• Workplace communication is a generic term for all written and oral
communications done on the job—whether in business, industry, or other professions. The terms professional writing, business writing, and occupational writing also refer to writing done in your career.
• Besides projects that involve writing, your career will also bring you speaking responsibilities, such as formal speeches at conferences and informal presentations at meetings. Writing in the Workplace Writing directly influences the following: ■ Your performance evaluations ■ Your professional reputation ■ Your organization’s productivity and success in the marketplace
Effective communicators understand the needs of the context in
which they are speaking and writing, what Lloyd Bitzer has labeled the “rhetorical situation.” It means that the speakers must respond to audience’s expectations about appropriate content, form, and tone for a particular setting. Features Purpose Writer’s Audience Criteria of Graphic Knowledge of Evaluation Elements Topic Academic Communicating Less than the The teacher Depth, logic, Sometimes Writing what the student teacher who who assigned clarity, unity, used to knows about the evaluates the the project or supporting explain and topic to earn a writing classmates evidence, and persuade high grade grammar
Workplace Getting Usually more Often several Clear content Frequently
Writing something done than the people with organization, used to help within an reader’s differing appropriate to readers find organization knowledge professional the needs of information backgrounds busy readers and understand ideas Correspondence
TECHNICAL DOCUMENTS Memos to your boss and to your Routine letters to customers, vendors etc Letters to customers Sales letters to potential customers Electronic mail to co-workers or customers Short Reports Analysis of problem Recommendation Equipment Evaluation Progress or periodic report Description of results of a laboratory work or a company trip Long Reports Project report in field or laboratory work Proposal and Feasibility study Other Examples Abstract or summary of technical articles Technical article or presentation Operation manual Website Features of Technical Writing
Outcome- Directional Interdisciplinary based specific audience Multiple fields Achieves targets An Effective Technical Document THINGS TO CONSIDER Audience: Identify audience's level of technical knowledge, interests, and needs. Purpose: Is it to inform, educate, persuade, or troubleshoot? Complexity: Break down information into simpler, understandable ideas. Format: Use written documents, presentations, videos, or discussions. Clarity: Your message must be concise, easy to understand, and free of errors. Feedback: Encourage audience’s question/answer session. Timeliness: Avoid delays. Visuals: Use visual aids such as diagrams, flowcharts, and screenshots to help illustrate complex technical concepts. Accessibility: Ensure that your communication is accessible and understandable. Consistency: Establish a consistent style and format for your technical communication to ensure clarity. Purpose of Technical Writing People in the working world communicate technical information for a number of purposes, many of which fall into one of two categories: • To help others learn about a subject, carry out a task, or make a decision. • To reinforce or change attitudes and motivate readers to take an action. Technical Writing is done by an informed writer conveying needed information to an uninformed reader. Audience of Technical Writing ✓Supervisors and their Superiors ✓Colleagues in your own department ✓Subordinates in your department ✓Employees and other departments or branches ✓Clients ✓Subcontractors and vendors ✓Professors/ Members of selection committees ✓HR Manager Tone in Technical Writing Tone refers to the writer’s attitude/ emotional character towards the reader Q3.subject and the Is yourof tone appropriate to your purpose and your the message. intended Factual Usually serious to a lighter tone Neutral Appropriate to the target audience Sincere Avoids a strong emotion Non-discriminative Flat/ Even Tone in Technical Writing • Polite tone (especially those who outrank you) • Don’t sound too tough or demanding about potentially sensitive issues. • Phrase your sentences in a nonthreatening way • Emphasize the reader’s viewpoint – the “you” approach Writer-centered Perspective Reader-centered Perspective If I can answer any questions, I’ll be If you have any questions, please happy to do so. ask. We shipped the order this morning Your order was shipped this I’m happy to report that . . . morning. You’ll be glad to know that . . . Negative Wording Positive Wording • We cannot process your claim • Your claim can be processed as because the necessary forms have soon as you complete the not been completed. necessary forms.
• We do not take phone calls after • You may reach us by telephone on
3:00 PM on Fridays. Fridays until 3 PM.
• We closed your case because we • Your case will be reactivated as
never received the information soon as you provide the information requested in our letter of April 2. requested in out April 2 letter. STRUCTURE of Technical Writing ABC Format • Abstract: A brief beginning component is represented by the narrow top of the diamond, which leads into the body. • Body: The longer middle component is represented by the broad, expansive portion of the diamond figure. • Conclusion: A brief ending component is represented by the narrow bottom of the diamond, which leads away from the body. Culture in Organizations Elements of Organization Culture
Organization Type of Business History
Management Style Understanding Cultures • All cultures have both common features and distinctive differences that must be studied. People in different cultures have different ways of thinking, different ways of acting and different expectations in communication. • One of the ways that differences between cultures can be understood is through the concepts of high-context cultures and low-context cultures. High-Context Cultures • High-context cultures are fairly homogeneous, with the culture providing a high degree of context for communication. Thus, communications may be less explicit because members of the culture share characteristics such as religion, ethnic background, and education. • Important characteristics of high-context cultures include: ■ Clear distinctions between insiders and outsiders ■ A focus on maintaining relationships, on saving face, and on helping others save face ■ A dependence on internalized cultural norms to govern behavior. Low-Context Cultures • Low-context cultures consist of diverse religions, ethnic backgrounds, and educational levels; as a result, communication must be explicit, because members of a group cannot assume that they share knowledge or attitudes. The culture provides a low degree of context for communication. The United States is an example of a low-context culture. • Important characteristics that affect communication in low-context cultures include ■ Openness to outsiders ■ A focus on actions and solving problems, with a willingness to disagree openly ■ A dependence on formally established rules to govern behavior The concept of low-context and high-context cultures offers a general way of thinking about how to relate to clients and colleagues in other cultures and countries, but if you find yourself working in a global, intercultural setting, you should understand the specific cultural practices of those you are working with. • When writing documents for other cultures, remember that your work will not be read in the cultural context in which it was written. • For that matter, you may lose control of the document altogether if it is translated into a language that you do not know. • In order to help solve this problem, organizations such as Intecom and the AeroSpace and Defence Industries Association of Europe have worked to develop and promote Simplified English, also known as Controlled English. The goal of Simplified English is to eliminate ambiguity, improve translation, and make reading English easier for nonnative English speakers. Case Study: Intercultural Communication in a Global Business Environment GlobalTech Solutions (GTS) is a multinational technology company headquartered in the United States, with offices in Europe, Asia, and South America. The company specializes in software development, IT consulting, and digital transformation services. GTS recently acquired a smaller tech firm, TechInnovate, based in Pakistan, to expand its market presence in Asia. As part of the acquisition, GTS plans to integrate TechInnovate’s employees into its global operations. This integration involves a series of virtual meetings, cross-cultural training sessions, and collaborative projects between teams in the U.S. and Pakistan. In the first virtual meeting between the U.S. and Pakistani teams, several communication issues arise. The American team notices that their Pakistani counterparts are unusually quiet during discussions. They rarely voice their opinions or disagree with any points made. Meanwhile, the Pakistani team feels that the American team is overly direct and somewhat aggressive in their approach, which makes them uncomfortable. Key Players: • John Davis: Project Manager from the U.S. team, known for his direct communication style. • Saba Ali: Senior Developer from the Pakistani team, values harmony and prefers a consensus-driven approach. • Sarah Lee: HR Manager at GTS, responsible for overseeing the integration process. • Aslam Khan : HR Manager at TechInnovate, tasked with supporting the transition. Questions: Question 1: What are the key cultural differences in communication styles between the U.S. and Pakistani teams? Question 2: How can GTS facilitate better communication between the teams? Question 3:What strategies can John and Saba use to improve their collaboration? Question 4: How can the HR managers, Sarah and Aslam, support a smoother integration process? References • S. Pfeiffer, William George. Technical Writing: A Practical Approach (Pearson), 2012
