technical communication

Universiti Utara Malaysia

Associate Professor Dr Zulikha JamaludinFaculty of Information TechnologyUniversiti Utara [email protected]:http://stafweb.uum.edu.my/zulikha/

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TECHNICAL COMMUNICATION –KASTAM, ALOR SETAR

mailto:[email protected]


What we will learn today

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Reading & Writing• Introduction to the workshop• Technical communication basics• Types of writing• The writing process• Evaluation• Activity• Conclusion

Speaking• Speaking in public• Similarities and differences between public speaking and

conversation• Analysing the audience• Beginning and ending the speech• Delivery• Using visual aids• Organising the body of the speech• Activity: post oral presentation• Conclusion


Technical Communication…where in KSA?

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KSA

K

general working detailed

S

vocational

Content

skills

math

Basic arith

statistics

Problem-

solving

reasonin

g

compare

classify

analyse

evaluate

HR

PR

coaching

negotiating

supervising

Team-working

Self mgt

prioritising

ambiguity

Fluctuatin

g w/load

Time mngt

language

read

write

speak

A


SKILL Language

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Language

Reading

To file

Std E/M text

technical

Writing

basic

visualization

business

Speaking

basic

conversational

public

extemporaneous

Different b/g

biligual

Phone reception

impromptu

The language component


R, W, S Search, Generate, Communicate

Read search truth Write generate

analytical Speak communicate info

sharing

component skills objective

Master the Language & terms!

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Analytical

Need a proper analysis to prove this!Intro

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• Are the squares marked A and B of the same shade of gray?• Need to prove• Thus, need to master the language & analytical skill somehow…

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What is TC?

TECHNICAL COMMUNICATION

?

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A process of conveying information, (of course, the useful one) related to a particular technical area, to a group of audience of different background, including general audience.


What is NOT TC?

Comics Poems Novels Rhyme....and all other forms of

writing in the category of creative writing.

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TC

....must be supported with facts, must be precise, and can be proven as accurate before any conclusion be made.

....clarifyPurpose – why you writeContent – what we writeAudience – who reads what we writeStyle – how we write

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Examples: PUT FACTS!

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For TC- lots of facts, less logical inferences, almost none opinion

The sun has risen every day of our lives. The sun will rise tomorrow. The sun rises too early on workdays. KDRM officers are fantastic! I like them.

KDRM Kedah involved in administrating and collecting indirect tax for the government.

There are six KDRM stations in Kedah namely, Customs Alor Star, Langkawi, Bukit Kayu Hitam, Kuala Kedah, Sungai Petani, dan Kulim. Tn. Hj. Ahmad Maher Abd. Manaf is the director of KDRM Kedah.

The director of KDRM Kedah is above 40 in age. Everybody in KDRM Kedah like their director.


Examples: PRECISE & ACCURATE

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Avoid wordy phrases

• afford an opportunity to permit• at this point in time now

Writes directly

Indirect: “We would like to suggest that you consider directing your attention toward completing the project before the commencement of the seasonal monsoon or rains in the region of the project area.”

Direct: “We suggest you complete the project before the monsoons begin.”


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Replace long words

• approximately about• modification change

Cut off extra words

Most KDRM managers generally agree that all of the company's employees at all the offices deserve at lease some degree of training each year that they work for the firm.


TC in the Internet Era

In the IT era, TC has becomed very ’rich’, can be done eletronically, involving multimedia elements –the objective is to communicate the information easily.

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Must follow proper TC rules (however you can still write chaotically, then in the readers’ eye you are a chaotic person, and that you are attached to a chaotic organisation!)


The forms of writing

The document

informative analytical persuasiv

e

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TC: Informational, Analytical, Persuasive

types explanation exampleInformative

Convey facts without bias

A report on your visit to UUMA list of performance indicators used by Alor Star OfficeA report on the release of tax exempted products at BKH

Analytical

Interprate based on facts

A comparison report regarding KDRM visit to UUM and UTM.Should KDRM performance indicators be changed? Why are there more tax exempted products released at BKH and not at Golok?

Persuasive

Use the information and its interpretation to influence decision making

The probability of improving KDRM by introducing change in performance indicators. Economic benefits to KDRM by investing in national incenator’s project.

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The writing processThe writing process

ethics

1. PLAN1.1 Set Objective

1.2 Audience analysis

1.3 gather info

2. DRAFT2.1 write the draft

3. REVISE3.1 edit content

3.2 edit style

3.3 edit grammar

3.4 edit mechanics

1.4 complete the framework

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The writing process

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When you sit down to write...- Does your mind turn blank?- … have nothing to say?

If so, you're not alone! Everyone experiences this, but some people have strategies or techniques to get them started.

try these suggestions…

1. EXPLORE the problem 2. MAKE your goals operational3. GENERATE some ideasbrainstorming, talk

to reader, ask questions, compare,…

Refer handoutTC


ExampleYou are now following a course on _________ (state the course’s name)Why?1. _____________________________________________2. _____________________________________________3. _____________________________________________resulting 1. _____________________________________________2. _____________________________________________3. _____________________________________________

The TC course should be made compulsary to all staffs of _________(your org) Why?1. _____________________________________________2. _____________________________________________3. _____________________________________________resulting1. _____________________________________________2. _____________________________________________3. _____________________________________________

Write the frameworkdraftcomplete the draftedit

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Sharing the information

COMMUNICATING INFO VIA PRESENTATION

Professional but friendlyFluent

Keep eye contactConfident

Authoritative Leave impact

The voice –clear, confidentDo not reaaaaaaadddd

Rehearse with friends, mum&dad, wife, husband, cats, goats…

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Activity

1. Look sharp at the figure…2. Write a short memo to your leader, explain what you have seen (one memo from each group)

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Conclusion

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What is TC What is Not TC

Technical/science/technology-based

Creative/arts-based

inform, analysis-based, persuade Fun, leisure-based, unconvincing though not vain

IT era TraditionalComputers, Internet, mm Pen & paper, no mm support

Making it works Not making it worksLots of facts, some logical inference, no opinion, precise, proper process, less wordy, direct

Little facts, lots of opinion and assumptions, vague, Ad-hoc process, wordy, indirect


Final remarks and Q & A

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1.Read at least 4 pages a day (excluding newspaper & Quran)

2.Write at least one proper e-mail a day (excluding sms)

technical communication

Education