Transcript Written Communications

Systems Analysis & Design
7th Edition
Toolkit 1
Toolkit Objectives
 List the guidelines for successful
communications
 Explain the importance of effective letters,
memos, and e-mail communication
 Explain how to measure the readability of
written material
 Describe the organization of written reports
that are required during the SDLC and explain
each report section
2
ToolKit Objectives
 List the guidelines for effective oral
communication
 Organize and plan an oral presentation
 Use speaking techniques to achieve your
objectives
3
Introduction
 A successful systems analyst must have good
written and oral communication skills to
perform his or her job effectively
 Never underestimate the importance of
effective communications
4
Successful Communication
Strategies
 Why, Who, What, When, and How
– Why
•
Know why you are communicating, and what
you want to accomplish
– Who
•
Know who your targets are
– What
•
Know what is expected of you and when to go
into detail
5
Successful Communication
Strategies
 Why, Who, What, When, and How
– When
• Know when to speak and when to remain silent
and let others continue the discussion
– How
• Know how to communicate effectively
6
Successful Communication
Strategies
 Cultural Context
7
Successful Communication
Strategies
 Know Your Subject
– You must know your subject inside and out
– It is better to say, “I don’t know, but I’ll
find out and get back to you,” rather than to
guess
8
Written Communications
 Writing Style and Readability
– If you have not taken a writing course, you
should consider doing so
– Suggestions:
1. Know your audience
2. Use active voice whenever possible – passive
voice rarely
3. Keep your writing concise and well-organized
9
Written Communications
 Writing Style and Readability
– Suggestions:
4.
5.
6.
7.
8.
9.
Use an appropriate style
Use lists
Use short, easy-to-understand words
Avoid repeating the same word to often
Check your spelling – spell checker
Check your grammar – grammar checker
10
Written Communications
 Writing Style and
Readability
– Suggestions:
10. Review your work
carefully
– Flesch Reading Ease
score
– Flesch-Kincaid Grade
Level score
11
Written Communications
 E-Mail, Memos, and Letters
– E-mail is the primary form of
communication in most companies
– Many companies use workgroup software,
also called groupware
– In-house memos still are important, and
external communications often require
letters printed on company letterhead
12
Written Communications
 E-Mail, Memos, and Letters
– Template
– It is important to use it properly and
effectively
 Netiquette
– Everyone who uses e-mail needs to be aware
of some simple rules, most of which are
nothing more than good manners and
common sense
13
Written Communications
14
Written Communications
 Netiquette
– Some examples
• Always fill in the subject field with a brief
description of the contents
• Be brief – in most cases, less is more
• Be professional
• Be sure to check your spelling
• Don’t forward jokes or chain letters without the
permission of the recipient
• Instant Messaging (IM)
15
Written Communications
 Reports
– You must prepare many reports during the
system development life cycle
– In some cases, you must present reports
more formally
– Cover memo
– Introduction
16
Written Communications
 Reports
– Table of contents
– Executive summary
– Findings section
– Recommendations section
– Alternatives section
– Appendix
17
Oral Communications
 Oral presentation
 Define the Audience
– Before you develop a detailed plan for a
management presentation, you must define
the audience
18
Oral Communications
 Define the Objectives
– Your goals are the following:
• Inform management of the status of the current
system
• Describe your findings concerning the current
system problems
• Explain the alternative solutions that you
developed
19
Oral Communications
 Define the Objectives
– Your goals are the following:
• Provide detailed cost and time estimates for the
alternative solutions
• Recommend the best alternative and explain the
reasons for your selection
20
Oral Communications
 Organize the Presentation
– Plan your presentation in three stages: the
introduction, the information, and the
summary
– You should be as specific as possible when
presenting facts
– In your summary, briefly review the main
points, and then ask for questions
21
Oral Communications
 Define Any Technical Terms
– Avoid specialized or technical terms
whenever possible
 Prepare presentation Aids
– You should use helpful, appropriate visual
aids to help the audience follow the logic of
your presentation and hold their attention
– Visual aids
22
Oral Communications
 Prepare presentation Aids
– Presentation software
– Some overall guidelines include the
following:
• Prepare an overall outline that will be the
foundation of your presentation
• 7 by 7 rule
• 6 by 6 rule
23
Oral Communications
 Practice
– The most important part of your preparation
is practice
– You should rehearse several times
– Do not be tempted to write a script
– You will be able to establish a good rapport
with your audience
24
Oral Communications
 The Presentation
– Sell yourself and your credibility
– Control the presentation
– Answer questions appropriately
25
Oral Communications
 The Presentation
– Use effective speaking techniques
1.
2.
3.
4.
Control your environment
Turn your nervousness to your advantage
Avoid meaningless filler words and phrases
Practice! Practice! Practice!
26
Toolkit Summary
 Your success as a system analyst depends on
your ability to communicate effectively
 Your will be judged by your written work, so it
must be free of grammatical, spelling, and
punctuation errors
 In addition to written communications, you
must communicate effectively in person
27
Toolkit Summary
 You must practice your delivery to gain
confidence and strengthen your presentation
skills
 When you develop slide presentations, you
should follow the 6 by 6 rule or 7 by 7 rule and
other guidelines
 When you give the presentation, you are selling
your ideas and your credibility
 Toolkit 1 complete
28