uni c at i o n

al Comm
Tec hni c
Ef f ec t i ve
 a v e l i tt le n a m e s,
All big things h
a th , p e a c e & w a r,
Su c h a s lif e & d e
o ve & h o m e … … …
a w n , d r e a m , l
Or d

s e l i t tl e w o rd s i n a B i g s e n se …
Learn to u

Importance to Important Words

 Communication…?
u m o f a ll t h e t
thhin g s th at
“Communication is the s to c re
re a t e a n
o n d o e s w he n h e w a n t s t o
one p e rs is a
d o f th e o t h e r . It
unders rstanding in the min m a ti c a n d
v o lve s a s ys te
dge of meaning. It in
brriid s te n in g an d
s p ro c e ss o f te ll in g , li
co nti n u o u
ing .” - Lo u is A A ll e n .
unders rstand

L = Lis
tening
S = Sp
eaking
R = Re
ading
W = Wr
iting
 How do you define communication...?

id ea s , fa c ts, e m otion s … … …
• Exchange of

• The Sender, i c a t io n
m u n
Com a g e
• Idea,
Lan g u
n ly ?
• Message, Channel g l is h O
En
• The Receiver
• Feedback…
c tive Com m u n ication …… .?
• Successful / Effe
Communication at Olden Times

Ja,
Ja

e llo
o , H
l l
He
Modern Communication Channels…

Psychological

Industry: Multi-skilled Manpower

 Guess……..?
How do you define
“Effective Technical Communication…”

u t te c h no lo gy ?
m u ni ca ti on abo
• Co m
i t h t e c h n o l o g y ?
m u n ic ati o nw
• Co m
ent ?
te c h n ic a l e q ui pm
ti on w i th
• Communica
Technical Mediums / Channels of Communication

.....
s s .
u e
G ......?
...
...
 Define Technical Communication…

Technical communication is the process of

transmitting “facts” and “information” to a defined
audience with a specific purpose or intention.
In other words it is
”writing for understanding”.
 Document specifications include…

Aspects to be given Prime Importance:

Semantic Aspects Structural Aspects

• Language • Font (s)
• Selection of Words/ • Margins
Vocabulary • Punctuations
• Selection of Sentences • Figures / graphs / statistics
• Sequencing of ideas • Line and paragraph spacing
• Intro / Body / conclusion • Word Limit, word range
• Receivers / audience • Sections / headings / subheadings
• Intention and purpose
 Effective Communication Example…..

• The acid test for effective communication is that it should produce

the desired or expected results.

• Two Team Leaders were asked by the Management to carry the

news to their respective team members that they would have to
take up additional load of tasks in the larger interest of the
organisation, in addition to the work load they were already
handling.

• Tough assignment, indeed!

 M e m b e r s and
o e s t o h i s T eam ,
m : L e a d e r g o w o n w a r d s
• The First T
ea
f o r y o u ! F ro mn
m e b a d n e w s l   p r o b l e m s.
s o n a
says,” Folks, o h a n d le s o m e a d d itio
m b l i n g .”
v e t y g r u
we m a y h a s u s t o do t h a t w i th o u t an
h s e v e re
t w a n t s w i t
Managemen a n nou n c e m en t m eet
e r, t h e
N o wo n d i o u s p r o t e s t.
b l i n g a n d ob v
gru m
ea d e r g o e s to h is Team
d T e a m : I
Inn t e r e s ti
t n
in gly, L
The Secon Hi F r ie n d s, h e r e ’
’ss s o m e go o d
a n d a n n o u n c e s , “ e
Memberrss c o mp a n y h a s g o t s o m
for y o u ! O u r ur
news fo M anage m e n t th in k s o n ly o
ro je ct
tss ,  a n d o u r
additional P tl y. Nic re e r e c o g n i
itti
ioo n , i
issn ’t
’ t it ?”
ta k e it u p e ff i c ie n
Team can e e w it h h im , a n d a c c e pt
, th e T ea m M e m b e rrss agrre
Obviously
the challenge.
 Communication: Organizational Need & Network…
Owner/ Management

Managing Director

BODS

Head Head Head Head Head Head

Production Circulation Marketing Recovery Human Res Planning

M. Rep. M. Rep. M. Rep. M. Rep. M. Rep. M. Rep.

Clerks Clerks Clerks Clerks Clerks Clerks

Technical Communication Includes…
Written Communication Channels Oral Communication Channels

• Email • Leading Meetings

• Letters • Interviews
• Reports • Group Discussions
• Proposals
• Voice Mails
• Fliers
• Sales Calls
• Brochures
• Faxes, Bulletins, • Follow up Calls
• Internet Websites • Customer Service Calls
• Intranet Websites • Marketing Calls
• Extranet Websites • Concern Calls
• Blogging • Tele conference
• Job Applications • Video conference
• Resumes
• Training Sessions
• Follow Up Letters
•
• Presentations
Notices, Memos, Circulars, etc.
• Information Chits. • Seminars
• Slogans, Arrows, Indicators. • Interpersonal Communication
• Reflectors, Signs, Symbols, etc. • Performance Review
Characteristics of Good Technical Communication

• Accessible
– Logical and format
– Appropriate to users
– Complete
• Usable
– Efficient
– Easy to use
• Relevant
– Addresses correct
information
– Correct purposes
 From Technical Communication to Technical Writing

Who are Technical Communicators?

• Writers
• Editors
• Web Designers
• Graphic artists
• Researchers
• Developers
– Informational
– Instructional
• Project Managers
Understanding the purpose of writing......
Purpose

To Inform to provide information without expecting any action on the

part of the reader?

To instruct / to give information in the form of directions, instructions,

Educate procedures, so that readers will be able to do something?

To apply / propose to respond to a request for proposals (RFP) or to suggest a

plan of action for a specific problem?

To recommend to suggest an action or series of actions based on alternative

possibilities that have been evaluated?

To persuade to convince readers to take action, to change their attitudes

or behaviours based on valid opinions and evidence?

To entertain Just to please the receiver, audience, go for appreciating.

Keeping Audience in View……..

• Types of audience…
• Socio-cultural Backdrop
• Religious Domain (s)
• Educational Background
• Intellectual Capacity
• Age, Generation
• Inter-personal Relations, etc.
 Logical Sequencing of Ideas….

Introduction:
this is where you provide motivation, context and background for
the topic/material/information being presented in the document;
always provide the “big picture” before jumping into the technical
details.

Body:
this is where the information is expounded upon and
where technical details are given.

Conclusion:
this is where the main points are reemphasized and where the “big
picture” is once again discussed.