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Technical Communication, Principles and Practice, 2/E. Meenakshi Raman , Group Leader, Humanities and Management, BITS Pilani, Goa Sangeeta Sharma , Associate Professor of the Languages Group at BITS, Pilani. Chapter – 1 Introduction to Communication. Agenda Communication : Definition

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Technical communication principles and practice 2 e

Technical Communication, Principles and Practice, 2/E

Meenakshi Raman,Group Leader, Humanities and Management, BITS Pilani, Goa

Sangeeta Sharma, Associate Professor of the Languages Group at BITS, Pilani


Chapter – 1

Introduction to Communication


Agenda

  • Communication : Definition

  • Essentials

  • Purpose and Audience

  • Cross-cultural variations

  • Language

  • Required Skills

  • Effectiveness

  • Modes

  • Verbal and Non- verbal

  • Importance


Definition
Definition

  • The word “communication” comes from the Latin word ‘Communicare’, which means to share, i.e., to share information , ideas between a sender and a receiver.

  • Communication is essential for the existence of our society

  • Plays a prominent role in the functioning of different professional organizations.


Communication Competence is situational; ability to express views in an effective manner, to achieve goals and enhance relationship.

To communicate successfully, one has to learn how to control emotions .


Essentials
Essentials views in an effective manner, to achieve goals and enhance relationship.

  • Timing

  • Place

  • Structure of the message

  • Medium


Purpose and audience
Purpose and Audience views in an effective manner, to achieve goals and enhance relationship.

Before communicating the message should be formulated according to the audience and purpose.

The purpose can be classified in to two broad categories:

  • General : inform, persuade, entertain

  • Specific : report on a survey, an interview


Cross cultural variations
Cross- Cultural Variations views in an effective manner, to achieve goals and enhance relationship.

Culture is a complex concept, with a variety of definitions. It involves elements that may vary across cultures:

  • Language

  • Religion and belief

  • Values and attitudes

  • Politics and Law

  • Technology

  • Social Organization


Language
Language views in an effective manner, to achieve goals and enhance relationship.

Language is a system of words and sounds to communicate ideas in a meaningful way

Famous linguists Noam Chomsky and Saussure classified language as:

Artificial , Restricted , Abstract, Arbitrary

Creative , Redundant, Recursive


Required skills
Required Skills views in an effective manner, to achieve goals and enhance relationship.

Four Major Communicative Skills (LSRW)

  • Listening

  • Speaking

  • Reading

  • Writing


Effectiveness
Effectiveness views in an effective manner, to achieve goals and enhance relationship.

Features essential for effective communication:

  • Clarity of the message that to be conveyed

  • Clarity about the purpose and objective of the research

  • Common language , background

  • Appropriate medium to convey the message

  • Appropriate feedback to the message


Modes
Modes views in an effective manner, to achieve goals and enhance relationship.

  • Formal and Informal

  • Oral and written

  • Internal and External


Oral Forms of Communication views in an effective manner, to achieve goals and enhance relationship.:

  • Face- to- face Conversations

  • Telephone Conversations

  • Meetings

  • Seminars

  • Conferences

  • Dictation

  • Presentation

  • Group Discussion

  • Interviews

  • Video Conferences


Contd
Contd… views in an effective manner, to achieve goals and enhance relationship.

Written Form:

  • Memos , Letters , Emails, Faxes

  • Notices, Circulars, Newsletters

  • Reports, Proposals, Research Papers

  • Bulletins, Brochures

  • Manuals, In-house journals


Verbal and non verbal
Verbal and Non-verbal views in an effective manner, to achieve goals and enhance relationship.


Kinesics: views in an effective manner, to achieve goals and enhance relationship.

Study physical movements of body parts.

Some Kinesics behaviors are deliberate.

Examples: Nodding head, blinking eyes, shrugging shoulder, waving hands, etc.


  • Personal appearance views in an effective manner, to achieve goals and enhance relationship.

  • Posture:

  • Slumped posture –low spirit

  • Erect posture- Confidence

  • Lean forward – defensive or disinterested

  • Crossed arms- defensive or not ready to listen

  • Uncrossed arms – willingness to listen


  • Gesture: views in an effective manner, to achieve goals and enhance relationship.

  • Enumerative - numbers

  • Descriptive - size of the object

  • Symbolic - abstract concepts

  • Locative - location of an object

  • Emphatic -emphasis


  • Facial expression: views in an effective manner, to achieve goals and enhance relationship.

  • Happiness

  • Disgust

  • Anger

  • Surprise

  • Fear

  • Sadness

  • Eye Contact


Proxemics: views in an effective manner, to achieve goals and enhance relationship.

It is the study f physical space in interpersonal relations

Space is related to behavioral norms.

Edward T. Hall divides space into four Zones:

  • Intimate

  • Personal

  • Social

  • Public


Chronemics: views in an effective manner, to achieve goals and enhance relationship.

  • It is the study of how human beings communicate through their use of time.

  • People have their own time language

  • Time language also varies from culture to

    culture


Importance of technical communication
Importance of Technical communication views in an effective manner, to achieve goals and enhance relationship.

  • 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


Communication can be divided into two types: views in an effective manner, to achieve goals and enhance relationship.

  • General Communication

  • Technical Communication


General vs technical
General Vs Technical views in an effective manner, to achieve goals and enhance relationship.

General communication

Technical Communication

Technical message

Mostly Formal

Follows a set pattern

Both oral and written

Always for a specific Audience

Frequently involves Jargons, graphics, etc

General message

Informal in style and approach

No set pattern

Mostly Oral

Not always for a specific audience

Does not involve the use of technical vocabulary or graphics, etc.


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