion, Abbreviations, Specifications, Warranties, Accessories, Contact details
TECHNICAL DESCRIPTION
Objects, Process, Concept Naming, Defining, Describing, Illustrating One complete cycle of operations to be given Process Description Scope, Reagents, Standard solutions, sample preparation, analysis, calculations
REVIEW OF TOPICS 1 TO 15
Communication: Overview Definition Process Types Network Characteristics Importance Barriers

BARRIERS TO COMMUNICATION
1. 2. 3.
Intrapersonal Interpersonal Organizational

TECHNOLOGY IN COMMUNICATION
Advantages Disadvantages Creating
Messages Presenting Messages Transmitting Messages

Mention the 6 Traits of Active Listening

Being
non evaluative Paraphrasing Reflecting implications Reflecting hidden feelings Inviting further contributions Responding nonverbally
PROFESSIONAL PRESENTATIONS

Defining Purpose Analysing Audience and Locale Organizing Contents Preparing outline Understanding Nuances of Delivery Understanding Kinesics and Paralinguistics Using Appropriate Visual Aids
Technical Communication Course NO: BITS ZG 65927/07/07 BITSZG659 Technical 14
BUILDING BLOCKS Words and Phrases Sentence structure Paragraph structure Readability
Business Letters

External correspondence Reflect your company Inquiry, cover, complaint, adjustment, sales, job Reports, proposals More formal than memoranda Personal (I, we, you etc.) Block format Clear, concise, correct, complete, courteous
16
FORMS OF GROUP COMMUNICATION
Meetings Seminars Group Discussions Symposia Panel Discussions Conferences Conventions

MEETINGS
Purposes Planning
and preparation Procedure Follow up/ Evaluation

Group Discussion
Definition Traits Group
behavior Approach Dos Donts

CONFERENCES Significance Planning and Preparation Procedure Evaluation

INTERVIEWS
Definition Purposes Types Job
Interview
Ten critical success factors

Positive attitude toward work Proficiency in the field of study Communication skills (Oral and Written) Interpersonal Skills Confidence Critical thinking and problem solving skills Flexibility Self-motivation Leadership Teamwork
TEN MOST COMMON REASONS FOR REJECTION

Arrogance Apathy Uninhibited nervousness Equivocation Lack of concentration Lack of crispness Lack of Social skills Lack of firmness Inadequate quantitative skills Unsuitable personality
23
Job Application
Crucial first impression Appearance, content Well organized, written, presented Free of errors Purpose is to persuade that you have abilities, skills & personal qualities Paper copy, scannable resume Cover letter + Resume
RESUME
An accurate summary of your credentials Technical / Marketing document that present your past and present performance to enable the receiver to assess your future potential Education, achievements, job experience, goals Should flow naturally and be easy to read Should be based on a particular format Chronological, Functional, Hybrid, Electronic ( Ref: Pages 312 316 Technical Communication by OUP)
REPORTS
Definition Objectives Characteristics Importance Types Preparatory Steps Format Structure

FORMATS
Manuscript Memo Letter Printed
form
27
Define
Purpose & Scope Determine the audience Collect & select data Organize the material Make an outline Interpret the data Prepare the first Draft
Illustrations
Tables Dependent Phrase Graphs Figures Maps Drawings Charts Photographs
Independent
29
MEMO REPORTS

Routine business matters ( making changes, improving working conditions, etc.) Helps administration in problem solving and decision making Permanent record of internal operations Memo format Printed format
30
Body of the memo report

Introduction
-Purpose, scope, context, background,
Discussion
-Topics- two / three -Plans (next) / expectations dead line -Distribution / cc etc.
Conclusion
- any additional information ( Please see pages 447-448)
31
LETTER REPORTS

All characteristics of formal letters are applicable Conciseness, clarity, correctness, completeness, courtesy You attitude Longer than memo reports as they are external Can be detailed and include illustrations
32
LETTER REPORTS
Please see the sample in pages 449 and 450 Heading, date, inside address, salutation, subject, introductory para, main text containing sub headings and illustrtaions, recommendations, complimentary close, signature
33
Technical Proposals
Definition Purposes Types Structure
Structure
Prefatory Main body Supplementary parts
Prefatory
Title page Letter of transmittal Draft contract Table of contents List of illustrations Executive summary
Main body
Introduction Technical section Management section Cost estimate Conclusion
Supplementary
Appendix Sources and References
38
References

Actually consulted Names, initials of all authors title, vol. no., year, page no. To cite papers accepted for publication in press No ref. to unpublished words, personal communications
39
DISSERTATAION
Longer
research paper Critical statement and not a mere exposition In depth discussion of the topic
STRUCTURE
Title page Acknowledgements Contents Page Abstract Summary Introduction Literature Survey
Methodology Results Discussion Conclusion References Appendices

41
THESIS

Longer Dissertation/ Research report Concerns a problem or series of problems in your area of research and it should describe what was known about it previously, what you did towards solving it, what you think your results mean where and how further progress in the field can be made
STRUCTURE

Title Page Declaration/ Certificate Acknowledgements Table of Contents Abstract Introduction Literature review
Middle chapters Materials and methods Theory Results and discussion Conclusions and suggestions References/ Bibliography Appendices
43
1.RESEARCH PAPER 2.DISSERTATION 3.THESIS
OBJECTIVE To present organized analysis of a topic 1. 1.Journal 2. 2.Part of assigned work 3. 3. Doctoral research

Length: 1. 3 to 10 pages 2. 30-50 pages 3. Longest Evaluation: 1. By editor 2.By Guide 3.By expert examiners

Structure
Mostly
similar 1. No cover and title page


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BITS Pilani

BITS ZG659: Technical Communication

Lecture 1: Basics of Technical Communication

Communication Networks Types of Communication Importance of Technical Communication

Communication: Latin word

Language Verbal Language Non-verbal Language Sign Language

Perceived Meaning & Internal Response

Noise: Any unplanned interference in the

Types: 1.Channel Noise 2. Semantic Noise

Extrapersonal Intrapersonal Interpersonal

Models(Grapevine) Single strand network Gossip network

A Single strand Gossip

BITS ZG659: Technical Communication

Lecture 2: Communication Barriers

semantic gap noise attitudes channels

filters poor listening lack of concentration

Unjust assumptions ?????

Types of communication barriers:

Based on the Nature of Barriers

Barriers originating from the Communication Networks established by organizations

Based on Types of Communication

Wrong assumptions Varied perceptions Differing background Wrong inferences

Use of inappropriate media

TIPS FOR EFFECTIVE COMMUNICATION

Identify the problem

BITS ZG659: Technical Communication

Lecture 1: Basics of Technical Communication

Non verbal Communication

nonlinguistic signs or symbols

Non verbal Communication

deficiency in verbal. More Impact 7% verbal 38% vocal 55% nonverbal

Non verbal cues or Visible codes

1. Personal Appearance +Ve or _Ve impact

The Person The Attire The Accessories

Attire dress (clothing)

commn 2000 ( Bobby D. Sorrells) J. C. Huebseh

listener is interested Enables to alter/adjust/reframe Establishes rapport Keep shifting

relationship Functional/professional,social, friendship, intimacy,sexual Culture specific

- Sign Language - Action Language - Object Language

(Gestures) (Posture) (Material Things)

intentions, views, emotions, social status, personalities revealed

BITS ZG659: Technical Communication

Objective of the Chapter

Lecture 4: Active Listening

The Listening Process

The Listener hears sounds and does focus on them

The Listener Decodes or interprets the message

The Listener evaluates the message

The Listener Responds

Technical Communication Course No:BITS ZG 659

The Listening Process

Decoding of the message

Technical Communication Course No:BITS ZG 659

Technical Communication Course No:BITS ZG 659

Hearing and Listening

Technical Communication Course No:BITS ZG 659

Difference between Listening and Hearing

Traits of a Good Listener

Active Versus Passive Listening

Implications of Effective Listening

BITS ZG659: Technical Communication

Dr. Geetha.B BITS, Pilani