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745 views56 pagesTechnical Communication 3-Sem
B.tech RTU 3rd sem
Uploaded by
onlypapaji820Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF or read online on Scribd
/ 56
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Fechnical Communication)
Tied? hulp mended Same pagblen
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2 Bon rawraahh
Qt Defing FesMeal Communication. R.1.U, 2019, 2018]
‘Ans. Technical Communication : Technical communication
is abroad field and includes any form of communication that
exhibits one or more of the following characteristics:
+ Communicating about technical or special
topics, such as computer applications, medical
procedures, or environmental regulations.
_Procedures, or environmen ee
+ Communicating by using technology, such as web
+ pages, help files or social media sites.
nsturetions about how to do something,
regardless of how technical the task is or even if
technology is used to create or distribute that
communication.
Q.2, What is linguistic ability?
VE oR
“ Explain methods to improve vocabulary and
Tinguistc abilities. [R.TU. 2018)
‘Ans. Linguistic intelligence/ability is a part of Howard
Gardna?Stmlfipe intelligence theory that deals with individuals
abiify to understand-both spoken and written language as
well as their ability to speak and write themselves. In a
practical sense linguistic intelligence is the extent to which
an individual can use language, both written and verbal to
achieve goals/In addition to this, ging intelligence
has been linked to improved problem solving, as well as to
increased abstract reasoning"
WOE)
consideration. This sus
br verbal fluency, and is comm
sadividval’s overall ingusticimteligenees
Technical Communication + The
pe onal importance of technical communication for an
individual or an organisation cannot be overemphasised.
Whether you are an executive working ia multinational
company, and engineer workingatthe sop flor level ascientist
working in a premier scientific lab, or a technical student
studyingina professional institution, you need effective technical
‘communication skills in order to be successful.
Technical communication is the essence of
organisational life and a prerequisite to effective management.
The lst of its multipurpose functions is very long. Itnot only
makes professional interaction possible but also directs the
flow of technical information and knowledge for the guidance
of technocrats, engineers, and others in their professional
activities. It stimulates scientists and researchers to act to
achieve individual as well as social and organisational
objectives and develops information and understanding
essential or effective group functioning. Moreover, it leads to
unification between the activities of individuals as a work
team and helps to foster positive attitude required for
motivation, cooperation, and other important organisational
Processes, Finally, it ensure fee exchange of information
ras ani motes scienti ir
tod es nde ie temper and maintenance
‘Ans. Importance o aie and socio-economic
tangent new mile the importance of effective
eee illshas increased. The whole world
b global market and the transfer of technology is
playing a key role in economic growth and transformation.
As the professional world becomes more diverse, competitive,
andesultorented, the importance of tenia eommunication
skills continues to increase. In fact, technical communication.
skills are crucial to professional success today because
success in communicating in the technical environment will
depend not just on an effective style but on the ability to
analyse, organise, and present ‘essential-information
effectively.
Revolution in information technology is having @
profound impact on technical communication tasks, and new:
‘kinds of communications tasks or skills will be required in the
changed technological environment. These skills include
knowledge of high-tech ‘communication capabi
5s, ability 0
present and explain complex tec
Jynical information ina simple
ee familiar syle, ability tounderstand and explain quantitative
data, cultural awareness capal
bility, and ability toanalyseand
prioritise information. qecnadtert 2
‘The changes that have taken place in.the field of
sciénee and technology reflect several development in the
‘yay technical communication skills are viewed fact, there
ha been a shift in perspective, so that communicator skills
take priority over technical and profesional skills Ther ® /
ae cub that good writing and speaking sillsare essential 10
pave sucess in jb. Iti also true that some technical skills
vives important as communication skills but knowledge of
highly sophisticated technical or professional skills will be
eee if one does not know how to communicate the
Jaformation and insights thatreslt from the use and application
of these technical and professional skills.
Characteristics of Technical Communicat
Ql.
OE
ays the barriers of effective speaking.
[RTU, 2019]
— ae
‘Ans. Barriers to effective speaking are
1. Usage of words that can cause ambiguity + Words
arniwan different things to different people. So, one
need to be aware that expected meaning may
i ae from that of the other person.
Alert Listener : One needs to be an alert listener.
Listening well is one of the best things. It helps
immensely to provide the speaker with the desired
response that in turn leads to a healthy conversation.
3
4
es wha do you mean by technical communication.
———
Ans.,Techi
‘communication may be oral or
skills of language; listening, sf
Let us discuss each skill in
the aspects discussed here are ap
‘communication also.
‘twofold: They
to those who need that information, and in doing so, the
advance the goals of the companies or organizations th
i employ them. The following examples illustrate the
tion : Refer 1 | the products technicatcommunicators produce or the
they provide.
Emotlonal Barriers : Some people find itdifficultty
express themselves. They are complete introvert
This acts asthe biggest hurdle as breaking th
thepreliminary stage i of immense im pores
Language Barriers : Different countries have
different accents and different languages. Thi
Tanguage difference can lead © difficulty in
dam inguin accensthat acta es
Lack of Interest: Not only lack of interest, but lack
ofattention, dist factions of irrelevance to the receive,
sre the factors that become barriers while speaking,
Cultural Differences Different cultuces greatly van,
fethe norms of social interaction, asthe WaY in whic
motions are expressed differ greatly.
y it is the manner in whict
Psychological Barrier a
ihe message ean be taken by the receiver
Physical Barriers + Although moder technology
- Bes to reduce the impact of physical barrier, the
pros and cons should be understood to use th,
appropriate medium to overcome physical barriers,
1 Communication Skills : As technica
written, it may involve all th
aking, reading, and writting
details. Please note that many o
plicable to geners
The value that technical communicators deliver i
‘make information more useable and accessibl
-valuec
servict
‘+ Software instructions help user be more: successfi
‘on their own, improving how easily those produ:
gain acceptance into the marketplace and reduci
costs to support them.
+ Medical instructions help patients and car
providers manage a patient's treatment, improvi
the health of the patient while reducing costs at
risks associated with incorrect care:
+ Functional specifications and proposals help 0!
group of technical experts communicate effective
_ with otheg technical experts, speeding ! echnical Communteatton)
i Tdig reverkenused by | the jet or lack of inornation might edt incomplete
a climinating ri ve communication.
Fa ne nn | nn compte oi ema
i improve ey PSH8 wih ne outer, Ie fos in ofS ratonclely
betgtenni ‘ing them more employabl ility to present scientific facts or In)
their orig f ‘employableand | and the ability to ; ‘cation involves technical
Safe Mons and products moreefficientand | and objectively As echnical communicate
roposals, esearch papers,
re rnd handbooks, linguistic
crpeenc ineldes aeveral functional kil Lack se
skills may lead to ineffective or incomplete commu
‘These skills include the ability to:~ ’
|)” © Analyse fat {f information for clear presentation.
©. Use appropriate rhetorical devices to | present scientific
data, c :
‘e Use graphs, charts, and diagrams bean ‘
anisational Competence : Since technical
sfinformation, itinvolves a process of logical and thenate
Gzansatonal competence isthe ability to organise techni
Taformation ina logical and structured way. Itincludes seve
skills such asthe ability to sequence thoughts in a sentence,
organise a paragraph according to the needs of the reader
and the topic, usé appropriate logical ordering, and provide
thematic coherence to expression.
me
wt Discuss different forms of technical communications.
ee SS
‘Ans. Forms of Technical Communications : The fast
growth of technical knowledge coupled with the development
‘of sophisticated information technology has changed the way
‘we communicate in professional situations. We prefer fast,
interactive, and result-oriented forms of communication such
as voice-mail, email, video transmission, teleconferencing,
videoconferencing, intranet transmission, and so on to the
traditional and slow forms of communication such as letters,
memos, newsletters, andso forth, Today, one may find a range
ji in
ve i . presentation of data
Nala) ebsites make it easier for users | technical bulletins, m
iegavemation, incressng used trafic 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: ‘user, helping those
Droducts become more user friendly, wah
: i
own
ow Discuss different aspects of technical conipetence.
——————
Aus. Aspects of Technical Competence : Technical
communication isa central factor in the emerging knowled;
society where fechnocrats and professionalsin different areas
face new communication challenges. In order to be an
effective technical communicator, one need to understand
the process of technical communication. We may define
technical Communication asa transmission of scientific and
tectinical information from one individual or group to another.
Thisexchange of professional information may include simple
4efinitions of tools, complex descriptions of machines and
processes, or sophisticated explanation and interpretation of
scientific principles. Effective technical communication i
» dynamic interchange that may involve a systematic
understanding of scientific and technical subjects.
c ‘The three important requirements of effective technical
® communication are:
+ Subject competence
: * Linguistic competence a Lia technologies for communication. However,
s ah technical communication stil depends onthe two basic forms
ing. “id + Onsanlsatlonal competent: [of communication: oral and written:
1. Subject Competence : Ideation in the technical } 5g : ,
re. Communication process, which depends on the sender's | ¢> ral and Written Communication ; Each form
xg, Subject competence, ie., his or her professional knowledge, 5 o—_ on has 11S merits and demerits. While
it pecan and ale, Sbjes competence f tet | 3! Communication provides immediate feedback and
an Soe Co itt Promotes better understanding, written communication
jirement of technical communication. Itis the possession
riate knowledge of a particuler technical subject-
of matter as well as the possession OF highly sophisticated
vel! technical or professional skills. An'inadequate background in
Provides a permanent record and facilitates the ereation of
organised messages. Oral communication gives a personal
touch to the communication’ process whereas written
‘ z : . communication is impersonal as the two communicators
cannot sce each other. The choice of an appropriate form of
communication may depend on the need and purpose of the
communication,
_-2-External and Internal Communication : There are two
‘widely recognised categories of technical communication :
‘extemal communication and intemal communication, External
‘communication consists primarly of describing the areas of
‘eaperties technical people or professionals provide. This may
include any communication that an organisation does with
péople belonging to other organisations. Internal
Communication includes memos desoHBiag psblems.
requesting additional resources, different kinds of reports and
proposals, internal presentations, company meetings, policy
statements, office sastons, and office descriptions to be
used for public releases or company websites.
3General and Technical Communication : Technical
“communication is the process of communicating a specific
message toa specific audience with a specific purpose. The
repetition of the word ‘specific’ indicates the special nature
of technical communication. It is this need-based specific
characteristic of technical communication that makes it
different from general or literary communication.
‘There are several characteristic features of technical
communication that makes it different-from general
‘communication. Technical communication differs from general
‘communication in content, style and approach of presentation,
attitude, organisation and language.
Difference between General and Technical Communication
General Communication | Technical Communication
se Geneeal costent * Technical content
+, General vocabulary |+ ‘vocabulary
+ Usually no formal «Format elements
elements
+ Both, factual and + Always formal in style
non-factual
+ Both, objectiveand” ~ |’ Always factual
subjective >
+ Notalways structured |'* — Objective
+ Usually no specific. |+* Logically organised and
= exposition i
a :
| + Not always fora + Complex and important
specific audience exposition techniques
+ May or may not + Specific audience
ina aah
* Usually, involves
graphics
Ans. Technical Style: When you weit
friend, you try to be personal and subjective, On the oy,
hhand, you are ir ,
your project report. Similarly, when
DiTech. (HT Gem] Solved Pape
Q,8Explain the style in technical communication,
4 letter to y,,
personal, objective, and direct when you ,
yyoutalk to friend,
‘se informal language and casual style. In contrast, yoy ,
formal language when you make an oral presentation, 1)
reason is obvious. You may like to express your feelin,
‘emotions, and sentiments through a letter or an informal cay,
‘conversation, but you are only concerned with facts ws,
you are writing a technical report or making an o,
presentation.(This difference of attitude and appro,
determines the Characteristic features of ‘general style’
“technical style’
Since ‘style’ is a major consideration in technic
‘communication, we need to look more closely at the cone,
ofstyle in technical communication. Whatis style? Style re,
to the way something is said rather than what is said) For
purposes, style is the distinctive mode or manner of express
ideas in language. But what is this distinctive mode or may
of expression? This distinctive manner may refer to
process of choosing appropriate.
Style in Technical Communication
‘words and phrases (formal, informal, technical,
soon);
© sentence structure (simple, complex, compou:
mixed, and so on);
* sentence type (affirmative, negative, questio
question tags, and so on);
© thetorical devices or discourse writing technig
(Gescription, narration, explanation, comparison:
contrast, and so on); and
effective logical structure and organization,
Style in communication depends on several factors. It ar
depends on
‘© the audience- for example, the same message W
addressed to a superior is expressed
diplomatically and tactfully, but when addresse
subordinates it is more direct and forceful.
the communicative context- for example, conve!
routine ‘information and making requé
communication good or bad news, conveying go%
or trying to persuade someone,
© the purpose- for example, the way one conveys
news is not the same as conveying bad news. Gryle could be very formal,
professional presentation,
ct, factual, and precise.
figures of
4 The language is simple,
| as ina technical report of a
‘There is no use of decorative languages;
Very informal, as i
Jeter oF casual co al, a in personal
ier een hs most effective style the speech, roundabout expressions. 4
mesage int appropiate ans net content of the |g ‘Trautho uss te rhetorical technique of desertion
nd use An appropriate style ee is important to adopt Meh linear logical organisation to present the
x Propriate style in order to be effective, esnaiic
us, style in technical : : in :
Communication may ref
) n refer to —
sheway person puts words together into sentences, arranges | Q,9 What are the ABC af technical commuicalO™
sentences into paragraphs, and organi
technical information clearly and accurately. In shorts, mits
the way one speaks or writes when one deals witha technical
or scientific subject. Let us ‘try to understand this with the
help of an example, Read the following short passage about
._ sounds and note its style and language: area
ne oe ene and heard, a source of
Iejitct Siac ofthe eanay Sem trgeie ee
ee See cnr fom bain rei
i ‘wave through the medium to the
oa. Sound ‘waves will not travel through a vacuum. The car
is sensitive to the small pressure variations caused by the
sound wave and-is able to convert these: small pressure
changes into electrical impulses. These are transmitted by
auditory nerves to the brain, where they produce the sensation
ofsound.
Sound sources are present almost everywhere in our
envionment, and the control of sound is a major problem,
Unwanted sounds are called noise. The control ef noise is
becoming an important consideration in our everyday lives.
Excessive noise is knovm to produce drastic changes in our
personalities, itis fat may cause deafness and
evena reduction in our life spain.”
Now let us examine the salient features of the passage.
«The passage describes the topic with objectivity as
the writer does not use personal pronouns, subjective
comments, or emotional expressions, The writer uses
formal words and makes the passage objective and
impersonal by chossing passive constructions such
as "to be produced and heard”, "are required”, "is
transmitted", “caused by", "arecalled’, "is known to",
and so forth.
‘s Thewriteruses compact phrases containing scientific
words/technical terms such as "vibratory energy",
~wyibrating source", "longitudinal wave", pressure
variations’, "electrical impulse”, and "auditory nerves",
s000n.
hat the acronym ABC denotes the three
5. Remember tl ;
ae | communication: Accuracy,
basic elements of technical
ity and Clarity i
hea first characteristic feature of technical
yey + The
ccrtrication is accuracy, which includes accuracy of
ation as well as accuracy of expression. One ‘must
‘of the accuracy of ‘information before
mneation, For example; if'a person has to write 8
cetufal report or give an oral presentation. He/she should
FEpeatedly ceckall the facts that need tobe included inthe
ion. Any factual error will puta question mark
‘of the report of presentation and thereby
eness, Moreover, facts have to be recorded
inform:
assure oneself
on the reliabili
reduce its effective
carefully and appropriatel
‘Accuracy of expression demands that there should be
no ert mar, spelling, punctuation, or usage. One
sto be careful about grammar and punctuation mistakes
and should review revise the draft throughly for these errors.
Ifa person is makinga professional oral presentation, or taking
partina conversation, meeting, or discussion, he/she should
take care of pronunciations, accent, intonation, and non-verbal
mannerisms. Accuracy is essential for a professional and
technical communicator, :
‘Accuracy of expression also demands ‘precision’ in the
use of words, phrases, sentences, and paragraphs. One must
bbe certain that one is expressing one's ideas precisely and
exactly so that the reader/audience is able to understand
without confusion or misunderstanding,
Characteristics of Precision : Precision is the quality of.
being exact, accurate, and definite. In technical
communication, percision refers to the art of attaining exact
correspondence between the matter to be communicated
and its presentation. It is an essential feature of technical
style. As words are the symbols of ideas and the ingredients
of thought, an effective sentence cannot be made from
imprecise, incorrect, or inappropriate words. Words shape
though and help us to organise ideas and facts into manageable
farger units, To use words in their appropriate places-one Using Direct Language: Clarity involves the use o
direct language. There is no scope for roundabou
constructions, indirect expressions, exaggeration, artifici
eloquence, and ornamentation in technical communication
imagery to express hi
Unlike a literary writer who need e
abstract feelings, technical writer does HOF need any litera
device to convey his ideas. The technical communcatorj
ae vverned with the description, narration explanation, an
says of facts, and does not need £9 compose a piece o
thetotic charged with emotion. Unlike a public speaker whos
‘hain aim of communication may be appeal to the emotion
ake audience, a person presenting & POPE at a technics
tter-of-fact account of th
‘seminar will have to give a mat
im or her.
research carried out by hi
Using Specific and Concrete Words an
Expression : As an effective technical communicator, on
cord use concrete words because they tend fo be specif
narrow, and particular. Readers and audiences respond mor
predictably to concrete language: By’ using concrete languag
preisan ensure clarity of expression. The use Of Ors
and specific words and phrases bring vividness and clarit
aise other hand, obscure, abstract, and vague words
phrases confuse the audience, as they do not convey the exa
meaning, and the speaker may be called ‘upon to repeat phrase
or give detailed clarification. The following expressions ar
common:
1, [beg your pardon.
2, Could you please repeat?
3. What do you mean?
4, Could you please explain?
5. What did you say?
6. Do you mean
For example, examine the sentence: I will contact yo
fater, What does the speaker mean by the word ‘contac
Will he cal, send an email, write a letter, or make a person
: visit? What does the word 'later’ mean? Does it mean ne
week, next month, or next year? A better version of th
sentence would be : I will visit your office on Monday, 0%
will send you an email next week.
Examine another example: This television set is of hi
quality. What does ‘high quality’ refer to? It isa very subject
expression as quality for different people may mean diffe
standards of perfection. A better version can be : Th
television set meets or exceeds standard governme
specifications.
Let us take a third example: He will meet you so?
‘What does the word soon’ mean here? Does it mean tomorr
we at caesium: Tey re
demands an exact knowledge of th eee
Sarees te use of empl fair, an Ce
i simple, familiar, and concrete words
instead of vague, abstract, difficult and unfamiliar words,
cliches and technical jargon.
‘Techniques of Precision: The various techniques that
can be used to make expression precise and exact include using:
+ Simple and familiar words.”
+. Exact words and phrases.~
+ Avoiding excessive use of jargon.
Brevity : Brevity is the quality-of being briet Dit
comprehensive in expression. You mist try to be as bref 25
possible and give maximum information in the minim
Poster of words possible. Nobiody has the time t0 read oF
Tisten to long and dull discourses. Lengthy documents 0°
Speeches and presentations with unnecessary details bore
readers or listeners fo ea
“t document can be madobrief and concise by avoiding
wordiness and repetition. :
Clarity : Clarity in commu
unambiguous and easily under
the communicator has comm
the reader or listener(In techni
contributes to communicative e
nication is the quality of being
stood. Clarity is achieved when
sunicated his or her meaning
ical communication, clarity
ffectiveness You will not be
jective if you are not
Since clarity isthe art of making your meaning clear ‘0
your audience, it is essential for you to understand your
sndience before your try to communicate, Audience
adaptation ean only come froma proper audience before you
tryto communicate. Audience adaptation can only come from
2 proper audience analysis. Audience analysis involves
defining your audience in terms of their background, subject
competence, linguistic competence, and familiarity with the
topic orontentof your communication. Abbett understanding
of your audience will give you clarity of thought as well as
clarityof expression.
Clarity involves both clarity of expression as well as
clarity of throug). The secrét of clear expression is clear
thinking. Sloppy illogical or incomplete thinking causes lack
of clarity in technical communication. ie
The various techniques that you can use to make your
expression clear include using
direct language
(oy specific words and expressions ‘Table-ts Listentag Skits
or the day after tomorrow, or the next month? The audience
will efnitly be confused A beter version wil be: He will | -=—> cadeule ~~ | Professional
aveet you by March 15. Listening
You must understand the need for using specific to/during
Janguage. While vaguve and abstract words create ambiguity | | Casual Teotures Professional
and lead 0 incomplete communcation or miscommunication, | | conversation
the ase of Specific and concrete words ensures limited | {Formal | Tutorials and |
interpretation, reducing the risk of confusion and | | conversation | practices
misunderstanding, Social ‘Seminars and | Conferences
Checklist for Achieving Clarity interaction workshops.
+ Donotuse indirect expressions. Public speeches [Technical | Interviews
; = presentations
+ Use specific words and phrases. ‘Announcements | Academic Professional
«Avoid exaggeration, artificial eloquence, and discussions _| discussion
comamentation. Radio ‘Academic Professional
+ Use direct sentence, interaction __ | presentations
Television | Viva voce | Teleconferencing
| programmers by.
‘News reports, [Wideoconferencing |
Moreover, one needs effective listening skillsas it isa
state of receptivity that permits understanding of what isheard
‘nd grants the listener full partnership in the communication
process. One cannot be an effective communicator unless
one is an effective listener. In any oral communicative
situation, listening is of special significance because oral
‘communication situation largely depends on‘one’s ability to
understand and appreciate the speaker’s perspective. A
student requires quick, efficient and imaginative listening
techniques in order to achieve academic success because
his/her academic performance partly depends on the quality
and quality of listening, By listening to classroom lectures,
academic discussions in seminars and workshops, and
academic speeches the student acquires the professional
knowledge and expertise needed to excel in his/her profession,
‘The importance of listening also lies in its multipurpose
functions, As a purposeful communicative activity listening
serves individual needs and aids in implementing oral
communication goals. There are many ways by which
decisions are made in an organisation by discussion in meetings
and conferences, by negotiation in business dealings, by voting
indemocratie processes, and so on. In each instance, listening
play an important role'as it aids in analysing a problem,
understanding the possible solutions, and making decision.
Inbrief, listening:
+ Makes oral interaction possible
+ Aids in decision making
ay het ‘are the Technical communication skills?
Discuss in detail.
OR
Describe four basic technical communication skills
‘and how to develop these four essential skills of
technical communication? [RTU,2019]
OR
Describe technical communication skills (Listening,
speaking, writing and reading) and their
importance for engineers. IRTU, 2018]
———
Ans. Technical Communication Skills : Refer to Q.5.
1. Listening + Listening skills, as summarised in table I are
probably one of the most important language skills that you
need in order to be successful in you academic and
professional pursuits. As student, you have to listen to lectures,
‘explanations during tutorials and practical sessions, seminars
‘and workshops, echnical presentations, academic discussion,
academic interactions, viva voce, and so on. Once youjoin a
profession, you may be required to listen to discussions in
meeting and conferences, seminars, business presentations,
news bulletins, pre-recorded talks, telephonic conversations,
teleconferences and videoconferences, and so forth. In fact,
itishard to imagine any academic, professional or business
that does not require efficient listening skills.» + Stimulates others to achieve individual as well as
professional objectives.
+ Develops information and understanding essential for
decision-making in meetings and conferences.
+ Leadstouniflication betweenthe activities of individuals
‘as a work team, towards achievement of common
business, professional, or organisational goals
+ Promotes maintenance of professional relations.
summarised in Table 2, are
sfessional survi' nd
ful in one’s. academic
t, every academic,
2. Speaking : Speaking sills, as
also very important for a person’s pro
growth. One needs them to be success!
and professional pursuits. In fac
professional, or business work requires effective speaking
skills, Whether you are a scientist engaged in tech ical
research, a business exeeuting involved in business acttii*,
ra student working for a professional degree, You need
SFestive peaking sil in order to take an ative part in oral
communicative processes.
‘Table : Speaking Stills
General “Academic Professional
Listening
tolduring
Casual Lectures Professional
conversation interaction! |
Formal Tutorials and | Oral reports
conversation —_| practicals
‘Social ‘Seminars and | Oral presentations
interaction | workshops
Public speeches | Technical Group
presentations _ | discussions/Meeting |
‘Small talks on_| Academic Conferences
focal topics _| discussions
Negotiating | Viva voce Tnterviews
‘meanings in
social situations
Conversation | Oral interaction | Professional
tasks in a given discussions
social milieu
Oral reports __| Teleconferencing
7 | Videpeonfefencing_|
|___Aperson requires effective oral communication skills
in several formal communicative situations, i.e. meetings,
conferences, group discussions, panel discussions, interviews,
teleconferencing, videoconferencing, seminars, workshops,
‘and symposiums. Some of the sub-skills of oral communication
that one may need include the following:
Asking and Answering Questions
© Asking questions in meetings talks, busines
presentations, lectures, semingisy conference,
rvining sesslons fieldwork ad OTIS Wor
‘Asking questions related t0 non-verbal d;
formulae, equations, numbers, faction,
td eardinal and ordianal mbes
i i ding cla
“Answering questions, providing at
giving explanations in the above situatios.
ments
Expressing opinions and com
‘Asking for opinions
Expressing cri sm, objections and doubt
Expressing general commer
‘Agreeing and disagreeing
Seeking suggestions
Giving suggestions
Stating points of view
fessional Oral Interaction
‘Academic and Pro!
‘6 Interacting during interviews and tests
‘e _Interacting orally with experts or professionals
fessional Discussions
Academic/Profe
Discussing academic matter ‘with fellow studens
Inviting to discuss
Initiating discussion
Initiating topic shift
Giving information.
Coordinating in discussions
Meetings/Conferences
Coordinating in meetings
Conducting meetings
Participating in meetings
‘Summarizing and concluding in meetings
Oral Presentations
Making oral presentations
Orally describing and interpreting non-verbal da
e.g., graphs, tables, diagrams, charts, plans, ms?
and soon
Persuading
Using visual aids effectively | forms such as meetings,
Several factors have contributed to the increased
spoance ofspenking skills today. The information revolution
{poet elsbalsation and othersocial and esnomicetnnges
jase new millennium have inereased the importance of
joss Look around and you wl fin people involved
i oral communication : Conversations, meeting, discussion,
eens telephone calls, voice mails, teleconferencing,
«igensonterencing, gossiping, and soon, Speaking pervades
tpeentierange of social and professional relationships, and
pis key ein our life, Without oal communication,
2 lat wel as professional interactions may not be possible,
‘The growth and expansion of service oriented industry
gas also increased the significance of oral ‘competence for
fessionals in defferent fields. As the economy becomes
Fesdependent on manufacturing and more servie oriented,
Be need fr students with good speaking skills has become
ore acute. Media reports frequently highlight employers
‘complaints that gradiates’ oral skills require considerable
improvement, Students, thus, need to deve speaking skills
sftey are to be successful in their careers. Speaking skills
tzethe single mst important criterion in hiring professionals.
Mos of the professionals are hired through a selection
which inilves speaking skills in the form of group
iscussion/case discussion /persongl interview/oral
presentation or somepther frm of oral communication.
‘Moreover, increasing reliance on oral communication
group discussions, conferences,
seminars, workshops, and other forms of oral interaction in
democratic decision making todya has given increased
sigifcance to the need for effective speaking skills. Oral
communication not only makes professional interaction
posible, it develops information and upderstanding essential
for decision making in meetings, conferences, and other
sinilar oral communicative situations. Moreover, it leads to
unification between the activities of individuals as a work
team, towards achievement of common business, professional,
or organisational goals; and promotes maintenance of
business and professional relations.
‘As oral communication is a tool of professional and
business interaction, one should be able to use it fluently,
-ffectively, and confidently. A person should know how to
speak using appropriate grammatical and lexical forms and
tow to sound using appropriate phonological and graphical
forms. One should lave the ability fo be an understanding
interlocutor, create coherent discourse, and take appropriate
turns in conversations, as wel as have the ability tonegotiate
‘meanings with others by creating reciprocity of presepective
on the topic of discussion.
3, Reading : Like listening and speaking, reading is crucial
toeffective communication, Yourneed effective reading skills
as you may be required to read several kinds of reading
materials.for different general, academic, and professional
‘purposes (summarised in table 3). Both professionals and
‘students need excellent reading skills to be successful in their
pursuits as i is hard to imagine any academic, professional,
‘or bussiness work that does not require efficient reading skill.
‘Table-3 : Reading Skills
General ‘Academie Professional
Reading
Newspapers | Text books | Business
reports
[Magazines | Journals Proposals
Journals Research Business letters
papers
‘Novels Scientific ‘Memos
articles
Staties Classroom Email messages
note
Articles ecife notes [Nor
Personal letters_| Thesis Notices
Emails Dissertations | Circulars
General books | Abstracts Promotional
bulletins
Entertainment |: Catalogues
literature
Instruction
manuals
Corporate
= brochures
‘The changes in business and industrial fields, coupled
with the development of advanced information technology
have greatly changed the way we receive and interpret
information. Reading is not merely reading of letters and
includes receiving and interpreting sophisticated
technical material, email messages, intranet information,
information of websites, and so on, Reading has new
dimensions in industrial and technical organisations. Soran you are able to read and analyse
Sate on manuals and technical materials
Sarason omprchension of technical materials
eee erstanding of she technical subject,
arity with scientifichtechnical terms, words and phrases,
ty with scientific formulae/equations/abbreviations
and with the discourse features of technical writing:
includes the ability to understand and interpret wraphic
information. .
4, Writing : The sighi ficance of writ ing skills (summarised
ia Table 4) cannot be Gveremphasised because writings
important for students of all kinds and professionals in all
fields. Asa studedt needs effective writing skills
texans nc has to wrt exagiation answer; projet POS
Lab reports, summaries, ynop¥s, absiracts, ‘and subject notes.
Professionals are required to write busindss letter memos
email messages, reports, proposals, minutes, notes:
professional ‘summaries, and so on. Both professionals and
students need excellent -wifting skills to survive and excel in
their pursuits as theres ardly any academic or professional
activity that does notrequara writing skills.
itech, (i Bam) Solved Fap~
ted: Writing SKIS :
‘Keademie Professional
Writing
Examination | Technical
answers reports
Project reports | Industrial
reports
Tabrepors | Project
proposals
‘Synopsis ‘Business
ft proposals
Thesis Business leg,
Dissertations | Emails
Abstracts, ‘Memos
Research Notices
papers
Scientific ‘Agenda
articles
Classroom Minutes of
notes meetin,
Lecture notes _| Technical
abstracts
3 ‘Job applicati,
Resumes
Qq Mx ComPREHENsion of TECHNICAL ——
TERIALS/TEXTS aND_ INFORMATION
.d machine like
manual (or set of manuals) for a complicatee Tr cq
airplane, Youcould alsothink of ecaial man
acompleteindustial installation. ;
(Know who you ae taking
(i) Be aware ofall directives
Gi, Follow the guidelines
(iv) Collctal the information that you c3”
(0) Writeefectively °° aig de woeela Bak
zines and newspapers, to reach consumers, business ws, qunken
' , i sep taplin, He OY
castomers and prospects. Ue ye prede ae
‘Use animations
y/pition various kinds of technical documents,» om
REU. 2019}
iscuss different types of technical documents.
| 4 Dit
“jas There are total nine types of technical documents;
Reports 3
Presentation 7 ‘Ans. For the final report in some technical-writing courses,
User manual: you can write one of (or even a combination of) several
different types of reports. If there is some other type of report
Executive summaries e
Abstracts v thatyou know about and want to write, get with your instructor
Spec sheets to discuss it.
Proposals“ All the reports are briefly defined here, with
Enployment documents ~ cross-references to where their presenati :
Seta presenation occur:
oe
" (ipa do you understand by print media?
17.2019)
—_—
dos. Print Media + Print media advertising is @ foi of
advertising that uses physically printed media, such as
Sera een
_¥ Standard operating policies and procedures:
These, are the operating documents for
wy Wael are technical manuals? peru. 2018 iat i
organization; they contain rules and regulations on
: hhow the érganization and its members are expected
_ Aas Document with instructions fr operation, instalation, to perform. Policies and procedures are like
| Sse:mafntenance, list of parts, support and any requirements instructions, but they go much further. Standard
‘ectinng for effective i H
lyusingamachine or equipmentare, operati ‘
Caled technical manuals, “Technical manual’ isa term for® ~ seater Lae ures (SOPs) are more for
‘ty manual witha technical character. You could think of @ Sei 7 ee perforngafar
taking a dental impression. 2, Recommendation, feasibility, evaluation
reports: This group of similar reports docs things
Tike compare several options against a set of
requirements and recommend one; consider an iden
(plan, project) in terms of its “feasibility” for
example, some combination of its technical,
‘economical, social practically or possibility; passes
judgement on the worth or value of a thing by
comparing ittoa set of requirements, or criteria.
3. ‘Technical background reports + This type is
the hardest one to define dagpthe one that most
people write. It focuses on a technical topic,
provides background on that topic for a sepee!
Kotof readers who have specific needs frit. Ths
report does not supply instructions, nor does, it
supply recommendations in any systematic Was
nordoes it report new and original data.
4, Technical guides and handbooks : Closely
related to technical report but differing somewhat
in purpose and audience are technical guides and
handbooks.
5. Business plans : This type is a proposal to start
1 ariew business.
6. Technical specifications : This type presents
descriptive and operational details on a new or
updated product.
oS ‘Describe the techniques to interpret and summarize
tech :
hnical texts. (REU. 2019)
Ans. Techniques to Interpret Technical Texts :
‘Skimming : Skim the paper quickly, carefully review
for headings, figures and the purpose of the reading.
Vocabulary : Go through the paper word by word
and line by line, underlining or highlighting every word
and phrase that don’t understand, Look for underlined
words and phrases. A technical English dictionary isa
‘good place to look for definitions. Get an understanding
from the context in which it is used. Often words that
are used to describe the procedures used in engineering.
Comprehension, section by section : Try to deal
with all the words and phrases, probably there will be
a few technical terms that won't be understand, Now
‘Techniques to Summarize Techn!
3, Construct th
A. Keepit brief: do
6/ What do you kubw about ™
so
infornation tha
meet specific is
may not have available (or may create) an informa
irchitecture that defines the overall pattern or structure th
is imposed onthe information design and an information pl
that defines information units and how they are to
completed. The output ofan information design is sometin
expressed in written instructions, plans, sketches, drawing
cr formal specifications. HoweveyyGh very small projes
information design is likely to be mix
go back and read the whole paper, section by sectio
hension. “
fee ical Texts ¢
a inermatin source several cme nt
“go many times a needed 62 F017 ‘i
material.
ded to
.dthen ifthey’re too diffic
2. Look upunfailiar words se them with sip
for understanding then Fl
words. se sentences clearly, don't forget. inclu
1 sett want to deliver: fOr this jot doy
paper to express the main ideas
Pep foe the original essence but ty
make it look more laconic, reduce and. delete ruthless
fall the unessential sentences.
the main point
‘on the piece 0!
information design
Discuss its hierarelileal a
Describe strategies for organization of informa
(RLU. 2)
and information design.
“ae TF =
con design is the detailed planning of speci
to be provided to a particular audieni)
objectives. The information designer may
ess form:
Information design can be distinguished fro
information architecture and information planning. In one ve
there are three hierarchical levels of activity:
1. Information architecture-: Which is the gene
set of ideas about how all information in a given context sho
be organized. For example, one might say that “All of
product information should serve customer needs
expressed by tasks they have to do with our products,"
then develop a pattern that organizes all product informal
in modules related to customer tasks, The output i
information architecture document. .
2. Information planning : Which focuses 0”
aspects required to prepareand support the information®
specific set of products, single product, or event over!
product life or other time span. This generally inclu & Fe ee eee ro eat or aie. gt ated
y ,<@, sete.)
vveningto itorafterreadi i vere eee
iaeningto itorafter reading any materials like abook, | Csrmonly used in newspapers and magazines. (Eov. sec,
Bio.)
Key to be used for own short forms
(For e.g: Trans=Transparent).
et °
ei ranartce Iti initiated to refer whenever needed
ce reprodued in the desired mane
of Note-Making : The process of grasping
porte :
ter gas and nlite, Our memory sma ble 2
sch imation aogete hence ots makin] Pop Indentation
autbandyand helpful, With he assistance ofnote making, | rine (reflects the main theme of the extract and carries 3
wey rca the baie erin of past events. Forthe | : which she savored as she rocked tothe irie music floating
te island breeze, As the sun was about to set, she contacted
'eiable tour company and went for a relaxing drive along
Fa coast culminating in a tour of the alluring fern gully,
Persuasion {The main purpose of this type of writing isto
‘convirice or influence reader to accept 2 particular point of
view) Persuasive writing does this by mainly appealing to
watt ‘emotions. In this type of writing you may find the
use ofemotive words repetition, figurative language, oPin/0ns
biases ete. nother words, this type of writing relies heavily
4 onartistic writing.
‘Argumentationf The main purpose ofthis type of writing
isto convince or influence reader to accept a particular point
of view: Argumentative writing does this by appealing to
readers logis, Readers expecta strong piece of argumentative
writing to Be as objective and neutral as possible, and to
convince them by presenting them with statistical/scientifie
data, quotes, facts and other information that can be tested/
substantiated. In other words, this type of writing relies heavily
ontechnical/scientific writing.
Qu Wipe the importance of capitalization in technical
iting?
Writing:
‘Ans, One of the big problems in technical writing involves
capitalization. Technical people, developers, and other
nonprofessional writers tend to use capital letters for
everything that feels important-particularly the stuff that
they've worked on, Problem is that this practice breaks all,
‘our standard capitalization rules and, more importantly, makes
text harder to read. Most professionals in publishing, writing,
and editing believe that excessive and unnecessary
capitalization is distracting and confusing for readers.
Capitalization should not be used for emphosis (use
underscores or italics for that) or for really important things, ~
use special notices, ; ual Ho baad coplCoundt
Here are some rules related to capitalization:
(Use capital letters for names of people, races, cities,
regions, counties, states, nations, languages, and other
such proper names, ih
Example- The Middle East, culturally speaking, refers
to those lands in that part of the world that are
predominantly Islamic in culture,
2, Usecopial eters for points ofthe compass nly when J"
they refer to well-established regions, but not when
they simply referto a direction of travel.
Example-Inthe 1970s and 1980s, the major population
and economic growth regions ofthe United tates have
‘been the South and Southwest.
Capitalize brand names and trademarked names, For
example, Palmolive soap, Maxwell House coffee
7 Generally capitalize a noun that is followed by @
number or leter used to identify a unit or division
Examples: Tract 833, Volume lll, Chapter 8, Policy
No, 12345, Catalog No. 214. i
~ 230 Capitalize the names of courses of study only if they
‘are derived from proper nouns. For Example. English,
‘German, Business Mathematics 121.
6._ Unless a comma intervenes, capitalize titles that
precede names; generally, donot capitalize those that
follow names. I have never met Congressman Nelson.
T have never met our congressman, Tim Nelson.
Professor Swartz did the research.
2% Aname that indicates a family relationship is usually
capitalized unless a noun or pronoun inthe possessive:
casé precedes it. Example- Uncle Ralph, Mother My
aunt Mille, my mother.
8. The riames for the points of the compass and their
derivatives are capitalized when used to name regions;
but not when used to indicate directions.
Example-This sweater was made in the East. Turn
west on M-20.
94 Capitali
only if
Old Man
Allwords except articles (a, an, the), conjunctions, and
short prepositions are capitalized in names or titles that
consist of more than one word. Do not capitalize "the"
@
the name of a season or the word "nature"
is spoken of as if it were, human. Example-
inter left a foot of snow.
@
10.
i
if it irecedes the name et econ on burg
9f that ort 080
ae NDA, the Eastman Kodak Cong
o classes (freshman sophomore,
tr zenor), depres (40ct0Fte dOstr’, may,
Peehlor'), oF eas0ns (sprig SUM fl yi
piesa they appear athe beginning Of @Snte,
Donot capital
___ aheadline.
Readability studies have shown that text is more,
read when in lower ‘case as opposed toall caps, y
foo many words are capitalized, they lose
importance. Emphasis is achieved more effet,
using various font styles and sizes.
ee
Oy What are the seven most common mistake
2 How can they be avoided?
technical writing’
‘Ans. Here i thelist of some common mistakes of tein
writing:
1 ther/of Parallel Structure : Faulty parallelism og
raspy and Research Aces: Aevey cir
Ia onandana bof pbised wokonaparepie
eign purpose of areview article sto evaluate bled
ein ode 1 deerme its academe value ne
“Sl Wile evevig aul pee of muied
‘work, the review writer tries to answer the questi
reste work under discussion increase te sm
tov eina spi eld”, Thereview wrt yan
come are and rps cern drstions :
‘A research article, ‘on the other hand, is based on
gia esearch carried out by the author, ft may be the