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1K views118 pagesTechnical Communication PDF
Uploaded by
Shivam MotlaCopyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
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/ 118
UNIT-1 : FUNDAMENTALS OF TECHNICAL COMMUNICATION
(1-1 Z to 1-32 Z)
Technical Communication: Features; Distinction between General &
Technical Communication; Language as a tool of Communication;
Dimensions of Communication: Reading & comprehension; Technical
writing: sentences; Paragraph; Technical style: Definition, types &
Methods; The flow of Communication: Downward; upward, Lateral or
Horizontal; Barriers to Communication
UNIT-2 : FORMS OF TECHNICAL COMMUNICATION (2-1 Z to 2-36 Z)
Technical Report: Definition & importance; Thesis /Project writing:
structure & importance; synopsis writing: Methods; Technical research
Paper writing: Methods & style; Seminar & Conference paper writing:
Expert Technical Lecture: Theme clarity; Analysis & Findings; 7 Cs of
effective business writing: concreteness, completeness, clarity, conciseness,
courtesy, correctness, consideration, C.V./Resume writing; Technical
Proposal: Types, Structure & Draft. =
UNIT-3 : TECHNICAL PRESENTATION (3-1 Zto 3-142)
Presentation: Forms; interpersonal Communication; Class room
presentation; style; method; Individual conferencing: essentials: Public
Speaking: method; Techniques: Clarity of substance; emotion; Humour;
Modes of Presentation: Overcoming Stage Fear; Audience Analysis &
retention of audience interest; Methods of Presentation: Interpersonal;
Impersonal; Audience Participation: Quizzes & Interjections.
UNIT-4 : TECHNICAL COMMUNICATION SKILLS (4-1 Z to 4-17 Z)
Interview skilis; Group Discussion: Objective & Method Seminar Conferences
Presentation skills: Focus; Content Style, Argumentation skills: Devices:
Analysis; Cohesion & Emphasis; Critical thinking; Nuances: Expesition
narration & Description; effective business communication competence:
Grammatical; Discourse competence: combination of expression &
conclusion; Socio-linguistic competence: Strategic competence: Solution of
communication problems with verbal and non verbal means.
UNIT-5 : ORAL COMMUNICATION & VOICE DYNAMICS.
(5-1 Z to 5-18 Z)
Code and Content; Stimulus & Response; Encoding process; Decoding
ronunciation Etiquette; Syllables; Vowel sounds
; Tone: Rising tone; Falling Tone; Flow in Spoeking: Speaking
* witha purpose; Speech & personality; Professional Personality Attributes:
Empathy; Considerateness; Leadership; Competences
SHORT QUESTIONS (SQ-1Z to SQ-15 Z)
SOLVED PAPERS (2014-15 TO 2017-18) (SP-1 Z to SP-25 Z)
Scanned with CamScanner Fundamentals of
Technical
Communication
CONTENTS
Part-1 = Technical Communication =
Features
Part-2 = Distinction between General
and Technical Communication
#-3 + Language as a Tool of .....
Communication, Dimensions o|
Communication
Part-4 : Reading and Comprehension,
Technical Writing :
Sentences, Paragraph
Part-5 : Technical Style - Definition,
Types and Methods
Part-6 : The Flow of Communication :
Downward. Upward,
Lateral or Horizontal,
Barriers to Communic
1-1Z(CC-Sem-8 & 4)
ke
1-2% to 1-3Z
1-82 to 1-8Z
.A-6% to 1-107
1-10% to 1-247 |
1-247 to 1-262,
1-262 te 1-327
Scanned with CamScanner oI & Ay Fandamentats of Technical Comm
PART-1
Technical Com.
1-2 % (CC-Ser
unication : Features.
Questions-Anawers
Long Answor Type and Medium Answer Type Questions
Quel Contin’ lachnicil Sétainunioation’?
Answer
1. Teehni
finds
al communication is the study of the targeted audience and then
cout the best way to present the information.
2, It involves gathering knowledge from experts and customers by
conducting interviews, testing their topics, studying existing information
and finally reshaping this information, so that the correct audience can
access, understand und use it,
Que 1.2. ) Discuss various features of technical communication.
AKTU 2014-150), Marks 10
OR
© fentures of technical communication ?
AKTU 2016-1700, Marks 07
Features of technical communication are
1... Technical communication has specialised content é.c., specific subject
~~ matter, However, technical communication is not communication about
Aspecific technical topic, but about any technical topic,
@- Technical communication iS th ceiver of the information, the
i Technical communication is the delivery of technical
on to a specific audience in a way which is adopted to the
needs, level of understanding and background of the audieneo.
vt ‘Technical communication has the specific purpose é. it is always
purposive.
4 It provides organized information that aids in quick decision-making.
b7
sseminates knowledge in oral or written form,
Scanned with CamScanner Technical Communication 1-3: Z(CC-Sem-3 & 4)
Queis. | Write the approaches or requisites of technical
communication.
‘Answer
Approaches or requisites of technical communication are :
Brevity = It should be brief and provide information in a concise manner.
Clarity
It should be clear without any ambiguity.
Simplicity : It should be written in a simple language.
Utility = It is done for some specific purpose.
Vocabulary : It uses specific technical vecabulai
. Informative : It should be used to give specific information.
& Technical writing should display an understanding of the abbreviations,
acronyms used in the field.
9 Use of active voice : Active voice should be used as it is casy to
understand and emphasis is laid on the subject and not on the object.
a
2
zs
4 Objectivity : It should be written in limited words Y
a
6
10. Avoid redundant phrases (lengthy and incorrect expressions).
11. Aveid repetition : Repetition should be avoided as it can’*mark the
beauty of expression.
PART-2 ss
Distinction between General and Technical Communication,
Questions-Answers
Long Answer Type and Medium Answer Type Questions
Que L Point out features of general writing as contrary to
technical writing. Describe briefly ? [AKTU 2016-160), Marks 10]°
oR
How is technical writing different from general writing ?
. AKTU 2014-1500, Marka 05
Scanned with CamScanner 1-4 Z(CC-Sem-3 & 4) Fundamentals of Tech:
Answer
1 Communication
(S.No| Technical writing General writing
1. | The audience in technical | The audience in general writing
writing is specific. is general.
2, | The purpose of technical writing | The purpose of general writing
~ | isto inform, to instruct andto|is to entertain, provoke,
| persuade. captivate. educate and inspire.
3. | The style of technical writing is | The style of general writing i
plain, simple, to the point, | informal, artistic, Hgurative,
formal, standard, academic, | attractive, and repetitive.
scientific, precise, familiar.
af | The tone of technicel writing is Phe tone of general writing is
ahiective subjective
ai (| The: vecabuieey “sed tu | the vocabalary ueed ti wececal
technical writing is specialized. | writing is general, i
expre:
6/ | The organization of technical [rhe organization of general
writing is sequential and | writingis arbitrary and artistic.
systemati
7. | Technical writing
General writing is the outcome
of diligence. of natural talent. It is largely
inborn.
8. It emphasizes the It deals primarily with feelings,
dispassionate factual emotions, opinion and
recording of scientific persuasion.
investigation.
9. | Itisecientific It is literary and generic.
10. | Its scope is limited to the | Its scope is wider and touches
particular business.
every walk of life.
Que 1.5.5 what is the difference between general communication
1 communication ? Describe features of technical
communication briefly. ——
oR
Bring out difference between technical and general communication.
(AKTU 2017-1800, Marks 07)
OR
Scanned with CamScanner Technical Communication 1-5 Z(CC-Sem-3 & 4)
Point out the difference between technical communication and
general communication. Deseribe the role of brevity and objectivity
in technical communication. [AKTU 2016-160, Marks 05
oR,
Technical communication and general communication are poles
apart as they differ in all aspects. Elucidate.
AKTU 2016-17), Marks 07,
Answer
Difference between technical and general communication
‘S.No. | Technical communication [General communication |
1~ | It is composed of some technical }“It contains a general message.
information.
27 |The information is structured in] The information is informal in
a predefined format and'order._| style and approach.
[iis often in written form because P1t is conveyed orally
of archival value associated with
this form.
5._/ | It is mostly formal. [Mt is informal in style and
approach.
& [It follows aset pattern. (does not follow a set pattern
of communication.
_S- _ | Jtisalways for aspecific audience. [ It is not always for a specific
audience.
Features of technical communication : Refer Q. 1.2, Page 1-22, Unit-1.
Role of brevity and objectivity : Refer Q. 1.3, Page 1-3Z, Unit-1.
f PART-3 ee
} Language as a Tool of Communication, Dimensions of
J Communication. i
L ae =a
|Mng Atewerny pe anamsaien Anew urayce a ueeonas |
GfeL6.)] Discuss language as a tool of communication.
[AKTU 2014-161), 2016-160); Marks 10
Scanned with CamScanner tr
1-6 Z (CC-Sem-3 & 4) Fundamentals of Technical Communication
Answer
J> Language isa well-established fact that effective communication is made
possible with the help of language. —
2 A basic knowledge of the theory of language will certainly help to
understand the intricacies of writing and speaking clearly.
3 Language employs a combination of words to communicate ideas in a
meaningful way. By changing the word order in a sentence. we can
change its meaning, and even make it meaningless.
4,7 It is vory convenient to convey information fram ane person ta the
other, from one place to another through medium of language.
WY Human memory cannot retain things for a long time. Language keep
things memorial for along time.
6/ Aimost everyone learns how to speak and write from their childhood, so
they can transmit their idea through language easily.
U/_ Itis tough for everyone to understand the language of body movements.
So, man takes shelter of language at last.
8/ Language develops through body language, space language, time
language, symbols and signals.
Que 1-7. | What are the characteristics features of language 7 How
is it essential tool of communication ?
‘Answer
The characteristics features of language are :
Language is artificial : Language is created by people. It does not.
exist outside the minds of people. It is basically created by humans and
depends on their needs. Every symbol is attached to a particular thought
or thing called referent.
Language is restricted : When we translate our thoughts into
language, some meaning is lost in the process. No symbols or word can
transmit our exact perception. This is because language is restricted.
Language is abstract : Language is abstract because it represents
generalized ideas of things or thoughts. A word could represent different
ideas at different time
Language is creative : Language is creative because it has the ability
to generate many words every day.
Language is redundant : Whatever language one uses it has the
capacity for redundancy or repetition.
Language as a tool for communication : Refer Q. 1.6, Page 1-5Z,
Unit-1.
<
ne &-&
Scanned with CamScanner ‘Technical Communication 1-7 Z (CC-Sem-3 & 4)
Que l.8. | “Language is a tool of communication but there are
exceptions too”. Explain with your original comments.
AKTU 2017-180), Marks 07
Answer .
Human comnmunicates with language.
‘Though, language is not the only means of communication, Whenever
communication is thought of we always associate it with language..,
»
3. Language is a vehicle that we use in presenting our ideas, thoughts,
feelings, opinions to the world. But many times, we are unable to put
our thoughts exactly in the same way as they appear in our mind,
4, No word can transmit the exact reality. The same word can mean,
different realities at different times.
For example, the meaning of ‘love’ for people at the age of 21 is differeint
as compared with love understood by people at 0 or GO years of age.
6 This shortcoming can be overcome by using non-verbal cies to explain
things better or use graphics pictures or audio-visual recordings.
7. That's why itis said that language is considered as tool of communication
but there are exceptions.
e
Que 1.9. j/What are the dimensions of communication ?
Gee
Dimensions of communication : i |
+ Downward communication :
Downward communication refers to the
g Communication from the higher level in managerial
hierarchy to the lower level.
% Communication from decision makers to the workers.
¢/ Communication from seniors to their subordinate employees.
ii Itinvolves the transfer of information, instruction, advice, request,
feedback and ideas to the subordinate staff. ~~
ation is providing
‘The m main function of downward commu:
direction and control.
A communication from General Manager of a company to the
Branch Managers is an example of downward communication.
Scanned with CamScanner 1-8 Z (CC-Sem-3 & 4) Fundamentals of Technical Communication
2, Upward communication +
i= Upward communication refers to
9 Communication from subordinates to superiors.
b Communication from employees to management.
€ Communication from workers to decision makers.
i, Upward communication involves the transfer of information,
request and feedback from subordinates to th
ij Tt promotes better working relationships within an organization
by giving the subordinate staff opportunities to share their views:
and ideas with their supervisors. -
ive It fat
litates employee involvement in the decision-making process.
WA business report from the Braneh Manager of a company to the
Managing Director of the company is an example of upward
+ communication.
jorizontal or lateral or peer group communication :
It takes place between professional peer groups or people working
at the same level of hierarchy.
ii, It is the communication amon
workers at the same level.
iii, ‘The main objectives of horizontal communication are :
a. Developing teamwork within an organization.
b,
Promoting group coordination within an organization.
Diagonal or cross-wise communication :
Itis the product of modern changes in information technology and
management.
It is a response to market needs that demand speed and efficiency.
Diagonal communication flows in all directions.
Diagonal channel occurs between people who do not have to follow
rigid norms of communication protocol.
ue 1.10,| Distinguish between upward and downward
rs
communication along with its merits and demerits.
AKTU 2016-170), Marks 07
x
Scanned with CamScanner ‘Technical Communication
1-9 Z (CC-Sem-2 & 4)
Basic Upward Downward
components communication communication
Direction It flows from subordinate| It Mows from superior to
to superior or from] subordinate or from top to
bottom to top. bottom.
‘Speed Itis slow or limit It is very swift or
consuming as it has to] consumes less time and is
pass through many levels.| empowered by the
authority.
Purpose It is to provide feedback| It is to give orders for
and give suggestions implementing instructions
about how a task has| and executing, -
been executed. responsibilities.
Nature It is informative and| It is authoritative and
appellative in nature. directive in nature.
Examples Itincludes reports, It includes orders,
proposals, suggestions
grievances, etc.
circulars, notices, etc.
Merits of upward communication :
Development of plan.
Providing suggestions and opinions.
Motivating to employees.
Providing constructive suggestion.
Good labour-management relationship.
Demerits of upward communication :
Changes of information.
as
2
3.
4
5
a:
3.
Unwillingness.
Indiscipline.
Risk of distortion of messages.
Delay.
Supervisor's negligence.
Merits of downward communication :
Explaining policies. -
2. Maintaining discipline.
Increasing efficiency.
Scanned with CamScanner 1-10 Z% (CC-Sem-3 & 4) Fundamentals of Tech:
al Communication
4. _ No bypassing.
5. Building good relationship.
Demerits of downward communication :
Under communication and over communication.
Lack of feedback.
Delay in exchanging information.
Loss of information.
Distortion of information.
Creation of resentment.
eee PART-4
rm P oe
Reading ‘and Comprehension, Technical Writing : Sentences,
p Paragraph.
Questions-Answers ~
Long Answer Type and Medium Answer Type Questions
Que 1:11. | How comprehension skills can be improved ? Discuss.
Answer _
Comprehension skills can be improved :
1. Read avariety of materials. Do not limit yourself to textbooks. >
2. Read a fairly long portion of the material. It would be difficult to assess
reading comprehension based on one or two paragraphs. Try toread an
entire section or chapter instead.
3. Circle unknown or unfamiliar words as you read.
4, After reading, recall as much of the information as possible.
5. Consider how interesting the subject matter is and how much you already
know about the subject.
6. Answer questions about the material after reading it.
Que lia.
What are the techniques for good comprehension ?
Answer
‘Techniques for good comprehension :
UA Skimming and scanning : .
a. Before starting to read a text in detail, we should take a moment to
preview the text.
Scanned with CamScanner ‘Technical Communication 1-11 Z(CC-Sem-3 & 4)
b. Read quickly, without pausing to study the details. This is called
skim reading or skimming.
2 Non-verbal signals :
The meaning of a text is not only conveyed-by means of words. All
texts also contain non-verbal signs.
Non-verbal signs may include certain style features, such as different
fonts. bold print, underlining, or italies.
¢ The meaning of these style features can vary from one text to
another.
@. _Inone text italics may be used to emphasize a word, in another text
italics can be used for subtitles
3. Structure of the text :
Most texts start with a title and sometimes a subtitle. After that
comes the introduction and the body, followed by a conclusion or
summary.
b. An important aspect of reading is prediction. The prediction process
begins with the title.
The introduction mostly informs us about what we can expect. The
body consists of paragraphs
a Each paragraph deals with one aspect of the subject matter.
Paragraphs are linked in a logical way.
The conclusion sums up and puts the subject matter in the right
perspective.
4 Structure of paragraphs :
a. Atypical paragraph consists of three parts. The first part is the topic
sentence, which is the heart of the paragraph, which can figure
either at the beginning or at the c..2 of the paragraph.
b. The topic sentence (also called th entence or key sentence)
contains the new aspect of the subject of the text.
© The second part of the paragraph contains sentences which develop
support for the topie sentence.
These sentences may contain arguments, explanations, details,
examples, and other supporting evidence.
‘The third part of the paragraph is often a summary of the paragraph
or a linking sentence to the next paragraph.
Punctuation :
a. Punctuation is partly based on grammar.
b.
The meaning and usage of punctuation marks make it easier to
al structure.
understand the grammat
Scanned with CamScanner 1-12 Z (CC-Sem-3 & 4) Fundamentals of Technical Communication
6 Author’s viewpoint (inference) :
a. In reading a text you make inferences or assumptions about the
position of the author.
b. The author often shows his or her opinion either by adding certain
phrases or by adding a value to a word
7. Reader anticipation : Determi:
ing the meaning of words:
a, Evenreaders who have a wide and flexible vocabulary will encounter
words whose meaning they do not know.
We may have often come across a not-too-famil
meaning we were able to guess accurately,
¢. This is possible if we understand the relationships between words
in meaning and form.
8 Summarizing :
ar word whose
a. It is very difficult to remember the complete contents of long texts.
For that reason it is often advisable to make notes of essential
information in the text.
bi) The result is a short outline of the text containing all its important
aspects.
‘Typical reading comprehension questions =
a. We should become familiar with the main categories of reading
comprehension questions asked in standardized tests
b. ‘This will help to focus your attention while reading the passages.
Que 113 hexplain sentence structure.
Answer
1 Sentence structure is the way in which a sentence is arranged.
grammatically.
\% Sentence structure depends on the language in which we are writing or
speaking,
Sentence structure is the way in which we combine words, clauses or
phrases in order to convey a complete thought or idea.
4° English sentence structure requires at minimum a subject and a verb.
Different patterns of sentences :
.% Simple sentences : Simple sentences are made up of a single
clause containing simply one subject and one verb.
For exiimple :
Aditya went to school
ii, Anjana washed the dog.
Scanned with CamScanner ‘Technical Communication 1-13 Z (CC-Sem-3 & 4)
In each of these two sentences, we have one clause, consisting
ofa single subject, verb, and object.
k,, Compound sentences : A compound sentence is formed when
two independent clauses are joined together by a coordinating
conjunction. —
For example :
i. Aditya went to school, but her sister went to the mall.
ii Anjana washed the dog, and Kanika washed the car.
As we can see, each sentence is made up of two independent
clauses. One is joined by the conjunction ‘but’ and one by the
conjunction ‘and’.
c/ Complex sentences:
i Acomplex sentence is formed by combining a dependent clause
and an independent clause.
ii If the dependent clause introduces the independent clause, it
must be set off by a comma for balance.
For example : While Anjana washed the dog, Aditya went to school.
4 Compound-complex sentences : A compound-complex
sentences are those sentences that contain two independent clauses
in addition to adependent clause.
For example : .
i Although I do not like studying, I nged to pass this test, and I
need to get an A in this class.
© Complete sentences : Complete sentences'are those sentences
that consist of a subject and a verb, and it must express a complete
thought.
For example: —_—
i Aditya walked along the sandy beaches of Miami.
ii If we take out Aditya or walked, we would have an incomplete
sentence expressing an incomplete thought.
4. | Explain various typas of sentences. sd
Various types of sentences are:
i. Declarative sentences (statement) :
1. A declarative sentence is the type of sentence used to relay
2 information, and it is punctuated with a period (.).
2. Declarative sentence can be simple or compound and can be used
in any tense as long as they present information.
Scanned with CamScanner 1-14. Z (CC-Sem-3 & 4) Fundamentals of Technical Communication
For example : The boy walked home.
Interrogative sentences (question) #
1. _ Interrogative sentences interrogate, or ask questions.
2. ‘These are direct questions, and they are punctuated with a question
mark (2)
3. Many interrogative sentences start with question words.
For example :
a. . Why does the sunshine ?
b. Whose dog is that ?
iii, Imperative sentences (advise, request, instruction, command):
1. | Imperative sentences do not simply state a fact but rather tell
someone to do something.
2. These can be in the form of friendly advice, basic instructions or
more forceful commands.
3. Many imperative sentences end with periods (.), but some of the
more forceful demands may end with an exclamation point (!) to
highlight the emotion.
For example :
a. Please shut the door to keep out the bugs.
b, Turn lefiat the bridge.
iv: Exclamatory sentences (exclamation) :
1. Exclamator:
sentences are like declarative sentences in which they
make a statement instead of asking a question, but their main
purpose is to express strong emotion.
‘They are easily recognized because they end in an exclamation
point (!) instead of a period (.)
3. _Exclamatory sentences are often used in casual conversation and
in written dialogue to show emotion, but they are not typically
useful in academic or expository writing.
For example =
‘a. | Tsaid I wanted tacos instead of pizza!
How well he sings!
What are the requisites of good sentence construction ?
AKTU 2014-1501), Marks 10
AKTU 2017-180), Marks 07
OR
Scanned with CamScanner Technical Communication 1-15 Z (CG-Sem-3 & 4)
What are the requisites of good sentence writing ? Describe various
methods to introduce variety in sentence construction.
[AK TU 2015-160), Marke 10
oR
‘What are the requisites of sentence construction ?
[AKTU 2016-170), Marks 07
A good sentence consists of many requisites but out of them, three are very
important
1 Clarity =
i. It is the first and foremost element of a sentence and other two-
consistency and economy-come out of it.
ii Basic concept of a sentence is : sense is clear ; sentence is clear.
A clear sense founds a sentence in actual.
Clarity in a sentence begins back with conception of ideas.
Ifthe idea conceived is clear, it can impart clarity to the sentence.
vi. Other things that aid to the clarity are ; adequate punctuation,
clear pronoun reference and correct word order.
2 Consistency : A sentence is called consistent only if it follows certain
rules:
i Itshould keep one pattern/method of writing and all other sentences
coming forth must follow the same pattern.
In the periodic pattern, the main clause comes at the end while
subordinate clause comes at the first.
iii All sentences of the paragraph should follow one style - formal,
informal or colloquial to raise up consistency.
iv. Easy and correct words should be used for the purpose.
v. Grammatical consistency is absolutely necessary for effective
sentences.
vil Subjects and verbs should be agreed in number and person.
Pronouns should agree with their antecedents in gender, number
and person.
8. Economy :
i Precision is the tool that makes sentences economical. *
ii, An economical sentence keeps as minimum as possible and conveys
complete and correct meaning.
A writer should avoid the following in order to achieve economy in
his writing:
Scanned with CamScanner 1-16 Z (CC-Sem-3 & 4) Fundamentals of Technical Communication
a. Useless repeti
b. Redundancy
Que
i... Being a hot day I forgot to carry my umbrella.
ii, This boy is cleverer than the two.
iii, He is one of those people who knows everything.
iv. He as well as you are tired of work.
The prisoner was hung till death.
The school was closed since yesterday.
. I tried but could not prevail hi
viii. Your medicine has benefited to me much.
AKTU 2015-160), Marks 10
Correct any five of the following sentences
Tt being a hot day, I forgot to carry my umbrella.
‘This boy is cleverer than the two.
He is one of those people who know everything.
iv. He as well as you are tired of work.
¥. The prisoner was hanged till death.
vo7
vii. [tried but could not prevail him.
school is closed since yesterday.
viii. Your medicine has benefited to me much.
Que 1.17.|| Read the following sentence and remove the ambiguit;
‘The policeman noticed the thief when he went by super bazaar.
He tried to complete the assignment, but failing.
If one’s mouth is dry, you should eat a lump of sugar.
I forbid you not to enter the room.
He was a jolly old fellow and he loves to eat.
AKTU 2014-1500, Marks 05
(‘Answer
2." ‘The policeman noticed the thief when he was passing by super bazaar.
2 He tried to complete the assignment, but failed.
8.
. Ifonc's mouth is dey, one should eat a lump of sugar,
3 the room.
5. He was a Jolly old fellow and he loved to eat.
Que 1.18. | What i
effective paragraph ? Write the importance of topic sentence in a
Paragraph.
8 paragraph ? What are the requisites of an
Scanned with CamScanner Technical Communication 1-17 Z (CC-Sem-3 & 4)
Answer
