✍ Technical Communication

📚 What is Communication?

Communication is the process of exchanging information, ideas, thoughts, or feelings between two or more people through a common medium. The word comes from the Latin word "communicare" meaning "to share."

Communication is successful only when the receiver understands the message exactly as the sender intended.

The Communication Process (7 Components):

1. Sender / Encoder: The person who initiates the message. They encode (convert) their thoughts into words, symbols, or gestures.
2. Message: The actual content being communicated — what the sender wants to convey.
3. Encoding: Converting thoughts into a communicable form (choosing the right words, tone, language).
4. Channel / Medium: The path through which the message travels. Examples: face-to-face, email, phone, letter, video call.
5. Receiver / Decoder: The person who receives and interprets the message.
6. Decoding: The receiver converting the message back into thoughts/meaning.
7. Feedback: The receiver's response to the sender. This confirms whether the message was understood correctly. Without feedback, communication is incomplete.

Additionally: Noise = anything that distorts or interferes with the message (physical noise, language barriers, distractions, emotional state).

📚 Types of Communication

1. Based on Medium:

2. Based on Direction/Flow:

3. Based on Formality:

• Formal Communication: Follows official channels. Structured, documented. Examples: official letters, reports, meetings with agenda. Advantages: reliable, authoritative, creates records.
• Informal Communication (Grapevine): No official rules. Casual conversations, rumors, social media chats. Advantages: fast, builds relationships. Disadvantages: can spread misinformation.

📚 Barriers to Communication

Barriers are obstacles that prevent effective communication. Understanding these helps you communicate better.

7 C's of Effective Communication (MUST memorize):

1. Clarity: Message is clear and easy to understand. No vague or confusing language.
2. Conciseness: Brief and to the point. No unnecessary words or repetition.
3. Completeness: Contains all necessary information. No missing details.
4. Correctness: Grammatically correct, factually accurate, proper format.
5. Courtesy: Polite, respectful, considerate of the receiver's feelings.
6. Consideration: Think from the receiver's perspective. Understand their needs.
7. Concreteness: Specific and definite, not vague. Use facts, figures, data.

📚 Paragraph Writing

A paragraph is a group of sentences that develop ONE central idea. Every paragraph should have:

1. Topic Sentence: States the main idea (usually the first sentence)
2. Supporting Sentences: Provide details, examples, evidence, explanations
3. Concluding Sentence: Summarizes or transitions to the next paragraph

Qualities of a Good Paragraph:

• Unity: All sentences relate to ONE main idea
• Coherence: Sentences flow logically using transition words (however, therefore, moreover, in addition)
• Adequacy: Enough detail to fully develop the idea, but not too much

📚 Precis Writing

A precis is a concise summary of a passage that retains all essential ideas in your own words. It should be approximately one-third the length of the original.

Steps to Write a Precis:

1. Read the passage carefully 2-3 times to understand the central theme
2. Underline the key sentences (skip examples, repetitions, illustrations)
3. Note down the main points
4. Write the summary in your own words in third person and past tense
5. Give it an appropriate title
6. Count words — should be about 1/3 of original

Rules:

• ✘ Don't include your opinions or comments
• ✘ Don't use direct quotes from the passage
• ✘ Don't add information not in the original
• ✔ Maintain the author's viewpoint
• ✔ Write in a single paragraph usually
• ✔ Use complete sentences, not bullet points

📚 Note-Making & Note-Taking

Note-Making = creating notes from written sources (textbooks, articles)
Note-Taking = recording notes during spoken sources (lectures, meetings)

Note-Making Format:

1. Title: Brief, descriptive heading
2. Main Points: Numbered (1., 2., 3.)
3. Sub-points: Indented with (a), (b), (c) or (i), (ii), (iii)
4. Key: List abbreviations used (e.g., govt = government, info = information)

Tips for Effective Notes:

• Use abbreviations to save time: w/ (with), b/w (between), govt (government), info (information), & (and)
• Use symbols: → (leads to), ∴ (therefore), ∫ (increases), = (equals)
• Only write keywords, not full sentences
• Use headings and sub-headings for organization

📚 Formal/Business Letter Format

A business letter follows a strict format. Here is the complete structure:

Types of Business Letters:

📚 Memos, Notices, Circulars & Emails

Memorandum (Memo): A short internal communication within an organization.

Notice: A formal announcement displayed on a notice board to inform a group of people.

Email Etiquette:

• Use a clear, specific subject line (not "Hi" or "Request")
• Start with a proper greeting (Dear Mr./Ms./Dr.)
• Keep emails short and focused — one email, one purpose
• Use professional language — no slang, emojis, or ALL CAPS
• Always proofread before sending
• End with a professional sign-off (Regards, Best regards, Thank you)
• Use CC (carbon copy) for people who need to be informed, BCC for privacy

📚 Report Writing

A report is a formal, structured document that presents information, analysis, and sometimes recommendations on a specific topic or event.

Types of Reports:

• Informational Report: Presents facts without analysis (a trip report, progress report)
• Analytical Report: Presents facts + analysis + recommendations (feasibility study)
• Formal Report: Long, structured, for important topics (annual report)
• Informal Report: Short, less structured (memo report, letter report)

Structure of a Formal Report:

1. Title Page: Title, author, date, organization
2. Table of Contents: List of sections with page numbers
3. Executive Summary/Abstract: Brief overview (1 paragraph) of entire report
4. Introduction: Background, purpose, scope, methodology
5. Body/Findings: Detailed information organized under headings — this is the main section
6. Conclusion: Summary of findings
7. Recommendations: Suggested actions based on findings
8. References/Bibliography: Sources cited
9. Appendices: Additional data, charts, raw data

Characteristics of a Good Report:

• Accurate and factual (no opinions unless specifically asked)
• Clear and well-organized
• Uses headings and numbered sections
• Written in formal, objective language (third person preferred)
• Includes visuals (tables, charts, graphs) where appropriate

📚 Technical Writing Principles

Technical Writing is writing that communicates complex information clearly to a specific audience. It includes user manuals, API docs, white papers, and instructions.

Key Principles:

• Audience Awareness: Know who will read it — adjust vocabulary and detail level accordingly
• Purpose-Driven: Every document must have a clear objective
• Accuracy: Information must be factually correct and verifiable
• Clarity: Use simple sentences, active voice, and avoid ambiguity
• Consistency: Same terms, same formatting throughout
• Visuals: Use diagrams, flowcharts, and tables to explain complex processes

Active vs. Passive Voice:

Active voice is shorter, clearer, and more direct. Use passive only when the doer is unknown or unimportant.

📚 Presentation Skills

A presentation is a structured talk to inform, persuade, or educate an audience.

Structure of a Good Presentation:

1. Opening (10%): Grab attention. Use a question, quote, statistic, or story. Introduce the topic and what you'll cover.
2. Body (80%): Present your main points with supporting evidence. Use logical flow. Maximum 3-5 main points for clarity.
3. Conclusion (10%): Summarize key points, give a call to action, invite questions.

Dos and Don'ts:

📚 Group Discussion (GD)

A Group Discussion is a structured conversation among a group (usually 8-12) on a given topic, used in interviews and academic evaluations.

What evaluators look for:

• Content: Knowledge, relevant points, examples, data
• Communication: Clarity, fluency, grammar, vocabulary
• Leadership: Initiating, guiding, summarizing, including quiet members
• Teamwork: Listening, building on others' points, not dominating
• Body Language: Confident posture, eye contact, no aggression

Tips:

• Enter early if you have a good opening point — initiators get noticed
• Always back your points with examples or facts
• Don't interrupt. Say "I'd like to add to what [name] said..."
• If you disagree, say "I see your point, but..." (not "You're wrong")
• Summarizing at the end is a great way to stand out

📚 Interview Skills

Types of Interviews:

• Structured: Fixed set of questions asked to all candidates
• Unstructured: Free-flowing conversation, no fixed questions
• Panel: Multiple interviewers question one candidate
• Stress: Deliberately puts candidate under pressure to test resilience
• Telephonic/Video: Remote interviews via phone or video call

Before the Interview:

• Research the company thoroughly (products, values, recent news)
• Prepare answers for common questions (Tell me about yourself, Strengths, Weaknesses, Why this company?)
• Dress professionally and arrive 10-15 minutes early
• Carry copies of resume, certificates, portfolio

During the Interview:

• Greet with a firm handshake and smile
• Sit when offered, maintain good posture
• Listen to questions completely before answering
• Use the STAR method for behavioral questions: Situation → Task → Action → Result
• Ask thoughtful questions when invited ("What does a typical day look like?")

📚 Listening Skills & Reading Comprehension

Types of Listening:

• Active Listening: Fully concentrating, understanding, responding — the ideal type
• Passive Listening: Hearing without processing — like background music
• Empathic Listening: Understanding the speaker's emotions and perspective
• Critical Listening: Evaluating the message for logic, accuracy, bias

How to be a Better Listener:

• Make eye contact and nod to show engagement
• Don't interrupt the speaker
• Ask clarifying questions: "So you mean...?" or "Could you elaborate?"
• Paraphrase to confirm understanding: "If I understand correctly..."
• Remove distractions (put phone away)

Reading Comprehension Tips:

• Skim first: Read headings, first sentences of paragraphs to get the gist
• Read actively: Underline key points, make margin notes
• SQ3R Method: Survey → Question → Read → Recite → Review

📚 Common Grammar Rules for Exams

Subject-Verb Agreement:

• Singular subject → singular verb: "He goes" (not "He go")
• Plural subject → plural verb: "They go"
• "Each," "every," "neither," "either" take singular verbs: "Each of the boys is present."
• Collective nouns can be singular (as a unit) or plural (as individuals): "The team is winning" vs "The team are arguing."

Tenses Quick Reference:

Common Errors to Avoid: