ENG201 Handouts Final.pdf - Handouts 201 Business and Technical English ENG201 Business and Technical English Business and Technical English ENG201 \u00a9

ENG201 Handouts Final.pdf - Handouts 201 Business and...

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Unformatted text preview: Handouts 201 Business and Technical English ENG201 Business and Technical English Business and Technical English ENG201 © Copyright Virtual University of Pakistan Page 1 Business and Technical English Contents LESSON 1 ....................................................................................................................................................................5 INTRODUCTION TO BUSINESS & TECHNICAL COMMUNICATION ..................................................... 5 LESSON 2 .................................................................................................................................................................. 11 ORAL COMMUNICATION .............................................................................................................. 11 LESSON 3 .................................................................................................................................................................. 19 READER-CENTERED WRITING...................................................................................................... 19 LESSON 4 .................................................................................................................................................................. 27 AUDIENCE ANALYSIS ................................................................................................................... 27 LESSON 5 .................................................................................................................................................................. 29 EFFECTIVE COMMUNICATION DEFINING OBJECTIVES-I ............................................................... 29 LESSON 6 .................................................................................................................................................................. 33 DEFINING OBJECTIVES-II ............................................................................................................. 33 LESSON 7 .................................................................................................................................................................. 41 ACCURACY, CLARITY, CONCISENESS AND COHERENCE ............................................................... 41 LESSON 8 .................................................................................................................................................................. 48 THE SEVEN C’S OF EFFECTIVE COMMUNICATION-I ..................................................................... 48 LESSON 9 .................................................................................................................................................................. 54 THE SEVEN C’S OF EFFECTIVE COMMUNICATION II..................................................................... 54 LESSON 10 ................................................................................................................................................................ 58 THE SEVEN C’S OF EFFECTIVE COMMUNICATION III ................................................................... 58 LESSON 11 ................................................................................................................................................................ 64 THE SEVEN C’S OF EFFECTIVE COMMUNICATION ........................................................................ 64 LESSON 12 ................................................................................................................................................................ 70 PLANNING BUSINESS MESSAGES ................................................................................................. 70 LESSON 13 ................................................................................................................................................................ 75 COMPOSING BUSINESS MESSAGES ............................................................................................... 75 LESSON 14 ................................................................................................................................................................ 82 REVISING BUSINESS MESSAGES ................................................................................................... 82 LESSON 15 ............................................................................................................................................................... 89 MEMORANDUMS, MEETING DOCUMENTS AND PROPOSALS ......................................................... 89 LESSON 16 ................................................................................................................................................................ 92 © Copyright Virtual University of Pakistan Page 2 Business and Technical English LETTERS ...................................................................................................................................... 92 LESSON 17 ................................................................................................................................................................ 96 LETTERS II ................................................................................................................................... 96 LESSON 18 .............................................................................................................................................................. 100 WRITING DIRECT REQUESTS ...................................................................................................... 100 LESSON 19 .............................................................................................................................................................. 103 WRITING ROUTINE, GOOD-NEWS AND GOODWILL MESSAGES .................................................. 103 LESSON 20 .............................................................................................................................................................. 106 WRITING BAD-NEWS MESSAGES ............................................................................................... 106 LESSON 21 .............................................................................................................................................................. 109 WRITING PERSUASIVE MESSAGES.............................................................................................. 109 LESSON 22 .............................................................................................................................................................. 113 WRITING SHORT REPORTS ......................................................................................................... 113 LESSON 23 .............................................................................................................................................................. 118 PLANNING LONG REPORTS......................................................................................................... 118 LESSON 24 .............................................................................................................................................................. 122 WRITING LONG REPORTS ........................................................................................................... 122 LESSON 25 .............................................................................................................................................................. 125 GENERAL REPORTS .................................................................................................................... 125 LESSON 26 .............................................................................................................................................................. 128 EMPIRICAL RESEARCH REPORT.................................................................................................. 128 LESSON 27 .............................................................................................................................................................. 134 FEASIBILITY REPORTS ................................................................................................................ 134 LESSON 28 .............................................................................................................................................................. 140 PROGRESS REPORTS ................................................................................................................... 140 LESSON 29 .............................................................................................................................................................. 145 PROPOSALS ................................................................................................................................ 145 LESSON 30 .............................................................................................................................................................. 152 INSTRUCTIONS ........................................................................................................................... 152 LESSON 31 .............................................................................................................................................................. 158 USING VISUAL AIDS .................................................................................................................. 158 LESSON 32 .............................................................................................................................................................. 161 CREATING TWELVE TYPES OF VISUAL AIDS .............................................................................. 161 LESSON 33 .............................................................................................................................................................. 166 WRITING SPECIFICATIONS AND ANALYSIS REPORTS .................................................................. 166 © Copyright Virtual University of Pakistan Page 3 Business and Technical English LESSON 34 .............................................................................................................................................................. 170 HOW TO AVOID COMMON WRITING PROBLEMS......................................................................... 170 LESSON 35 .............................................................................................................................................................. 174 LANGUAGE REVIEW ................................................................................................................... 174 LESSON 36 .............................................................................................................................................................. 183 LANGUAGE REVIEW: SENTENCES .............................................................................................. 183 LESSON 37 .............................................................................................................................................................. 186 LANGUAGE REVIEW: SENTENCES II ........................................................................................... 186 LESSON 38 .............................................................................................................................................................. 191 LANGUAGE REVIEW ................................................................................................................... 191 LESSON 39 .............................................................................................................................................................. 195 LANGUAGE REVIEW: PUNCTUATION II ...................................................................................... 195 LESSON 40 .............................................................................................................................................................. 202 LANGUAGE REVIEW: MECHANICS ............................................................................................. 202 LESSON 41 .............................................................................................................................................................. 208 LISTENING AND INTERVIEWING.................................................................................................. 208 LESSON 42 .............................................................................................................................................................. 213 PLANNING INTERVIEWS AND CONDUCTING MEETINGS .............................................................. 213 LESSON 43 .............................................................................................................................................................. 220 GIVING SPEECHES AND ORAL PRESENTATIONS I........................................................................ 220 LESSON 44 .............................................................................................................................................................. 227 GIVING SPEECHES AND ORAL PRESENTATIONS II ...................................................................... 227 LESSON 45 .............................................................................................................................................................. 234 REVIEW WRITTEN COMMUNICATION ......................................................................................... 234 © Copyright Virtual University of Pakistan Page 4 Business and Technical English LESSON 1 INTRODUCTION TO BUSINESS & TECHNICAL COMMUNICATION Outline • Introduction to Business & Technical Communication • Books & Materials • Modules • Importance of Business & Technical Communication • Types of Communication Introduction to Business & Technical Communication The main objective of this course is to equip the students with skills that will enable them to communicate clearly and concisely in diverse business situations. The students will learn the importance of planning and organizing effective written messages. The course is divided into two sections: 1. Written Communication 2. Oral Communication Written communication will cover planning, structures, and stylistic issues. The students will learn to write memos and letters, proposals, short and long reports, and procedure & policy documents. Moreover, the students will learn to simplify complex information through editing and revising for enhancing their ability to create powerful documents to sell their ideas. The oral communication section will cover planning and execution of effective presentations; group behavior, planning and conducting effective meetings. Books & Materials • • The Mayfield Handbook for Technical Writing Business Communication Today by Bovee, C.L. & Thill, J.V. Modules Module 1: Basics of Effective Technical and Business Communication Module 2: Forms of Written Communication: Reports, Proposals, Letters, Memos, Applications, Resumes, Instructions, and Specification documents. Module 3: Research &Writing Module 4: Oral Communication Importance of Business & Technical Communication Learning ‘Business & Technical Communication’ helps a person to identify different roles at workplace. For instance, you will need to identify your two roles at work. As a specialist, you © Copyright Virtual University of Pakistan Page 5 Business and Technical English need to generate ideas which will be potentially useful. Secondly, you need to share the results of your ideas with co-workers, customers, etc. as a communicator. Example Naila, a newly hired dietitian, must communicate to make the work valuable to her employer, at a large hospital. She has devised a way to reorganize the hospital kitchen that saves money, etc. Her insights will benefit the hospital only if they are communicated to someone who has the power to implement them, such as the kitchen director. Writing is critical to your success. As a college graduate, you will need to spend an average of 20 percent of your time at work writing. That comes out to one out of every five-day work week. A graph plotted for percentage of hours spent versus the number of people who responded for the survey. The study was conducted for a total number of 896 students in the US Universities. Besides enabling you to do your job, writing well can bring you many personal benefits as well: • Recognition in the form of praise • Raises • Promotions In many organizations, the communication with the upper management is not feasible. In such a company, your memos, reports, and other writings may be the only evidence. They only have specimens of your good written work as either a specialist or a communicator. Writing is an important responsibility of mangers who have to communicate a wide variety of messages to those working above and below them. Consequently, employers look for writings when considering people for advancement. © Copyright Virtual University of Pakistan Page 6 Business and Technical English In a study, 94 percent of the graduates from seven departments that send students to technical writing classes reported that the ability to "write well" is of "some" importance to them. Furthermore, 58 percent said that it is of great or critical importance to them. In a survey of people listed in the "Engineers of distinction", 89 percent said that the writing ability is considered when a person is considered for advancement. Survey of people listed in the "Engineers of distinction" plotting the importance of writing skills to people versus the number of people who responded. In addition to bringing you recognition, writing well at work can bring you personal satisfaction too. It will enable you to make an important impact. To succeed in any endeavors during your professional career, you will need to influence people's opinions, actions and decisions mostly through your writing skills. Writing at work differs from writing at school To write successfully at work, you will need to develop new writing skills and even new ways of thinking about writing. That’s because writing at work place differs in some very fundamental ways from writing done at school. Purposes of Writing As a student, you communicate for educational purposes, for example, writing term papers or taking a written exam, etc. In contrast, as an employee, you will communicate for instrumental purposes. Most of your communications will be designed to help your employer achieve practical business objectives. At school, where your aim is to show how much you know, one of your major writing strategies is to write as much as you can about your subject. At work, your communications should only include the information your readers need. Extra information would only clog your readers’ path resulting in: o decreased efficiency © Copyright Virtual University of Pakistan Page 7 Business and Technical English o increased frustration Audience • At school your interaction is only with one person, the instructor. In contrast at work, you will often create communications that will address a wide variety of people with different backgrounds. • The use they will make of your information. • The kinds of professional and personal concerns they will bring to your presentation. Example Consider the report in which Naila will present her recommendations for improving the hospital kitchen. Her recommendations might be read by her supervisor Mr. Nadeem who will want to know what measures he will have to take in order to follow her recommendations. The vice president of finance, Mr. Altaf, will want t...
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