Communication Skills and Technical report writing COMMUNICATION SKILLS

Communication Skills and Technical report writing

COMMUNICATION SKILLS Communication : is the transmission of information and meaning from one individual or group to another.

Types of Communication Verbal Oral Non- Verbal Written Expressions Gestures

Communication Process Feedback travels to sender Noise Sender has idea Sender encodes messages Channel carries messages Receiver decodes message Noise Possible additional feedback travels to receiver Receiver understands message

OTHER COMMON BARRIERS TO EFFECTIVE COMMUNICATION INCLUDE: Psychological factors such as people's state of mind. We all tend to feel happier and more receptive to information when the sun shines. Equally, if someone has personal problems like worries about their health or marriage, then this will probably affect them. Different languages and cultures represent a national barrier which is particularly important for organisations involved in overseas business. Individual linguistic ability is also important. The use of difficult or inappropriate words in communication can prevent people from understanding the message. Poorly explained or misunderstood messages can also result in confusion. We can all think of situations where we have listened to something explained which we just could not grasp. Physiological barriers may result from individuals' personal discomfort, caused, for example, by ill health, poor eye sight or hearing difficulties. Presentation of information is also important to aid understanding.

Job Requirement A Valuable Effective Communication in your Career Ability to Communicate Ambition -drive Necessary education Decision making skills Self Confidence Good Appearance Ability to get things done Capacity for hard work

Challenges to Effective Communication Ø Interpretive perspectives Ø Critical perspectives Ø Formal organization structures Ø Cultural diversity Ø Intense political, financial and time pressure

Written Communication Types of writing Ø Fiction: Poetry, short plays(Imaginative) Ø Expressive: Diaries, Descriptions( Subjective) Ø Expository: Reveal your knowledge/ Analyze topic Objectively Ø Persuasive: Editorials, Seek Audience attention Ø Technical: Memos, Sales/ Inquiry letters, Reports

Technical Writing Ø Purpose of Technical Writing is to link you and Y O U R Ø Boss Clients Vendors Co- Workers Purpose is determined by Audience

Examples Ø Automotive technicians document mechanical problems Ø Electronic engineering technicians write maintenance procedures Ø Computer technicians write instructions for user manuals

Purpose +Audience =Tone Ø The purpose of your report and your sense of audience create tone Ø Lets say that you are an engineer and writing a monthly status report STATUS REPORT PURPOSE(Document)+AUDIENCE(Technical Supervisor) = TONE(Objective/Impersonal)

Why It Is Important? Ø Technical writing conduct business Ø Technical writing takes time Ø Technical writing costs money Ø Technical writing is an extension of your interpersonal communication skills

Conclusion Total quality management and continuous quality improvement can be achieved by having good communication and writing skills.