Unit I (1).pptx for for technical communication
- 2. INDEX Understanding the scope and role of communication. Relevance, & Importance of Communication in a Globalized world. Forms of Communication. Role of Unity, Brevity and Clarity in various forms of communication.
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- 8. Role of Unity, Brevity and Clarity in various forms of communication. 8
- 10. CLARITY ◂ The first quality of good communication is clarity. Clarity means the quality of being expressed clearly. The receiver must understand the meaning of the message exactly as the sender wants to convey. ◂ There should be no scope for any doubt, misunderstanding or ambiguity. To achieve this goal the sender must choose precise, concrete and familiar words. ◂ He/she may plan or even write the communication before hand. ◂ He/she is not making a speech to create an impression. His/her aim is to communicate a message precisely and clearly. ◂ The sender should construct short sentences. These should be grammatically correct. ◂ Unity and coherence in the formation of sentences make the understanding of the message easy. 10
- 11. BREVITY 11 IS THE SOUL OF WIT BREVITY IS THE
- 12. BREVITY ◂ It is said that brevity is the soul of wit. Brevity means the quality of using few words while speaking or writing. ◂ Conciseness is the most important virtue for any kind of communication. The message must be communicated in the fewest possible words. ◂ If the message can be conveyed in ten words why should it be conveyed in fifteen or twenty words? If the message is not concise it may create confusion, misunderstanding or ambiguity. ◂ It results in the wastage of time of the sender as well as of the receiver. ◂ While communicating one should stick to the relevant material. ◂ The choice of words is also important. One should choose simple and short words instead of phrases involving many words. ◂ One should also take care not to talk or write about obvious things or things which are already known and should avoid repetition of the contents. 12
- 13. UNITY 13 Listening for Understanding Positive Non-Verbal Signals ‘Team’ Centric talk
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- 16. UNITY ◂ Listening for Understanding ◂ Effective communication requires thorough listening skills. As there is a difference between just hearing and truly listening, there is also a difference between listening to respond and listening to understand. ◂ Which do you do? Listening to respond means the listener remains engaged in what’s being said, but only for the purpose of picking out sound bites they can refute. ◂ Listening to respond may also present itself as a complete refusal to listen, while instead waiting for a pause in conversation so they can take over the role as speaker. ◂ Both actions result in a bigger problem because failing to listen drives a bigger wedge between two people while active listening bridges the gap. ◂ To be a better listener and improve the unity in your relationships, practice listening for the emotions the speaker is conveying, the stated problem and any empathy, validation or solutions you can provide. ◂ Take it one step further by asking the speaker their purpose for sharing (a solution, a venting partner or validation). 16
- 17. 17 POSITIVE NON VERBAL SIGNALS
- 18. ◂ Positive Non-Verbal Signals ◂ Communication is composed of verbal explanations, tone of voice, facial expressions and body language. ◂ Non-verbal signals play a huge role in the message you convey and how it’s interpreted. ◂ Make sure you aren’t sending hostile or mixed messages when communicating with others. ◂ The people around you should feel free to openly share their concerns (or listen to yours) in a welcoming space. ◂ Folded arms, lack of eye contact, an impatient stance and dismissive facial expressions impede effective communication. ◂ Instead, try your best to maintain a neutral facial expression, encouraging body language, engaging eye contact and an open heart. ◂ Unity is built when both parties let down their guard and show true care in frequent, positive communication. 18
- 19. TEAM CENTRIC 19
- 20. ◂ Team” Centric Talk ◂ Lastly, unity is developed in a team environment. If you want to be unified you must work as a unit. Working together will yield a more powerful result. ◂ Foster togetherness by communicating for the perspective of a team member instead of an individual. ◂ Use terms that emphasize your union; we, us, ours. Even in moments of frustration and discord, try using team centric talk as a reminder that you are teammates, not enemies. ◂ Resist the temptation to retreat to isolation for extended periods of time when you are upset. ◂ You don’t want give your partner the impression that high stress can cause you to abandon the unity you’ve worked hard to build. ◂ During moments of frustration, employing effective communication requires discipline. Naturally disagreements can bring up feelings of anger and impatience, making it difficult to respond selflessly, but unity results from doing exactly that. ◂ Use these three unity strengthening techniques to continually build your conflict resolution skills and watch how your relationships grow. 20
- 21. COMPLETENESS ◂ The communication should be complete in all respects. It must contain all the facts that the receiver wants to know. ◂ The sender of the communication should ensure that after receiving the communication the receiver will not need any further information or clarification. ◂ Complete and precise communications build the image and reputation of the company. ◂ Incomplete messages tarnish the image of an organization. It also results in the wastage of time and resources. 21
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- 23. Consideration (Empathy) ◂ To be thoughtful about the feelings or wishes of other people is a healthy and positive attitude and it paves the way for smooth and effective communication. ◂ The sender’s ability to understand the feelings, expectations and reactions of the receiver and giving due consideration to them is an essential feature of good communication. ◂ The sender’s goodwill and his friendly attitude must find reflection in his/her communication. ◂ The sender should lay emphasis on positive and pleasant aspects. He/she should lay emphasis on what can be done and what cannot be done. 23
- 24. Concreteness ◂ A message must have concreteness. It should be based on facts, not on ideas or guesses. It should be definite and not vague. 24
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- 26. Choice of words ◂ It is better to use denotational words in the message. Denotational words refer to the actual objects or ideas and there is little chance of misunderstanding. ◂ Use of connotations suggest various ideas of a word in addition to its main meaning. For example the word ‘professional’ has connotations of skill and excellence. ◂ Use of connotations is good in literature but not in practical matters of life. A connotation suggests a meaning of a word separate from the dictionary meanings of the word and its use may create confusion. ◂ If it is necessary to use a connotation the sender must make sure that the receiver is aware of the additional meanings of the connotation. ◂ The sender of the message should choose words carefully to make sure that the message has correctness and will not pose any problems of understanding. 26
- 27. PAITENCE 27
- 28. 7. Ability to listen with patience ◂ One of the important qualities of a good communication is the receiver’s ability to listen with patience. ◂ He/she should not be in a hurry to respond. He/she should have patience to listen, think and form his/her response. ◂ This is very important in the case of oral communication. In the case of written communication the sender has sufficient time to form his/her response and draft his/her message. ◂ But this is not possible in the case of oral communication. So one needs to be extra careful 28
- 29. POLITENESS 29
- 30. POLITENESS ◂ Of course, the purpose of any communication is to communicate a message and a good communication must serve this purpose. ◂ But a good communication should generate goodwill and friendliness. A good communication should be a source of pleasure. ◂ It should have the ability to generate happiness. To achieve all the above mentioned purposes a communication must have the virtue of extreme courtesy. ◂ Politeness is a greatly rewarding virtue. There is never a valid reason for arrogance and ill-temper. ◂ Nothing should provoke the speakers to be impolite. To achieve this object the sender must be thoughtful and appreciative of the other’s point of view. ◂ He/she should show genuine consideration and respect to the receiver. 30
- 32. “ ◂ Communications Process ◂ Communications is a continuous process which mainly involves three elements viz. sender, message, and receiver. 32
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- 34. 34 1. Sender The sender or the communicator generates the message and conveys it to the receiver. He is the source and the one who starts the communication 2. Message It is the idea, information, view, fact, feeling, etc. that is generated by the sender and is then intended to be communicated further.
- 35. 35 3. Encoding The message generated by the sender is encoded symbolically such as in the form of words, pictures, gestures, etc. before it is being conveyed. 4. Media It is the manner in which the encoded message is transmitted. The message may be transmitted orally or in writing. The medium of communication includes telephone, internet, post, fax, e-mail, etc. The choice of medium is decided by the sender.
- 36. 36 5. Decoding It is the process of converting the symbols encoded by the sender. After decoding the message is received by the receiver. 6. Receiver He is the person who is last in the chain and for whom the message was sent by the sender. Once the receiver receives the message and understands it in proper perspective and acts according to the message, only then the purpose of communication is successful.
- 37. 37 8. Noise It refers to any obstruction that is caused by the sender, message or receiver during the process of communication. For example, bad telephone connection, faulty encoding, faulty decoding, inattentive receiver, poor understanding of message due to prejudice or inappropriate gestures, etc. 7. Feedback Once the receiver confirms to the sender that he has received the message and understood it, the process of communication is complete.
- 38. Importance of Technical Communication Technical communication is also a type of communication that has a specific purpose with a well- defined audience. Technical communication has to be correct, accurate, clear, appropriate, and to the point. 38
- 39. Points to remember ◂ The language should be clear and easily understandable. ◂ One of the chief objectives of Technical Communication is to provide organized information that aids in quick decision- making. ◂ Brookes (1964:115-16) remarks: “A report or paper must be written. Anyone engaged in scientific work who is incapable of making this kind of report is not a scientist but a technician, not an engineer, but a mechanic. Proficiency in his written and spoken dialect is a badge which cannot be counterfeit”. 39
- 40. ◂ Engineering work is highly dependent upon communication skills. Engineers must be able to report their ideas and designs clearly and succinctly to their subordinates, coworkers, supervisors, and clients ◂ The format of engineering communications can vary widely, from order placement letters to letters of enquiry, from technical proposals to summaries of calculations, from official technical memos to analytical reports, from product instructions (manuals) to power-point presentations. 40
- 41. ◂ By sound technical communication skills, a person utilizes various visual aids like tables, graphs, charts, drawings, diagrams, photographs and maps in their reports and presentations. And a well designed professionally generated presentation has the capability of increasing audience interest and also to increase the impact of message ◂ It also helps the listeners to retain information and the speakers to present ideas without depending on any paper notes. In the present era the field of technologists needs skilled communicators. 41
- 42. “ 42 They need to have the ability to listen, understand, distill, and further communicate information. Effective communication skill is an important life skill required not only in one’s academic and professional career but also in one’s personal career. And in this process along with linguistic features paralinguistic features also play a key role.
- 43. “ 43 IMPORTANCE OF TECHNICAL COMMUNICATION GLOBALLY
- 44. ◂ Globalization connects businesses and customers across the world. Companies open satellite offices to decrease production costs, forge relationships in new territories and access new consumer markets. ◂ The importance of communication in globalization is paramount because individuals from different countries, ethnicities, languages, cultural attitudes and other variations must understand one another and express themselves to another effectively in order to work together. 44
- 45. Building Partnerships through Globalization in Business Today ◂ Individuals tend to look at the world from a viewpoint that incorporates their own particular background. So, a business owner is likely to develop and market a product based on the customers in their own country, at least initially. Globalization lets that business sell that same product internationally by working with other companies, but the business must communicate the benefits of the product from the perspective of partners and customers abroad. ◂ Effective business communication helps business partners identify common goals and characteristics so that interactions take place in an environment of respect and understanding. 45
- 46. Doing Business in Different Countries ◂ Business communication is also an important component of globalization because of the multiple platforms available to convey and receive messages effectively. In-person business communication can help build effective relationships because of personal contact, body language and proximity. Written communication allows international business partners more time to compose thoughts and accurately express intentions or concerns. Audio and video conferencing facilitate live business interaction at low cost. Teams also can collaborate by sharing documents and ideas online and by viewing each other's computers remotely so that they can work together. 46
- 47. Overcoming Trade Challenges ◂ International business communications globalization can help companies break down trade barriers. Knowing trade policies and conditions between countries allows companies to negotiate mutually beneficial terms, such as by adjusting pricing to reflect any shipping fees or freight costs. 47
- 48. International Business Communications and Growth ◂ Globalization relies on large consumer bases to purchase products and services. Business communication can include global marketing efforts that transmit a company’s products, mission and brand image to a wide audience. Without marketing-related business communications, companies may struggle to identify and reach customer bases to boost demand as production capabilities escalate. ◂ Broad marketing campaigns can be strategically altered to take cultural variations and preferences into account throughout the global economy. For example, product names can be changed so that meaning isn’t altered. Knowing a product’s name translates into something undesirable, like “breaks often”, can help a company avoid a marketing disaster. 48
- 49. Communicating with Customers Online ◂ Businesses also can communicate with customers directly through social media. Determining what is popular in a particular country or region communicating with consumers and watching what they share online can help businesses develop, market and sell their products and services efficiently. Companies can communicate with whole markets at a time or engage with consumers individually. 49
- 50. Learning Market Nuances ◂ Business communications also is important in globalization because companies increasingly use a multicultural workforce. This can work to great advantage when companies hire regionally experienced employees to represent their business in unfamiliar environments. Multicultural workers can tap into a global area’s culture, subtle preferences and buying habits and convey these to their employer via communication channels, including focus groups and survey reports. ◂ Large companies can also rely on cohesive policies to effectively communicate their business’ culture, expectations and strategies to workers of different backgrounds. For example, the same company policy can be translated into different languages to accommodate the literacy abilities of workers whose first language is not English. 50
- 52. ◂ The sender must have clarity of mind to communicate effectively. ◂ He/she must speak in simple and straight forward language to make the message explicit leaving no scope for misunderstanding or confusion. ◂ He/she must do a lot of homework for making the message precise and concrete. ◂ In the case of oral communication body language is very important. The sender must exhibit self-confidence through body language. It is necessary that the Sender should fill his/her communication with enthusiasm and energy. His/her message should show a positive attitude towards life. 52
- 53. ◂ The sender of the communication must cultivate the ability to arouse interest in the audience. ◂ He/she should be able to check filters and barriers to communication. ◂ In the case of oral communication the voice quality of the sender matters a lot. He/she should modulate his/her voice by alternating the stressed and unstressed syllables of the speech with accurate pauses to avoid monotony and dullness in the communication of the message. 53
- 54. ◂ The greatest virtue of the speaker is to remain cheerful during the course of a communication as it reflects his/her confidence. Cheerfulness is infectious. It spreads from the sender to the receiver of the communication. Expression of cheerfulness through a genuine and pleasing smile makes the communication refreshing and charming. ◂ During the course of an address one should not stand still at one place. He/she should make a few convenient movements within the available space. 54
- 55. ◂ The greatest virtue of the speaker is to remain cheerful during the course of a communication as it reflects his/her confidence. Cheerfulness is infectious. It spreads from the sender to the receiver of the communication. Expression of cheerfulness through a genuine and pleasing smile makes the communication refreshing and charming. ◂ During the course of an address one should not stand still at one place. He/she should make a few convenient movements within the available space. 55