Technical Report Writing Lecture 4 PDF

Technical Report Writing Dr. Sondos Fadl Faculty of Computers &Information Technology Menoufia University Lecture 4 Introduction  Francis, in 1978, advocated certain principles of practical communication that are really hel...

Technical Report Writing Dr. Sondos Fadl Faculty of Computers &Information Technology Menoufia University Lecture 4 Introduction  Francis, in 1978, advocated certain principles of practical communication that are really helpful in effective communication.  They guideline for choice of content and style of presentation adapted to the purpose of the receiver of the message. Importance of effective communication in technical writing The importance of effective communication in technical writing is paramount, as technical writing is a medium through which complex and specialized information is conveyed to a varied audience. 4 7 C’s of Effective Communication 1.Completeness 2.Conciseness 3.Clarity 4.Correctness 5.Coherence 6.Courtesy 7.Concreteness   Every communication must be complete, so that he may respond properly.  Incomplete messages keep the receiver 1. Completeness guessing, create misunderstanding and delay actions.  Every person should be provided with all the required facts and figures,..etc. Benefits of Completeness: Ensures the reader is fully informed, prevents follow-up questions.   In business communication, you should write as brief as possible to get the point across. 2. Conciseness  eliminates unnecessary words and let only important ideas stand out.  A concise message saves time and expense for both sender and receiver, Benefits of Conciseness:  Quick understanding of information, reduces overwhelming content.   we need to ensure our key points are as clear as possible.  send our message out to the intended person does not mean they will understand 3. Clarity it in the way it was planned.  It is best to minimize the key points per sentence, so there is no need to read between the lines and misinterpret the message. Benefits of Clarity:  Reduces misunderstanding, makes complex ideas accessible   The term correctness as applied to business messages means right level of language and accuracy of facts, figures and words, spelling and grammar. 4. Correctness  If the information is not correctly conveyed, the sender will lose credibility; moreover, it can vitiate decision making process. Benefits of Correctness:  Enhances credibility, avoids misinformation   Coherence means that your work or parts of work should appear well connected.  Each new part should emerge from the previous one. 5. Coherence  Your work should not appear bits, chunks or collection of independent parts or ideas.  All parts should be related to the one main idea. Benefits of Coherence:  Reduces confusion, builds trust   Respectful and considerate of the reader's viewpoint and needs. 6. Courtesy  Use a positive tone.  Avoid offensive language. Benefits of Courtesy:  Builds a positive relationship, encourages open communication.   Concreteness means being specific definite rather than general. 7. Concreteness  To achieve concreteness use specific facts and figures.  Avoid opinions and uncertainty.