Ramirez, Martin John M.

BSECE 2-1

Technical Communication
Technical communication is a broad field and includes any form of communication that exhibits
one or more of the following characteristics:

 Communicating about technical or specialized topics, such as computer applications,

medical procedures, or environmental regulations.

 Communicating by using technology, such as web pages, help files, or social media sites.

 Providing instructions about how to do something, regardless of how technical the task

is or even if technology is used to create or distribute that communication.
The value that technical communicators deliver is twofold: They make information more
useable and accessible to those who need that information, and in doing so, they advance the
goals of the companies or organizations that employ them. The following examples illustrate
the value of the products technical communicators produce or the services they provide.

 Software instructions help users be more successful on their own, improving how easily
those products gain acceptance into the marketplace and reducing costs to support
them.

 Medical instructions help patients and care-providers manage a patient’s treatment,

improving the health of the patient while reducing costs and risks associated with
incorrect care.

 Functional specifications and proposals help one group of technical experts

communicate effectively with other technical experts, speeding up development cycles,
reducing rework caused by misunderstandings, and eliminating risks associated with
miscommunication.

 Training programs provide people with new or improved skills, making them more
employable and their organizations and products more efficient and safe.

 Well-designed websites make it easier for users to find information, increasing user
traffic to and satisfaction with those websites.

 Technical illustrations clarify steps or identify the parts of a product, letting users focus
on getting their task done quickly or more accurately.
  Usability studies uncover problems with how products present themselves to users,
helping those products become more user friendly.

The Communication Process

The goal of communication is to convey information—and the understanding of that
information—from one person or group to another person or group. This communication
process is divided into three basic components: A sender transmits a message through
a channel to the receiver. (Figure shows a more elaborate model.) The sender first develops an
idea, which is composed into a message and then transmitted to the other party, who
interprets the message and receives meaning. Information theorists have added somewhat
more complicated language. Developing a message is known as encoding.Interpreting the
message is referred to as decoding.

The other important feature is the feedback cycle. When two people interact, communication is
rarely one‐way only. When a person receives a message, she responds to it by giving a reply.
The feedback cycle is the same as the sender‐receiver feedback noted in Figure . Otherwise, the
sender can't know whether the other parties properly interpreted the message or how they
reacted to it. Feedback is especially significant in management because a supervisor has to
know how subordinates respond to directives and plans. The manager also needs to know how
work is progressing and how employees feel about the general work situation.
The critical factor in measuring the effectiveness of communication is common understanding.
Understanding exists when all parties involved have a mutual agreement as to not only the
information, but also the meaning of the information. Effective communication, therefore,
occurs when the intended message of the sender and the interpreted message of the receiver
are one and the same. Although this should be the goal in any communication, it is not always
achieved.
The most efficient communication occurs at a minimum cost in terms of resources expended.
Time, in particular, is an important resource in the communication process. For example, it
would be virtually impossible for an instructor to take the time to communicate individually
with each student in a class about every specific topic covered. Even if it were possible, it would
be costly. This is why managers often leave voice mail messages and interact by e‐mail rather
than visit their subordinates personally.
However, efficient time‐saving communications are not always effective. A low‐cost approach
such as an e‐mail note to a distribution list may save time, but it does not always result in
everyone getting the same meaning from the message. Without opportunities to ask questions
and clarify the message, erroneous interpretations are possible. In addition to a poor choice of
communication method, other barriers to effective communication include noise and other
physical distractions, language problems, and failure to recognize nonverbal signals.
Sometimes communication is effective, but not efficient. A work team leader visiting each team
member individually to explain a new change in procedures may guarantee that everyone truly
understands the change, but this method may be very costly on the leader's time. A team
meeting would be more efficient. In these and other ways, potential tradeoffs between
effectiveness and efficiency occur.

Types of Communication
People communicate with each other in a number of ways that depend upon the message and
its context in which it is being sent. Choice of communication channel and your style of
communicating also affects communication. So, there are variety of types of communication.
Types of communication based on the communication channels used are:
1. Verbal Communication
2. Nonverbal Communication

1. Verbal Communication
Verbal communication refers to the the form of communication in which message is
transmitted verbally; communication is done by word of mouth and a piece of writing.
Objective of every communication is to have people understand what we are trying to
convey. In verbal communication remember the acronym KISS(keep it short and simple).
When we talk to others, we assume that others understand what we are saying because we
know what we are saying. But this is not the case. usually people bring their own attitude,
perception, emotions and thoughts about the topic and hence creates barrier in delivering the
right meaning.
So in order to deliver the right message, you must put yourself on the other side of the table
and think from your receiver’s point of view. Would he understand the message? how it would
sound on the other side of the table?
Verbal Communication is further divided into:
 Oral Communication
 Written Communication
Oral Communication
In oral communication, Spoken words are used. It includes face-to-face conversations, speech,
telephonic conversation, video, radio, television, voice over internet. In oral communication,
communication is influence by pitch, volume, speed and clarity of speaking.
Advantages of Oral communication are:
It brings quick feedback.
In a face-to-face conversation, by reading facial expression and body language one can guess
whether he/she should trust what’s being said or not.
Disadvantage of oral communication
In face-to-face discussion, user is unable to deeply think about what he is delivering, so this can
be counted as a
Written Communication
In written communication, written signs or symbols are used to communicate. A written
message may be printed or hand written. In written communication message can be
transmitted via email, letter, report, memo etc. Message, in written communication, is
influenced by the vocabulary & grammar used, writing style, precision and clarity of the
language used.
Written Communication is most common form of communication being used in business. So, it
is considered core among business skills.
Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the
types of written communication used for internal communication. For communicating with
external environment in writing, electronic mail, Internet Web sites, letters, proposals,
telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used.
Advantages of written communication includes:
Messages can be edited and revised many time before it is actually sent.
Written communication provide record for every message sent and can be saved for later study.
A written message enables receiver to fully understand it and send appropriate feedback.
Disadvantages of written communication includes:
Unlike oral communication, Written communication doesn’t bring instant feedback.
It take more time in composing a written message as compared to word-of-mouth. and number
of people struggles for writing ability.
2. Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless messages. We can say that
communication other than oral and written, such as gesture, body language, posture, tone of
voice or facial expressions, is called nonverbal communication. Nonverbal communication is
all about the body language of speaker.
Nonverbal communication helps receiver in interpreting the message received. Often,
nonverbal signals reflects the situation more accurately than verbal messages. Sometimes
nonverbal response contradicts verbal communication and hence affect the effectiveness of
message.
Nonverbal communication have the following three elements:
Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics
Surrounding: room size, lighting, decorations, furnishings
Body Language
facial expressions, gestures, postures
Sounds
Voice Tone, Volume, Speech rate
Types of Communication Based on Purpose and Style
Based on style and purpose, there are two main categories of communication and they both
bears their own characteristics. Communication types based on style and purpose are:
1. Formal Communication
2. Informal Communication
1. Formal Communication
In formal communication, certain rules, conventions and principles are followed while
communicating message. Formal communication occurs in formal and official style. Usually
professional settings, corporate meetings, conferences undergoes in formal pattern.
In formal communication, use of slang and foul language is avoided and correct pronunciation
is required. Authority lines are needed to be followed in formal communication.
2. Informal Communication
Informal communication is done using channels that are in contrast with formal communication
channels. It’s just a casual talk. It is established for societal affiliations of members in an
organization and face-to-face discussions. It happens among friends and family. In informal
communication use of slang words, foul language is not restricted. Usually. informal
communication is done orally and using gestures.
Informal communication, Unlike formal communication, doesn’t follow authority lines. In an
organization, it helps in finding out staff grievances as people express more when talking
informally. Informal communication helps in building relationships.

Five Levels of communication

Level five: Cliché conversation.

This level represents the weakest response to the human dilemma and the lowest level of self-
communication. On this level we talk in clichés such as …   “How are you?….. How is your
family?…. Where have you been” We say things like: “ I like your dress very much.” “ I hope we
can get together again real soon.” “ It is good to see you.”
No one is expected to give details of one’s health problems when one is asked, “How do you
do?” We say, “Just fine, thank you.”
This is the non-communication of the cocktail party, the club meeting… There is no sharing of
persons at all. Everyone remains safely in the isolation of his pretense, sham, sophistication.
Level four: Reporting the facts about others.
On this fourth level we do not step very far outside the prison of our loneliness into real
communication because we expose almost nothing of ourselves. We remain contented to tell
others what so-and-so has said or done. We offer no personal, self-revelatory commentary on
these facts, but simply report them. We may seek shelter in gossip items, conversation pieces,
and a little narrations about others. We give nothing of ourselves and invite nothing from
others.
Level Three: My ideas and judgments.
On this level, there is some communication of my person. I am willing to take this step out of
my solitary confinement. I will take the risk of telling you some of my ideas and reveal some of
my judgments and decisions. My communication usually remains under strict censorship,
however. As I communicate my ideas, etc. I will be watching you carefully. I want to test the
temperature of the water before I leap in. I want to be sure that you will accept me with my
ideas, judgments, and decisions. If you raise your eyebrow or narrow your eyes, if you yawn or
look at your watch, I will probably retreat to safer ground. I will try to say tings that you want
me to say, try to be what pleases you.
            Someday, perhaps, when I develop the courage and the intensity of desire to grow as a
person, I will spill all of the contents of my mind and heart before you. But still you can know
only a little about my person, unless I am willing to advance to he next depth level of self-
communication.
Level Two: My feelings ( emotions) “ Gut level”.
Some may think that once we have revealed our ideas, judgments, and decisions, there is really
not much more of our persons to share. Actually, the things that most clearly differentiate and
individuate me from others , that make communication of my person a unique knowledge, are
my feelings or emotions.
If I really want you to know who I am, I must tell you about my stomach (gut level) as well as my
head. My ideas judgments, decisions are quite conventional. But feelings that lie under my
ideas, judgments and convictions are uniquely mine. No one experiences my precise sense of
frustration, labors under my fears, feels my passions.
            For example, some possible emotional reactions to the judgment, “ I think that you are
intelligent” could be : ..and I am jealous,….. and I feel proud to be your friend…, and it makes
me ill at ease with you,…… and I feel suspicious of you,….. and I feel inferior to you,…… and I
feel impelled to imitate you,……and I feel the desire to humiliate you.
            Most of us feel others will not tolerate such honesty in communication. We would rather
defend our dishonesty on the grounds that it might hurt others and rationalize our phoniness
into nobility, and we settle for superficial relationships.
            Any relationship, which is to have the nature of true personal encounter, must be based
on this honest, open, gut-level communication.
Level One: Peak Communication.
            All deep authentic friendships, and especially the union of those who are married, must
be based on absolute openness and honesty. At times gut-level communication will be most
difficult, but it is at these precise times that it is most necessary. Among close friends or
between partners in marriage there will come from time to time a complete emotional and
personal communion.