Technical Communication AKTU

One Shot
Unit :- 1
Fundamentals of Communication
and Voice Dynamics
New Syllabus
• The communication that happens with the aid of technology.
information effectively.
such as analysis, research, design and production to communicate intricate
• It is a practice-oriented field that emphasizes detailed problem solving tactics
information.
• It is a means to convey scientific, engineering or other technical related
message to a specific audience with a specific purpose.
• Technical communication si the process of communicating a specific

What is Technical Communication ?

document so is the arrangement of ideas in different paragraphs.
grammatical principles and the rules of punctuation are necessary for coherence in a professional
unit of thought hence a single idea must be conveyed in a paragraph. Just as the usage of the
thoughts should be properly arranged into different paragraphs. A paragraph is generally defined as a
.f Logical division of paragraphs: nI order ot make a technical document clear and meaningful,
writing.
writing. Inaccurate expressions lead to obscurity that will ultimately mar the purpose of a technical
e. Avoid inaccurate expressions: Precision and accuracy are two important features of a technical
importance; passive voice can be used.
voice. Only when the object (work) si having more importance and the subject does not have any
d. Use of active voice: Most of the sentences should be written by using active voice rather than passive
difficult. Generally 12-15 words should be put in a sentence
moderate length. Too much short of too much long sentences make the writings either too simple or too
c. Use of sentences of moderate length: Experts are of the opinion that sentences should be of
word order-subject-verb-object. The sentences must be clear ni terms of its sense.
b. Use of clear sentences: The writer should place the main idea at the outset. He should follow normal
as well as of the reader from the main point.
not use too many words where few would do since unnecessary talk will divert the attention of the writer
familiar words should be used. Technical writing does not require unessential words. The writer should
a. Use of familiar and easy words: In professional and technical writing, instead of the abstract words,
important features of technical writing are mentioned below:
researchers and doctors write reports and prescriptions which are different from general writing. Some
Written communication is a powerful medium in all walks of life. The scientists, engineers,
Q. What are the features of technical writing (Communication)?
 Peace Working
Cooperation and Smooth
Promotes Helps in

cooperation development
motivationa n dm o r a
coordination and
proceedso f
Acts a s the basis of
Communication Helps in
Importance of

making Leadership
b a s i s f o r decision Effective
Acts a s t h e Establishes
Efficiency
Managerial
Increase

Role o f C o m m u n i c a t i o n
prepare a document to persuade readers to do certain things.
3. To Persuade: Technical writing aims at persuading the readers. A technical writer, for instance, may
directed how to use a machine.
duties. For e.g. The consumers are instructed how to use a new product, the medical practitioners are
2 . T o Instruct: The technical writers give instructions for using equipment and alsofor performing
information about the operation of a new machine.
the information about the result of the experiment, similarly, a mechanical engineer has to furnish the
to supply and also receive information. A research should know how ot prepare the documents, giving
1. To Inform- In government or semi-government offices, schools and hospitals, hospitals, people have

The first and foremost purpose of all technical writings is to inform.

Killingworth describes the three basic purpose of technical writing - to inform, to instruct, to persuade.
challenges.
engineering knowledge society where technocrats and professionals are facing new communication
serves the primary communication link between technology and its uses. It is a central factor in the
. The main purpose of technical communication is to make technology more useful and meaningful. It
A
Q. Write in brief the purpose of technical written communication.
 Directoirrectopirector3 DirectoQirectorDirector3 Directoirectapirector

Managerl Manager2 Manager3

M a n a g i n g Director

communication.
m e m o to the vice-president (Production) for further action i s a n1 e x a m p l e of lateral
F o r e.g.: - The v i c e - p r e s i d e n t ( m a r k e t i n g ) s e n d i n g s o m e s u r v e y r e s u l t s in the f o r m o f a
a c t i v i t i e s of a d e p a r t m e n t .
c o m m u n i c a t i o n . I t e n a b l e s t h e s h a r i n g o f i n f o r m a t i o n w i t h a v i e w t o u p r i s e t h e p e e r g r o u p of
e q u i v a l e n t e m p l o y e e s h i e r a r c h y in a n o r g a n i s a t i o n is k n o w n a s l a t e r a l or h o r i z o n t a l
3. L a t e r a l o r H o r i z o n t a l C o m m u n i c a t i o n : - T h e c o m m u n i c a t i o n which takes place a m o n g

Managerl Manager2 Manager3

111
Managing Director

and recommendations, the communication flows upward.

officials. When subordinates send reports to inform their superiors or to present their findings
2. Upward Communication: -Communication which flows from subordinates to higher
of d i s t u r b a n c e s in t h e t e l e p h o n e w i r e s / l i n e s , i l l e g i b l e w r i t i n g , d i m t y p e s c r i p t s etc.
s i g n a l s w h i c h a c t s a s a h i n d r a n c e i n t h e f r e e f l o w o f c o m m u n i c a t i o n . Te c h n i c a l n o i s e c a n b e in the f o r m
N o i s e i n t h e C h a n n e l : - N o i s e i n t e r f e r e s g r e a t l y in t h e t r a n s m i s s i o n o f signals. N o i s e is a n y u n w a n t e d
h e / s h e is u n a b l e to c o n c e n t r a t e o n t h e l i s t e n i n g .
attention. It a c t s a s a b a r r i e r w h e n a n i n d i v i d u a l i s s o e n g r o s s e d i n h i s / h e r o w n t h o u g h t s a n d w o r r i e s t h e

nd accurate deco tior

that hinder l i s t e n i n g c a n b e e m o t i o n a l d i s t u r b a n c e s , i n d i ff e r e n c e , a g g r e s s i v e n e s s a n d w a n d e r i n g
m the speaker. v
c a r e f u l a t t e n t i o n a n d a c c u r a t e d e c o d i n g of t h e s i g n a l s r e c e i v e d f r o m t h e s p e a k e r . V a r i o u s d i s t r a c t i o n s
P o o r L i s t e n i n g : - A c o m m o n o b s t a c l e t o c o m m u n i c a t i o n is p o o r l i s t e n i n g h a b i t s . L i s t e n i n g r e q u i r e s
a r e a o r m a n a g e m e n t a n d c o m p a n i e s . It is o n e o f t h e p r e d o m i n a n t f a c t o r s i n c o m m u n i c a t i o n f a i l u r e .
C u l t u r a l V a r i a n c e : - C u l t u r a l v a r i a n c e c a n b e in t h e f o r m o f l a w s , c u s t o m s a n d b u s i n e s s p r a c t i c e s in t h e
r e c e i v e r ' s fault.
c r e a t e d a n d it is k n o w n a s c o m m u n i c a t i o n s e l e c t i v i t y. In s u c h a s i t u a t i o n , t h e s e n d e r is n o t at fault. It is
C o m m u n i c a t i o n S e l e c t i v i t y : - W h e n t h e r e c e i v e r p a y a t t e n t i o n o n l y t o a part of t h e m e s s a g e , a b a r r i e r is
c o m m u n i c a t i o n . A g o o d v o c a b u l a r y is o f n o use u n l e s s the c o m m u n i c a t o r k n o w s h o w to u s e it.
L i m i t e d Vo c a b u l a r y : - A n i n a d e q u a t e , i m p r o p e r v o c a b u l a r y c a n be a m a j o r h i n d r a n c e in
n e g a t i v e feelings.
e m o t i o n s l i k e h a p p i n e s s a n d e x c i t e m e n t a l s o i n t e r f e r e in c o m m u n i c a t i o n , b u t t o a l e s s e r e x t e n t t h a n
it more personal. Excessive emotional involvement can be an obstacle in communication. Positive
E m o t i o n a l O u t b u r s t : - A m o d e r a t e l e v e l of e m o t i o n a l i n v o l v e m e n t i n t e n s i f i e s , c o m m u n i c a t i o n , m a k i n g
sender's message. For example: - Action speaks louder than words
m e s s a g e , then barriers in c o m m u n i c a t i o n t a k e s p l a c e . N o n - v e r b a l c u e s p r o v i d e a d e e p e r insight into
I n c o n g r u i t y o f v e r b a l a n d n o n - v e r b a l m e s s a g e s : - W h e n non-verbal cues d o not m a t c h with verbal
- C o m m u n i c a t i o n selectivity
- Noise i n the channel
- Emotional outburst
- Poor listening skills
- I n c o n g r u i t y of v e r b a l a n d n o n - v e r b a l m e s s a g e
- Cultural variations
- Limited vocabulary

more individuals. identify the following basic interpersonal barriers:

These are barriers w h i c h occur as a result o f i n a p p r o p r i a t e t r a n s a c t i o n o f w o r d s b e t w e e n t w o or

I N T E R P E R S O N A LB A R R I E R S
 problems faced in the organisations today.
unable to handle effectively is known as information overloaded. It is o n e of the major
V. I n f o r m a t i o n O v e r l o a d e d : - The availability of huge amounts of data which the receiver is
l e a d s t o barrier.
message and intended audiences. If there is no balance between the factors of medium, it
charts, telephones etc, while choosing the medium, we should consider time, cost, type of
IV. Use of Inappropriate Media: - The common media used in an organisation are graphs,
behaviours.
informal and generally consists of people who shares values, attitudes, opinions, beliefs and
of idea between m e m b e r s and n o n - m e m b e r s of a group. These groups may be formal or
III. Negative Tendencies: - Communication barriers occur in an organisation due to confusion
the people to communication frequently by which communication does not flow freely.
II. F e a r of S u p e r i o r s : - In rigidly structured organisations, fear or awe of the supersiors stops
too many transfer stations is always a deterrent to effective communications.
I. T o o M a n y T r a n s f e r S t a t i o n : - The reasons for filtering or distorting the message, having
- Negative tendencies
- Information overload
- Fear of s u p e r i o r s
- U s e of i n a p p r o p r i a t e m e d i a
- Too m a n y transfer s t a t i o n s
are-

in an entire organization which often disrupts the smooth flow of communication. Some causes
These are barriers to communication in an organization. The communication barriers may exist

O R G A N I Z AT I O N A L B A R R I E R S
 r e a c t e d ( d e c o d e d ) .
s h o w s h o w correctly o r incorrectly the message w a s s e n t e n c o d e d ) and received and
e x t e r n a l e n v i r o n m e n t o r i n t e r n a l stimuli. T h e w a y t h e r e c e i v e r r e s p o n d s o r g i v e s f e e d b a c k
W h e n t h e m e s s a g e r e a c h e s t h e r e c e i v e r , h e d e c o d e s it. H i s d e c o d i n g a g a i n d e p e n d s u p o n
any o f t h e v a r i o u s m e d i a s u c h a s m e d i u m o f s o u n d , o r m e d i u m o f w r i t t e n w o r d s etc.
l i k e s a n d d i s l i k e s etc. T h e m e s s a g e c o u l d b e verbal or n o n v e r b a l a n d it c o u l d b e s e n t b y
e x t e r n a l f a c t o r s a n d i n t e r n a l s t i m u l i s u c h a s h i s e x p e r i e n c e s , attitude, opinions, emotions,
The sender sends the message. His message formulation
f o r m u l a t i o n oor
r encoding depends upon

the response a n d refine the m e s s a g e

m e s s a g e . If t h e r e c e i v e r h a s n o t u n d e r s t a n d w h a t t h e s e n d e r m e a n t , c a n b e u n d e r s t o o d b y
t h a t r e s p o n d s to s e n d e r. T h i s f e e d b a c k e n a b l e s to e v a l u a t e t h e e f f e c t i v e n e s s of t h e
7. F e e d b a c k - A f t e r d e c o d i n g t h e m e s s a g e , t h e r e c e i v e r r e s p o n d s in s o m e w a y a n d s i g n a l s
i n t e n d e d a n d r e s p o n d i n g in t h e d e s i r e d w a y.
interprets y o u r m e s s a g e c o r r e c t l y, a s s i g n i n g t h e s a m e m e a n i n g to y o u r w o r d s as y o u
m e s s a g e m u s t t h e n b e s t o r e d i n the r e c e i v e r ' s m i n d . If all g o e s w e l l , t h e r e c e i v e r
6. D e c o d i n g - the receiver m u s t d e c o d e (absorb a n d understand) the message. T h e decoded
m e s s a g e .
5. Receiver- T h e r e c e i v e r is a n y p e r s o n w h o n o t i c e s a n d a t t a c h e s s o m e m e a n i n g t o a
s u c h a s importance, no. of receivers, c o s t s a n d a m o u n t of information.
d e p e n d s o n t h e u r g e n c y o f t h e m e s s a g e b e i n g sent. Besides, o n e m a y consider factors
o r a l ) i s i n f l u e n c e d b y t h e i n t e r - r e l a t i o n s h i p s b e t w e e n t h e s e n d e r a n d t h e r e c e i v e r . It a l s o
4. Channel- H o w will y o u s e n d the m e s s a g e ? The choice of channel or m e d i u m (written or
y a w n s , sighs, etc.)
( w r i t t e n or s p o k e n ) or n o n - v e r b a l ( s u c h a s a p p e a r a n c e s , b o d y l a n g u a g e , s i l e n c e , s o u n d s ,
.3 Messe forecastion
m e s s a g e is a n y s i g n a l t h a t t r i g g e r s t h e r e s p o n s e o f a r e c e i v e r. M e s s a g e c o u l d b e v e r b a l
M e s s a g e - F o r c o m m u n i c a t i o n t o occur y o u r r e c e i v e r s h o u l d first g e t t h e m e s s a g e . A

n e e d s t o c o n s i d e r w h a t c o n t e n t s t o i n c l u d e , h o w t h e r e c e i v e r w i l l i n t e r p r e t it a n d h o w it
idea into a message. T h i s activity is called Encoding. W h i l e encoding a message, one
2. E n c o d i n g - T h e sender m u s t c h o o s e certain w o r d s or non-verbal m e t h o d s to translate the
h a s a n i d e a a n d w a n t s t o s h a r e with.
1. Sender(Source)- The p r o c e s s of c o m m u n i c a t i o n b e g i n s w i t h a sender, the p e r s o n w h o
 • ' u ' in ' c u m i n '
e x a m p l e s to understand.
• 'o' i n ' r o t e '
Words with long vowels can start/end with vowels. Take a look at the following
The term 'long vowels' is used to refer to two or more vowels that appear in words. • 'i' i n ' b l i n d '
• 'u' in 'truck' • 'e' i n ' t e d i o u s "
Long Vowels
• o' ' in 'cot' • ' a ' in ' f a k e '
• 'i' in 'pit'
with consonants. They can, in no way, appear at the end of the last syllable of a word. • 'e' in 'rent'
Short vowels a r e t h o s e th a t a p p e a r individually in words. These w o r d s normally e n d • 'a' in 'pan'
S h o r t Vo w e l s
Here are a few examples.

l o o k a t t h e f o l l o w i n g l i s t s of v o w e l s o u n d s a n d d i p h t h o n g s t o h a v e a c l e a r e r i d e a .
v o w e l s o u n d s in t o t a l . O u t of t h e t w e n t y , e i g h t of t h e m a r e c a l l e d d i p h t h o n g s . Let u s
n o t l i m i t e d " . T h e r e a r e o n l y f i v e v o w e l s in t h e E n g l i s h l a n g u a g e , b u t t h e r e a r e t w e n t y
t h e t o n g u e is n o t t o u c h i n g t h e t o p o f t h e m o u t h , t h e t e e t h , e t c . , s o t h a t t h e f l o w o f a i r is
L e a r n e r ' s D i c t i o n a r y, a v o w e l s o u n d is " a s p e e c h s o u n d in w h i c h t h e m o u t h is o p e n , a n d
t h r o a t b l o c k i n g t h e a i r p r o d u c e d w h e n u t t e r i n g t h e l e t t e r. A c c o r d i n g t o t h e O x f o r d
A v o w e l s o u n d i s a s p e e c h s o u n d t h a t i s p r o n o u n c e d w i t h o u t t h e l i p s , t o n g u e , t e e t h or

W h a t Is a V o w e l S o u n d ?

l e t t e r t h a t r e p r e s e n t s a v o w e l s o u n d " . N o w , l e t u s f i n d o u t w h a t a v o w e l s o u n d is.
v o w e l s . They a r e a , e, i, o, a n d u. The O x f o r d L e a r n e r ' s D i c t i o n a r y d e f i n e s a v o w e l a s " a
l a n g u a g e , five letters a m o n g t h e t w e n t y - s i x letters o f t h e English a l p h a b e t a r e c a l l e d
T h e t e r m ' v o w e l ' i s u s e d t o r e f e r t o l e t t e r s u s e d t o r e p r e s e n t v o w e l s o u n d s . In t h e English

W h a t Is a Vo w e l ?
 t h r o u g h a n d o u t of t h e n o s e a n d m o u t h .
• T h e m a n n e r of a r t i c u l a t i o n - w i t h r e f e r e n c e t o t h e m o v e m e n t o f a i r f r o m t h e l u n g s a n d
p r o n o u n c e t h e particular sounds.
• T h e p l a c e of a r t i c u l a t i o n - w i t h r e f e r e n c e t o t h e p a r t s of t h e m o u t h t h a t a r e u s e d t o

C o n s o n a n t s o u n d s a r e d i v i d e d i n t o c a t e g o r i e s b a s e d o n t w o a s p e c t s , n a m e l y,

Classification o f C o n s o n a n t S o u n d s

a n d h o w t h e y a r e classified.
E n g l i s h l a n g u a g e . A m o n g t h e m , 2 4 a r e c o n s o n a n t s o u n d s . Let u s l o o k a t w h a t t h e y a r e
t h e a i r f l o w i n g f r e e l y t h r o u g h y o u r m o u t h " . T h e r e a r e 4 4 s p e e c h s o u n d s in t o t a l in t h e
c o n s o n a n t s o u n d a s "a s o u n d s u c h a s 'p', 'f', 'n', or 't' w h i c h y o u p r o n o u n c e b y s t o p p i n g
o b s t r u c t i o n o f a i r b y t h e l i p s , t e e t h , t o n g u e or t h r o a t . T h e C o l l i n s D i c t i o n a r y d e f i n e s a
c o n s o n a n t s o u n d is a s p e e c h s o u n d t h a t is p r o d u c e d b y t h e p a r t i a l o r c o m p l e t e
Like v o w e l s , c o n s o n a n t s c a n a l s o b e b e t t e r p e r c e i v e d b y l e a r n i n g t h e i r s o u n d s . A

C o n s o n a n t S o u n d s in English
m o u t h or nose".
s p e e c h s o u n d m a d e b y c o m p l e t e l y or p a r t l y s t o p p i n g t h e f l o w o f air t h r o u g h t h e
f l o w of air i n t h e v o c a l tract. The Oxford Learner's Dictionary defines a c o n s o n a n t a s "a
five v o w e l s ( a , e, i, o, u). T h e y i n c l u d e l e t t e r s t h a t a r e p r o n o u n c e d by o b s t r u c t i n g t h e
C o n s o n a n t is a t e r m u s e d t o r e f e r t o t h e l e t t e r s o f t h e E n g l i s h a l p h a b e t o t h e r t h a n t h e

W h a t I s a C o n s o n a n t ?
As: Don't go out in winter. I am waiting. Please be careful
of different syllables of a word or sentence. This tone is often used to indicate wish, warning etc.
from high to low and then a rise to the middle of the voice. It can be used either on one syllable
The Falling-Rising Tone: This tone is sometimes referred to as the dive. It consists of a fall

me?
with a symbol. ni front of hte syllable ot which ti refers. As What's hte matter? Aer you calling
as he reaches to the end of a sentence, it is known as a rising tone. A rising tone will be marked
The Rising Tone: When the speaker begins at a lower note, but gradually shifts to a higher note

line for a high falling tone and below the line for a low falling tone. As Then, Look, Do Tell
marked with a symbol \ in front of the syllable to which it refers. The symbol will be above the
lower as he reach to the end of a sentence, it is known as a falling tone. A falling tone will be
The Falling Tone: When the speaker begins a sentence at a high note but gradually shifts to a
There are mainly the following types of Intonations:
Kinds of Intonations: