Technical Report Writing

Technical Report Writing PowerPoint PPT Presentation

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Technical Report Writing

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1. Technical Report Writing

2. Communication Process Definition Process Types Network Characteristics Importance Barriers

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

4. Process Common Frame of Reference

5. Ideation Encoding Transmission Receiving Decoding Action Acceptance

6. Typical features of communication Two way process Continuous/Ongoing Functional Commulative process Irreversible Contextual Complex Inevitable

7. Types Communication

8. ORAL Face – to – face Telephonic Group Meeting Seminar Conference Panel Discussion Symposium Presentation Interview

9. ORAL COMMUNICATION Advantages Adjustable Imm. Clarification Time Persuasion & control Formality Cost Convenient/reliable for Groups Limitations Future ref not possible Not-effective if poor speaker Not suitable for lengthy details Distortion Poor retention

10. WRITTEN e – mail Fax Memorandum Notice Circular Press release Letter Report Proposal Research paper

11. Written Communication Advantages Most wanted Permanent Legal evidence Accurate Suitable for lengthy & complicated Limitations Limited only Literates Costly, tine consuming Formal Delayed feedback

12. 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 speaker’s body language is inconsistent with their words the listeners will tend to believe their eyes


14. Paralanguage Defined as “how” of language Includes volume Pitch Pronunciation Modulation Articulation Stress Tone Intonation Pauses Speed

15. Network Vertical Horizontal Radial

16. Communication Flow in an Organization (formal) Vertical communication (Downward Communication and Upward Communication) Lateral or Horizontal Communication Diagonal or Cross-wise Communication

17. Formal Vertical communication flow Down Instructional Informational Feedback Up Feedback Voluntary Submission

18. Horizontal communication flow (Lateral) Sharing Coordinating

19. Radial communication flow (crosswise / diagonal) Feedback Instructional Informational Publicity

20. INTERNAL INFORMAL: GRAPEVINE Single strand Gossip Probability Cluster

22. 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

23. Grapevine How to use Supplement the formal channels do not ignore do not threaten identify main sources Realize human relationships

24. 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.

25. Characteristics of technical communication Open communication climate Committed to ethics Perception of multicultural Proficiency in CT Audience awareness Efficient flow

26. Characteristics contd….. Clear – unambiguous Concise – direct, precise Correct – specific, accurate Complete – self contained Courteous – cordial, polite Impartial and objective

27. 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

28. 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

29. 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

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

31. COMMUNICATION BARRIERS Classification Barriers in Intrapersonal communication Barriers in Interpersonal communication Barriers in organizational communication

32. 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

33. 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

34. 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

35. 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

36. 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.

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