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  • Part I – Week1-4 Technical and Professional Communication

    Why Study Technical and Professional Communication?

    A model of interpersonal communication.

    Verbal Communication.

    The significance of non-verbal communication.

    Impression management.

    Part one (Text book 1); Chapter 6 (Text book 2) 1

    Technical and Professional Communication

  • What is Communication (In General)?

    When you explain/share an idea to/with someone;

    Transmission of a messages from one person to another (small audience);

    Transfer of meaning between and among people (large audience);

    ... ... Etc.

    successful unsuccessful

    In essence the real communication that occurs is not merely the words spoken or

    written by you, but also what another person understands about the words or

    actions you have used.

    ... Good or bad lecture for example... 2

    Why Study Technical and Professional Communication?

    Part I – Week1-4 Technical and Professional Communication

  • Rather than expending additional energies in tedious debates about

    definitions, current practicing professionals of technical communication

    (whatever we think it is) in both academe and industry should simply

    acknowledge that all communication – whether it is primarily „technical‟ or

    whether it better fits another genre – is multidisciplinary and constantly

    evolving. Then we should simply get on with our work.

    Technical communication is defined solely as a "practice"

    Definition of technical communication.

    3 Tedious: tiresome because of length or dullness; boring

    Part I – Week1-4 Technical and Professional Communication

    Technical Communication began in the modern era as Technical Writing

    and has transformed to include many types of media and communication.

    This transition has often required the field to redefine Technical

    Communication. Definitional structures encompass what people in TC do,

    what they know, and how the field interprets itself.

  • Skills of a Good Communicator:

    • Speaks and writes clearly

    • Listens actively to other people

    • Shows that they understand the other person‟s ideas by giving feedback

    • Looks at the other person when speaking or listening

    • Gives the other person time to say what they want to say

    • Shows respect for the views of others

    • Asks questions to show interest and makes sure they understand the other

    person

    • Uses appropriate non-verbal behavior such as gestures and facial

    expressions

    • Does not interrupt or speak over the top of the other person.

    • ... Etc.

    4

    Part I – Week1-4 Technical and Professional Communication

    Objectives of Communication:

    • To enquire; To inform; To persuade; To entertain; ...

  • 5

    What makes a “TECHNICAL communicator”?

    • A person who receives complicated information and interprets it into easily

    understood language for people to use.

    • A person who communicate specialised information in a wide variety of

    formats to a wide variety of audiences.

    • Technical communicators explain specialised information about subjects such

    as technology, regulations and procedures in a very simple manner.

    • Technical communicators can organize and explain complex concepts in

    medicine, business, technology in other fields so that ordinary people can

    understand and use the information.

    Part I – Week1-4 Technical and Professional Communication

  • Importance of good communication skills...continued

    6

    Part I – Week1-4 Technical and Professional Communication

  • Importance of good communication skills...continued

    7

    96% 74%

    Part I – Week1-4 Technical and Professional Communication

  • 8

    Part I – Week1-4 Technical and Professional Communication

    Communication Terms:

    • Communication: The transfer of meaning among people

    • Sender: Establish the message; Encodes the message; Chooses the channel to send it

    • Receiver: Decodes the message; Provide a feed back to the sender

    • Message: What is communicated.

    • Encoding: Converting a message to symbolic form

    • Decoding: Retranslating a sender‟s message

    • Channel: The medium through which a message travels

  • 9

    A model of interpersonal communication.

    Interpersonal communications means "showing appropriate ways to exchange

    your ideas and needs."

    You listen to and acknowledge other people's thoughts and feelings: Rather

    than showing that you only care about broadcasting your feelings and insisting

    that others agree with you, you encourage others to express what they are

    thinking and feeling. You listen and try to understand.

    You express your own thoughts and feelings openly and directly: If you only

    listen to what other people are thinking or feeling and you don't express your

    own thoughts or feelings, you end up feeling shortchanged or "dumped on.“

    Part I – Week1-4 Technical and Professional Communication

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  • 10

    Interpersonal Communication Skills:

    I-statements: help you express the way you feel and what you want with great clarity.

    "You never call when you are going to be late.“

    "I really need to know when you're going to be here so I can make plans."

    A respectful tone of voice: conveys that you are taking others seriously and that

    you also expect to be taken seriously. In addition, people with good communication

    skills are assertive without being aggressive or manipulative .

    Eye contact: is vital for good communication. For example, how would you feel

    if the person you were talking to kept looking out the window?

    Appropriate body language: encourages conversation. Nodding your head,

    smiling, laughing, using words such as "uh-huh" and "yeah" and asking questions

    at appropriate times assure the person that you are really listening.

    Part I – Week1-4 Technical and Professional Communication

  • 11

    Clear, organized ideas: help you accurately and honestly describe your

    feelings and contribute to conversations and to decisions that need to be made.

    Example: Good communicators are also specific.

    "I need to use the computer from 7-9 pm"

    "I'll need the computer tonight."

    Think about a situation, where:

    You hear but you do not listen.

    You see but we do not observe/read.

    Class Activity:

    Part I – Week1-4 Technical and Professional Communication

  • 12

    Verbal Communication

    Forms of Communication:

    • The written form of communication: memos, letters, reports, procedures, proposals, …).

    • The oral form of communication: one-to-one talks, telephone calls, small group or committee meetings.

    Most professional need both forms.

    Writing clearly is on the top of the list of all skills needed.

    Part I – Week1-4 Technical and Professional Communication

  • 13

    Written communication methods:

    1. Memo – less formal than letter, more likely to be read, not confidential.

    2. Notice boards – may never be read, good for staff-to-staff.

    3. Letter to staff – private, personal, lends weight to its subject.

    4. E-mail – private, less formal than letter, less likely to be kept like letter.

    5. Faxes – personal, public.

    6. Internal newsletter – public, not for bad news, useful for minor but necessary news.

    7. ........

    Part I – Week1-4 Technical and Professional Communication

  • 14

    Verbal communication methods:

    1. Telephone – immediate, informal, private.

    2. One-to-one meeting – confidential, more formal than phone call.

    3. Departmental or inter-departmental meeting – for group interaction,

    for discussion.

    4. Presentation – persuasive, one-sided (control interruptions).

    5. Company meeting – for very important news, everyone hears at the

    same time.

    6. ........

    Part I – Week1-4 Technical and Professional Communication

  • 15

    Non-Verbal Communication:

    Non-verbal communication makes no use of the words, sentences, grammar and

    other structures that we associate with spoken and written language.

    Non-verbal communication includes facial expressions, eye contact, paralanguage,

    body posture and motions, and positioning within groups.

    Verbal communication is organized by language; non-verbal communication is not.

    The importance of non-verbal:

    NVC communication support the verbal communication

    The significance of non-