Technical Report Writing

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Technical Report Writing
TA C312
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Communication Process

• Definition
• Process
• Types
• Network
• Characteristics
• Importance
• Barriers

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Definition

• Use of effective language for conveying a
  technical/commercial/ industrial message to
  achieve a predetermined purpose

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Process

• Common Frame of Reference

Sender
Message
Response
Receiver
Channel
Sent
Received
Semantic Gap
Feed back
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Steps
Sender Receiver

• Ideation
• Encoding
• Transmission

• Receiving
• Decoding
• Action
• Acceptance

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Typical features of communication

• Two way process
• Continuous/Ongoing
• Functional
• Commulative process
• Irreversible
• Contextual
• Complex
• Inevitable

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Types Communication
Verbal
Non verbal

• Signs
• Symbols
• Body Language

Oral
Written
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ORAL

• Face to face
• Telephonic
• Group
• Meeting
• Seminar

• Conference
• Panel Discussion
• Symposium
• Presentation
• Interview

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ORAL COMMUNICATION

• Limitations
• Future ref not possible
• Not-effective if poor speaker
• Not suitable for lengthy details
• Distortion
• Poor retention

• Advantages
• Adjustable
• Imm. Clarification
• Time
• Persuasion control
• Formality
• Cost
• Convenient/reliable for Groups

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WRITTEN

• e mail
• Fax
• Memorandum
• Notice
• Circular
• Press release

• Letter
• Report
• Proposal
• Research paper

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Written Communication

• Advantages
• Most wanted
• Permanent
• Legal evidence
• Accurate
• Suitable for lengthy complicated

• Limitations
• Limited only Literates
• Costly, tine consuming
• Formal
• Delayed feedback

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Body Language Kinesics Branch of learning

• Kinesics the study of nonverbal body motions as
  a systematic node of communication
• People trust their ears less than their eyes.
• when a speakers body language is inconsistent
  with their words the listeners will tend to
  believe their eyes

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BODY LANGUAGE(KINESICS)

• Aspects

• Personal Appearance
• Facial Expression
• Posture
• Gesture
• Eye Contact
• Space, Distancing
• Touch

Non verbal cues or Visible codes
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Paralanguage

• Defined as how of language
• Includes volume
• Pitch Pronunciation
• Modulation Articulation
• Stress Tone
• Intonation Pauses
• Speed

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Network
Informal (Grapevine)
Formal

• Vertical
• Horizontal
• Radial

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Communication Flow in an Organization (formal)

• Vertical communication (Downward Communication
  and Upward Communication)
• Lateral or Horizontal Communication
• Diagonal or Cross-wise Communication

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Formal Vertical communication flow

• Down
• Instructional
• Informational
• Feedback

• Up
• Feedback
• Voluntary
• Submission

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Horizontal communication flow(Lateral)

• Sharing
• Coordinating

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Radial communication flow (crosswise / diagonal)

• Feedback
• Instructional
• Informational
• Publicity

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INTERNAL

• INFORMAL GRAPEVINE
• Single strand
• Gossip
• Probability
• Cluster

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Informal (Grapevine)

• Importance
• Non expensive
• Most rapid
• Multidirectional
• Barometer of public opinion
• Outlet for anxiety worries

• Limitations
• Degree of error
• Baseless, nonfactual harmful
• Add to the facts
• Misunderstanding (incomplete)
• So swift damage to organization

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Grapevine How to use

• Supplement the formal channels
• do not ignore
• do not threaten
• identify main sources
• Realize human relationships

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Technical communication/General purpose
communication

• General purpose communication is concerned with
  the world at large.
• Technical (business) communication is
  specifically concerned with well defined business
  activities.

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Characteristics of technical communication

• Open communication climate
• Committed to ethics
• Perception of multicultural
• Proficiency in CT
• Audience awareness
• Efficient flow

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Characteristics contd..

• Clear unambiguous
• Concise direct, precise
• Correct specific, accurate
• Complete self contained
• Courteous cordial, polite
• Impartial and objective

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Importance of technical communication

• Life line of business
• Measure of the success, growth
• Link within outside
• Tangible product of the work
• Valuable repository of information
• Develops desirable qualities
• Reveals gaps in thinking

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Difference between general purpose and technical
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

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Steps involved in solving a Communication Problem

• Identify the Problem
• Discover the Cause(s)
• Evaluate the alternative solution
• Select and apply the best solution
• Follow through

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COMMUNICATION BARRIERS

• Definition
• Errors, misunderstandings and several other
  factors that prevent us transmitting our ideas
  meaningfully causing communication failure.

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COMMUNICATION BARRIERS

• Classification
• Barriers in Intrapersonal communication
• Barriers in Interpersonal communication
• Barriers in organizational communication

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Intrapersonal Barriers -usually stems from wrong
assumptions.

• Rigidity of thought
• Unclarified assumptions
• Different perceptions of reality
• Premature evaluation of message
• Negative attitude (source, message, person)
• Fear of the unknown
• Inferiority/ superiority complex
• Lack of interest
• Categorical thinking- Know it all
• Choice of Words

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Interpersonal Barriers

• Absence of common frame of reference
• Presence of noise in channel
• Cultural differences
• Display of intense emotions
• Poor listening
• Poor synchronization of verbal and non-verbal
  cues
• Vague objectives
• Choice of wrong variety of language
• Semantic differences
• Psycho-physical factors

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Organizational Barriers

• Hierarchy in organization
• Delay
• Distortion
• Alteration
• Superior-subordinate relationship
• Interpretation
• Grapevine
• Information overload
• Too many transfer stations
• Fear of superior perception
• Negative attitude in organization
• Misunderstood application of freedom

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Tips for effective presentation

• Know thyself! (Read thy subject of discourse!)
• Be focused
• Brevity is the soul of wit
• Know your audience
• Infuse your words with an earthiness that will
  appeal to a wider audience.
• Create the right ambience

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Tips contd..

• Be sincere in your utterances.
• Be positive. Believe in your self.
• Bring alive and exploit the magic in and of
  words.
• Reach out to your audience.