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 Technical Communication by Dr. Reshu Shukla

Unit 1-FUNDAMENTALS OF COMMUNICATION

➢ Technical Communication: Features, Distinction between general and
technical communication;
➢ Language as a tool of communication;
➢ Dimensions of communication: Intra Personal, Inter Personal,
Organizational, Mass communication;
➢ The Flow of Communication: downward, upward, lateral or horizontal
(peer group);
➢ Importance of Communication;
➢ Barriers to Communication
➢ Reading Comprehension
➢ Technical Writing: Sentence Paragraph Technical Style, Types &
Method
Communication
The word Communication is derived from the Latin word 'Communicare', which means
to share, that is sharing of information, knowledge and experience.
According to W.H. Newman, “Communication is an exchange of facts, ideas, opinions
or emotions by two or more persons.”

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 Technical Communication by Dr. Reshu Shukla

Communication can be classified into two basic types- Verbal and Non- Verbal
Communication-

Verbal communication
Verbal communication is a type of communication in which we need words to express
our thought and experience to others. Verbal communication can be of two types-
(1) Oral Communication:
➢ Face to face conversation,
➢ Conversation on telephone,
➢ Speeches, discourses, group discussion, meeting and conference are the examples
of oral communication.
(2) Written Communication: All type of written conversation comes under it,
for example letters, reports, memos proposals etc.

Non-Verbal communication
“By non-verbal communication we mean all communication that involves
neither written nor spoken words but occurs without the words”.
Raymond V& John D

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 Technical Communication by Dr. Reshu Shukla

In non-verbal communication we use signs and symbols in the place of words to express
our thought and convey the message to the other person. There are certain modes of non-
verbal communication-
➢ Kinesics- The physical movement of body and their study is known as kinesics.
This is also known as Science of body language.

➢ Proxemics- This is also known as space language, which means the physical
space between the two communicators.

➢ Sign Language- communication through various sign and symbols

➢ Paralinguistic or Para Language- It studies vocal

features such as voice quality, volume rate, pitch,
pronunciation pauses etc.

Process of Communication or
Communication cycle (2)
Communication is a two way process in which the exchange of ideas links the sender and
the receiver. The transmission of the sender’s ideas to the receiver and the receiver’s
feedback or reaction to the sender forms the communication process. Such as-

Sender Message Sent Channel Receiver Message Received

(encoding) (Decoding)

Media

Noise
Feedback Response
➢ Sender: The process of communication begins with a sender. Sender is the person
who wants to share his/her thoughts and experiences to other person.
➢ Encoding: The conversion of the idea in to message is called encoding.
➢ Message: The thought, idea, emotion or anything that the sender wants to convey
is called message.
➢ Channel: The way or the medium of sending the message is called channel.
➢ Receiver: The receiver is the person who receives the message.
➢ Decoding: After receiving the message, a receiver converts it in to his
understanding. This conversion of the received item is called decoding.
➢ Feedback: Receiver’s reaction or reply is called feedback.

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 Technical Communication by Dr. Reshu Shukla

. Technical communication(3)
➢ Meaning & Definition
➢ Importance
➢ Requisites or elements
Meaning& Definition
Technical communication means sharing oral or written information with a specific
audience, having a pre-defined purpose in a well planned way.
o Importance of Technical communication
➢ With the rapid growth of technology and industrialization technical communication
has become an important part of organizational life.

➢ Co-ordination is a must for any organizational working. And this can be

successfully done with the help of proper communication net-work.

➢ The professional world has become more competitive and result oriented. It has
increased the importance of technical communication.

➢ Technical communication plays a vital role in scientific researches too.

Requisites or elements of Technical communication

The important elements of technical communication are as follows:

➢ Nature of the audience is considered.

➢ Content can be such that it can be understood clearly.

➢ Audience needs are satisfied by providing the information in appropriate form.

➢ Technical writing consists of aim of the audience, collection of required

information, organization of information, Preparation of the first draft, Revision

and editing of writing.

➢ Technical communication is created with a particular aim.

➢ Technical writing includes project proposals, technical manuals and guides.

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 Technical Communication by Dr. Reshu Shukla

Difference between General and Technical

Communication
Technical communication is an exchange of technical ideas and information, knowledge
and experience through writing, speech or by adopting any other medium.

Technical communication General communication

→It has a specific purpose → It may or may not have specific purpose
→It is purely objective → It can be both objective and subjective
→It is strictly formal in style → It can adopt any style formal or informal
→It has specialized vocabulary → It has general vocabulary
→It is always meant for a specific receiver → It is for general people
→ Its content are always based on facts → Its content comprise of imagination or
even fantasy.
→It usually involves graphics → Not necessary
→It has definite and complex composition → It has no specific exposition techniques
techniques.

Technical Writing(5)
➢ Technical writing is different from usual essay writing.
➢ It is a specialized, structured way of writing.
➢ In this kind, information is presented according to the requirement of the readers.
Technical writing appears in reports, manuals, evaluation forms and questionnaires,
business letters, resumes, presentations, descriptions of the design and features for
new products, and instructions.

Features of Technical Writing

Clarity Descriptiveness

Accuracy Logical structure Objectivity

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 Technical Communication by Dr. Reshu Shukla

➢ Clarity & Simplicity- Technical writing should have simplicity of language and
clarity of expression.
➢ Descriptiveness- descriptiveness means detailed explanation of something.
Electronic products often come with manuals that tell how to operate it, it is written
in descriptive style.
➢ Accuracy- another important characteristic of any technical document is its
accurate transformation of facts.
➢ Logical structure- A well-organized document helps the reader to find specific
information in less time.
➢ Objectivity- Technical communication should be purely impersonal and object-
oriented.

Language as a tool of Communication (6)

➢ In order to express the ideas in a proper way we need a language to communicate
so language is very necessary for our daily life.
➢ Effective communication is made possible with the help of language.
➢ Language employs a combination of words to express ideas in a meaningful way.
➢ By changing the word order in a sentence, you can change its meaning, and even
make it meaningless.
➢ Physical gestures are also sometimes the medium of expressions. For example,
crying in anger, laughing or waving hands helps a person to communicate some of
his feelings.
➢ Man has invented language which helps him to communicate with different parts
of people.
Characteristics of Language

Language is Artificial Language is Abstract

Language is Restricted Language is Creative

Language Arbitrary

Man has created language for his convenience, to express his thoughts and experiences.
So we can say language is Artificial.

Some time we feel unable to express our thoughts in words because all can not be explained
through words. In that way, language too has limitations or is restricted.

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 Technical Communication by Dr. Reshu Shukla

Language is abstract as it represents generalized ideas of things or thoughts.

There is no direct relationship between a word and the idea or the object it represent. We
cannot say why we name a piece of furniture with four legs as “chair”; it could have been
something else. So language is Arbitrary.

Dimensions of communication (7)

Intra-personal Communication (Human being with himself)

Interpersonal Communication (Between two human beings)

Organizational Communication (In work place)

Mass Communication (with large number of people)

1. Extra personal Communication: Communication between human beings and

non-human beings is known as extra-personal communication.
For example- one’s involvement with pets

2. Intrapersonal Communication : Communication within the individual.

For example- day dreaming, speaking aloud (talking to oneself), one's thoughts or
observations etc

3. Interpersonal Communication : Interpersonal communication is a participation of

two or more human beings to share their thoughts, feelings, experience and
knowledge.
4. Organizational Communication: This is a type of communication that takes place
within the organization. It requires a specific environment and a well-structured
pattern of communication. It is of two kinds-

• External Organizational communication

• Internal Organizational communication

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 Technical Communication by Dr. Reshu Shukla

Letters Fax

Direct Mails
External Internet
communication

Advertising Website
Video Telephon

Memo Report

Telephone
Internal Face to Face
communication

Notice Email
Form/questionnair Team briefing

5) Mass Communication: This type of communication is very effective when there is a

need of communication with large number of people. There are several mass media such
as journals, television, newspapers, internet which mediate such communication to the
large audience. Some other are- voice mail, teleconferencing, video tapes, faxing, E-mail
etc.

Flow of Communication (8)

When the communication passes through various levels in an organization it is known as

the flow of communication. The important flow of communication are:

✓ Downward flow of communication

✓ Upward flow of communication
✓ Horizontal flow of communication
✓ Diagonal or Crosswise communication

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 Technical Communication by Dr. Reshu Shukla

Downward Communication Upward Communication

(Top to Bottom) (Bottom to Top)

President President

Vice - president Vice - president

Sales manager Sales manager

Special project Special project

Supervisor Supervisor

Lateral / Horizontal Communication

(Communication among the employees of same level or position)

Vice president Vice president of Vice president of Vice president of

of finance Marketing Research dpt. Development

Diagonal (or Crosswise) Communication

President

Vice president Vice president of Vice president of

of finance Marketing Research &
Development

Sales manager Marketing Manager

Special project Special project

Supervisor Supervisor

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 Technical Communication by Dr. Reshu Shukla

(1) Downward Communication

Downward Communication starts from higher authority to downward authority. It is a
convenient channel to explain policies. In this type of communication, information flows
from top to bottom.
Advantages (purpose) of Downward Communication-
➢ The employees are made to realize the significance of their duties and
responsibilities.
➢ It keeps the organization updated in terms of employee’s routine performance.
➢ Through downward communication, the manager can have his hold and control
over the employees; who can work under him as a composite team.
Limitations of Downward Communication-
➢ In this process, sometimes, message gets distorted as it has to pass through various
levels. So there are chances of losing its originality.
➢ There are chances of loosing significant points.
➢ At times, it can be too time consuming. And because of delay it may fail to fulfill
the purpose.
➢ Quite often, the Downward Communication gives the feel of authoritarianism or
sounds inflexible.

(2) Upward Communication

In the upward flow of communication, subordinates send the report to inform their
superiors. It helps in keeping the authorities aware of the organizational activities.
Information flows from bottom to top.
Advantages (purpose) of Upward Communication-
➢ It helps in providing the feedback to the authority.
➢ So management can act upon the feedback taking the necessary actions for the
betterment of the organization.
➢ It provides employees a chance to express their feeling, their personal problem to
the superiors.
➢ It fosters a sense of belonging among the employees.

Limitations of Upward Communication-

➢ Most of the time authorities do not like to be advised by their subordinates.
➢ Sometimes subordinate become too bold and directly approach the top authority
with their complaint.
➢ Upward communication may also be misused by sycophants for personal gains.

(3) Lateral/Horizontal Communication or Peer Groups

Communication
When the message is conveyed from one department to another department among the
people of same rank or position is known as horizontal communication .
Advantages (purpose) of Lateral/Horizontal Communication ion-

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 Technical Communication by Dr. Reshu Shukla

➢ It creates a spirit of teamwork and friendly atmosphere in an organization.

➢ It removes departmental barriers.
➢ It spreads quite speedily, and ensures a quicker response from the receivers.

Limitations of Lateral/Horizontal Communication-

➢ It often gives birth to gossips and rumors.
➢ Horizontal communication is beneficial only when there is a spirit of cooperation
among employees.
➢ In absence of proper coordination it often ends up in clashes of ego and
disagreement.
➢ Misunderstanding and jealousy may be natural outcome of this channel of
communication.

4) Diagonal (or Crosswise) Communication

When a conversation takes place without any systematic order or organizational hierarchy,
this process is known as diagonal or crosswise communication.

Advantages (purpose) of diagonal/ crosswise Communication-

In this way an authoritative person can collect information about some confidential matter
without bringing it into others knowledge.
In this type a junior employee can directly approach to senior authority. So it works for
reducing frustration in juniors.
It can provide confidential feedback to organization.
It breaks the monotony as well as rigidness that restrict flexible working.

Limitations of diagonal/ crosswise Communication-

When a Communication process does not follow any system it may give birth to various
confusions.
It can distort professional relation among the employees.
It can be beneficial is handled tactfully otherwise it can create problematic situations.

Barriers to Effective Communication (9)

Communication can be successful only when the receiver understands it thoroughly. But
when something disturbs the process, it is called ‘barriers to communication”. In this
situation the message fail to maintain its originality and the process gets unsuccessful.
Some of the barriers are listed below:
1. Intrapersonal barriers
2. Interpersonal barriers
3. Organizational barriers

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 Technical Communication by Dr. Reshu Shukla

Intra-personal Barriers to Communication

Individuals are unique in terms of experiences, education, value and personality. Each of
us interprets the same information in different ways as our thinking varies. Certain common
causes are responsible for an individual's inbuilt barriers. These are the causes that lead
to the intra-personal barriers.

Common Intra-personal barriers

Differing background impervious categories

Wrong assumption Varied perceptions Wrong inferences Categorical thinking

Wrong Assumption- Sometimes sender does wrong analysis of receiver’s knowledge on

the concerned subject and makes assumption (guess). These assumptions work as barrier
in communication.

Differing background - This type of barrier takes place when sender and receiver are from
different background and they are unable to understand the message.

Varied perceptions – Everyone has his or her own way of taking things. Sometimes
different people have different opinion on the same matter or subject. It is taken as varied
perception that works as barrier.

Wrong inferences- This type of problem takes place due to the lack of proper information.

Impervious categories- Rigidness in attitude creates such problems. Firm or unyielding

behavior stops us taking the things the way people want to convey to us or we want to
convey others.

Categorical thinking- “My knowledge is sufficient”, this type of thinking/attitude restricts

people from responding flexibly towards any update. And people do not pay attention
towards further information.
Interpersonal Barriers to communication

Intra-personal barriers take place due to one’s own habit and behaviour where as
interpersonal barriers occur due to the inappropriate transaction of words between two or
more people. There are few commonly known interpersonal barriers:

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 Technical Communication by Dr. Reshu Shukla

Common Interpersonal barriers

Limited vocabulary Emotional outbursts

Poor listening skills Cultural variations

Noise in the channel Communication selectivity

Poor listening skills – As we know communication is a two way process. If the other party
is not able to listen/receive the message thoroughly it distorts the whole process.

Limited vocabulary – An inadequate (insufficient) vocabulary can be a major hindrance

in communication.

Noise in the channel- All type of noise creates problem in receiving the information.

Emotional outbursts- The likes and dislikes, mental state, and prior information about the
person or the subject also matter a lot for successful communication.

Cultural variations- People coming from different cultural background face certain
problems in terms of their different approach towards things.

Communication selectivity- For success of communication it is important that both sender

and receiver share the same mode of communication. If the medium varies it can create
problem.

Organizational barriers
It is caused due to wrong planning in the structure of an organization. .

Long scalar chain Rigid policies and rules

Non-availability of communication devices Poor arrangement of space & furniture

a) Long scalar chain- If the chain of organizational hierarchy is too long then it fails to
maintain its originality.

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 Technical Communication by Dr. Reshu Shukla

b) Rigid policies and rules- Too strict discipline, too rigid policies and rules in an
organization also act as barrier.
c) Non-availability of communication devices- Intercoms, fax, computer, technical paper
etc are few devices that make the communication process easy.

d) Poor arrangement of space & furniture- it also affects the communication process.

Grapevine or Peer Group Communication

An informal channel of communication in an organization is called Grapevine. For
example people working together take interest in one another and talk about appointments,
promotions, demotions or even domestic and romantic affairs of one-another. It follows no
system.

Advantage- Grapevine Communication provides much needed release to emotions.

Disadvantage- One of the major limitations of the grapevine is that it may spread baseless
news which may harm the employees.

Characteristics of Mass Communication

➢ Large Reach: Mass media communication reaches to a wide number of
audiences.

➢ Impersonality: This kind of communication is largely impersonal. As

generally the participants are not known to each other.

➢ Presence of a Gatekeeper: Mass media also works as a Gatekeeper. For

example, in a newspaper the editor decides which news is more important
for the readers. So one can say that editor is therefore gatekeeper in the
communication process

Any writing that is easy to understand will attract the reader. In the case of Technical
writing it becomes more important because written words play the most important role in
working of any organisation. So use the given tips for good sentences.

Essentials of Good Sentence

Short sentences Consistency

Use of right words

Sentence emphasis

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 Technical Communication by Dr. Reshu Shukla

Avoid odd sentence structure Avoid Ambiguous(confusing) Sentences

➢ Short sentences: Short sentences always help in understanding the

communication.

➢ Avoid odd sentence structure: Awkward sentences should be avoided in any

technical writing.

For example: 1- A man is standing in black suit, is a wrong and confusing sentence
it should be written as- A man in black suit is standing.

➢ Consistency: Use one style for the whole paragraph because continuous changes
in style and pattern create confusion.

➢ Sentence emphasis: Sentence emphasis means, the stress given to the topic.
Emphasis makes the sentence important according to situation.

➢ Use of right words: Words should be used carefully. This is the use of right words
that can add meaning to the sentence.

➢ Avoid Ambiguous (confusing) Sentences: Sentences should be simple and direct

other wise the confusion will take place.

Paragraph
A paragraph or short essay should be dominated by a single idea and nothing
else.
Dr. Henderson

A paragraph is a logical development of a single idea. A well written paragraph generally

contains about two to eight sentences which focus on one single idea. The most important
point to be considered for writing a good paragraph is to write well-connected and
organized sentence where one sentence leads to another. A paragraph needs:

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 Technical Communication by Dr. Reshu Shukla

Essentials of Paragraph (Central components of a Paragraph)

Topic Sentence
Unity Adequate Development
or
Paragraph Emphasis

Coherence

Topic sentence

The topic sentence conveys the main idea of a paragraph. In other words, the topic
sentence tells the gist or introduces the main theme of the paragraph.

Importance of Topic Sentence in Paragraph:

➢ Topic sentence may be placed either in the beginning or at the end of the paragraph.
➢ Its location in the paragraph depends upon the structure and the demand of the
subject.
➢ If paragraph is written in deductive order, the topic sentence will be placed at the
beginning.
➢ If paragraph is written in Inductive order, the topic sentence will be placed at the
end of the paragraph.
➢ It should properly introduce the main theme.
Unity
In one paragraph we share one thought. This sharing of a single thought or idea in one
paragraph is known as UNITY’. This is done through the topic arrangement. So in a
technical writing every paragraph should have one controlling idea or theme.
Importance of Unity in Paragraph:
➢ Unity is the principle of oneness.
➢ It means that every sentence in a paragraph maintains one approach to look to the
entire exercise.
➢ One paragraph should explain one topic.
➢ A new topic should be introduced in a new paragraph.
➢ In order to maintain unity of a paragraph the complete paragraph may be developed
in certain ways, theses are:
1. Inductive order
2. Deductive Order
3. Question to Answer order
4. Chronological order

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 Technical Communication by Dr. Reshu Shukla

5. Space order
Coherence
The word coherence means consistency of speech, thought and ideas. Any paragraph can
be influencing when it is logically written. If the sentence does not make proper link with
the previous and the next sentence in the paragraph it will make no impression.
Importance of Coherence in Paragraph:
➢ It makes the expression clear and easy to understand.
➢ Every next sentence should be linked with the earlier sentence.
➢ It ensures a smooth flow of sentences from one idea to another.
➢ The use of cohesive devices works as linkers of the words and sentences. These
are:
Devices to Maintain Coherence

Pronouns Connectives
(A pronoun is used as a substitute (The connectives such as and, but
for noun. For example he, she, she, or, therefore, as a result, to sum up
we and it all are pronoun) are sentence linkers that help in
achieving coherence in paragraph)
Repetition Synonyms
(Repetition of certain words also (Synonyms are used in place
gives coherence to paragraph) of certain words, already used and have similar
meaning)
Methods for Paragraph Development (3)

Chronological Methods Linier Method

Inductive Method Spatial Method

Deductive Methods
Chronological Method
This method is the natural order of telling something. In this kind one event leads to another. This method is used when detailed
description of events is required.

For example, a medical report of a patient is prepared giving the seconds detail of his/her health treatment.

Use of chronological Method:

➢ This method is the natural order of telling in which one event leads to another.
➢ It positions the events according to their order of happening.

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 Technical Communication by Dr. Reshu Shukla

➢ The use of this method is done when there is need of sequential explanation of an
incident.
➢ For example medical report of a patient is prepared in this method as the person is
kept under minute observation.

(At 1.15 p.m., we arrived at the site and assessed the patient’s condition. At 1.17 p.m. after stabilizing the patient, we contacted the
hospital. By 1.20 p.m. the patient was in IV drip and en rout to the hospital. Our vehicle arrived at the hospital at 1.35 p.m. and
hospital staff took over the patient’s care.)

Inductive Method
In Inductive method an author moves from particular statements to the general
statements. The paragraph begins with certain information and ends with a topic sentence.
For Example: Ram dies, Mohan dies, they are human beings. So we can say man is mortal.
Deductive Method
In this method the movement of thoughts takes place from general statement to
particular statements. This is the most popular order used by the writers In this method
we reached to the conclusion from general things to a particular one.

Example: Man is mortal. Since Ram and Mohan are men, they are mortal.

Spatial Method
The word “spatial” means related to space’. When we have to describe or discuss
something area-wise or space –wise it can be from top to bottom, inside-outside, left to
right or vice-versa—it is called spatial method of paragraph development.

Use of chronological Method:

➢ If technocrat is writing to describe the parts of a machine or a plot of ground, he
will like to organize his text spatially.
➢ The writer will describe what he sees as it appears in space -----left to right, top to
bottom, inside to outside or clockwise.
➢ This method helps the reader to visualize what he sees and, therefore, it is better to
understand the physical qualities of the subject matter.

For example: (Read the example carefully and note how the different steps in Telescoping
Making have been described.
Step I, Remove the mirror from its cell and gently brush its surface with a camel’s hair
brush, the kind photographer use on their camera lenses.
Step II, wet a washed piece of cotton cloth to clean the lenses. Old is better as it works
smoothly
Step III, pour a solution of detergent and distilled water on the mirror and allow it to stand
for a few minutes.)

Linear Method

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 Technical Communication by Dr. Reshu Shukla

The literal meaning of the word linear is ‘in lines’ or involving one dimension. In a
paragraph one sentence leads to the next one and thus the sentences proceed towards their
goal. A logical sequence is followed by the sentences of the paragraph. The linear method
also contributes to the unity of a paragraph.

Technical Communication by Dr. Reshu Shukla Page 19

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Some of the barriers are listed below:
1. Intrapersonal barriers
2. Interpersonal barriers
3. Organizational barriers

Technical Communication by Dr. Resh

Technical Communication by Dr.

Intra-personal Barriers to Comm

Individuals are unique in terms of experiences, education
us interprets the same information in different ways as our th
causes are responsible for an individual's inbuilt barriers
to the intra-personal barriers.

Common Intra-personal barri

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 Differing background imp

Wrong assumption Varied perceptions Wrong inferen

Wrong Assumption- Sometimes sender does wrong analy

the concerned subject and makes assumption (guess). The
in communication.

Differing background - This type of barrier takes place wh

different background and they are unable to understand the

Varied perceptions – Everyone has his or her own way

different people have different opinion on the same matter
perception that works as barrier.

Wrong inferences- This type of problem takes place due to

Impervious categories- Rigidness in attitude creates such

behavior stops us taking the things the way people want
convey others.

Categorical thinking- “My knowledge is sufficient”, this ty

people from responding flexibly towards any update. An
towards further information.
Interpersonal Barriers to comm

Intra-personal barriers take place due to one’s own h

interpersonal barriers occur due to the inappropriate trans
more people. There are few commonly known interpersona

Technical Communication by Dr. Resh

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 Technical Communication by Dr.

Common Interpersonal

Limited vocabulary Em

Poor listening skills

Noise in the channel Commun

Poor listening skills – As we know communication is a two

is not able to listen/receive the message thoroughly it disto

Limited vocabulary – An inadequate (insufficient) vocab

in communication.

Noise in the channel- All type of noise creates problem in

Emotional outbursts- The likes and dislikes, mental state,

person or the subject also matter a lot for successful comm
3 0
Cultural variations- People coming from different cul
problems in terms of their different approach towards thing
Communication selectivity- For success of communication
and receiver share the same mode of communication. If t
problem.

Organizational barrier
It is caused due to wrong planning in the structure of an or

Long scalar chain Rigi

Non-availability of communication devices Poor arr

a) Long scalar chain- If the chain of organizational hiera

maintain its originality.

Technical Communication by Dr. Resh

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Technical Communication by Dr.

b) Rigid policies and rules- Too strict discipline, too r
organization also act as barrier.
c) Non-availability of communication devices- Intercoms
etc are few devices that make the communication process e

d) Poor arrangement of space & furniture- it also affects

Grapevine or Peer Group Communication

An informal channel of communication in an organiz
example people working together take interest in one anoth
promotions, demotions or even domestic and romantic affa
system.

Advantage- Grapevine Communication provides much ne

Disadvantage- One of the major limitations of the grapevin
news which may harm the employees.

Characteristics of Mass Communication

➢ Large Reach: Mass media communicatio
audiences.

➢ Impersonality: This kind of communicat

generally the participants are not known to

➢ Presence of a Gatekeeper: Mass media al

example, in a newspaper the editor decides
for the readers. So one can say that editor
communication process

Any writing that3 is easy

0 to understand will attract the re
writing it becomes more important because written words
working of any organisation. So use the given tips for good
 Essentials of Good Senten

Short sentences

Use of right words

Technical Communication by Dr. Resh

Technical Communication by Dr.

Avoid odd sentence structure Avoid Amb

➢ Short sentences: Short sentences always

communication.
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➢ Avoid odd sentence structure: Awkward senten
technical writing.
 For example: 1- A man is standing in black suit, is
it should be written as- A man in black suit is stand

➢ Consistency: Use one style for the whole paragrap

in style and pattern create confusion.

➢ Sentence emphasis: Sentence emphasis means,

Emphasis makes the sentence important according

➢ Use of right words: Words should be used carefully

that can add meaning to the sentence.

➢ Avoid Ambiguous (confusing) Sentences: Senten

other wise the confusion will take place.

Paragraph
A paragraph or short essay should be dominated by
else.
Dr

A paragraph is a logical development of a single idea. A w

contains about two to eight sentences which focus on one s
point to be considered for writing a good paragraph is
organized sentence where one sentence leads to another. A

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Technical Communication by Dr. Resh

 Technical Communication by Dr. Resh

Technical Communication by Dr.

Essentials of Paragraph (Central compone

Topic Sentence
Unity

Coherence

Topic sentence

3 conveys
The topic sentence 0 the main idea of a paragra
sentence tells the gist or introduces the main theme of the p
Importance of Topic Sentence in Paragraph:
➢ Topic sentence may be placed either in the beginnin
➢ Its location in the paragraph depends upon the st
subject.
➢ If paragraph is written in deductive order, the topi
beginning.
➢ If paragraph is written in Inductive order, the topi
end of the paragraph.
➢ It should properly introduce the main theme.
Unity
In one paragraph we share one thought. This sharing of a
paragraph is known as UNITY’. This is done through th
technical writing every paragraph should have one control
Importance of Unity in Paragraph:
➢ Unity is the principle of oneness.
➢ It means that every sentence in a paragraph mainta
entire exercise.
➢ One paragraph should explain one topic.
➢ A new topic should be introduced in a new paragra
➢ In order to maintain unity of a paragraph the comple
in certain ways, theses are:
1. Inductive order
2. Deductive Order
3. Question to Answer order
4. Chronological order

Technical Communication by Dr. Resh

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 Technical Communication by Dr.

5. Space order
Coherence
The word coherence means consistency of speech, though
be influencing when it is logically written. If the sentence
the previous and the next sentence in the paragraph it will
Importance of Coherence in Paragraph:
➢ It makes the expression clear and easy to understan
➢ Every next sentence should be linked with the earli
➢ It ensures a smooth flow of sentences from one idea
➢ The use of cohesive devices works as linkers of the
are:
Devices to Maintain Coher

Pronouns C
(A pronoun is used as a substitute (The
for noun. For example he, she, she, or, th
we and it all are pronoun) are s
achie
Repetition Synonyms
(Repetition of certain words also (Synonyms
gives coherence to paragraph) of certain words,
meaning)
Methods for Paragraph Dev

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Chronological Methods
 Inductive Method Spa

Deductive Method
Chronological Method
This method is the natural order of telling something. In this kind one event leads to ano
description of events is required.

For example, a medical report of a patient is prepared giving the seconds detail of his/he

Use of chronological Method:

➢ This method is the natural order of telling in which
➢ It positions the events according to their order of ha

Technical Communication by Dr. Resh

Technical Communication by Dr.

➢ The use of this method is done when there is need

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incident.
➢ For example medical report of a patient is prepared
 kept under minute observation.

(At 1.15 p.m., we arrived at the site and assessed the patient’s condition. At 1.17 p.m. aft
hospital. By 1.20 p.m. the patient was in IV drip and en rout to the hospital. Our vehicl
hospital staff took over the patient’s care.)

Inductive Method
In Inductive method an author moves from particula
statements. The paragraph begins with certain information
For Example: Ram dies, Mohan dies, they are human being
Deductive Method
In this method the movement of thoughts takes place
particular statements. This is the most popular order used
we reached to the conclusion from general things to a parti

Example: Man is mortal. Since Ram and Mohan are men,

Spatial Method
The word “spatial” means related to space’. When we
something area-wise or space –wise it can be from top to
right or vice-versa—it is called spatial method of paragrap

Use of chronological Method:

➢ If technocrat is writing to describe the parts of a m
will like to organize his text spatially.
➢ The writer will describe what he sees as it appears
bottom, inside to outside or clockwise.
➢ This method helps the reader to visualize what he s
understand the physical qualities of the subject mat

For example: (Read the example carefully and note how th

Making have been described.
Step I, Remove the mirror from its cell and gently brush i
brush, the kind photographer use on their camera lenses.
Step II, wet a washed piece of cotton cloth to clean the le
smoothly
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Step III, pour a solution of detergent and distilled water on
for a few minutes.)
 Linear Method

Technical Communication by Dr. Resh

Technical Communication by Dr.

The literal meaning of the word linear is ‘in lines’ or i

paragraph one sentence leads to the next one and thus the
goal. A logical sequence is followed by the sentences of th
also contributes to the unity of a paragraph.

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Technical Communication by Dr. Resh

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 Technical Communication by Dr.

UNIT-2
Forms of Technical Commun

Report: types, significance, structure, style, and

Technical proposal: Parts; Types; Writing of pro
Thesis/ Project Writing: Structure & importance
Synopsis Writing: Methods
Technical Research Paper Writing: Methods & sty
Seminar & Conference Paper writing
Expert Technical Lecture: Theme Clarity, analysis

Report: its features and types i

“A report is, in simple words, a plain and fa
of anything seen, heard or don

The word Report has been taken from the Latin word ‘Report
a report carries back the information to someone, who was not p
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“It is a factual writing based on evidence containing organ
topic.

Scope and the purpose of a report:

• It must be factual,
• Objective,
• Orderly
• And define time.

Characteristics of Report W
• A technical or business report is written with a clearly de
• A report is written to provide some results. It helps in tak
be objective and factual than personal.
• The third essential quality of a report is that it should be w

Technical Communication by Dr. Reshu Shuk

Technical
3 0 Communication by Dr.
 The writer must present all the facts, observations etc. ve

Types of Reports

Voluntary or Authorized Report Routine or S

Short and Long Reports

Internal or External Report Informati

Voluntary or Authorized Report: Voluntary report is written

Authorized report is written at someone else’s request.

Routine or Special Reports: Routine report is a record of regu

Such as: weekly, monthly, and quarterly or annually.
Special reports are prepared when some project is given.

Short and Long Reports: Reports are classified as short or l

contain.

Internal or External Report: Reports for the organization’s in

Reports sent to people outside th

Informational and Analytical Reports:Informational reports

Analytical reports aim at solving a problem by analysis of data

Strategies of writing a Rep

➢ Analyze the problem and purpose
➢ Determine the scope of the report
➢ Understand the need of the audience
➢ Collect all the possible information
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➢ Organize the contents
➢ Prepare the first draft
 ➢ Rewrite, review and edit
➢ Now prepare the final report

Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

The Basic Structure of Report

Prefatory Part Main Part Suppleme

Cover Page Introduction
Title Page Description
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Acknowledgement Discussion/ Analysis B
Table of contents I
 Abstract or summary

Prefatory Part/Front Matter

Cover Page- A cover page protects the report from any sort o
Title Page- It has the title, the name of the writer, the person
the date.
Acknowledgement- In it the writer expresses his gratitude to
the preparation of the report.
Table of contents- It is list of the topics discussed inside the r
Abstract or summary- Summary of report

Main Text/Body
Actual report begins with the main body.
Introduction- The writer introduces the topic to the readers.
Description- It describes the problem in an organized way.
Discussion/ Analysis- While discussion the writer goes dee
from each possible angle.
Conclusion- After analyzing the problem from all angles, the

Supplementary Part
Appendix- It contains data, table, graphs, and charts etc all th
be placed in main body.
List of References- In the list of reference the address of orig
Bibliography- An alphabetized list of books or journals consu
Glossary- A glossary is a list of words of technical terms.
Index- It is a list of important alphabetized words along with

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Technical Communication by Dr. Reshu Shuk
 Technical Communication by Dr.

Proposal: the properties & the ch

The word ‘Proposal’ has been derived from the world ‘Propose
a solution, or to forward a new idea. Basically it is a
organization to another person or organization to provide prod
• Proposals are commonly written by state and local govern
• Public agencies and industries also write the proposals.
• Teachers of colleges and professors of universities often
help for research work.
Purposes:
Proposals have varied purposes depending upon the need of th
• To construct parking slots, buildings, bridges, highways
• To sell property such as building, machines, airplanes
• To survey areas to possible water sources
• To modernize the office procedures of a company

Qualities of a Good Proposal:

Every good proposal should have some essential features:

• A good proposal contains some information that drags the
• A good proposal3 highlights
0 the benefit and advantage of th
• It should generate a desire to accept the proposal immedia
• The subject of a good proposal should be meaningful to co
Guidelines for writing Proposal:
• Do prior preparation
• Do audience/readers analysis
• Apply ‘you attitude’ and stress benefit for the readers
• Be close to your prime purpose
• Adopt straight forward approach of conveying the mes
• Use subject line
• Write a convincing introduction
• Prepare a proper structure modifying it with headings –
• Be polite and ignore ambiguous expressions
Types of Proposals
Business Proposals or Sales Proposal ( they are of two
Solicited Proposals
Unsolicited Proposals
Research Proposals
Technical Proposals
Internal Proposals
External Proposal
Formal Proposal
Informal Proposal

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 Technical Communication by Dr.

Business Proposals or Sales Proposal:Proposals dealing with

commerce are known as business proposals. They are of two ty
• Solicited Proposals: A proposal which is written in

• Unsolicited Proposals: Sometimes a person prepares a p

initiative.
Technical Proposals: Proposals relating to technical knowled
technical proposals.
Research Proposals: Proposals related to a project, requiring
research proposal. They are mostly solicited.
Internal Proposal: Address to reader within an organization.
External Proposal: Deal with the people outside the organiza
Formal Proposal: This is the type of long proposal with detail
Informal Proposal: In this category comes short proposal incl
Structure or format of a P

Prefatory PartSupplementary parts

Body Procedures
Prefatory Part:
Title page
Letters of transmittal
Draft Contract
3
Table of Contents 0
List of Tables and figures
Summary
 Body:
Problem and need
Background
Purpose
Scope
Limitations
Project team/personal
Procedures:
Methods and sources
Sequence of activities
Equipments, facilities, Products
Personnel

Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

Budget/ cost Estimate

Conclusion
Supplementary parts:
Appendix
References3 0
 Technical Paper
Technical articles are prepared to do a systematic investigation
is intended to communicate to a specific audience for a specifi

Types of Technical Artic

Research Paper

Conference& SeminarPaper
Research Paper
An organized analysis of a subject written mainly to record the
present a point of view on a selected topic is known as a resear
A research paper is prepared to:
➢ To asses observations
➢ To repeat representations
➢ To evaluate intellectual process
Elements
➢ Title
➢ Name and address of author
➢ Abstract
➢ Introduction
➢ Materials and Methods
➢ Results
➢ Discussion
➢ Conclusions
➢ Acknowledgements
➢ List of Symbols
➢ References

Methods
➢ Qualitative: gives answers on questions (how,
investigating an issue
➢ Quantitative:requires data and the analysis of d
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Characteristics
➢ A most important form of expository writing
 ➢ May be written on any topic as - scientific, technical, s

Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

➢ Objective in nature
➢ Pays special attention towards few writing techniques s
interpretation, description etc
➢ Modifying features are-graphic aids and scientific tech
➢ A unified composition
➢ A documented prose work supported by adequate evide

Seminar/Conference

Conference papers are of high importance which needs more

are also part of the academics where researchers are to pre
provides the opportunity to gather researchers, experts, and
knowledge. Thus, proper structure and quality contents are vi
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It must be generated in a way that reflects your knowledge on
Structure of Conference and Seminar-
Introduction

Give an accurate detail of the topic. An introduction should inclu

1. Define issue and any key terms

2. Limit scope as necessary
3. Establish significance of issue
4. Explain how present research attempts to resolve the issue
6. Outline contributions (readers will see lit review for more d
7. End with thesis and preview organization of the rest of the p

Literature Review

1. Indicate the current state of the issue/problem/topic

2. Define or qualify terms
3. Engage sources in conversation with each other (don’t just c

Argument/Discussion

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 Technical Communication by Dr.

1. Examine issue
2. Argue how issue can be resolved, reconciled etc.
3. Provide evidence and support
4. Make some lively commentary along the way

Conclusion

1. Summarize research question

2. Qualify argument/discussion if you need to
3. End well

Works Cited

Provide list on the works cited.

Presentation of Seminar/Confere

• If you are going to read your paper, edit your text so th

exceed one line in length.
• Cut down compound and complex sentences into simpl
• 3 the 0most essential references in the spo
Remove all but
• Practice reading your paper aloud for flow, emphasis
 jargon or technical terms with more colloquial speech
with the writing that you can pick your head up and spe
• Rules of PowerPoint (PPT): Your PPT slides should ab
i.e., you should not simply read bullet points and tex
audience. Yawn.
• Your PPT show should complement your discourse. S
you are making. Consider inserting a blank slide for po
want the audience’s attention on you, not on the screen.
At the event
• If you are using audio-visual equipment, get comfortab
• Graciously thank the organizers and/or sponsors before

Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

• A basic tenet3 of all0 public speaking: whether you are

paper regularly to make eye contact with the audience
 words if they sense you acknowledge their presence an
• Toward the end of your presentation, adjust your speec
Elements
➢ Title
➢ Name and address of author
➢ Abstract
➢ Introduction
➢ Materials and Methods
➢ Results
➢ Discussion
➢ Conclusions
➢ Acknowledgements
➢ List of Symbols
➢ References

Thesis
It is longer and more detailed than a dissertation. It requires a
completion. It follows a predefined structure and a guide for g
➢ Outline
➢ Organization
➢ Style/Presentation/Structure

Structure/ Elements

Front Matter

The front matter frames the thesis work. It includes these elem

Title page-The title should be informative, contain keywords,

Include the title, author, thesis supervisor, place, and date.

Abstract- Briefly state the (1) research problem, (2) methodol

3 abstracts
conclusion. Generally, 0 are between 100 and 150 wor

Table of Contents-List the key subject headings and subhead

numbers. Number the front-matter section in lowercase roman
list acknowledgments, appendixes, and bibliography.

Main Body

Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

The body includes these elements:

Introduction. State (1) the purpose of the investigation, (2)

the background (context and importance) of the problem (citing
thesis and general approach, and (5) the criteria for your study

Theory-Develop the theoretical basis for your design or e

governing equations. Detailed calculations go to an appendix.

Materials, apparatus, and procedures- List and describe k

describe the procedure in enough detail that others can duplica
includes component3design, 0 fabrication, assembly, and testing

Results-Present the results, usually with accompanying tab

patterns and quality of the results and estimate their accuracy
an appendix. Use analytical graphics.

Discussion- Discuss the meaning of the results, stating clearly

the results with theoretical expectations and account for anythi

Conclusions- Review the results in relation to the original pro

of the study in light of the criteria of success you gave in the in

Recommendations. If applicable, recommend directions for f

End Matter

The end matter is mainly referential material too detailed to fi

done. It includes these elements:

Acknowledgments - Acknowledge assistance from advis

colleagues, technicians, and so on.

Appendixes- Provide detailed calculations, procedures, data

appendix a title, a letter (Appendix A, B, C), and an introduct

Bibliography- List alphabetically any works referre

the bibliographical and footnote formats of your departmen
published by a professional society in your field.

Comparison of Research Paper, Disser

Research Paper

Objective

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 Technical Communication by Dr.

To present an organized study of

research work in a journal, specific
to the field of research

- Length Style
Three to ten pages Formal and
Structure
does not contain cover page. Only the t
andthe there is no separate title p

Dissertation

Objective
To present a well organized research
work ona topic assigned, is a task of
few months/one term/one semester

Length Style
Thirty to fifty pages

Structure
3 a cover
contains 0 page and title page

Thesis
Objective
To present an organized research work
external
as the culmination of doctoral research
for the period of two or more years.
Length Style
longest among the three Formal an
Structure
Contains a cover page and tit

_______________________________________________

Resume: features of a resume or the tips f

A resume is a record of an individual’s educational & professio
of one’s professional education, training, skills, abilities,experie
For a good and impressive resume guidelines are:

• The resume should be well written.

Technical Communication by Dr. Reshu Shuk

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Technical Communication by Dr.

 • Sentences and paragraph should be short and simple.
• It should provide all necessary information, relatin
experience.
• Any personal information which is not directly related
• The applicant should write his name, address and telep
• An applicant may start with the most recent job and wo

Structure of a resume
Heading- It includes the candidates name, postal address, tele
number and E-mail address.

Position Sought- The candidate should clearly mention the po

Career Objective- Here the candidate expresses his approach

Education- One’s academic as well as professional qualificatio

Special Skills- Special skills and aptitudes

Works Experience- the work experienced should be highlight

Achievements & Awards- It focuses on one’s personal social

Activities and Interest- it includes extra curricular activities a

Personal Information- Hobbies, parent’s detail, social status e

Date and Signature- signature of the applicant with date

7 Cs of Effective Writin
1. CLARITY: 3 0
A communication should be definitely clear so the recipient
particular sender really wants to communicate. The actual send
interprets the particular meaning while using the exact same m
meaning clear:

• Picking out the brief words and phrases.

• Picking out conversational words and phrases rather the
• Constructing successful paragraphs and also grammatica

Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

• Supplying illustrations, cases along with visual supports

• Staying away from techie words and phrases and also ja

2. COMPLETENESS
A formal communication consists of all of the required inform
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essential to create communication effectively. Unfinished mas
• The message must be based on facts.
 • A complex message needs additional information and e
• A good subdivision of subjects will clarify the message
a complete overview of what is said.
3. CONCISENESS
Conciseness signifies saying in limited words. This helps you
time.Conciseness can be attained with these points.

• Including merely relevant information.

• Staying away from unwanted duplication.
• Arranging communication well.

4. CONCRETENESS
Concreteness signifies become particular:

• Employing distinct information and stats.

• Employing verbs that indicate steps.
• Picking out vivid, image-building words.

5. COURTESY
Sender should always maintain politeness while sending the in
guidelines:

• Be genuine, tactful, innovative and appreciative.

• Avoid expressions that aggravate or even hurt others.
• Responding quickly.
• Looking for apology best regards if required.
• To thank generously for any prefer.

6. CORRECTNESS
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Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

The process of correctness includes greater than proper gram

idea of correctness signifies the particular article author must e

• One should use appropriate vocabulary (formal/informa

• Examining the particular exactness of, information and
• Delivering the message meaning the precise occasion.
• Considering background of the receivers.

7. THING TO CONSIDER
The next guidelines may make certain thought:

• Concentrating on “you” rather than us and us

• Showing reader benefit.
• Putting an emphasis on with enjoyable, good informatio
• Making use of integrity and ethics.

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Expert Lectures
An Expert Lecture is conducted by an individual who po
particular subject area, and who speaks about that subject
Generally, the purpose of this lecture is to enrich the stu
knowledge of industry. The Expert Lecture is a way of enrich
of the Industries and Technicalities.The Students are given kno
technical updates,Avenues for Higher studies etc.
Importance Expert Lectu
• Everyone understands the importance to practical exp
experts. For this, eminent speakers from the top in
educational light and enlighten students with their idea
• The fascinating lectures on various topics boost the c
lectures ends with motivating question and answer sess
• Distinguished guest lecturers speak on various importan
for them while choosing the right career paths.
Attending Expert Lecture
• Hearing new voices provides students not only with dif
become aware of potential resources. For example, as

Technical Communication by Dr. Reshu Shuk

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 Technical Communication by Dr.

effective literature search strategies before assigning a

only the “just in time” information but also some long-t
• But a word of caution if you have students who are n
whose motivation is a bit sub-par); make sure studen
responsible for mastering content from guest lecturers a
you provide.

Theme Clarity-
When you are part of an expert lecture, make sure you know ex
presenter.
• If you rely on PowerPoint or Internet connectivity
availability.
• If you plan to use handouts and the course has web supp
time so it can be uploaded to the course site.
• If you welcome the idea of students contacting you for
as a header or footer to the handouts where it will not b
• Finally, it takes both prior planning and organized foll

3 these
Difference between 0 four: symposium, confere
workshop
 Symposium
• A Symposium is a formal gathering in an academic set
experts in their fields.
• These experts present or deliver their opinions or view
discussion.
• It is a small scale conference as the number of delegate
• There are the usual discussions on the chosen topic af
speeches.
• The chief characteristic of a symposium is that it cover
the lectures given by experts are completed in a single

Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

Conference
• A Conference refers to a formal meeting where par
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various topics.
• Conference can take place in different fields, and it ne
time.
• We have parent teacher conferences, sport conference
of journalists, conference of doctors, a conference of re
• A conference is a meeting that has been prearrang
discussion on a number of topics by the delegates.
• Here we add that symposium can be described as a sm
single day with limited participants.
Seminar
• Seminar is a form of academic instruction, either
commercial or professional organization.
• It has the function of bringing together small group
each time on some particular subject, in which everyo
participate.
• The Instructor has prepared the concepts and techniq
through a combination of visual materials, inte
demonstrations.
Workshop
• A Workshop includes all the elements of the Seminar
emphasized on “hand-on-practice” or laboratory wor
• The Lab work is designed to reinforce, imprint and brin
dimension to the participant’s eye and hands by imple
concept or technique that was taught through the lec
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Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

UNIT- III
TECHNICAL PRESENTA TION: STRATEG

Syllabus
• Presentation forms
• Interpersonal Communication
• Classroom Presentation: Style/method
• Individual conferencing
• Public Speaking
• Emotion/Humour
• Modes of Presentation
• Overcoming Stage Fear
3
• Audience Analysis 0
• Methods of presentation
 Presentation
“Presentation means to put forward information and ideas
manner with a predefined purpose”.

Characteristics of Presentation-

• Presentation is a powerful medium of communicating ide

• The types of presentations are – making reports, attendin
• Presentation involves a pre-planned and organized struct

Tips for Oral Presen

1. Before starting the presentation speaker should create i

2. Introduce the topic in detailed and simple way
3. Analyze the audience
4. The whole speech should be divided into certain parts f
5. Be clear and precise.
6. The modulation of voice, proper pauses and stress, and
be maintained
7. A speech delivered in a lower pitch creates dullness

Types of presentation

Individual Presentation Group

It involves the participation of a single This type of

person/organizationon a particular theme. specific grou

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 Technical Communication by Dr.

Steps in Presentation Proces

Planning
Writing

Planning:It includes
➢ Purpose analysis, layout schedule, and a profile of the
➢ Investigation of needed information
➢ Presentation to occasion and audience
➢ Good relationship with audience should be established

Writing:It includes the following things:

➢ Define main idea,
➢ Limit the scope,
➢ Choose approach,
➢ Prepare outline and decide on style.
➢ Compose presentation with all its necessary parts a
conclusion.

Completing: In includes
➢ Revise: Edit presentation for content, conciseness and
➢ Proofread: Read 3 every
0 thing once more, check grammar
➢ Produce: Finally ready for presentation
 Organizing Contents
For providing the presentation confidently and effectively,
of the presentations accordingly. For this, the steps are:

➢ Define essential things to give shape to your presentati

➢ Identify the purpose.
➢ Organize the whole presentation in three parts.

Contents of the Presentation

Introduction Conclusion

Main body

Technical Communication by Dr. Reshu Shuk

3 0 Communication by Dr.
Technical
 Introduction

Creating Interest: For a good presentation the interest should b

statement can be- (i) a question (ii) a quotation (iii) a simple
topic.

Introducing the subject- Subject should be introduced in a dir

Establishing the credibility- Presenter should try to win the tr

should pay proper attention throughout.

Previewing the Presentation- A pre-view of presentatio

presentation.
Main Body
This sectionwill,mainly,highlight and describe the purpose
several parts of the topic point wise. We discuss the problem a
upon the topic any of the method can be used-

➢ Inductive order: In this method the topic and aim com

➢ Deductive order: In this method author gives rela
beginning and main topic in the end.
➢ Question to answer order: In this method presenter as
➢ Chronological method: In this method step wise in
sequence is the main thing in this method.
➢ Cause and effect method:In this method there alw
solution.

Conclusion
The presentation reaches to its end with the conclusion. Here
brief for example-
➢ Summarize the presentation
➢ Give emphasis to main idea
➢ Highlight the purpose
➢ Persuade the audience’s response
Preparing Outline
3 as 0final ‘script’. It makes a presentatio
An outline can be used
within allotted time. An out line, prepared carefully, may inclu
➢ Give headings in place of long sentences.
 ➢ Give headings in place of long sentences.
➢ Note down sub-heading also
➢ Use audio visual aids for better results when needed.
➢ A proper attention should be paid towards body langu
play an important role in presentation.
Presentation Delivery To
For the sake of a successful presentation we make every possibl
elements that are known as delivery tools which add impressio

Technical Communication by Dr. Reshu Shuk

Technical Communication by Dr.

Delivery Tools

Personal aspects
U
Audiences Analysis
Appearance
Physical actions

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Personal Aspects
ConfidenceSincerity
Having confidence while speaking is sincerity
veryimportant.

Thoroughness Friendliness
Proper detail of the information for the best res
is important thing .comfortable environment is required

Audiences Analysis

Beginning Analysis Analysis d

It includes prior information regarding It includes
audience. (age, gender, size, education etc.) (facial expressi

Appearance and Physical ac

The communication environment Pers

It includes physical things Bein
like stage, lightening, background impo
of dressing etc.

Posture Walking
It is the way we stand
and hold our body.

Facial ExpressionGestures
Facial Expressions like smile, boredom, movement
excitement interest convey a lot more. Eyes also help in cre

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Technical Communication by Dr. Reshu Shuk
 Technical Communication by Dr.

Use of voice

Pitch variation Speaking Speed

Pitch variation is very important
while speaking

Vocal emphasisVoice quality

The manner of speaking is another The voice s
significant issue. to ears & convincing.
.
Audience Analysis

Audience: Audience is a set of people who attend the present

the audience helps in preparing a good presentation.

Audience Analysis:

3 of the
1. Identify the nature 0 audience.
(Age, gender, educational background)
2. Determine audience size, needs, interest, attitudes, and cult

4. Knowing audience’s level of understand

5. Estimate audience’s probable reaction

How to plan your message

1. How to establish credibility with Audience

2. What media they prefer and expect

3. Determine audience composition

4. What information is important for them?

5. How to create interest in them

Interpersonal communicat
Interpersonal communication is the process of exchange of
meaning between two or more people through verbal and/or
communication is the communication where two or more peo
would include the exchange between a teacher and their stude

Technical Communication by Dr. Reshu Shuk

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