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BIRLA INSTITUTE OF TECHNOLOGY & SCIENCE, PILANI
WORK INTEGRATED LEARNING PROGRAMMES DIVISION
SECOND SEMESTER 2013-2014 COURSE HANDOUT

Course No : SECT ZG659
INSTRUCTOR :

Co urse Title : Technical Communication
M. Shankar

Mail Id: Shankar Malhari <malhari.shankar@gmail.com>

COURSE DESCRIPTION

======================================================================== Scope and Objective: This course aims to introduce the associates to the fundamental principles of Business Communication and is designed to help working professionals to learn, develop and sharpen their skills in Business Communication – an important prerequisite for success in their chosen careers. The Course will help the associates to discover, and appreciate, how Business Communication differs from personal and social communication and will also offer good insights into listening skills, nonverbal communication, teamwork, intercultural differences, ethics and etiquette enabling the participants to excel with communication skills. Participants will also learn effective strategies for different types of communication challenges faced in a business environment – from routine messages to complex reports. In a competitive and time-conscious business environment, a highly discernible ability to initiate, participate and lead in corporate meetings through clear and efficient communication acquires great importance. Effective business communication skills clearly help shape the quality and capability in working professionals. They also have a clear impact on their career growth. Those who present their view points, through oral or written communication in an orderly manner with absolute clarity and command, are the ones who are able to lead work teams efficiently. In the present business environment, Corporate Executives realize that excellence in communication skills not only helps in the smooth flow of systems, procedures and processes but also in building good relationships with all the stakeholders, well aligned with the organization’s own goals and enhancing the results. Business Communication skills will particularly enable managers and executives to perform efficiently with clarity and confidence and contribute to the corporate goals. The objective of this course is to provide useful inputs to the associates to acquire high levels of skills in Business Communication - comprising: *Written, Oral and Non-verbal Communication *Inter-personal and Group Communications *Intercultural Diversities *Technical Communication & Business Report Writing

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Licensees of Pearson Education in South Asia.2 :BASIC BUSINESS COMMUNICATION (Skills for Empowering the Internet Generation) Raymond V.nbtonweb. Page 2 of 8 . Prescribed Text Book: BUSINESS COMMUNICATION TODAY By Courtland L. 428675456. NOIDA 201309 (UP) Regd Office: 11 Community Centre. A-8(A). New Delhi 110 117.1 :TECHNICAL COMMUNICATION: PRINCIPLES AND PRACTICE. T.. The Latest Available Editions may be purchased. 24349062. Online: www.com 10TH OR 11TH (OR LATER) :::: INDIAN* :::: OR AMERICAN EDITIONS Published by Doring Kindersley (India) Pvtt. New Delhi. Thill (and Mukesh Chaturvedhi or Abha Chatterjee for INDIAN EDITION*) Prentice Hall Website: www. Flatley Tata McGraw-Hill Publishing Company Limited.com Reference Books: No. At Chennai: Enquire with National Book Traders. Bovee. Sector-62. Knowledge Boulevard. Lesikar and Marie E. India. Head Office: 7th Floor. Nagar. Meenakshi Raman and Sangeeta Sharma. Panchsheel Park. 12 Natesan Street. John V. Chennai 600017 Phone: Chennai 24311380.pearsonhighered. Ltd. Oxford University Press No.2 *Professional Presentations.

LEARNING OBJECTIVE TOPICS Chapter References We learn: FOUNDATIONS OF BUSINESS COMMUNICATION Basics of Communication. Team and Inter-Personal Communication. Crafting Messages for Electronic Media  Revising to evaluate Content. Positive Message Strategy for Routine Requests Strategy for Routine Replies and Positive Messages  Examples for Routine Replies  Examples for Positive Messages TB1: Chapter 6 TB1: Chapter 7 We learn and discuss 4. Sentences. Organization. Paragraphs      Analyzing the situation Gathering information Organizing the information Adapting to audience’s needs Composing the Messages: Words and Sentences  Unified and Coherent Paragraphs TB1: Chapter 4 TB1: Chapter 5 We learn: Completing Business Messages 3. Positive Message Writing a Routine.  Business Communication: Concepts & Practices  Characteristics of Effective Business Communication  Communication in Organizations  Strategies for Effective Communication  The Process of Communication: How it works  Strategies for Communication Technology  Working in Teams & Groups  Productive Meetings  Listening Skills  Nonverbal Communication  Communicating in a World of Diversity TB1: Chapter 1 TB1: Chapter 2 TB1: Chapter 3 We learn: THE THREE STEP WRITING PROCESS 2. Style and Tone  Editing to ensure Readability. Effective Business Communication. Planning Business Messages Writing Business Messages Words.3 PLAN OF SELF STUDY Week No. The Three Step Process for Routine Messages Positive Messages Routine Replies TB1: Chapter 8 Page 3 of 8 . Nonverbal Communication Listening Skills 1. Positive Message Completing a Routine.      Planning a Routine. Inter-cultural Diversity. Clarity & Conciseness  Formatting and Writing Letters & Memos and effective E-Mail Messages  Process for successful IM/Blogging/Podcasts  Connecting with the audiences.

Select the right type of visual. Producing and Integrating Visuals 7. Concepts & Ideas  Creating the Visuals  Integrating Visuals with the Text  Verifying the Quality of Visuals TB1: Chapter 12 Page 4 of 8 .            Ethics & etiquettes in Research Knowledge of the subject Identifying the Information Caps Prioritizing the Research Needs Evaluating Sources Conducting Secondary Research Documenting the sources Conducting Primary Research Quoting.  The Power of Images  Visual Evolution in Business Communication  Visual Design Principles  The Ethics of Visual Communication  Presenting the Data  Presenting Information. Identifying what to illustrate and how. Paraphrasing and Summarizing Analyzing the Data & Summarizing Drawing Conclusions and making Recommendations TB1: Chapter 11 We understand : The need for Visual Communication. Strategies Assessing Audience Needs Analyzing Competition Determining key Selling Points Anticipating Objections Applying AIDA & similar Models TB1: Chapter 9 TB1: Chapter 10 We understand the need for supporting the Messages with Quality Information: Research Gathering and Processing the Information Applying the findings Managing the Information 6. Developing Negative Messages Persuasive Messages Examples             Planning a Negative Message Writing & Completing a Negative Message Choosing a better approach (strategy) Adapting to audience Maintaining Ethics & Etiquettes Handling negative Organizational News.4 We learn and discuss The Three Step Process for Negative Messages 5.

Revising. Planning: Informational Reports Analytical Reports Proposals 8.  Drafting of:  The Report Content.  Controlling the Style and Tone. Composing Reports and Proposals. Distributing. TB1: Chapter14 We continue our learning about: 10. Identifying major components to include in RFP.  Being sensitive to Audience’s Needs. Completing Reports and Proposals: The final touches. Understand the structure through examples. Text Parts Supplementary Parts.5 Plan of Self Study LEARNING Week No.  Comparative analysis  Other types of Indexing 9. Text Parts Supplementary Parts. Writing requests for Proposals (RFP). Proofreading.  Study and Discuss Examples Page 5 of 8 .  Components of a Formal Report:    Prefatory Parts.  The Proposal Content  Online Content  Helping Readers find their way. TB1: Chapter 15  Components of a Formal Proposal     Prefatory Parts. Using technology to craft Reports & Proposals. How to adapt to our Audience.  Building Relationships with Audience.       Analyzing the Situation Gathering the Information Selecting the Right Medium Strategies for & Writing Informational Reports Strategies for & Writing Analytical Reports Strategies for & Writing Effective Proposals TB1: Chapter 13 We learn about: Writing Reports and Proposals. Three Steps Process. OBJECTIVE TOPICS Chapter References We learn about: Planning for Reports & Proposals. Producing.

reaching a decision. discussing.  Discussing problems and solutions. expressing.  Developing Voice Quality  Being aware of barriers of language. Rehearsing and Practicing Delivery of Presentation TB1: Chapter 17 We learn concepts related to Group Communication: Forms of GC/GD.  Organization GD – Techniques. Creating and Incorporating effective Visuals and Graphics Selecting the Type of Visuals to use Verifying the Design Plans Choosing Structured Slides Writing Readable Content Selecting Design Elements Achieving Design Consistency Adding Animation and Special Effects Navigation & Support Slides Effective handouts. Symposiums and Seminars Negotiations 14.  Using persuasive strategies. creating cordial atmosphere.                     Analyzing the situation Selecting the Right Medium Organizing the Presentation Adapting to the Audience’s Needs Composing the Presentation Mastering the Art of Delivery Preparing to Speak Overcoming anxiety Group Presentations Handling Questions Responsively TB1: Chapter 16 We learn about: 13 Enhancing Presentations with visuals: Planning. Writing of Presentations. Completing of Presentations. turn-taking. etc. inhibitions. 12. Conducting the Group Discussions. counseling. directing. Conferences. interpersonal and task oriented Speaking. raising questions.  Being polite and firm. We study: Presentations: Oral and Online. Meetings. perceptions and emotions. semi-formal.  Meetings: Purposes. Planning of Presentations. Confidence & Clarity Paralinguistic features Barriers to speaking Types of Speaking Persuasive Speaking Public Speaking 11.  Informal.  Nonverbal Communication  Leading. Reasoning or Emotional Appeal  Public Speaking – Drafting the speech and Practicing. Evidence. physical and cultural barriers. concluding. Reference Book RB 1: Chapter: 6 on Effective Speaking And Notes. Preparation & Procedures  Conferences: Significance. Planning & Procedures  Symposiums and Seminars  Negotiations: Informal & formal and Basic Steps Reference Book RB 1: Chapter 10 Page 6 of 8 .  Persuasive speaking with Credibility.  Developing confidence and achieving clarity and fluency. effective intervention. Body Language.6 We learn about: The Art of Oral Communication and Effective Speaking.

Page 7 of 8 . exercises. Clarity.  Vertical. Flow.  Listening Skills: Traits of good Listeners. Conciseness & Flow.  Adaptability. Use of Visual Aids. Maps etc. but Associates are advised to study the text & reference books to broaden their understanding.  Listening. We also understand the basics of Technical Communication: Characteristics.  Avoiding plagiarism  Referencing and Styling. Audience Recognition Language employed Elements of Style Techniques for Good Technical Writing. Interpersonal and Organizational Barriers to Communication  Information gap Principle – Given and New Information.  Importance and Characteristics of Technical Writing. models. Bias-free and Plain Writing. Accentuating Positives. Sentence Variety. Reference Book RB 1: Chapter 2: on Barriers to Communication 16. Note taking and Intensive Listening.  Extra-personal. Noise Classification of Barriers. 15. Active Listening. Networks. Topics will be discussed in the classroom with appropriate examples.  Impersonal and Formal Language. Reference Book RB 1: Chapter: 13 on Technical Writing along with Notes ____________ _______ _________________ We understand the Barriers to Communication: ____________________________________________  Intrapersonal. Drawings and Diagrams. and Prioritizing for Effective Writing.7 We study about what is Technical Writing: What is Technical Writing and why it is different.  Adding Emphasis. Horizontal and Diagonal Communication. to help understanding. Intrapersonal and Interpersonal. and Types Listening. etc. And Chapter 4: on Active Listening Note: The tutorial pattern as indicated above may be subject to alterations from time to time if circumstances warrant such changes. Graphs. Organizational and Mass Communication. Photographs.  Identification with the reader  Appropriateness. Charts. Levels. Listening for General Content and Specific Information.  Formal and Informal Networks. Economy.  Filters. Acceptability.  Tables. Listening Modes.

30 % March 29th Topics covered in lectures 1-8 3 EC3 (On-line quiz (Open Book Examination) 45 Minutes. 15 % May 5th ( Offshore) & May 10th ( onsite ) Topics covered in lectures 9-12 4 EC4 Comprehensive Examination (Open Book Examination) Three Hours. Shankar. Instructor-in-Charge Page 8 of 8 . 24th ( offshore ) & March Topics covered in 1st ( onsite ) lectures 1-4 2 EC2 Mid.8 EVALUATION SCHEME EC NO COMPONENT & NATURE DURATION WEIGHTAGE DATE SYLLABUS FOR EVALUATION 1 EC1 On-line Quiz (Open Book Examination) 45 Minutes.Semester Examination (Open Book Examination) Two Hours. 40 % June 7 th Topics covered in lectures 1-16 M. 15 % Feb.

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