SVCE TIRUPATI

COURSE MATERIAL

TECHNICAL COMMUNICATION AND

SUBJECT
PRESENTATION SKILLS(19A52506a)

UNIT III

COURSE B.TECH

SEMESTER VI

DEPARTMENT SCIENCE & HUMANITIES

Ms. Alagapati Divya

PREPARED BY
Assistant Professor

VERSION V-1

PREPARED / REVISED DATE 20-10-2021

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS

I B.TECH_ECE - I SEM
SVCE TIRUPATI
TABLE OF CONTENTS – UNIT 1
S.NO CONTENTS PAGE
1 COURSE OBJECTIVES 1
2 PREREQUISITES 3
3 SYLLABUS 3
4 COURSE OUTCOMES 3
5 CO - PO/PSO MAPPING 3
6 LESSON PLAN 4
7 ACTIVITY BASED LEARNING 4
8 LECTURE NOTES 4-9
1. WRITTEN COMMUNICATION 4-7
DIFFERENCES BETWEEN SPOKEN AND WRITTEN
2. 4-7
COMMUNICATION
3. FEATURES OF EFFECTIVE WRITING 4-7
ADVANTAGES AND DISADVANTAGES OF SPOKEN AND
4. 4-7
WRITTEN COMMUNICATION
5. ART OF CONDENSATION 7-8
6. SUMMARISING 8-9
7. PARAPHRASING 8-9
9. ASSIGNMENTS 9
1O. QUESTIONS & ANSWERS 9-11
11 SUPPORTIVE ONLINE CERTIFICATION COURSES 11
12. REAL TIME APPLICATIONS 11
13. PRESCRIBED TEXT BOOKS & REFERENCE BOOKS 11

1. COURSE OBJECTIVES

The objectives of this course is to

1. Understand the importance of effective technical communication.

2.Apply the knowledge of basic skills to become good orators

3. Analyze non-verbal language suitable to different situations in professional life

4. Evaluate different methods used for effective presentations

5. Create trust among people and develop employability skills

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS

I B.TECH_ECE - I SEM
SVCE TIRUPATI
2. PREREQUISITES
Students should have knowledge on
1. Basic communication skills.
2. Concepts of Functional grammar.
3. SYLLABUS
UNIT III
Written communication–
Differencesbetweenspokenandwrittencommunication–Features of
effective writing–
Advantagesanddisadvantagesofspokenandwrittencommunication-Art
Of condensation- summarizing and paraphrasing

4. COURSE OUTCOMES
1. Understand the importance of effective technical communication.
2. Apply the knowledge of basic skills to become good orators
3. Analyse non-verbal language suit able to different situations in
professional life
4. Evaluate different kinds of methods used for effective presentations
5. Create trust among people and develop employability skills

5. Co-PO / PSO Mapping

TCPS PO1 PO2 PO3 PO4 PO5 PO6 PO7 PO8 PO9 P10 PO11 PO12 PSO1 PSO2

CO1 2 2 3 2 3

CO2 2 2 3 3

CO3 2 2 3 3

CO4 2 2 2 3

CO5 3 3 3

6. LESSON PLAN
TECHNICAL COMMUNICATION AND PRESENTATION SKILLS
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SVCE TIRUPATI

LECTURE WEEK TOPICS TO BE COVERED REFERENCES

1 WRITTEN COMMUNICATION
T1
DIFFERENCES BETWEEN SPOKEN AND WRITTEN
2 T1
COMMUNICATION
1
3 FEATURES OF EFFECTIVE WRITING
T1
ADVANTAGES AND DISADVANTAGES OF SPOKEN AND
4 T1
WRITTEN COMMUNICATION
5 ART OF CONDENSATION
T1
6 2 SUMMARISING T1

7 PARAPHRASING
T1

6. ACTIVITY BASED LEARNING

1. Enhancing speaking skills through individual activity.
2. To improve public speaking ability through group activities.

7. LECTURE NOTES

Written Communication
Definition: The Written Communication refers to the process of conveying a
message through the written symbols. In other words, any message exchanged
between two or more persons that make use of written words is called written
communication.
The written communication is the most common and effective mode of business
communication. In any organization, the electronic mails, memos, reports,
documents, letters, journals, job descriptions, employee manuals, etc. are some
of the commonly used forms of written communication.
The effectiveness of written content depends on the correct choice of words,
their organization into correct sentence sequence and the cohesiveness in the
sentences. The information in writing is considered more legal and valid than the
spoken words. Also, people rely more on the written content than what has
been said orally. But, however, unlike verbal communication the feedback of
written communication is not immediate since it is not spontaneous and requires
time to get into the understandable form.

Advantages of written communication:

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS
I B.TECH_ECE - I SEM
SVCE TIRUPATI
Easy presentation of complex matter: Written communication is the best way to
represent any complex matter easily and attractively. Permanent record: The
documents of written communication act as a permanent record. When it is
needed, important information can be easily collected from the preserved
documents.
Prevention of wastage of time and money: Written communication prevents the
waste of money and time. Without meeting with each other the communicator
and communicate can exchange their views.
Effective communication: Written communication helps to make
communication effective. It is more dependable and effective than those of
other forms of communication. Easy to verify: The information and messages
that are preserved can be verified easily. If there arises any misunderstanding
any party can easily verify the information.

Features /Characteristics of a good written about communication

Characteristics of a good written communication are discussed below:
1. Easy language: Easy language should be used in written communication. The
sentences of written communication must be understandable to the reader.
2. Structure: Definite structure must be followed in drafting any written
document. Every written form has its own structure.
3. Accurate and precise: A well-written document must be accurate and
precise. Written communication insists on greater accuracy and precision.
4. Direct speech: Direct speech should be used in written communication.
Indirect and passive sentences must be avoided.
5. Paragraph design: A good written communication bears a paragraph design.
Paragraphing is also important to clear communication.
6. Error-less: A well-written document must be free from error in both grammar
and language.
7.You-attitude: There must be your attitude in written communication. The
reader can be impressed for this.
8.Personal and organizational images: A good written communication bears
the personal image of the writer. It also increases the organizational image as a
whole.

Disadvantages of written communication

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS
I B.TECH_ECE - I SEM
SVCE TIRUPATI
Expensive: Written communication is comparatively expensive. For this
communication paper, pen, ink, typewriter, computer and a large number of
employees are needed.
Time consuming: Written communication takes time to communicate with
others. It is a time-consuming media. It costs the valuable time of both the writer
and the reader.
Difficult to maintain secrecy: It is an unexpected medium to keep business
secrecy. Secrecy is not always possible to maintain through written
communication. Because here needs to discuss everything in black and white.
Cost in record keeping: It is very difficult and expensive to keep all the records in
written communication.

Oral Communication /Spoken Communication Definition:

Oral communication implies communication through mouth. It includes
individuals conversing with each other, be it direct conversation or telephonic
conversation. Speeches, presentations, discussions are all forms of oral
communication. Oral communication is generally recommended when the
communication matter is of temporary kind or where a direct interaction is
required.

Advantages of Oral Communication:

1. There is high level of understanding and transparency in oral communication
as it is interpersonal.
2. There is no element of rigidity in oral communication. There is flexibility for
allowing changes in the decisions previously taken.
3. The feedback is spontaneous in case of oral communication. Thus, decisions
can be made quickly without any delay.
4. Oral communication is not only time saving, but it also saves upon money and
efforts.
5. Oral communication is best in case of problem resolution. The conflicts,
disputes and many issues/differences can be put to an end by talking them
over.
6. Oral communication is an essential for teamwork and group energy.
7. Oral communication promotes a receptive and encouraging morale among
organizational employees.

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS

I B.TECH_ECE - I SEM
SVCE TIRUPATI
8. Oral communication can be best used to transfer private and confidential
information/matter.

Disadvantages/Limitations of Oral Communication:

1. Relying only on oral communication may not be sufficient as business
communication is formal and very organized.
2. Oral communication is less authentic than written communication as they are
informal and not as organized as written communication.
3. Oral communication is time-saving as far as daily interactions are concerned,
but in case of meetings, long speeches consume lot of time and are
unproductive at times.
4. Oral communications are not easy to maintain and thus they are unsteady.

The Art of Condensation /précis writing

Condensation means process of making a book shorter by taking out anything
that is not necessary. The process of condensation in creative writing is
synonymous to précis writing
Steps to prepare a good précis
• Go through the passage to grasp the general idea.
• Prepare a skeleton of basic structure by noting down the main points and key
words.
• Exclude all the illustrations, elaborations, figurative comparison.
• Prepare the first draft by joining the underlined words.
Following points must be checked in the first draft.
• Use of Past Tense
• Use of third person pronoun.
• Use of indirect speech
• Précis must be one third of the original.
• Main idea of the passage must be reflected through précis.
Title for Précis Writing
• Title can be traced from the main idea of the passage.
• Title must be short and relevant.
• It must begin with a capital letter.
• In case of story the main character or his experience can be the title.

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS

I B.TECH_ECE - I SEM
SVCE TIRUPATI
Example
• Some books are not so important. We can just taste them by reading in Some
parts, instead of wasting our time on a through reading. Some other books
lacking in depth and seriousness, can be completed in a hurried manner. In
such cases, as a light novel, superficial reading would serve the purpose. It is like
a swallowing a book, without showing much curiosity. There are only a few
books which deserve studied very carefully. These books should be studied with
so much concentration as we eat food to chew and to digest. Just as food
taken in this manner gives nourishment to the body, the books studied in this
manner strengthen our mind. If the subject matter of some books is not very
important to us, we can read them by deputy; that is read their summaries
prepared by others. This will save our time and labor. But this is possible only in
the case of lesser sort of books. After all a summary is as dry and tasteless as
distilled water.
It loses the charm.
Solution
• All books are not equally important. Some books can be read in parts, some in
a hurried manner. Only a few books need to be thoroughly studied and
preserved in mind. Summaries save time but lack the sweetness of the original
books.

Paraphrasing and summarizing

Paraphrasing is generally used when you wish to refer to sentences or phrases in

the source text. It is particularly useful when you are dealing with facts and
definitions. Paraphrasing involves rewriting a short section from the source text in
different words whilst keeping the same meaning.
Summarizing is generally used when you wish to refer to ideas contained in a
long text. Summarizing enables you to reduce the author's ideas to key points in
an outline of the discussion or argument by omitting unnecessary details and
examples.
A process for paraphrasing and summarizing
Many students find the following process useful for summarizing and
paraphrasing information.
• Read the text carefully - you may need to read the text several times, and
check the meaning of terms you do not understand in a dictionary.

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS

I B.TECH_ECE - I SEM
SVCE TIRUPATI
• Identify and underline the key words and main ideas in the text, and write
these ideas down.
• Consider these points as a whole and your purpose for using this information in
relation to the structure of your assignment. You may be able to group the ideas
under your own headings, and arrange them in a different sequence to the
original text.
• Think about the attitude of the author, i.e. critical, supportive, certain,
uncertain. Think about appropriate reporting verbs you could use to describe
this attitude.
• Think of words or phrases which mean roughly the same as those in the
original text. Remember, if the key words are specialized vocabulary for the
subject, they do not need to be changed. (See using synonyms below)
• Using your notes from the above steps, draft your summary or paraphrase.
• When you have finished your draft reread the original text and compare it to
your paraphrase or summary .You can then check that you have retained the
meaning and attitude of the original text

9. Assignments

S.No Questiontion BL CO
a) What are the differences between spoken and
1 1 1
written communication?
b) Explain the advantages of spoken and written
2 2 1
communication.
c) Explain the art of condensation-summarizing and
3 2 1
paraphrasing.

10. Question & Answers

S.No Question& Answers BL CO

What are the Advantages of written communication?
Advantages of written communication:
Easy presentation of complex matter: Written
1. communication is the best way to represent any 1 5
complex matter easily and attractively. Permanent
record: The documents of written communication act as
a permanent record. When it is needed, important
TECHNICAL COMMUNICATION AND PRESENTATION SKILLS
I B.TECH_ECE - I SEM
SVCE TIRUPATI
information can be easily collected from the preserved
documents.
Prevention of wastage of time and money: Written
communication prevents the waste of money and time.
Without meeting with each other the communicator
and communicate can exchange their views.
Effective communication: Written communication helps
to make communication effective. It is more
dependable and effective than those of other forms of
communication. Easy to verify: The information and
messages that are preserved can be verified easily. If
there arises any misunderstanding any party can easily
verify the information.
Explain the disadvantages of Written Communication.

Disadvantages of written communication

Expensive: Written communication is comparatively
expensive. For this communication paper, pen, ink,
typewriter, computer and a large number of employees
are needed.
Time consuming: Written communication takes time to
communicate with others. It is a time-consuming media.
2 2 5
It costs the valuable time of both the writer and the
reader.
Difficult to maintain secrecy: It is an unexpected
medium to keep business secrecy. Secrecy is not always
possible to maintain through written communication.
Because here needs to discuss everything in black and
white.
Cost in record keeping: It is very difficult and expensive
to keep all the records in written communication.
What is Paraphrasing and Summarizing ?
Paraphrasing is generally used when you wish to refer to
sentences or phrases in the source text. It is particularly
useful when you are dealing with facts and definitions.
Paraphrasing involves rewriting a short section from the
3 source text in different words whilst keeping the same 1 5
meaning. Summarising is generally used when you wish to
refer to ideas contained in a long text. Summarising
enables you to reduce the author's ideas to key points in
an outline of the discussion or argument by omitting
unnecessary details and examples

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS

I B.TECH_ECE - I SEM
SVCE TIRUPATI
5 Write the features of written communication.
Features /Characteristics of a good written about
communication
Characteristics of a good written communication are
discussed below:
1. Easy language: Easy language should be used in
written communication. The sentences of written
communication must be understandable to the reader.
2. Structure: Definite structure must be followed in
drafting any written document. Every written form has its
own structure.
3. Accurate and precise: A well-written document must
be accurate and precise. Written communication insists
on greater accuracy and precision.
4. Direct speech: Direct speech should be used in written
communication. Indirect and passive sentences must be
avoided.
5. Paragraph design: A good written communication
bears a paragraph design. Paragraphing is also
important to clear communication.
6. Error-less: A well-written document must be free from
error in both grammar and language.
7. You-attitude: There must be your attitude in written
communication. The reader can be impressed for this.
8. Personal and organizational images: A good written
communication bears the personal image of the writer.
It also increases the organizational image as a whole.

11. SUPPORTIVE ONLINE CERTIFICATION COURSES

NPTEL

12. REAL TIME APPLICATIONS

S. Application CO
No
1 Exposure to language in formal & 1
informal situations
2 Mechanics of Writing 2

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS

I B.TECH_ECE - I SEM
SVCE TIRUPATI
13. Prescribed Text Books & Reference Books
Text Books
1. AshrifRizvi,“EffectiveTechnicalCommunication”,TataMcGrahill, 2011
2. MeenakshiRaman&SangeetaSharma,“TechnicalCommunication”,3rdEdition, O UPress
2015

References:
1. Pushpalatha&SanjayKumar,“CommunicationSkills”,OxfordUnivsesityPress
2. Barron’s/BooksonTOEFL/GRE/GMAT/CAT/IELTSDELTA/CambridgeUniversity
Press.2012.
3.ButterfieldJeff,“SoftSkillsforEveryone”,CengagePublications,2011.
4. UniversitiesPress(India)PvtLtd.,“ManagementShapersSeries”, Himayat Nagar,
Hyderabad 2008.
5. JohnHughes&AndrewMallett,“SuccessfulPresentations”Oxford.
6. EdgarThorpeandShowickThorpe,“WinningatInterviews ”Pearson
7. MunishBhargava,“WinningResumesandSuccessfulInterviews”,McGrawHill

TECHNICAL COMMUNICATION AND PRESENTATION SKILLS

I B.TECH_ECE - I SEM