MODULE 1: EFFECTIVE COMMUNICATION AND TECHNICAL WRITING

Chapter I. Basic Concepts of Effective Communication

Lesson 1: The Nature and Process of Communication

A. Defining Communication
Communication is the relational process of creating and interpreting messages that elicit a response
(Griffin, 2006)

Communication is the process of transmitting information and common understanding from one
person to another (Keyton, 2011)

B. Components of Communication
Using the definition provided by Griffin, let us look at the components of communication as
elaborated by Griffin in his book A First Look at Communication Theory.

1. Messages- Messages are at the very core of communication study. According to David Craig,
communication involves talking and listening, writing and reading, performing and witnessing,
or, more generally, doing anything that involves ‘messages’ in any medium or situation.

2. Creation of Message- This indicates that the content and form of a text (message) are usually
constructed, invented, planned, crafted, constituted, selected, or adopted by the
communicator.

3. Interpretation of Message- Messages do not interpret themselves. The meaning that a message
holds for both the creators and receivers doesn’t reside in the words that are spoken, written,
or acted out.

4. A Relational Process- The flow of communication is always moving, never completely the same,
and can only be described with reference to what went before and what is yet to come.
Communication is a relational process not only because it takes place between two or more
persons, but also because it affects the nature of the connections among those people.

5. Messages that Elicit Response- The effect of the message upon people who receive it.For
whatever reason, if the message fails to stimulate any cognitive, emotional, or behavioral
reaction, it seems pointless to refer to it as communication .

C. Process of Communication
The aim of communication is to transmit information from one person to another so that
the sender and receiver understand the message in the same way. To understand communication,
we use a very simple model that uses the process of communication. In all communication, the
speaker or writer or signer sends a message through some medium which may or may not be
received and interpreted correctly.

1. Sender- The sender sets the communication process when he/she has an idea to be
communicated. Since the sender initiates communication, he/she is also responsible for setting
 the language, the tone, and setting the importance of the communication. More importantly,
he/she is responsible for making a message that can be correctly interpreted.
Messages can be transmitted in a verbal, written, or visual manner; and the sender must
make sure that the medium and the message must match for effective communication to occur.

2. Message- The idea or the message must be encoded into words, symbols, and gestures that will
clearly convey the intended meaning of the sender. The sender must try to encode in a way that
the receiver understands, so that the receiver can properly decode (interpret) the message.

3. Channel- These are the means by which messages are transmitted. Channels may be in the form
in which messages are sent to receivers or the manner of presentation employed in the
communication.

4. Receiver- The person who attends to the sender’s message. Accordingly, when the message
reaches the receiver, the message must be decoded into its intended meaning, thus
interpretation comes in. Decoding of the message includes translation/interpretation of the
words, symbols, and or gestures as the sender intended. On the other hand, if the message itself
is unclear or incomplete, the receiver will not interpret it correctly or simply ignore it.

5. Noise- The medium is also highly influenced by noise or some called ‘barriers of
communication.’ These are hurdles or difficulties that come in the way of communication. They
may be physical, mechanical, psychological cultural or linguistic in nature.
a. Physical Barriers- environmental stress (noise from the trucks); subjective stress
(sleeplessness); ignorance of the medium (communicators are not familiar with the
channels used)
b. Psychological Barriers- frame of reference is a system of standards and values,
usually implicit, underlying and to some extent controlling an action, or the
expression of any belief, attitude or idea
c. Linguistic and Cultural Barriers- difference on language being used or cultural
practices in a community
d. Mechanical Barriers- raised by the channels employed for interpersonal, group or
mass communication. Examples: wrong placement of communication equipment;
disturbances/static in audio; unreadable printed material; video with no audio.

6. Feedback- It ensures that communication did occur. Without feedback, neither the sender nor
the receiver has any measure of how effective they were as communicators because they
cannot be sure communication even occurred.

Activity: Construct a diagrammatic model of the essential elements and processes involved in any of
communication situations at home, school, or community.

Lesson 2: Communication in Business and Organization

Communication is essentially a bridge of meaning between the people. In organizations,

communication is the process whereby an organizational stakeholder (or group of stakeholders)
attempts to stimulate meaning in the mind of another an organizational stakeholder (or group of
stakeholders) through intentional use of verbal, nonverbal, and/or mediated messages (Wrench &
Carter, 2012).

A. Purposes of Communication in Business and Organization

For instruction
Under this, the communicator transmits with necessary directives and guidance to the next
level, so as to enable them to accomplish his/her particular tasks. In this, instructions basically flow from
top to the lower level in an organization.

For information
The purposes or function of communication in an organization is to inform the individual or
group about the particular task or company policies and procedures. Top management informs policies
to the lower level through the middle level. In turn, the lower level informs the top level the reaction
through the middle level. Also, communication is a source of information to the organizational members
for decision-making process as it helps identifying and assessing alternative.
Information can flow vertically, horizontally and diagonally across the organization. Becoming
informed or inform others is the main purpose of communication.

For direction
Communication also assists in controlling process. It helps controlling organizational member’s
behavior in various ways.
Furthermore, communication is necessary to issue directions by the top management or
manager to the lower level. Employee can perform better when he is directed by his senior. Directing
others may be communicated either orally or in writing. An order may be common order, request order
or implied order.

For employee’s orientation

Communication helps to make people acquainted with the co-employees, superior and with the policies,
objectives, rules and regulations of the organization.

For public affairs

Goodwill and confidence are necessarily created among the public. It can be done by the
communication with the different media, which has to project the image of the firm in the society.
Through an effective external communication system, an enterprise has to inform the society about its
goals, activities, progress and social responsibility.
Chapter II. Principles of Technical Writing

Lesson 3: Technical and Non-technical writing: A Comparison and Contrast

A. Definition of Technical Writing

Technical writing is a written communication which by nature has the characteristics of business,
science, and technology
Technical writing ensures accurate, brief and clear presentation and organization of information or
ideas, thus making it easily verifiable and understandable to its target audience (De Belen & Enriquez,
2015).

B. Comparison Between Literary Writing and Technical Writing

Literary Writing Technical Writing

Purpose
It entertains or it amuses the reader It provides useful information
It suggests the writer’s message It directly informs the writer’s ideas or message
It imparts a lesson It gives instructions or directions
It broaden a person’s outlook in life It serves as a basis for decision making
Subject Matter
It focuses on man’s life or experience including It focuses on the subject related to business
the intricacies of the human heart industry, science and technology
Language
It makes use of figurative or imaginative It employs specialized jargon which includes
vocabulary or language technical, or scientific terminologies
Words or expressions are beautifully interwoven
so that they are rhythmically sounded
Point of View
In treating the subject, the writer may use either In technical writing, the preferences is the third
the following points of view (I, He, She, It, We, person point of view (the researcher, the
You or They) proponent, the writer, the author, etc.)
Tone
It is emotional, personal, and subjective It is objective, unbiased or impersonal

Lesson 4: Characteristics & Qualities of Technical Writing

A. Fundamental Characteristics of Technical Writing

1. Concrete Language- concrete words are preferred over abstract words. If ever an abstract term
is used, it must be supported by concrete details.

2. Denotative language- favors the use of dictionary or lexical meaning of a word

3. Objectivity- strives for objectivity, an impartial, impersonal or unemotional weighing of evidence

and information
 4. Targeted or defined audience- defining the target audience helps the writer know what to write
about and how to write it

5. Style- TW adopts a different style from a literary writing. An effective style must be: economical,
clear, concise, and concrete. Style is the manner by which your ideas and thoughts are
interwoven so that they are expressed concretely and smoothly.

6. Common Format- adhere to the use of standard layouts and formats

B. Qualities of Good Technical Reports

1. Accuracy- great care should be taken to ensure that the information is presented accurately.

2. Objectivity- data must be evaluated honestly and without bias. Conclusions should be drawn
solely from the facts presented.

3. Clarity- the author should work to convey an exact meaning to the reader. The text must be
clear and unambiguous, mathematical symbols must be fully defined, and the figures and tables
must be easily understood. Clarity must be met from the readers’ point of view

4. Conciseness- technical reports should be concisely written. Include all the details needed to fully
document and explain the work but keep it as brief as possible.

5. Continuity- reports should be organized in a logical manner so that it is easy for the reader to
follow; create an outline first.

6. Writing Style- a relatively formal writing style should be used when composing technical reports.
The personal style of the writer should be secondary to the clear and objective communication
of information.