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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

UNI
T-1
DEFI
NITI
ONANDFEATURESOFTECHNI
CAL
COMMUNICATION
TECHNI
CALCOMMUNI
CATI
ON:
Technical communi cat i
onisav it
alf actorintoday ’sprofessionalworld.All
manager i
al
acti
vit
iesi nvolv
eplanni ng,or
ganizing, r
ecr uit
ing,coordinatingordecision–maki ng,
technocrat sandcor porateprofessionalsf rom diff
erentfieldstendtof acenew
communi cationchallengeswhenper f
ormi ngt heseactivit
ies..
Thus,effect
ivetechni
cal
communi cationhelpsani ndi
v i
dual tocompet ewi ththesechal l
enges.Itservesasan
aidforsmoot hfunctioningofalltheadmi nistrati
vetasks.

I
ndividualsinav ari
etyofcontextsandwi t
hv ar
iedprof
essionalcredenti
alsengagei n
technicalcommuni cati
on.Somei ndivi
dualsaredesi
gnatedast echnicalcommuni cator
s.
Thesei ndivi
dualsuseasetofmet hodstoresearchanddocumentt echnicalprocesses
orproduct s.Techni
calcommuni catorsmayputt heinf
ormationtheycapt ureintopaper
document s, webpages,digi
tall
ystoredtext,
audio,v
ideo,andothermedi a.

 DEFI
NITI
ON:
1.Technicalcommunicat i
onisacommuni cat
ionisat r
ansmi ssi
onoftechni
caland
professi
onali
nfor
mat ionfrom oneindivi
dualtoanother.Theexchangeof
i
nformat i
onmayincludesi mpledefi
nit
ions,complexdescr i
pti
onsofmachinesor
processesconveyscientif
ic,
engineeri
ng,orothertechnicali
nfor
mation.

2.Technicalcommuni cat
ioniswr i
tt
enandoral communi cati
onforandaboutbusi
ness
andindustry.Techni
calcommuni cati
onfocusesonpr oductsandservi
ces—howto
manufacturethem, marketthem,managet hem, deli
verthem, andusethem.
Technicalcommuni cat
ioniscomposedpr i
mar i
l
yi nt
hewor kenvi
ronmentfor
supervi
sors,coll
eagues,subordi
nates,v
endor s,andcust omers.

Si
tuat
ionswher
etechni
cal
communi
cat
ioni
sused:

Aseitheraprofessi
onal
techni
calcommuni
cator
,anempl oy
eeatacompany ,
ora
consumer,youcanexpecttowrit
ethef
oll
owingtypesofcorr
espondencef
orthe
fol
lowingreasons:

1.Asaof
fi
ceri
nabank,
oneofy
ourj
obsi
stomakepr
oposal
stocl
i
ent
s.Todoso,
youmust

REHANASULTANAPage2
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON
wr
it
ea20-t
o30-
pagepr
oposal
abouty
ourbank’
sser
vices.

2.Asacomput
eri
nfor
mat
ionsy
stems(
CIS)empl
oyee,
youwor
kata1-
800hot
li
nehel
pdesk.A
cal
lcomesf
rom aconcernedcustomer.Yourj
obist
oanswerthatcl
i
ent’squest
ionsand
fol
l
owupwithaone-pagee-maildocumenti
ngthepr
obl
em andyourresponses.

3.Youar
eawor
kingi
nengi
neer
ingi
ndust
ryandy
ourj
obi
stowr
it
eusermanual
stoexpl
ain
thestepsf
orbui
ldi
ngapieceofequipment
,per
for
mingpr
event
ati
vemai
ntenance,
orf
or
shippi
ngandhandl
ingpr
ocedures.

4.Ast
hemanagert
odocumenty
ourdepar
tment
’sobser
vat
ion,
youmustwr
it
eamont
hly
pr
ogr
essr
epor
ttoupper
-l
evel
management
.

5.Asanent
repr
eneurt
omar
kety
ourcompany
,youwi
l
lneedt
owr
it
efl
i
ers,
brochur
es,
orsal
es
l
ett
ers.

I
mport
anceoft echni
cal
communi
cat
ion:
(obj
ect
ives
/
char
acter
ist
ics)
1.Topr
ovi
deor
gani
zedi
nfor
mat
iont
hathel
psi
nqui
ckdeci
sion-
maki
ng.

2.Toi
nvi
tecor
por
atej
ointv
ent
ures.

3.Todi
ssemi
nat
e(di
str
ibut
e)knowl
edgei
nor
alandwr
it
tenf
orm.

4. I
tisamaj
orcomponentoft
hewor
kenv
ironment
.

5. Empl
oyeesl
ear
ntomai
ntai
ngoodcust
omer
–cl
i
entr
elat
ions(
fol
l
ow-
upl
ett
ers)
.

6. Ensur
ethatwor
kisaccompl
i
shedont
ime(
dir
ect
ivememosore-
mai
l
).

7.Provi
dedocument
ati
on(paperwor
k)t
hatwor
khasbeencompl
eted(
progr
ess
repor
ts)
.

8. Gener
atei
ncome(
sal
esl
ett
ers,
brochur
es,
andf
li
ers)
.

9. Keepmachi
ner
ywor
king(
usermanual
s).•

10.Ensur
ethatcor
rectequi
pmenti
spur
chased(
techni
cal
descr
ipt
ions)
.

11.Par
ti
cipat
eint
eleconf
erencesorv
ideoconf
erences(
oral
communi
cat
ion)
.

12.Getaj
ob(
resumes)
.•

13.Def
inet
ermi
nol
ogy(
onl
i
nehel
pscr
eens)
.

REHANASULTANAPage3
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

14.Informthewor
ldaboutacompany
’spr
oduct
sandser
vices(
Int
ernetWebsi
tesand
blogs)
.

Aspect
soft
echni
cal
communi
cat
ion
Thet
hreeI
mpor
tantr
equi
rement
sofef
fect
ivet
echni
cal
communi
cat
ionar
e:

1.Su bjectcompet ence:

Iti
sabouthav i
ngappr
opriat
eknowledgeofapar t
icul
artechnical
subjectaswellas
havi
ngsophisticat
edt
echnicalorpr
esentat
ionski
ll
s.Inadequatebackground
knowledgeinthesubj
ectorlackofi
nformationmayleadtoincompleteorineff
ecti
ve
communi cat
ion.

2.Li
ngui
sti
ccompet
ence:
Iti
saboutappropr
iatelanguageski
l
lsandabi
l
ityt
opr
esentt
hei
nfor
mat
ioncl
ear
ly
andobject
ivel
y(withoutanyconf
usion)
.

Example:I
tcanbepresent
ati
onofdatai
nreports,
proposal
s,r
esearchpapers,
techni
cal
bull
eti
n(case,pr
essrel
ease,
announcement)manuals,handbooks….

3.Or
gani
zat
ional
compet
ence:
Iti
stheabil
i
tytoor gani
zetechnicali
nfor
mationinasyst
ematicandlogi
calway
.Iti
s
aboutarr
angingthoughtsi
nt osentencesandsentencesint
oappropri
ate
paragr
aphs.thi
smakescont enteasytounderst
andwit
houtanyconfusi
onand
comeupt oadesi redconclusion.

Pr
ocessofcommuni
cat
ion:
I
tconsi
stsoff
ivest
eps:

REHANASULTANAPage4
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON
1. 2. 3. 4.
5.

1.I
deat
ion:
Itr
eferstoformati
onofi
deas.Thescopeof“ideati
on”i
sgeneral
l
y
det
ermi
nedbythesender ’
sknowl
edgeexperi
ence&abil
i
ty.Ital
sodependsonthe
pur
poseandcontextofthecommunicat
ivesi
tuat
ion.

2.Encodi
ng:
Iti
sthepr
ocessofchangi
ngt
hei
nfor
mat
ioni
ntosomef
orm ofl
ogi
cal
and
codedmessage.

ENCODI
NGI
NVOLVES:

 Sel
ectingal anguage: Verbalmessageneedsal anguagecode,whi chiseasil
y
understoodbythereceiv
er.Ift
herecei
verdoesnotunderstandt
helanguagespoken
by the sender,communi cati
on f
ail
s.Therefor
e select
ing a l
anguage i
n which
audi
encear ecomfortabl
eisimport
ant.

 Selecti
ngamedi um:Therearebasi
call
ythreemai
nopt
ionsi
.e.speaki
ng,wr
it
ingor
non-verbalsi
gnsandsy mbols.Thespeakerhast
osel
ectanappr opr
iat
emedium
basedont hepurposeandsi
tuati
on.

 Sel
ect
inganAppr
opr
iat
eFor
m:

 FORM  EXAMPLES

 Face–t
o–f
acecomm.  Formalint
eract
ion,job i
nter
views,
casual
conver
sati
ons.

 Gr
oupcommuni
cat
ion.  Meeti
ngs, conf
erence, G.
D,panel
di
scussi
onset
c
REHANASULTANAPage5
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Speaker–audi
encecomm.  Speeches, debat es, semi nar
s,
workshops,
oral
presentat
ions.

 Wr
it
tencommuni
cat
ion  Repor
ts,
let
ter
s,memos,
e-mai
l
.

 3.
Transmi
ssion:Itrefer
stotheflowofmessageovert
hechosenchannel
.Itisone
ofthemostbasi caspectofcommunicat
ionbecausei
tal
soinvol
veschoosingthe
papert
ime,
pr operplaceandfor
m.

 4.Decodi
ng:Decodi
ngi
sthepr
ocessofconv
ert
ingamessagei
ntot
hought
sby
t
ransl
ati
ngtherecei
vedsti
mul
iint
oanint
erpr
etedmeaningi
nor
dertounder
stand
t
he message communi ed.De
cat codi
ng in wri
tt
en communi
cati
on ref
erst o
readi
ng and underst
anding a writ
ten message. Decodi
ng in or
al
communicat
ioni
ncl
udesli
steni
ngandunder
standi
nganor
almessage.

5.Response:
Iti
sthel
astst
age.
Iti
stheact
ionoft
her
ecei
vert
othemessage.
Responsefrom r
eceiv
erclearl
yindi
cat
eswhetherthemessageisunder
stoodor
needssomecl ar
if
icat
ion.I
fthemessageisanal
yzed,i
nter
pret
edandevaluat
ed
corr
ectl
y,t
heresponsewi l
lbeappropr
iat
e.t
heresponsemakescommuni cat
ion
eff
ecti
ve.

Feat
uresoft
echni
cal
communi
cat
ion:
1.
Preci
sion:
REHANASULTANAPage6
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Precisionist hequal it
yofbeingexact,accurateanddef inite.I
tisanessent i
al
feat
ur eoftechni calcommuni cati
on,preci
siondemandsanexactknowl edgeofthe
meani ngofwor dsandi nvol
vestheuseofsi mple,fami l
iarandconcr et e(her ei
t
means: correct)wor ds.Preci
sionwrit
ingisast y
leofwr i
ttencommuni cationwhose
thepr i
maryobj ectiveistoconv eyinf
ormation.Thisst y
leofwr i
ti
ngisanappr opr
iat
e
modeofwr itingfortechnicalcommuni cati
on.Precisionwr iti
ngisdistinctfrom
fi
cti
onwr i
ti
ng, wher ethemai nobject
iveisstorytel
li
ng.I naddi t
ion,precisi
onwr i
ti
ng
i
sdi sti
nctfrom per suasivewrit
ing,whichisappropriateforpol i
tical
,l
egal ,
and
commer ci
alobj ecti
ves.

 Vague, abstr
actdif
fi
cultandunf amil
iarwor ds,cl
ichésandt echni
calj
argoncan
makey ourspeechorwr i
ti
ngv erydif
ficulttounderstand.Hencebeingpreci
sei
nyour
communi cat
ionespeci
allytechnical
communi cationmakesy ourjobeasy.I
na
nutshell
,thekeycharacteri
sti
csofpr ecisionwrit
ingar e(
1)clari
tyand(2)
conciseness.

 Preci
sionr ef
er stot heartofattai
ning(achi
eving)exactcorr
espondence
(communi cation). Especial
lyintechni
calfi
eldssuchasengineeri
ng,f
ail
uretouse
termswi t
hpr ecisi
oncany i
eld(
give)unfort
unateconsequences(r
esult
).Readers
maydoubty ourcr edibi
li
ty(t
rustworthi
ness)—orevenwor se—makeapoordecision
from misreadingy ourlanguage.

 Thetechni
quesofpreci
sioni
ncl
ude:useofsimpl
eandfamil
i
arwor
ds,
useofexact
wordsandphrasesanduseofavoi
dingexcessi
vejar
gon.

 UseOfSi
mpl
eAndFami
l
iarWor
ds:
Usageofsi mplevocabular
ygivesbett
erunderst
andi
ngandgoodt
ransmi
ssi
onof
thethoughts.Di
ff
icultwordsandphrasesactasabarri
ert
oeff
ect
ive
communi cati
on.

EXAMPLE1:

Alt
houghall metal
sreactwit
hoxygen,thei
rreacti
vit
yisdif
ferent.Somemet als,suchas
sodium andpotassi
um reactwi
thoxygentrenchantl
y.Theyigniteevenifret
ainedunenclosed
i
nt heai
r.Magnesium needstobeinfl
amedbef or
eitcombineswi thoxygen.onceinfl
amedt o
anigni
ti
ont emperatur
emagnesium ri
bbonbl azeswithf
ir
e,yieldi
ngintenseheatandlight.

REHANASULTANAPage7
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

EXAMPLE2:

Alt
houghallmet al
sreactwithoxygen,t
heirreacti
vit
yisdiff
erent.Somemet al
s,suchas
sodium andpotassi
um reactwit
hoxy genv i
gorously.Theycatchfir
eifkeptopenintheai
r.
.
Magnesium needstobeheat edbeforeitcombineswi thoxygen.onceinfl
amedt oanhigh
temperatur
emagnesi um r
ibbonburnswi thfir
e,producingintenseheatandlight
.

 UseOfExactWor
dsAndPhr
ases:
Choosewordst hatmostpr ecisely,concisel
y,andaccuratel
yconv eyyourpoi
nt.
Unclear
,excessivelygeneral,
hy perboli
corsubjecti
ve/uncertai
ntermsaresimply
notappr
opriat
e.Pr efershortwor dstolongwor dsandphr asestoav oi
dconfusi
on.
Thegoal
ist
ocommuni
cat
edi
rect
lysouseshor
t,di
rectwor
dswhenev
erpossi
ble.

Exampl
e1:

Inlowwatertemper
atur
esandhi
ght
oxi
cit
ylev
elsofoi
l
,wet
est
edhowwel
lthe
microor
gani
smssurvi
ved.

Exampl
e2:

Wetest
edhowwellthemi
croor
gani
smssur
viv
edi
nlowwat
ert
emper
atur
esandhi
gh
t
oxi
cit
ylev
elsofoi
l
.

 UseofAv
oidi
ngExcessi
veJar
gon.
Techni
caljar
gonisanintegr
alpartoftechnicalcommunicat
ionbutusingtoomuch
j
argon,whichtheaudi
encemaynotunder st
and, wi
ll
beinappropr
iat
e.beforeusi
ng
j
argonthesepoint
smustbecl earinone’smi nd.

- Suf
fi
cientknowl
edgeaboutt
hesubj
ect
.

- Abi
l
ityt
ounder
standt
het
echni
cal
det
ail
s.
REHANASULTANAPage8
EXAMPLE1:

Fort
hef
ir
sty
ear
,thel
i
nkswi
thSDPCandt
heHACwer
enotconnect
ed,
andal
lrequi
redOCS
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Rel
evanceI
nTechni
cal
communi
cat
ion:
1.Provi
dingspeci
ficdetai
l
smakescommuni
cat
ioncl
ear
.Usi
ngv
ague(
uncl
ear
)wor
ds
orphrasescauseslackofcl
ari
ty.

2.I
ntechni
cal
communi
cat
ion,
clar
it
ycont
ri
but
est
ocommuni
cat
iveef
fect
iveness.

3.Becar
eful
whenusi
ngacr
ony
msandabbr
evi
ati
onsorel
sei
tmi
ghtr
aiseconf
usi
on.

4.Av
oidwor
dysent
ences.

Example:1 Thereasonwear
er ecommendi
ngthecomput
eri
zat
ionoft
hisprocessis
becausei
twillr
educethet
imerequir
edt
oobtai
ndataandwil
lgi
veusmor eaccurat
edat
a.

Exampl
e:2Comput
eri
zi
ngt
hepr
ocesswi
l
lgi
veusmor
eaccur
atedat
amor
equi
ckl
y.

For
matofTechni
cal
communi
cat
ion:

- LETTERS -MANUALS
- REPORTS -CIRCULARS
- MEMOS -RESUME‘
- NOTICES -E-MAILS
- PROPOSALS -RESEARCH PAPERS
St
yleI
nTechni
cal
Communi
cat
ion:
1.St
yleintechni
calcommunicati
onmayrefertot
hewayapersonput
swordstogether
i
ntosentences,ar
rangessent
encesi
ntoparagr
aphsandor
gani
zespar
agraphsinto
apieceofwr i
ti
ng.

REHANASULTANAPage9
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

2.St
ylei
samajorconsi
derati
onint
echni
calcommuni
cat
ion.
Itmayber
efer
redast
he
waysomet
hingi
ssaidrathert
hanwhatissai
d.

3.St
ylecanalsobedefi
nedasdi
sti
nct
ivemodeormannerofexpr
essi
ngi
deasi
na
l
anguage.Thedi
sti
ncti
vemannermaybeexpl
ainedas

a)wor
dsandphr
ases

b)sent
encest
ruct
ure

c)sent
encet
ype

d)r
het
ori
cal
dev
ices

e)ef
fect
ivel
ogi
cal
str
uct
ureandor
gani
zat
ion

4.Styl
eintechnical
communicat
ionpr
ior
it
i heef
zest f
ici
enttr
ansferofi
nfor
mat
ion.I
t
dependsont heaudi
ence,
communicati
vecontextandthepurpose.

5.Technical communi cationasksy out odocumenti nf

ormati
onandcommuni cat
eiti
n
aconcise,preci
se,andpr ofessionalway .Thefocustendst
obemor eonhowwel l
t
hewr i
tingachievest hatgoal.
6. I
noralcommuni cationt oneofv oice,volume,andspeedofdel
iv
ery,onecanable
t
oprojectdiffer
entmoods, personali
ties,andpurposes.

UseofVi
sual
–Ai
dsI
nTechni
cal
Communi
cat
ion:
1.Visualai
dsareimpor t
antpar tofwr i
ttentechni
calcommuni cati
on.Visual
s,al
so
call
edv i
sual
aids,ar
epi ctor
ialrepresentati
onsofinfor
mation.Theyarean
i
mpor t
antpartoftechnicali
nst r
uctionsbecauset heyhel
pcl ar
if
y,expl
ain,
orsuppor
t
anidea,andmot i
vatereaderst ofocusont heinformati
on.

2.Avisual
aidsupplementswor dswithpi
ctures,
char
ts,gr
aphs,orothervi
sual
i
nformati
on.Theyareimpor t
antbecausetheyhel
ptheaudienceunderstandand
r
emember ,i
ncreaseaudienceint
erest
,andactasnotesorremindersforthespeaker
.

3.Ar
ousesi
nter
estandf
ocusesonessent
ial
s.

4.Expl
ainst
hedat
ainmuchl
esserspacebutwi
thgr
eataccur
acy
.

5.Si
mpl
i
fiesnumer
ical
dat
a.

6.Makest
hedescr
ipt
ioney
ecat
chi
ngandv
ivi
d(easy
)

REHANASULTANAPage10
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CALCOMMUNI
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For
msOfVi
sual
Aids:
1.
Il
lust
rat
ions:
 Theyhel
ptor
epr
esentanycompl
exi
dea.

 Exampl
esofi
ll
ust
rat
ionsar
e:t
abl
es,
graphs,
char
ts,
maps,
diagr
amsor
phot
ogr
aphs.

 I
ll
ust
rat
ionsarecompl
ementar
yint
echni
cal
communi
cat
ionandhav
emor
eimpact
t
hanverbalcommuni
cati
on.

 Theyar
ousei
nter
est
sandsuppor
tsorr
einf
orcest
hewor
ds.

 Sav
esmucht
imeandef
for
ts.

 Si
mpl
i
fiest
hedat
aandhel
psi
neasyi
nter
pret
ati
onoft
heconcept
.

Var
iouski
ndsofv
isual
aids:
I
ll
ust
rat
ions

Tabl
es Fi
gur
es

Dependant I
ndependent Phr
ase Gr
aphs Char
ts dr
awi
ngs phot
ogr
aphs
Maps

Tabl
es:
REHANASULTANAPage11
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

1.ATabl
eisasy
stemat
icar
rangementofnumber
s,wor
dsorphr
asesi
nrowsand
col
umns.

2.I
tisusedt
odepi
ctor
igi
nal
numer
ical
dat
aaswel
lasder
ivedst
ati
sti
cs.

3.Thet
it
leofat
abl
eisusual
l
ywr
it
tenatt
het
opasasent
encef
ragment

4.Arowi sali
stofi
temspr
esentedst
raightacrossatabl
e.Eachr
owmusthav ear
ow
headi
ngplacedneart
hel
eftedgeofthetabletolabelt
heit
emsthatar
eli
sted
hori
zontal
l
y.

5.Columnsarelist
sofi t
emspresent
edvert
ical
l
y.Col
umnheadi
ngsar
eli
stedont
opof
thetabl
etolabelthesever
ti
call
ist
sofi
tems.

6.Tabl
esar
eoft
hreet
ypes–dependant,
i
ndependentandphr
ase.

7.Dependantt
ablesar
ethosewhosecont
entcannotbeunder
stoodwi
thoutgoi
ng
thr
oughthetext.

8.I
ndependentt
abl
esar
ethoset
hatar
ecommonl
yused.

9.Phr
aset
abl
esar
ethosewher
ethedat
aisi
nwor
dsorphr
ases.

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CALCOMMUNI
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Gr
aphs:
1.Agoodgr
aphorchar
tcanshowasmuchassev
eral
par
agr
aphsofwor
ds.

Ty
pesofChar
ts

Therearesev
eraldi
ff
erentt
ypesofchart
sandgr
aphs.Thefourmostcommonar
e
probabl
yli
negraphs,
bargraphsandhist
ogr
amsandpiechart
s.

2.Li
nechar
ts,
orl
i
negr
aphs,

 Theyar
epower
ful
visual
tool
sthati
l
lust
rat
etr
endsi
ndat
aov
eraper
iodoft
ime

REHANASULTANAPage13
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

orapar
ti
cul
arcor
rel
ati
on.Forexampl
e,oneaxi
soft
hegr
aphmi
ghtr
epr
esenta
v
ari
abl
eval
ue,
whi
l
etheot
heraxi
sof
tendi
spl
aysat
i ne.
mel
i

 Eachval
ueisplot
tedonthechart,
thent
hepoint
sareconnect
edtodispl
aya
tr
endoverthecomparedti
mespan.Multi
plet
rendscanbecomparedbyplot
ti
ng
l
inesofvar
iouscol
orsorpatt
erns.

 FOREXAMPLE,

 Thepopular
it
yofvar
ioussoci
al-
medianetwor
ksoverthecourseofayearcanbe
vi
sual
lycomparedwit
heasethroughtheuseofali
negraph.Simpl
yploteach
company’
suserbaseforeachmonthofthe12-monthspan,t
henconnectthe
dot
swi
thal
i
neofadesi
gnat
edcol
or.

3.Bargr
aphorbarchar
t:

 Thesimplestandandmostst r
aight
for
war dwaytocompar
evari
ouscategori
es
i
sof t
entheclassi
ccolumn-basedbargraph.Theuni
ver
sal
l
y-r
ecogni
zedgraph
feat
uresaseriesofbarsofvary
ingl
engths.

 Abargr
aph(al
soknownasabarchar
torbardi
agram)i
savisual
toolthatuses
bar
stocomparedat
aamongcat
egori
es.Abargraphmayr
unhorizont
allyor
REHANASULTANAPage14
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
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v
erti
cal
ly
.Thei
mpor
tantt
hingt
oknowi
sthatt
hel
ongert
hebar
,thegr
eat
eri
ts
v
alue.

 Bargraphsareaneffect
ivewaytocompar
eit
emsbet
weendiff
erentgr
oups.
Thisbargraphshowsacompar i
sonofnumber
sonaquar
ter
lybasisoveraf
our
-
yearperi
odoftime.

 Bargraphsconsi
stoftwoaxes.Onav
ert
ical
bargr
aph,
,thehor
izont
alaxi
s(orx
-
axis)showsthedatacat
egori
es.

 FOREXAMPLE:

 Asurveyofst
udent
s'f
avori
teaf
ter
-schoolact
ivi
ti
eswasconduct
edata
school
.Thebargr
aphbelowshowstheresult
softhi
ssurv
ey.

4.Pi
echar
t

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VETECHNI
CALCOMMUNI
CATI
ON

 Pi
echar
tsar
eusef
ulf
orshowi
ngnumer
ical
inf
ormat
ioni
nper
cent
ages.
 Pi
echar
tscompar
ethepar
tst
othewhol
eandv
isual
l
ydi
spl
ayper
cent
agesand
pr
opor
ti
ons.
 Theci
rcul
arpi
erepr
esent
sthewhol
eandt
hesi
zeofeachwedge(
block)ofpi
e
showst
hecomponent
sshar
e.
 Pi
echar
tshav
etheadv
ant
ageofal
l
owi
ngt
heaudi
encet
oqui
ckl
yvi
sual
i
ze
pr
opor
ti
onal
rel
ati
onshi
ps.
 Weneedt
obecar
eful
ofnotusi
ngt
oomanysegment
sint
hepi
echar
t.
 Mor
ethansi
xandi
tget
stoocr
owded.
 Pi
egr
aphsshoul
dbesi
mpl
i
fiedasmuchaspossi
blewi
thoutel
i
minat
ingi
mpor
tant
i
nfor
mat
ion.
 Forexampl
e:

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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

5.Scat
tergr
aph:

 Scat
terDi
agr
amsar
econv
eni
entmat
hemat
ical
tool
stost
udyt
hecor
rel
ati
on
bet
weent
wor
andom v
ari es.
abl

 AScat
tergr
aph(
XY)
orPl
othaspoi
ntst
hatshowt
her
elat
ionshi
pbet
weent
woset
s
ofdat
a.
 Usual
l
ydot
s(.
)or(
x)ar
eusedt
orepr
esentt
hedat
a.
 Forexampl
e:

Noof Mar
ksObt
ained
st
udent
s

12 40-
50

10 50-
60

8 60-
70

7 70-
80

5 80-
90

2 90-
100

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CALCOMMUNI
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6.Pi
ctor
ial
GraphorPi
ctogr
am ;

 Api
cturegraphisapictori
aldi
spl
ayofdat
awithsymbol
s,i
cons,andpicturesto
r
epr
esentdiffer
entquanti
ti
es.Thesymbol
s,i
cons,
andpict
uresofapicturegraph
t
ypi
call
yrepresentconceptsori
deas.

 Thegr
aphi
ssel
f-
expl
anat
ory
;ast
heyar
eey
ecat
chi
ng,
theyusef
ulf
ormagazi
nes.

 Usingapict
ographatapr
esent
ati
oncanbeagoodwayt
oshowal
otofdat
aina
shortamountofti
me.

 Forexampl
e:

REHANASULTANAPage18
 EFFECTI
VETECHNI
CALCOMMUNI
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ON

7.Fl
owchar
ts:

 Fl
owchar
tspr
esentasequenceofact
ivi
ti
esf
rom st
artt
ofi
nish.

 Flowchartdi
agr
amsar
eext
remel
ybenef
ici
alt
odi
ssemi
nat
eideas,
concept
s,and
thought
s.

 Theyar
enor
mal
l
yusedt
odescr
ibeapr
ocedur
eorapr
ocess.

REHANASULTANAPage19
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 I
twouldbenecessar
ytoensur
ethattheflowchartdi
agramsar
ev i
suall
yconsi
stent
–meaningt
hattheformat
ti
ng(col
ors,shapes,
fontsetc.
)ar
econstantt
hroughthe
di
agr
am.

 Thev
ari
ousgeomet
ri
cal
figur
esusedar
e

sy
mbol Geomet
ri
cal Funct
ion
fi
gur
e

usedt
orepr
esentt
hest
art

ov
al andendofapr
ocess.

Rect
angl
e Pr
ocessi
ngst
ep

Di
amond. Deci
sionmaki
ngst
ep

Ar
rows Pr
ocessf
low

 Forexampl
e:

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 EFFECTI
VETECHNI
CALCOMMUNI
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Techni
cal
AndGener
alWr
it
ing:
Generalwrit
ingandtechnicalwr
it
ingaret wodif
ferentstyl
esofwrit
ing.
Thoughthe
basicsremainthesame( bothneedtoengaget her eaderandmustbef r
eefr
om spell
ing
mistakesandgr ammaticaler
ror
s).Technicalwri
ti
ngi sconsi
deredalit
tl
emoredif
ficult
thangeneralwriti
ngasitneedstoprovi
dei nf
ormat i
oninaclearcutmannerthatt
he
readerisabl
et oassi
milateandunderstand.

S.
no Gener
alwr
it
ing Techni
calwr
it
ing

1. Gener
alcont
ent Techni
cal
cont
ent
:

Example:
incl
udear
ti
cles,
stor
ies,
poems Exampl
e:Repor
ts,
memos&l
ett
ers
,novel
s&blogpost
s

2. Gener
alv
ocabul
ary Techni
cal
vocabul
ary

3. Nof
ormal
element
s For
mal
element
s

4. gener
alwr
it
ingsar
elessf
act
ual
. Techni
cal
wri
ti
ngsar
emor
efact
ual
.

5. I
tisbot
hobj
ect
iveandsubj
ect
ive Most
lyobj
ect
ive

6. notal
way
sst
ruct
ured Logi
cal
l
yor
gani
sedandst
ruct
ured

7. Notal
way
sspeci
fi
caudi
ence Speci
fi
caudi
ence

8. Mayormaynoti
nvol
vegr
aphi
cs Usual
l
ygr
aphi
cs

9. Most
lyconsist
sofornament
al Mostl
yconsistoflogi
cal
lyst
ruct
ured
wor
ds,met aphor
s,si
mil
i
es,
cl
ichés shor
tsentencesleavi
ngnospacefor
misi
nter
pretat
ion

10. Wr
it
tent
oent
ert
ainandeducat
e. Writ
tent
oinf
orminafor
malmanner
orsometi
mestot
ri
ggeranact
ion

11. I
ncl
udesgeneral
wr i
tingt
ocommuni
cat
e Incl
udesbusi nesswr i
ti
ngto
wi
thgener
alaudience. communi cat
ewi t
hmanagement ,
empl oyeesandot herbusi
nessesand
i
sf ullofjar
gonsrelatedtotheworl
dof
business

12. Usual
l
ynospeci
fi
cexposi
ti
ont
echni
ques Compl
exandi
mpor
tantexposi
ti
on

REHANASULTANAPage23
 EFFECTI
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CALCOMMUNI
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t
echni
ques

 TYPESOFTECHNI
CALCOMMUNI
CATI
ON

ORAL
WRI
TTEN
 Or
alcommuni
cat
ion:
oral communi cati
on includes f
ace to face conv
ersat
ion,i
nter
views,group
di
scussions,publ i
cspeaking,meeti
ngs,seminar
s,vi
deoconfer
ences,tel
ephoni
c
conversat
ions,
pr esent
ati
ons,et
c.

Adv
ant
agesofor
alcommuni
cat
ion:
I
tisl
esst
imeconsumi
ngandqui
ckenst
heact
ion.

Qui
ckandi
mmedi
atef
eedbacki
spossi
ble.

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 EFFECTI
VETECHNI
CALCOMMUNI
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I
tiseasiertobemor epersuasi
vewhenwecommunicat
eoral
ly
.Ourtone,v
oice,
f
aci
alexpressi
onandgest
uresgivemor
eper
sonal
toucht
oourcommuni
cati
on.

Or
alcommuni
cat
ioni
str
ansi
ent(
shor
t–l
i
ved).

Speaker
scancor
rectt
hemsel
vesandchanget
hei
rut
ter
ances.

I
ttendst
ohappenatav
eryf
astpacesoknowi
ngbasi
cgr
ammari
sver
yhel
pful
.

Or
alcommuni
cat
ionhel
psi
nest
abl
i
shi
nggoodr
appor
twi
tht
her
ecei
ver
.

Li
mit
ati
onsofor
alcommuni
cat
ion:
Unsui
tabl
eforl
engt
hymessages.

I
tdoesnothav
eaut
hent
ici
ty.

I
tcannotber
etai
nedf
oral
ongt
ime.

I
ttendst
obef
ull
ofr
epet
it
ions,
incompl
etesent
ences,
cor
rect
ions&i
nter
rupt
ions.

Wr
it
tencommuni
cat
ion:
wri
tt
en communi cati
on incl
udes reports,proposal
s,books,handbooks,emai
ls,
memos,notices,ci
rcular
s,etc.writ
tencommuni cat
ioni
susedf ordocument
ati
on
pr
ocessinbusinessandgov ernmentorganizat
ions.

Adv
ant
agesofwr
it
tencommuni
cat
ion:
I
tismor
eaccur
ateandpr
eci
se.Wecanev
aluat
eouri
deascar
eful
l
y,exami
neand
or
gani
zet
hem sy
stemat
ical
l
y.

 Ther
ecei
verot
hemessagecanr
eadandr
e-r
eadt
il
lhet
hinkst
hathehast
hor
oughl
y

REHANASULTANAPage25
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
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under
stood.

 Wi
tt
encommuni
cat
ionbecomesaper
manentr
ecor
dfort
hei
ndi
vi
dual
.Iti
shel
pful
f
orf
utur
eref
erenceandaccept
abl
easaut
hent
icdocument
.

I
thel
psi
nimpr
ovi
ngwor
dpower
.

Li
mit
ati
onsofwr
it
tencommuni
cat
ion:
I
tlacksspont
anei
ty;
oft
enf
ail
stoev
oket
hedesi
redr
esponse.

I
ttakesmucht
imet
opr
epar
eandt
ransmi
t.

I
tisnotpossi
blet
ogeti
nst
antf
eedback.

I
t emphasi
zes on punct
uat
ion,headi
ngs,l
ayout and gr
ammat
ical
l
y cor
rect
sent
ences.

I
ttendst
obemor
ecompl
ext
hanor
alcommuni
cat
ion.

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