ENG 201 Lec 1-4 PPTs

Lecture Outline
 Introductionto Business and Technical

Communication
 Oral communication
 Resume Writing
 Audience Analysis
Business & Technical
Communication
 Business Communication is the sharing of information
between people within and outside an organization that is
performed for the commercial benefit of the organization.
 Technical writing is used to enable the readers to

understand a process or concept.
 The Technical communication is carried out in an

objective tone.
 The writing style is direct and utilitarian, emphasizing

precision and clarity.
Types of Business Communication
WrittenCommunication
Oral Communication
Contd.
 Written Communication
“Written communication involves any type of message
that makes use of the written word. Written
communication is the most important and the most
effective of any mode of business communication.”
 Oral Communication
“Oral communication takes place in face-to-face
conversations, group discussions, telephone calls and
other circumstances in which spoken word is used to
express meaning.”
Types of Written Communication
In house
 E-mail
 Memo
 Textmessages
 Announcement boards
 Reports
 Proposals
Contd.
Out of House
 Letter
 E-mail
 Promotional posters
 Reports
Oral communication
The most commonly used types of Oral
communication at workplace are:
 Oral Reports and oral presentations
 Formal
 Informal
 Formal oral reports
 Prepared in advance
 Presented in a hall or auditorium
 May follow an outline similar to the parts of any formal
written report
 may be presented to an audience of one's peers or to a
general or mixed audience
Oral communication
 Informal oral reports

 Conducted in small- group settings with a
high degree of audience interaction
 relaxed manner of delivery and dress
 Foster the free exchange of ideas
 Can produce action items
 Oral Presentations
 informative
 persuasive
a. Informative Speaking:
 An informative speech may explain a
concept, instruct an audience, demonstrate
a process, or describe an event. In a
professional setting, the informative speech
may take many different forms:
• Individual or Group Report
• Oral Briefing (meeting for conveying
information)
• Panel Discussion
• Oral Critique (a review of somebody’s work)
Oral Communication
b. Persuasive Speaking:
 Persuasive Speaking is used to influence
what an audience thinks or does. Some of
the goals of persuasive speaking include:
 to reinforce the attitudes and beliefs an
audience already holds
 to change attitudes
 to motivate an audience to act
Delivery Methods of Oral Presentation
There are four methods for making an oral

presentation:
 Extempore
 Impromptu
 Memorization
 Reading
 Extempore
 The thought is pre-planned before starting to
speak but the exact wording is left to the moment
of speaking.
 Impromptu
 Speaking unprepared or ‘off the cuff ’
Characterized by poor organization and
incompleteness
 Memorization
 Risky method
 If you forget something, you may revert to
impromptu method.
 Reading
 A technical or complex presentation can
be read. Policy statements by government
officials are sometimes read.
 Practice long to maintain eye contact with
the audience.
Preparation of the Presentation
Irrespective of the method of delivery, the presenter
must consider the following parameters in preparing
for the presentation:
 Knowledge of the audience (age, gender,

education level, previous knowledge)
 Knowledge of the subject
 Do appropriate homework and fill in the gaps
 Use of time and rehearsal
 Rehearse well to finish the presentation in a short time
 Personal appearance and grooming
Delivering an Oral Presentation
A well planned and well-structured presentation can
almost be ineffective because of bad presentation
delivery.
 Poise and Enthusiasm
 Be calm and alert, eager to communicate
 Eye Contact
 Maintain eye contact with every person.
 Use of Voice
 The audience should hear and understand
what you say.
 Use of Pace
 Set a reasonable pace by rehearsing.
Resume Writing
Important steps of resume writing:

 Defining your objectives
 Planning
 Drafting
 Evaluating
 Revising
Defining your Objectives
 Your objectives form the basis of your writing.
To take the reader centered approach, you need to look

at three things:
 The final result you desire.

 The people who will read your communication.
 The specific way you want your communication to
affect your reader.
 Stages of Recruiting
 In the first stage, employers try to attract
applications from as many qualified people
as possible.
 People who work in personal office read
the resumes and don’t have time to read
through all the applications so they sort
quickly those applications which merit
additional consideration.
 In the second stage of recruiting,

employers carefully scrutinize the
qualifications of the most promising
applicants.
 The readers include the managers/head
of the department you have to work for.
Altering your Audience’s Attitudes:
 Usually reader’s attitude is neutral before reading your

resume.
 Try to plan a strategy for persuading the readers to
change their attitudes the way you specified. To begin,
find out what will appeal to your audience.
 For example, excellent English speaking skills for a
telephone operator dealing with foreigners
Sample Objective Statements
 Education - I am a dedicated person who
wants to use his skills and education to
help students achieve using both
traditional and modern approaches.
 Technical - I am looking for a position as a
project manager for a software or internet
company.
Planning
 Findout the readers’ expectations.
 Your resume is a persuasive argument
and its elements are:
 A claim
 An evidence to support your claim
Planning
Organizing your material
 Some individuals choose to organize their resume

around their accomplishments and abilities. Such a
resume is called a functional resume.
 Whichever organizational pattern you choose, you must
make your name and professional achievements
prominent.
 If you are writing a conventional resume, place the
name and professional objectives at the top.
 If you are designing a non-conventional resume, you
may place your name along the bottom or side.
 After stating your professional objective, put the most
important information first so that your hurried readers
get it quickly.
Drafting
 Makeyour professional objectives general
enough so that you can send the same
resume to several companies or
prospective employers.
Example of objective
statement
 “I want to work in the process control
department of Adam Jee cloth
manufacturing unit.”
Instead, you would make a more general
statement like
 “I want to work in the process control of a
mid-sized cloth manufacturing unit.”
Drafting
Ordering your job experience:
 Use the reverse chronological order.
Evaluating and Revising
 Revise means to ‘see again’ and evaluate
means to ‘examine or consider’.
 Revision is a process of rethinking, improving
the text , and correcting grammar and
punctuation.
 Revision is a chance for you to look critically
at what you have written.
Audience Analysis
 Target audience is a particular group of people,
identified as the intended recipient of a message.
 Also called target population
 Forexample, while writing a resume, office

assistants, managers and heads will be your target
audience.
A mixed group of audience may be based on

experts, technicians, managers and laypersons.
Types of experts
 General experts
 Specific experts
General experts possess extensive knowledge about a field

in general, but they might be unfamiliar with particular
technical terms, specific equipment, or recent advances in
your document's subject matter.
Specific experts, on the other hand, share or surpass your
knowledge about a field.
For example, a general expert in ELT (English language
teaching) may not know technical terms and recent
advances in ESP(English for Specific Purposes).
Audience’s Use of Document
Experts read technical documents for a

variety of purposes:
 to maintain and expand their own
general expertise
 to obtain specific answers to their own
research and writing
 to evaluate a document's content
Audience’s Use of Document
 Managers read technical and scientific
documents for a variety of purposes:
 to aid in making decisions
 to assess current situations
 to maintain their general level of expertise
 to evaluate projects and employees
Audience’s General
purpose
Readers of technical and scientific writing,
whatever their level of expertise, read a
document for three general purposes:
 to acquire information
 to help make decisions
 to learn how to do something
Activity
Identify these statements as True or False.
1. Memorization and reading are the most effective
methods of delivering an oral presentation.
2. Specific experts surpass your knowledge of the
subject matter of a document.
3. An objective statement should always be very
specific.
4. Drafting is the process of checking your document
for errors and omissions.
5. A functional resume emphasizes the tasks an
applicant is able to perform.
Key
1. F
2. T
3. F
4. F
5. T
Thank You

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Lecture Outline

 Introductionto Business and Technical

 Technical writing is used to enable the readers to

 The Technical communication is carried out in an

 The writing style is direct and utilitarian, emphasizing

 Informal oral reports

There are four methods for making an oral

 Knowledge of the audience (age, gender,

Important steps of resume writing:

 Your objectives form the basis of your writing.

To take the reader centered approach, you need to look

 The final result you desire.

 In the second stage of recruiting,

 Usually reader’s attitude is neutral before reading your

 Some individuals choose to organize their resume

 Forexample, while writing a resume, office

A mixed group of audience may be based on

General experts possess extensive knowledge about a field

Experts read technical documents for a

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