Published on July 21, 2014
EFFECTIVE TECHNICAL COMMUNICATION AND TECHNICAL REPORT WRITING: EFFECTIVE TECHNICAL COMMUNICATION AND TECHNICAL REPORT WRITING Facilitation by … Er . S. SIVALINGAM ASST. EXE. ENGINEER, PWD, WRO COIMBATORE REGION W E L C O M E IMTI, TRICHY 24.01.2014 BEST WISHES: BEST WISHES FOR THE YOUNG, ENERGETIC & ENTHUSIASTIC ENGINEERS OF WRD FOR A SUCCESSFUL PROFESSIONAL CAREER ! ENGINEER…: ENGINEER… An engineer is a professional practitioner of engineering, concerned with applying scientific knowledge, mathematics and ingenuity to develop solutions for technical and practical problems . ENGINEER…: ENGINEER… The work of Engineers forms the link between scientific discoveries and their subsequent applications to human needs . ENGINEER…: ENGINEER… Engineers design materials, structures, machines and systems while considering the limitations imposed by practicality, safety and cost. Our engineering community is fully committed to …: Our engineering community is fully committed to … …fulfill the needs of our developing World! Entrusted by society to create a sustainable world and enhance the global quality of life, civil engineers serve competently, collaboratively and ethically ! : Entrusted by society to create a sustainable world and enhance the global quality of life, civil engineers serve competently, collaboratively and ethically ! Planners , designers, constructors and operators of society’s economic and social engine -- the built environment Stewards of the natural environment and its resources I nnovators and integrators of ideas and technology across the public, private and academic sectors M anagers of risk and uncertainty caused by natural events, accidents and other threats L eaders in discussions and decisions shaping public environmental and infrastructure policy ENGINEERS MAKE THE WORLD !: ENGINEERS MAKE THE WORLD ! CIVIL ENGINEERS make the FIRST WORLD !! Women Engineers in various fields of Civil Engineering: Women Engineers in various fields of Civil Engineering Design Execution Teaching Research Government departments Industries Public Sectors Corporate companies, Etc. Women Engineers working in various major projects in the World In our PWD, recruitment of W omen Engineers is more than 30% Women Engineers: mapping paths into the future !: Women Engineers: mapping paths into the future ! WOMEN ENGINEERS shaping Today’s World and inspiring a New Generation WOMEN ENGINEERS are respected, recognized and rewarded for their innovative and creative solutions WHAT SKILLS DO LADY ENGINEERS NEED…: WHAT SKILLS DO LADY ENGINEERS NEED… Must be multi-skilled Keep in mind the big picture Management Communication Creativity ………………………………….. Love your work and Live your life too. Work with great people Solve problems and design things Never be bored Hard Skills are usually related to professional knowledge, tools or techniques that allow us to work within our profession. Examples of hard skills are designing a bridge; developing software; applying taxation laws; injecting a vaccine; etc. “ Many Hard Skills are perishable and machine replaceable ”: Hard Skills are usually related to professional knowledge, tools or techniques that allow us to work within our profession. Examples of hard skills are designing a bridge; developing software; applying taxation laws; injecting a vaccine; etc. “ Many Hard S kills are perishable and machine replaceable ” 12 TECHNICAL SKILLS WITHOUT SOFT SKILLS PRODUCE KNOWLEDGE WORKERS, BUT NOT MANAGERS OR LEADERS !: TECHNICAL SKILLS WITHOUT SOFT SKILLS PRODUCE KNOWLEDGE WORKERS , BUT NOT MANAGERS OR LEADERS ! FEW SOFT SKILLS TO DEVELOP: FEW SOFT SKILLS TO DEVELOP Time Management Communication skills Memory skills Negotiating skills Decision Making skills Team Work concepts Stress Management Emotional Intelligence Management of Technological Changes Knowledge Management Public R elations Inspiring the right MOTIVATION & Other Leadership Qualities ..! How Engineers Spend Their Time: Early Career: How Engineers Spend Their Time: Early Career 25- 50 % Engineering: Planning, Designing, executing, measuring, calculating, problem-solving, etc. 50 – 75 % Communicating: Writing reports, letters, memos, proposals; giving presentations, talking to colleagues, bosses ,Farmers and Stakeholders, etc. How Engineers Spend Their Time: Later Career: How Engineers Spend Their Time: Later Career 5 – 10 % Engineering: Problem Solving 90 -95 % Communicating: Writing reports, letters, memos, proposals; giving presentations, talking to colleagues, bosses and public, etc. As you advance in your career, even more of your time is spent communicating rather than executing. COMMUNICATION: COMMUNICATION COMMUNICATION: COMMUNICATION From the Latin word: communicare ( to share, to impart, to commune ), literally means ‘giving or sharing information’ Dynamic interactive process. Effective transmission of facts, ideas, thoughts, feelings and values. Exchange of meaning and understanding. Involves symbols and gestures also. Communication is the transfer of information and understanding from one person to other person. It’s a way of reaching others with facts, ideas, thoughts and values. - Keith Davis: Communication is the transfer of information and understanding from one person to other person. It’s a way of reaching others with facts, ideas, thoughts and values. - Keith Davis 20 We may be able to articulate words, but not communicate well!: We may be able to articulate words, but not communicate well ! 21 communication process: communication process 22 Sender has idea ( IDEATION ) Sender converts the idea into words or gestures ( ENCODING ) Message travels over channel ( TRANSMISSION ) Receiver decodes the message ( DECODING ) Receiver responds ( FEEDBACK ) CHANNELS OF COMMUNICATION: CHANNELS OF COMMUNICATION Downward Upward Horizontal Diagonal 23 COMMUNICATION FORMS: COMMUNICATION FORMS Interpersonal face-to-face communication Group communication Speaker - audience communication Telephonic communication Written communication 24 PowerPoint Presentation: 25 TECHNICAL COMMUNICATION: TECHNICAL COMMUNICATION 26 Technical Communication Transmission of scientific, technical and professional information from one individual or group to another.: Technical Communication Transmission of scientific, technical and professional information from one individual or group to another. 27 Why Effective Technical Communication ?: Why Effective Technical Communication ? Success in the highly competitive environment of today will depend not just on our professional knowledge and skills but on the ability to analyze, organize and present essential information effectively . 28 TECHNICAL COMMUNICATION FOERFRONT OF ACADEMIA & INDUSTRY: TECHNICAL COMMUNICATION FOERFRONT OF ACADEMIA & INDUSTRY FOUR DIMENTIONS Listening Speaking Reading Writing 29 Technical communication is a transmission of scientific, technical and professional information from one individual or group to another.: Technical communication is a transmission of scientific, technical and professional information from one individual or group to another. Subject competence Linguistic competence Organizational competence 30 Listening is an important communicative process and is crucial to effective communication: Listening is an important communicative process and is crucial to effective communication Superficial : the listener has little awareness of the content of the verbal message. Appreciative : the purpose of listening is to derive pleasure. Focused : to get some specific information Evaluative : interactive and productive. Empathetic : listening to the speaker’s feelings, emotions and state of mind. ORGANISATION IN TECHNICAL COMMUNICATION: ORGANISATION IN TECHNICAL COMMUNICATION Spatial Chronological General to specific Specific to general Order of decreasing importance Order of increasing importance Emphatic 32 PowerPoint Presentation: 33 GENERAL COMMUNICATION TECHNICAL COMMUNICATION General content Technical content General vocabulary Specialized vocabulary Both formal and informal in style Always formal in style May not be factual Always factual Not always structured Logically organized and structured No specific exposition techniques Complex and important exposition techniques Optional graphics Usually involves graphics PRESENTATION SKILLS: PRESENTATION SKILLS 34 PRESENTATION SKILLS: PRESENTATION SKILLS Plan Prepare Practice Perform 35 Presentation skills: Presentation skills Define the purpose Analyze the audience Analyze the occasion Choose a suitable title Preparing the presentation Organizing the presentation Rehearsing the presentation Improving delivery 36 the speech process: t he speech process The message The audience The speech style Encoding Feedback Conversation Fluency and self expression Articulation Good pronunciation Voice quality Accent and intonation Body language READING SKILLS Reading makes a man complete – Francis Bacon: READING SKILLS Reading makes a man complete – Francis B acon STUDY SKILLS (approaches applied to learning): STUDY SKILLS (approaches applied to learning) TECHNICAL VOCABULARY DEVELOPMENT: TECHNICAL VOCABULARY DEVELOPMENT TECHNICAL REPORT WRITING: TECHNICAL REPORT WRITING Good Writing… … a skill we can learn !: Good Writing… … a skill we can learn ! The ability to write clearly in writing is one of the most important skills we will ever master ! 42 What is Technical Writing ? Taking complicated subject matter and transforming into easy-to-understand information for the reader: W hat is Technical Writing ? Taking complicated subject matter and transforming into easy-to-understand information for the reader 43 What is Technical Writing ?: What is Technical Writing ? “Technical writing conveys specific information about a technical subject to a specific audience for a specific purpose…The words and graphics of technical writing are meant to be practical: that is, to communicate a body of factual information that will help an audience understand a subject or carry out a task.” Michael H. Markel Director of Technical Communication, Boise State University TECHNICAL REPORTS: TECHNICAL REPORTS ***** Technical reports describe, discuss and analyze a systematic investigation towards increasing the sum of knowledge in a specific field. the ABCs of good Report Writing: t he ABCs of good Report Writing ***** A for accuracy Simple and familiar words Exact words and phrases Avoiding excess use of jargon B for brevity C for clarity 46 EFFECTIVE WRITING: EFFECTIVE WRITING Keep it brief Make it clear and complete Keep your language lively 47 WRITING STRATEGIES: WRITING STRATEGIES Define the problem Analyze the purpose Determine the scope Determine the needs of the audience Gather all the information Analyze and organize the information Write the first draft Revise, review and edit Write the final draft Few Tips on Technical Report Writing: Few Tips on Technical Report Writing Don’t waste words. Don’t say obvious things. (“Pollution is a serious problem.”) & Don’t say things your audience doesn’t need to know (long irrelevant explanations, detailed math, etc.) Use spell-check and grammar-check. It’s (contraction of it is) versus its (possessive pronoun). It’s a nice day. Put the CD back in its case. Affect (verb) versus effect (noun). Stress affects everyone differently. The effect of stress can be negative. Include proper citations of others’ work . Few Tips on Technical Report Writing…: Few Tips on Technical Report Writing… Use the full term, then put the acronym in parentheses Eliminate fluff (e.g. “Back in the year of 1973…”, “A man by the name of John Smith…”, etc. “Basically…” (this is the written equivalent of “like”) Avoid vague generalizations (e.g. “very expensive”, “very difficult”, “very high temperature”, etc .) Few Tips on Technical Report Writing…: Few Tips on Technical Report Writing… Proofread carefully Look for missing words, extra words, and wrong (but correctly spelled) words like: due/do form/from their/there an/and where/were Avoid sentence fragments. Every sentence must have a subject and verb. No such “Also to measure things about the tube.” PowerPoint Presentation: Avoid choppy sentences , especially if they repeat words and phrases. Example: “ This report is about permeation tubes. Permeation tubes are devices that ...” Watch out for misplaced modifiers : “Being poisonous, you have to be very careful about leaks .” “ Since the gases are very toxic, care should be taken to avoid leaks .” “ This report is about permeation tubes, devices that ...” USAGE OF SIMPLE AND LUCID FORMS OF LANGUAGE: USAGE OF SIMPLE AND LUCID FORMS OF LANGUAGE Individuals who make their abodes in vitreous edifices would be advised to refrain from catapulting perilous projectiles. People who live in glass houses should not throw stones. A revolving lithic conglomerate accumulates no congeries of small, green, biophytic plant. A rolling stone gathers no moss Where there are visible vapours having their provenance in ignited carbonaceous materials, there is conflagration. Where there's smoke, there's fire! 53 USAGE OF SIMPLE AND LUCID FORMS OF LANGUAGE: USAGE OF SIMPLE AND LUCID FORMS OF LANGUAGE All articles that coruscate with resplendence are not truly auriferous . All that glitters is not gold . Freedom from incrustations of grime is contiguous to rectitude. Cleanliness is godliness It is fruitless to become lachrymose of precipitately departed lactile fluid. There's no use crying over spilt milk 54 PowerPoint Presentation: I believe in miracles in every area of life except writing. Experience has shown me that there are no miracles in writing. The only thing that produces good writing is hard work ! - Isaac Bashevis Singer discussions: discussions “ The most beautiful thing is to see a person smiling… And even more beautiful is, knowing that you are the reason behind it ! ”: “ The most beautiful thing is to see a person smiling … And even more beautiful is, knowing that you are the reason behind it ! ” Ready to Serve …!: Ready to Serve … ! Make a difference ! A successful person ! A smart personality ! This is what the world sees in you !! thank you ! : thank you !