Download Technical Communication An Overview

Communication skills
 Definition
 Process
 Types
 Network
 Characteristics
 Importance
 Barriers

Communication Goals
To change behavior
To get and give
Information
To persuade
To get action
To ensure understanding
Definition
Use of effective language for
conveying a
technical/commercial/ industrial
message to achieve a
predetermined purpose
Communication is the method by which people
share their ideas, information, opinions and
feelings. Commonly used, the term
communication refers to information sharing.
We share language, thoughts, feelings and
behaviour but each is filtered through a unique,
individual mind. In its broadest sense,
communication is not simply the transmission
or reception of messages or responses but a
relationship between individuals. When
communication occurs inside a single person,
the sharing of thoughts and feelings with the self
is called intrapersonal. Between two or more
persons, communication is interpersonal.
Process
Common Frame of
Reference
Sender
Message
Channel
Received
Sent
Semantic Gap
Feed back
Receiver Response
Steps
Sender
Ideation
Encoding
Transmission
Receiver
Receiving
Decoding
Action
Acceptance
Typical features of communication
Two way process
Continuous/Ongoing
Functional
Cumulative process
Irreversible
Contextual
Complex
Inevitable
Types
Communication
Verbal
Oral
Written
Non verbal
-Signs
-Symbols
-Body Language
ORAL
• Face – to – face
• Telephonic
• Group
Meeting
• Seminar
• Conference/
Symposium
• Panel Discussion
• Presentation
• Interview
ORAL COMMUNICATION
Advantages
Adjustable
Clarifier
Time
Persuasion &
control
Formality
Cost
Convenient/reliab
le for Groups
Limitations
Future ref not
possible
Not-effective if
poor speaker
Not suitable for
lengthy details
Distortion
Poor retention
WRITTEN
e – mail
Letter
Fax
Report
Memorandum
Proposal
Notice
Research paper
Circular
Press release
Written Communication
Advantages
Most wanted
Permanent
Legal evidence
Accurate
Suitable for
lengthy &
complicated
messages/commu
nication
Limitations
Limited to only
Literates
Costly, time
consuming
Formal
Delayed feedback
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
BODY LANGUAGE
(KINESICS)
Aspects
•
•
•
•
•
•
•
Personal
Appearance
Facial Expression
Posture
Gesture
Eye Contact
Space, Distancing
Touch
Non verbal cues
or
Visible codes
PARALANGUAGE
Defined as “how” of language
Includes volume
Pitch
Pronunciation
Modulation
Articulation
Stress
Tone
Intonation
Pauses
Speed
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.
Characteristics of technical
communication
 Open communication climate
 Committed to ethics
 Perception of multicultural
 Audience awareness
 Efficient flow
Characteristics
contd…..
 Clear – unambiguous
 Concise – direct, precise
 Correct – specific, accurate
 Complete – self contained
 Courteous – cordial, polite
 Impartial and objective
Importance of technical
communication
 Life line of business
 Measure the success, growth
 Link within & outside
 Tangible product of the work
 Valuable repository/container of
information
 Develops desirable qualities
 Reveals gaps in thinking
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
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
COMMUNICATION BARRIERS
Definition
Errors, misunderstandings and several
other factors that prevent us transmitting
our ideas meaningfully causing
communication failure.
COMMUNICATION BARRIERS
Classification
Barriers in Intrapersonal
communication
Barriers in Interpersonal
communication
Barriers in organizational
communication
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
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
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
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
Tips continued…..
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.