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    The document discusses effective document design principles for technical communication. It emphasizes breaking text into smaller chunks, using a clear hierarchy of headings to set the order of information, and highlighting important information through techniques like color, bullets, and underlining to allow readers quick access to content. Poor document design can damage a company's reputation, so appealing visuals that engage readers are important for technical documents to convey a professional company identity.

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    The document discusses effective document design principles for technical communication. It emphasizes breaking text into smaller chunks, using a clear hierarchy of headings to set the order of information, and highlighting important information through techniques like color, bullets, and underlining to allow readers quick access to content. Poor document design can damage a company's reputation, so appealing visuals that engage readers are important for technical documents to convey a professional company identity.

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    14 views23 pages

    Technical Communication Slides

    Uploaded by

    Anupa Kc
    The document discusses effective document design principles for technical communication. It emphasizes breaking text into smaller chunks, using a clear hierarchy of headings to set the order of information, and highlighting important information through techniques like color, bullets, and underlining to allow readers quick access to content. Poor document design can damage a company's reputation, so appealing visuals that engage readers are important for technical documents to convey a professional company identity.

    Copyright:

    © All Rights Reserved
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    of 23

    Document Design

    • In Technical Communication, texts matter, but how they are presented matters
    more.
    • If we make long paragraphs, wall- to wall words, they cannot attract readers.
    • Readers do not labor to uncover the worth of our long texts.
    • Effective technical communication gives readers a quick access to information,
    highlights important information and graphically gives a company’s identity.
    • Document design engages the readers to our text.
    • Effective document design provides the readers visual
    Organization
    Order
    Access
    Variety
    1.Organization
    • The easiest way to design a document attractively is to divide it into smaller chunks of
    information. It is called ‘chunking.”
    • Separate the accumulative Headings from Talking Headings that split Headings in
    details.
    2. Order
    After chunking, the readers know the organization. Now they want to know the sense
    of order of our text. They should know what information is most important, which
    one is less important and what is the least important. It has to be separated queuing
    the ideas. Hierarchy of headings set apart by typefaces or fonts set the order of a
    text. Serif (font with decorative feet) instead of San Serif font can be effective way to
    manage order.
    3. Access
    The third way of helping readers is to access the information rapidly at a glance. It
    can be done by color, bullets, numbering , capitalization, underlining, italics. (for the
    texts typed in black, blue color is most effective highlight)
    4. Variety
    Readers can be profited by more variety of texts and paper size if it is printed one.
    Different colors can catch their attention.
    Dangers

    • If a document is presented poorly, it may damage the


    company reputation.
    • The readers can give up the text or will be unable to
    remember what they have read.
    • A Document- whether it is memo, email, letter,
    report or instruction - contains company identity. It
    might be the only way to meet customer. If it is
    unappealing, it can have negative impact. An
    appealing visual document may improve the
    corporate image.
    Chapter Summary

    • Break your text into smaller chunks. It will make the text more
    readable.
    • When you create the order among the items in a document through
    use of typeface and type size, readers/audience can easily prioritize
    the information.
    • Readers should be able to glance at the document and easily pick
    out the main idea. Highlighting technique will help accomplish this
    goal
    • Vary the document by using columns, portraits and landscape
    orientation.
    • Audience should access the content easily when whitespace,
    bullets, numbering, underlining and text boxes.
    Proposals
    Proposals are the plans to sell an idea. There are two types of proposal:
    internal proposals that request decision from managers within the
    organization, and external proposals that request decisions from parties
    outside the organization. Other types are investment proposals or sales
    proposals.

    • Those two types of proposals even fall into two categories: Solicited
    proposals are generally prepared at the request of external parties. They
    require product or a service but they may also be requested by some
    internal sources as management or the board of directors.

    • Unsolicited proposals offer for recipients who don't expect to receive


    them. The audience may not be aware of the problem or opportunity we
    address. Using an indirect approach is often a wise choice for unsolicited
    proposals.
    Sample of a Proposal
    MEMO
    TO: Yagya Neupane - Manager, Agricultural Bank
    FROM: Deependra Gharti
    DATE: Aug 13, 2020
    SUBJECT: Using automated alert instead of individual telephone calls
    THE PROBLEM:
    Expensive and Slow alert to Customers
    With a recently lunched automated alert system which has been tested and
    proven effective, we can replace a traditional telephone system to make
    our customers alert about their bank liabilities and what’s over. This
    system can save our time and cost and keep our information system more
    reliable. Many companies have already used this system to inform their
    customers.
    Benefits
    Rather than using a lengthy and expensive traditional system,
    we now need to have an electronic alert system. The
    customers will appreciate the automatic and timely alert about
    their financial activities. The electronic alert cost will certainly
    be just a third of the individual telephone cost. It would also
    yield the customer satisfaction. If you approve we can get it
    installed and run within 15 days. Please let me know if you
    happen to decide positively. You can further inquire about our
    service and the current automatic alert service if you like. You
    can make me a telephone call if you have any questions .
    Criteria for Writing a Proposal
    Writing a good proposal is a critical skill. We can see many terms like RFC
    (Request for Call), T&C (Terms and Condition), SOW (Scope of Work),Boilerplate
    (Any text or graphic that can be used in many proposal)etc. Criteria refers to the
    contents that must be included while writing a proposal. We need to provide the
    following headings while preparing a proposal.
    • Title Page
    • Cover Letter (stating why/what you are writing about to the readers)
    • Table of Contents
    • List of Illustrations
    • Abstract
    • Introduction
    • Discussion
    • Conclusion/Recommendation
    • Glossary
    • Works Cited /Reference Page
    • Appendix (Optional additional information)
    Oral Presentation
    It is a stage after the planning a presentation. Depending on the situation, ideas are to be
    expressed with spontaneous language. Many people have a phobia of presentation. About
    42% people have speech phobia, 32%confronting a boss/co-worker, 15% networking, and
    11% writing proposal or report.
    Presenting the introduction
    • Getting audience's attention
    • Building the
    Presentation of the Body

    • Connecting the ideas


    • Holding the audience's attention

    Presentation close
    • Restating the main points
    • Ending with clarity and confidence credibility
    Presentation with Effective Slide
    Presentation can be done by visual or demonstration. The designed visual
    presentations create the interest to the audience. Presentation illustrates the
    complex points and ease to memorize the information. Obviously, the visual
    presentation makes the information simple, authentic and easy to grasp.

    1. Choosing structured or free-form slides

    The types of the slides are:

    a. Structured slides

    b. Free-form slides
    Designing effective slides

    Here are some hints for designing effective slides:

    a. Designing slides around a key visual

    b. Writing readable contents

    c. Selecting design elements

    d. Adding animation and multimedia

    e. Creating charts and tables for slides


    Completing Presentation

    In completing the presentation, we take enough time to test the presentation


    slides, various operational equipments, and practice the speech and create handout
    materials. The materials must be readable, concise, consistent, and fully
    operational. We have four steps for completing
    the presentation.

    1. Finalizing the slides

    2. Creating effective handouts

    3. Choosing the presentation method

    4. Practicing your delivery


    Delivering a Presentation
    Here, we are going to discuss on four important aspects of delivery,
    overcoming anxiety, handling questions responsively, embracing the back
    channel, and giving presentations outline. While delivering a presentation,
    following points are really helpful.

    1. Overcoming anxiety

    Here are few steps to be considered.

    Stop worrying about being perfect.

    Know your subject.

    Practice, practice, practice.

    Visualize success.
    Cont…
    • Remember to breathe.

    • Be ready with opening line.

    • Be comfortable.

    • Take a three-second break.

    • Concentrate on your message and your audience, not on yourself.

    • Maintain eye contact with friendly audience member.

    • Keep going.
    Giving presentations online

    For online presentation we have to keep following things in mind.

    • Consider sending preview study materials ahead of time.

    • Keep your presentation as simple as possible.

    • Ask for feedback frequently.

    • Consider the point of view of audience.

    • Allow plenty of time for familiarity


    Types of Formal Oral Presentation

    • Impromptu Speech (without preparation,


    sudden, on the spot)
    • Memorized Speech- On the basis of rote
    learning
    • Manuscript Speech- Written speech
    • Extemporaneous Speech- with the help of power
    points/ notes- the best way of presentation as it
    is natural, detailed and effective.
    Presentation/Delivery Skills

    • Eye contact
    • Rate- slow down for most important message
    • Enunciation- speak each word clearly and
    distinctly, don’t make anyone to ask you to
    repeat the information again
    • Pitch
    • Emphasis
    • Pauses
    Non-verbal Communication
    • Eye contact
    • Facial Expression
    • Posture
    • Proximity
    • Gesture
    Graphic Design
    • Graphic Design is the process of creating visual
    content to communicate information/ messages to the
    masses
    • Graphic Design is used to create visual content using
    elements such as photographs, colors, typography,
    illustrations, and icons.
    • Graphic Design is now used for creating logos,
    design used in books, newspapers and magazines,
    advertising, product packaging, signage, and the
    likes.
    Types of Graphic Designs
    There are the following types of Graphic Design: 8 types
    • Visual identity graphic design- the visual elements of brand identity that act as the face of a
    brand to communicate those intangible qualities through images, shapes and color.
    • User interface graphic design- balancing aesthetic appeal with technical functionality.
    • Motion graphic design- Animations, videos ,etc.
    • Publication graphic design
    • Packaging graphic design
    • Marketing & advertising graphic design- Postcards and flyers, magazine and newspaper
    ads, posters, banners and billboards

    • Environmental graphic design- connects people to places to improve their overall


    experience by making spaces more memorable, interesting, informative or easier to
    navigate. Example- Wall murals, museum exhibitions

    • Art and illustration 


    Measures of Effective Graphic Design
    • Title
    • Heading sub-headingsands
    • Line spacing
    • List
    • Visual aids
    • Interactive elements
    • Font
    • Balancing text and whitespace (empty space)
    • Color
    Brochure
    Brochure

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