UNIT-IFundamentals of Communication

By:

Kaushal YadavAssistant Professor (English)

Jahangirabad Institute of Technology, Barabanki

Meaning of Technical Communication“The fundamental purpose of scientific discourse is not the mere presentation of information and thought but rather its actual communication. It does not matter how pleased an author might be to have converted all the right data into sentences and paragraphs; it matters only whether a large majority of the reading audience accurately perceives what the author had in mind.”

--George Gopen and Judith SwanThe Science of Scientific Writing

Kaushal Yadav, Assistant Professor JIT, Barabanki

Technical Communication• Writing about technology• Writing about scientific subjects• Writing highly detailed information for specific• Communicating about technology• Writing user-centered documents• Training people to use technology• audiences

Kaushal Yadav, Assistant Professor JIT, Barabanki

Purpose of Technology

• ‘The practical application of knowledge especially in a particular area’

• Objects used to make life ‘easier’• Computers and machines that use them• Knowledge specific to a technical field• Often used with modifiers (medical,

information, educational…technology)

Kaushal Yadav, Assistant Professor JIT, Barabanki

Characteristics of Good Technical Communication

• Accessible– Logical location and format– Appropriate to users– Complete

• Usable– Efficient– Easy to use

• Relevant– Addresses correct information– Correct purposes

Kaushal Yadav, Assistant Professor JIT, Barabanki

Common Types of Technical Communication

• Proposals/Reports/Memos• Manuals• Quick References/Job Aids• Multi-media demonstrations• ‘Pushed’ information• Procedures/directions• Training modules

Kaushal Yadav, Assistant Professor JIT, Barabanki

Common Media used in Technical Communication

• Paper/print• Graphics• Web pages• Sound/audio• Embedded help• Databases• ‘Hands on’ or self-guided training• Oral presentations/training

Kaushal Yadav, Assistant Professor JIT, Barabanki

Who are Technical Communicators?• Writers• Editors• Engineers• Web Designers• Graphic artists• Researchers• Developers

– Informational– Instructional

• Project ManagersKaushal Yadav, Assistant Professor

JIT, Barabanki

Where do Technical Communicators work?

• Universities/colleges• Engineering firms• Development and Communication• Software corporations• Consultants • Government divisions• Training and education• Law firms

Kaushal Yadav, Assistant Professor JIT, Barabanki

How do they work?

• Team oriented• Between technical experts and managers• With writers, editors, usability specialists,

artists, publishers, lawyers, experts…• Between engineers/subject experts and public• Emphasis on cost benefits• Under tight deadlines

Kaushal Yadav, Assistant Professor JIT, Barabanki

Additional Aspects of Technical Communication

• Societal dimensions• Risk management• Ethical dimensions• Business models• Environment and Nature

Kaushal Yadav, Assistant Professor JIT, Barabanki

Distinction Between General and Technical Communication-I

1. General Communication: General writings include poetry, novel, drama, short story and some other types of writing that aim at amusing and inspiring the readers.2. Technical Communication: Technical documents include report, resume, and proposal etc. that aim at imparting information, some instructions and explanations.

Kaushal Yadav, Assistant Professor JIT, Barabanki

Distinction Between General and Technical Communication-II

1. General communication is personal & subjective but technical communication is impersonal & objective2. General communication is done for all but technical communication is done for specific people for specific purpose3. Technical writing is more like reporting facts, details, statistics, etc., without room for emotion.

Kaushal Yadav, Assistant Professor JIT, Barabanki

Levels of Technical Communication-I

1. Interpersonal communication: It is humanity’s most important characteristic and its greatest accomplishment. It is humans ability to turn meaningless grunts into spoken and written words, through which they are able to make known their needs, wants, ideas and feelings. Interpersonal Communication is a complex process that can be described in simplified terms by a Sender and a Receiver who exchange messages containing ideas and feelings, mixed together.

Kaushal Yadav, Assistant Professor JIT, Barabanki

Levels of Technical Communication-II

2. Intrapersonal Communication: It's "communicating with yourself“. It is a communicator's internal use of language or thought. It's used a lot in building self-confidence. For Example: When confronted with a challenge: instead of telling yourself how great you are, ask yourself: "Do I have what it takes?"•“Whether I should go to attend that meeting alone?”

Kaushal Yadav, Assistant Professor JIT, Barabanki

Levels of Technical Communication-III

3. Mass communication: It is a process of transmitting message to a large number of scattered audiences. The main characteristic of mass communication is as follows:•Specific objectives•Common messages•Source of message•Messages are sophisticated and complex•Limited information•Portability and mobility

Kaushal Yadav, Assistant Professor JIT, Barabanki

Levels of Technical Communication-IV

4. Extra Personal Communication: It is the way of communication in which a human interacts with other species.

- Like an old lonely woman talking to her cats. - Shouting at an inanimate object (Like a toaster) for not working. - People who are quite mentally stable but talk to themselves when alone. - Praying to a God.

Kaushal Yadav, Assistant Professor JIT, Barabanki

Flow of Communication-I1. Downward Communication: It is the flow of information and messages from a higher level inside an organization to a lower oneThe downward communication by the director of operations was excellent as he was able to build rapport and motivate employees.Because of the efficiency of downward communication through the levels of management at the office, the need for daily meetings was no longer present

Kaushal Yadav, Assistant Professor JIT, Barabanki

Flow of Communication-II2. Upward Communication: It is the transmission of information from lower levels of an organization to higher ones.Upward communication often comes in response to downwardly communicated requests for information, opinions, or actions.The channel used to share upward communication (e.g., face-to-face, over the telephone, writing) can influence its effectiveness.

Kaushal Yadav, Assistant Professor JIT, Barabanki

Flow of Communication-III3. Lateral/Horizontal (Peer group):It is the flow of messages across individuals and groups on the same level of an organization.It is also called lateral communication, it involves the flow of messages between individuals and groups on the same level of an organization.Communication within a team is an example of horizontal communication; members coordinate tasks, work together, and resolve conflicts.Horizontal communication refers to any communication between employees at the same level of an organization.

Kaushal Yadav, Assistant Professor JIT, Barabanki

Language as a tool of Communication

Communication does not take place without a medium and languages become the most easy media of communication.Language does not mean only written or spoken languages. There may be other languages which are alive because of practice not because of record-keeping.Therefore language becomes most important tool of communication for all the species.

Kaushal Yadav, Assistant Professor JIT, Barabanki

Importance of Technical Communication

• Technical communication is essential in an organization, because it serves as a medium to share the informations.

• Students of today are given practice to apply the basic science and mathematics principles notably. They are being trained well in the theoretical and practically oriented aspects.

• Technical communication is very significant for -practical application of science

Kaushal Yadav, Assistant Professor JIT, Barabanki

Barriers to CommunicationPhysical Barriers: The major physical barriers are: Time: Time has an important role in a communication process. Place: The location where a communication process takes place can degenerate into a barrier to effective communication Space: Closed office doors, barrier screens and separate areas for people of different status Noise: It may have its origin from an external source or may exist even in the loop

Kaushal Yadav, Assistant Professor JIT, Barabanki

Suggested Readings/ListeningFor Listening:• https://www.youtube.com/watch?v=90x3VjJpA-I• https://www.youtube.com/watch?v=G_ZeBr6bhyw

For Reading:• http://web.mit.edu/me-ugoffice/communication/technic

al-writing.pdf• http://wps.prenhall.com/wps/media/objects/5547/5681

092/pdfs/CH01.pdf

Kaushal Yadav, Assistant Professor JIT, Barabanki