Writing & Presentation Skills - Lecture 2

Writing & Presentation Skills - Lecture 2

• The lecture focuses on the writing process, starting from preparation and ending with the final check, emphasizing the reader-centric approach.
• The writing process includes stages of preparation, writing a draft, getting feedback from peers, and editing/modifying the draft until it's good enough.
• An iterative approach is emphasized, requiring a feedback loop before the final product release.

Preparation Phase

• Key aspects of the preparation include identifying the audience, defining the purpose, identifying the context, and choosing the communication genre.
• Audience analysis is crucial, with technical writing being reader-centered, requiring a formal or informal analysis of the target audience.
• Primary, secondary, and tertiary target audiences are recognized. Identifying these helps tailor the message effectively.

Defining Audience Categories

• The audience is composed of multiple categories: primary, secondary, and tertiary.
• Factors affecting audience categories include: educational background, professional experience, job responsibilities, reading skills, cultural characteristics, personal characteristics, and personal preferences.

Audience Attitudes and Expectations

• Understanding audience attitudes and expectations is important. These include the audience's assessment of the presenter and the subject matter, as well as their expectations for the document.

Audience Profile Sheet

• A template is provided, aiding in audience analysis.
• The template guides in considerations for communication planning.
• Example of a profile sheet includes name, job title, primary/secondary/tertiary reader type, education, professional experience, job responsibilities, and personal characteristics.

Know About Your Audience

• Gather information from existing knowledge, interviews, online research (social media), and examination of their written documents to understand the target audience.

Purpose

• To Inform: Using verbs like authorize, define, describe, explain, illustrate, inform, outline, present, review, and summarize.
• To Persuade: Using verbs like analyze, argue, assess, conclude, determine, evaluate, forecast, propose, recommend, and request.

Audience, Purpose and Context

• After identifying the audience and purpose, consider the: quantity and level of detail in the content, document structure, format, tone, style, and lengths of various sections.

Genre

• A genre is a socially established and recognized communication form tailored by a group of people over time to enhance clear and efficient interactions.

Format and Structure

• Combining format (spatial or visual design, template) and structure (logical order of topics, table of contents) produces the overall genre.

Check the Output and Exit the Loop

• Thoroughly reviewing the document is essential before final release; editing and proofreading should be performed, including checking for: content, messaging, sentence structure, clarity, spelling, typos, grammar, and punctuation.

Editing

• Editors' function and role are similar to readers, focusing on the 7Cs of effective communication to ensure the document meets the required acceptance criteria.

7Cs of Effective Communication

• Complete: Providing all necessary information.
• Clear: Avoiding ambiguity and ensuring easy understanding.
• Courteous: Demonstrating respect and professionalism.
• Correct: Ensuring accuracy in grammar, spelling, punctuation, and facts.
• Concrete: Using specific facts and evidence for credibility.
• Concise: Conveying the message with brevity.
• Coherent: Maintaining logical connections and consistent flow.

Proofreading Strategies

• Helpful strategies for meticulous proofreading include taking breaks, proofreading one error at a time, reading aloud, using proofreading tools, changing the format, reducing window width, switching software, reading paragraphs in reverse order, and circling punctuation.

Activity 2

• Students are tasked with uploading a technical document and identifying four out of the seven 7Cs of effective communication, analyzing how the document addressed/missed these aspects.

This lecture delves into the writing process, emphasizing an iterative and reader-centric approach. It covers crucial phases such as preparation, audience identification, and the importance of feedback in refining drafts. Understanding audience categories is key to tailoring your message effectively.