Communication Skills 333

8/4/2019 Communication Skills 333

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Types of Technical WritingMemorandumsLettersReportsProposals

Brochures/FliersNewslettersResumesWebsites/e-mail/online help screensUser ManualsTechnical Descriptions


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Audience AnalysisSelect audience or multiple audience.

The needs and wants of audience dictate everydecision you make as a writer.

Consider knowledge level, role, interest ,cultural backward and personality.

1 Knowledge Level

Sufficient background knowledge andexpertise.


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Audience Analysis2 Role

Role is a particular status in anyorganization.

Role determines the knowledge level.

3 Interest

Buildup the interest of the readers.

Age, experience, cultural background androle effects the interest.


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Audience Analysis4 Cultural background

Family and community background.

It effects the believe system.

5 Personality

Culture heredity, age, experience and roleeffect the personality.

It determines the attitude.


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Defining objectives

Defining objectives

Why you are communicating.

External motivation.

Internal motivation.


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Audience AnalysisDefining objectives

Determine your goal.

Persuade an audience to accept your pointview.

Instruct an audience by directing actions.

Inform an audience of facts, concerns orquestions.

Build trust and rapport by managing work

relationship.


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Writing ProcessWriting process involves three stages:-

a Pre-writing

b Writing

c Drafting and revision


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Writing Processa Pre-writing

Pre-writing means to spend time ingenerating information before finally

writing the document.

In pre-writing, first of all examine yourpurpose, determine your goals and consideryour audience.

Then gather your data.

There are many ways to gather data.


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Writing ProcessAnswering the reporters question.

Mind mapping.

Brainstorming or listing.

Outlining.

Story boarding.

Researching.


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Writing Process1 Answering the reporters question

Take into account who, what, when.

Answer to these questions in yourcorrespondence.

2 Mind mapping

Keep the main idea and note down the relatedterms.

It allows to deal with different perspectives of

the same topic.


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Writing Process3 Brainstorming or listing

Make a list of related ideas.

Can be done individually or in a group.

Valueable for team projects.

4 Outlining

Order the ideas according to main topic and itscomponents.


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Writing Process4 Outlining

The main heading is called level head.

Two types of numbering systems: alphanumericsystem and decimal system.

5 Story boarding

Visual planning technique.

Graphically sketch and see how your documentmight look like.


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Writing Process

Determine how the content will be provided.

Write a letter, a memo, a report or an e-mail.

EmailQuickReal-time chat with one or more readersAttach different documents


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Writing ProcessChallengesLess formalAdministration can accessMemosInternal correspondence with several co-workersGreat privacy than e-mailLimited in length but documents can be attachedChallengesMore time consuming than e-mailLess formal than letters


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Writing ProcessLettersFormal correspondence outside the companyCorporate letterhead

ChallengesTime consumingCan attach documents, can be costlyReportsVery formalCan be very lengthyExtremely detailed information


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Writing ProcessChallengesTime consumingBrochures

It is informal, promotional and informationalcommunicationSix to eight panels, back and front hard copyIn-depth coverage is not possibleNewslettersFormal and informal communication to largeaudienceLong and in-depth coverage of the topic


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Writing ProcessChallengesCostly and time consumingWeb SiteInformal public communicationsCan be used anytime, any placeIntranet for selected evidence

ChallengesTechnology is required


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Writing Processb Writing

After analyzing the audience, determining yourgoals, next step is to write down the documentPresent your ideas in a way that are easily

understood and accessibleOrganize in logical, easy-to-fellow sequenceIt requires organization and specific format

OrganizationSome common pattern of organization are asfellows:-ChronologyImportanceSpatial


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Writing ProcessOrganizationComparison / contrastProblem / solutionChorological OrderAccording to time or when an event occurredAscending orderSpatialIdeas are arranged according to placement orgeographyWhat you see as it appears in space, left to right,inside to outside, front to rear or clockwise etc


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Writing ProcessImportanceListing the points according to importanceComparison and Contrast

Compare similarities and contrast differencesDiscussion of two or more items often use thecomparison and contrast arrangementFormatIt allows ease of accessIt deals with the practical matter of design

Communication Skills 333

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