SMB 31202:

English for Technical Communication

Week 1

Department of Languages & General Studies

Semester 1, 2022/2023
 Jasin Abd Halim
0193886718
[email protected]
 Course Outcomes (COs)
CO 1:
Ability to understand the fundamentals of Technical Communication.

CO 2:
Ability to produce clear, well structured technical document based on the
fundamentals of technical communication and supported with
appropriate examples.

CO 3:
Ability to discuss critically and express agreement and disagreement
within a group on a variety of topics related to the technical discipline.
 SMB31202’s Assessments
Continuous Assessments:
Course Outcome Assessment Percentage Individual/Group
CO 1 Quiz 30% Individual
CO 2 Poster 40% Group
CO 3 Group Discussion 30% Individual
TOTAL 100%
 Grades
80-100 A

75-79 A-

70-74 B+

65-69 B

60-64 B-

55-59 C+

50-54 C

45-49 C-

40-44 D+

35-39 D
 Quiz (30%)
• Week 6 (Online - Centralised)

• Topics covered:
• Week 1 – Basics of Technical Communication
• Week 2 – Preparing for Workplace
• Week 3 – Primary & Secondary Information
• Week 4 – Word Formation
• Week 5 – Parallelism

• Duration: 1.5 HOURS

 Assignments
SDGs at Workplace Poster (40%) Group Discussion (30%)
• Begin in Week 7 - Begin in Week 13 and 14
• Briefing in Week 6 (Guidelines will - Briefing in Week 11 (Guidelines will
be provided) be provided)
• Submission Deadline: Week 11

In a group of 5, you are required to Within the same group members, you
design a Poster which promotes and will do a Group Discussion for a
highlights: maximum of 30 minutes (including
⮚ problems/ issues, Q&A session):
⮚ recommendations and ⮚ giving opinions,
⮚ conclusions ⮚ expressing agreement and
related to one of the Sustainable disagreement, and
Development Goals (SDGs). ⮚ taking turns diplomatically
Presentation will be done in CLASS
and each member will be evaluated
INDIVIDUALLY.
Basics of Technical
Communication
 First of all, what is
COMMUNICATION?
 COMMUNICATION
• The transmission and interchange of ideas, facts, feelings or
course of action.

• We give, get or share information with others during this

process.

• Whether the communication is oral or written, the process is

essentially remain the same, with the common denominator,
the sharing of information.
Types of Communication
 1. Verbal Communication
• The standard method of communication that we use on a day-
to-day basis.

• Relies on words to convey a message.

• Verbal communication helps in expressing our thoughts,

emotions and sentiments.
• E.g.: Phone conversation, making an announcement, giving a speech.
 Types of Verbal Communication
Intrapersonal Communication Public Communication
• Private and restricted form of
• One individual addresses a
communication.
large gathering of people
• A silent conversation we have
• Election campaigns & public
with ourselves in which we
speeches (sender and
juggle roles between sender
several receivers who are
and receiver of our thoughts
being addressed)
and actions.

Interpersonal Communication Small Group Communication

• Communication between two • When there are more
individuals (one-on-one than two people
conversation) involved

• They swap their roles of • Such as press

sender and receiver in order conferences, board
to communicate in a clearer meetings, team
manner. meetings, etc.
 2. Non-verbal Communication
• A process of communication without using word or
sounds

• Uses gestures, body language, facial expressions, eye

contact, clothing (appearance), tone of voice, and other
cues to convey a message

• Rarely used alone (usually we use it together when we

are communicating verbally)

• E.g.: Raising your eyebrow empathically when making a

point, touching another person when you are talking to
express affection, shake your finger at your child when
you are angry.
 3. Written Communication
• When a sender is conveying a message through written words.

• E.g.: Letters, personal journals, e-mails, reports, articles and memos.

• Unlike some other forms of communication, written messages can be

edited and rectified before they are sent to the receivers.
 4. Visual Communication
• The message is understood or expressed
with the help of visual aids.

• E.g.: photography, sign, symbols,

topography, maps, colours, posters,
movies, plays, television shows and others
to understand the message visually.

• Visual communication also involves the

transfer of information in the form of text,
which is received through an electronic
medium such as computer, phone, etc.
What do we need to communicate?
RECEIVER

SENDER
 Flow of Communication

Channel
Sender (means) Barriers
to Receiver
communicatio
(Encoding
Memo n (Decoding
the
Phone call The
Message)
Sms message)
Fax
E-mail
 Barriers to Communication
• A barrier acts like a sieve, allowing only a part of the message to filter
through; as a result, the desired response is not achieved.

• To communicate smoothly and effectively, you need to know how barriers

operate, why they caused misunderstanding, and how to minimize their
negative impact.

• There are THREE TYPES of barriers according to the message formation

and delivery:
⮚ Intrapersonal
⮚ Interpersonal
⮚ Organizational
 1. Intrapersonal Barrier
• Individuals are unique because of differences in perceptions, experiences,
education, culture, personality, etc.
• Each of us interprets the same information in different ways, as our
thinking varies.
• Common causes that lead to these intrapersonal barriers:
– Wrong Assumptions
– Varied Perceptions
– Differing Background
– Wrong Inferences
 1. Intrapersonal Barrier
Wrong Assumption
The sender or the receiver does not have
adequate knowledge about the other’s
background or has certain false concepts,
which are fixed in his/her mind.

Public Communication
Different individuals hold different
viewpoints about the same situation.
 1. Intrapersonal Barrier
Differing Background
• Due to education, culture, language, environment,
financial status, etc.
• Influences how we interpret messages
• Lack of experience or knowledge may result in
misinterpretation or lack of appreciation.
• Essential to know the audiences’ backgrounds to
anticipate potential gaps in communication

Wrong Inferences
Different individuals hold different
viewpoints about the same situation.
 2. Interpersonal Barrier
• Interpersonal barriers occur due to the inappropriate transaction of words
between two or more people.

• Interpersonal barriers creep in as a result of the limitations in the

communication skills of the encoder and decoder, or both.

• They may also occur because of some disturbance in the channel or medium
of communication.

• Common reasons for interpersonal barriers are:

– Limited Vocabulary - Incompatibility of verbal/non-verbal messages
– Emotional Outburst - Communication Selectivity
– Cultural Variations - Poor Listening Skills
– Noise in the channel
 2. Interpersonal Barrier
Limited • Inadequate vocabulary can be a major hindrance in communication.
Vocabulary • At times, we find ourselves looking for the exact word or phrase that
would be appropriate for what we are trying to express.
• During a speech, if you are at a loss for words, your communication will be
ineffective and leaving poor impression on the audience.

Incompatibility • Someone conveys a message in his speech saying that he is very delighted
of to have all employees gathered, but his facial expression just show the
Verbal and Non- opposite of what he is saying.
verbal Messages • The stark difference between the verbal and non-verbal aspects of his
communication leave his listeners feeling confused or puzzled.

Emotional Outburst • When a person is overwhelmed by his/her emotions.

• Excessive emotional involvement can be an obstacle in communication.
• E.g.: Anger makes you less logical, pride makes you end up with yourself
only, anxiety makes you avoid talking in front of crowds.
 2. Interpersonal Barrier
Communication • When the receiver in a communication process pays attention
Selectivity only to a part of the message because he/she is interested only in
that part of the message which may be of use to him/her.
• In such situation, the sender is not at fault. It is the receiver who
breaks the flow of communication.
• It happens in written form of communication as well, readers only
read the parts they consider useful.

Cultural Variation • Communication inadequacy due to different languages and

cultures.
• E.g.: https://www.youtube.com/watch?v=7C-vYY3SBDE

Poor • A common obstacle to communication is poor listening habits.

Listening • Listening requires careful attention and accurate decoding of the
Skills signals received by the speaker.
• The various distractions that can hinder listening can be
emotional disturbances, indifference, aggression and wandering
attention.
 2. Interpersonal Barrier
Noise in the • Noise interferes the transmission of signals.
channel • It is not necessarily limited to audio disturbances, but can also
occur in visual, audio-visual, written, physical, or psychological
forms.
• Physical noise – sounds which make the task of the listener
difficult (e.g.: Disturbance in the telephone lines).
• Human noise – a member arrives late in the meeting distracting
everybody’s attention.
 3. Organizational Barriers
• Communication barriers are not only limited to an individual or two people,
but exist in entire organization.

• In large organization, the flow of communication is usually downward,

feedback is not guaranteed.

• All organizations have communication policies which describe the protocol to

be followed. It is the structure and complexity of this protocol that usually
causes communication barriers.

• Organizational Barriers:
– Too many transfer stations
– Fear of superiors
– Use of inappropriate media
– Information overload
 3. Organizational Barriers
Too many • The more links there are in a communication chain, the greater
transfer stations are the chances of miscommunication.
• The message can get distorted at each level not only because of
poor listening or lack of concentration, but because of several
other reasons. Some may filter out the parts of the message they
consider unimportant.

Fear of Superiors • Fear or awe of superiors prevents subordinates from speaking

frankly.

Use of • When deciding the medium for a particular communication,

Inappropriate advantages, disadvantages and potential barriers must be
Media/Platforms considered.
of • Cost, time, type of message and intended audience are the factors
Communication that should be considered.
• E.g.: Conveying confidential information is better done face-to-
face rather than through phone call.
 3. Organizational Barriers
Information • Excess of information available to a person aiming to complete a
Overload task or make a decision.
• The usual results of information overload are fatigue, disinterest,
and boredom.
• Vital, relevant information tend to get mixed up with too many
irrelevant details, and therefore ignored by the receiver.
• To reduce information overload in an organization, screening of
information is mandatory. Messages should be directed only to
those people who are likely to benefit from the information.
Major points should be highlighted, leaving out the irrelevant
details.
 What is Technical Communication?
Technical communication is communication
done at the workplace. It includes both written
and oral communication.

i. Important element in any workplace and

organization.
ii. Specific purposes and audience.
iii. To communicate with colleagues and
superior.
iv. Presentation at a conference/ meetings.
 Features of Technical Communication
1. PURPOSE
Personal Essay Academic Writing Technical Communication
To convey personal To communicate what you To get something done within
observations or feelings know about the topic, in a way an organization or helping
that justifies a high grade. someone else get something
done.

2. AUDIENCE
Personal Essay Academic Writing Technical Communication
Readers from all walks of life. Lecturers requests the Specific readers. The writer
assignment and reads it from responds to the needs of the
beginning to the end. readers at the workplace.
The writer expresses view, Writer expects understanding
shares experiences and expects The writer writes according to from readers and specific
understanding from readers. the topics and criteria laid out actions after reading.
by the lecturer.
 Features of Technical Communication
3. ORGANIZATION
Personal Essay Academic Writing Technical Communication
Standard use of topic sentence Standard use of topic sentence Use of headings to help
and transitional expressions. and transitional expressions. readers form their perceptions
at a single glance.
Readers need to read in-depth Readers need to read in-depth Headings draw attention to the
before the main point and the before the main point and the information in the document
organization become apparent. organization become apparent. and enable readers to read
only what they want or need
to read.

4. STYLE OF WRITING
Personal Essay Academic Writing Technical Communication
Casual, conversational and Requires depth, logic, clarity, Simple concise &
predictable. supporting evidence and straightforward (easily
grammar. understood)
Uses examples and Use of short sentences and
descriptions. predictable sentence order.
 Features of Technical Communication
5. TONE
Personal Essay Academic Writing Technical Communication
Expressive, portraying Academic, formal and Objective and business-like.
emotions such as sadness, objective.
excitement & humor

6. GRAPHICS ELEMENT
Personal Essay Academic Writing Technical Communication
Rarely used. Sometimes used to explain and Frequently used to help
persuade. readers to find important
information as quickly as
possible.
 Surrounding situation such as time and
place, relationship between the sender and
receiver and other factors that impact the
communication.

• Your listeners/ Content of the

readers communications
• Primary audience (e.g., message,
(the people you information,
want to reach etc.)
first) CMAPP MODEL
• Secondary
audience (other
people you want
to reach as well)

The reason you are communicating Physical form of communication and

(to remind, to inform..) and the its appearance (e.g., reports,
reactions/responses you are memos, letters, posters, etc.)
expecting from your audience
 Importance of Communication
ORGANIZATION SELF
• Your knowledge and ideas will be
useless unless you communicate
All organization require up-to-date them to others.
information to operate efficiently. • Communication expertise will be
critical to your career success.
Thank you ☺