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Communication Tools Toolkit A


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Systems Analysis and Design

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Communication Tools Toolkit A

  1. 1. Systems Analysis and Design9th EditionToolkit ACommunication Tools
  2. 2. Toolkit Objectives• List overall guidelines for successful communications• Write effective letters, memos, and e-mail messages• Measure the readability of written material• Organize and prepare written reports that are required during systems development 2
  3. 3. Toolkit Objectives• Follow guidelines for effective oral communication• Plan, develop, and deliver a successful presentation• Use effective speaking techniques to achieve your objectives• Manage and strengthen your communication skills 3
  4. 4. Introduction• A successful systems analyst must have good written and oral communication skills to perform his or her job effectively• Never underestimate the importance of effective communication 4
  5. 5. Successful Communication Strategies• Why, Who, What, When, and How – Why • Know why you are communicating, and what you want to accomplish – Who • Know who your targets are – What • Know what is expected of you and when to go into detail 5
  6. 6. Successful Communication Strategies• Why, Who, What, When, and How – When • Know when to speak and when to remain silent and let others continue the discussion – How • Know how to communicate effectively 6
  7. 7. Successful Communication Strategies• Cultural Context 7
  8. 8. Successful Communication Strategies• Know Your Subject – You must know your subject inside and out – It is better to say, “I don’t know, but I’ll find out and get back to you,” rather than to guess 8
  9. 9. Written Communications• Writing Style and Readability Suggestions *If you have not taken a writing course, you should consider doing so* 1. Know your audience 2. Use active voice whenever possible – passive voice 3. Keep your writing clear, concise and well-organized 9
  10. 10. Written Communications• Writing Style and Readability Suggestions 4. Use an appropriate style 5. Use lists 6. Use short, easy-to-understand words 7. Avoid repeating the same word too often 8. Check your spelling – spell checker 9. Check your grammar – grammar checker 10. Review your work carefully 10
  11. 11. Written Communications• Writing Style and Readability Suggestions Also keep in mind: – Flesch Reading Ease score – Flesch-Kincaid Grade Level score 11
  12. 12. Written Communications• E-Mail, Memos, and Letters 12
  13. 13. Written Communications• Netiquette – All e-mail users should be aware of some simple rules, most of which are nothing more than good manners and common sense – Some examples • Always fill in the subject field with a brief description of the contents • Be brief – in most cases, less is more 13
  14. 14. Written Communications• Netiquette – Some examples • Be professional • Be sure to check your spelling • Don’t forward jokes or chain letters without the permission of the recipient – Important to follow company policy regarding communications at work 14
  15. 15. Written Communications• Workgroup Software 15
  16. 16. Written Communications• Reports – You must prepare many reports during the system development life cycle – Make sure you include only relevant information, and provide references for interested readers 16
  17. 17. Oral Communications• Oral presentation• Define the Audience – Before you develop a detailed plan for a management presentation, you must define the audience 17
  18. 18. Oral Communications• Define the Objectives – Your goals are the following: • Inform management of the status of the current system • Describe your findings concerning the current system problems • Explain the alternative solutions that you developed 18
  19. 19. Oral Communications• Define the Objectives – Your goals are the following: • Provide detailed cost and time estimates for the alternative solutions • Recommend the best alternative and explain the reasons for your selection 19
  20. 20. Oral Communications• Organize the Presentation – Plan your presentation in three stages: the introduction, the information, and the summary – You should be as specific as possible when presenting facts – In your summary, briefly review the main points, and then ask for questions 20
  21. 21. Oral Communications• Define Any Technical Terms – Avoid specialized or technical terms whenever possible• Prepare presentation Aids – You should use helpful, appropriate visual aids to help the audience follow the logic of your presentation and hold their attention – Visual aids 21
  22. 22. Oral Communications• Prepare presentation Aids – Presentation software – Some overall guidelines include the following: • 7 by 7 rule • 6 by 6 rule 22
  23. 23. Oral Communications• Practice – The most important part of your preparation is practice – You should rehearse several times – Do not be tempted to write a script – You will be able to establish a good rapport with your audience 23
  24. 24. Oral Communications• The Presentation – Sell yourself and your credibility – Control the presentation – Answer questions appropriately 24
  25. 25. Oral Communications• The Presentation – Use effective speaking techniques • Control your environment • Turn your nervousness to your advantage • Avoid meaningless filler words and phrases • Practice! Practice! Practice! 25
  26. 26. Oral Communications• Online Presentations – You might be asked to deliver an online presentation, possibly with two-way communication between you and the audience – Cisco WebEx – Microsoft Live Meeting 26
  27. 27. Managing Your Communication Skills• Employees must rely on their personal skills and experience• Communicating is like any other activity – the more you practice, the better you become• Many resources are available for students and IT professionals who want to improve 27
  28. 28. Toolkit Summary• Your success as a systems analyst depends on your ability to communicate effectively• You will be judged by your written work, so it must be free of grammatical, spelling, and punctuation errors• In addition to written communications, you must communicate effectively in person 28
  29. 29. Toolkit Summary• You must practice your delivery to gain confidence and strengthen your presentation skills• When you develop slide presentations, you should follow the 6 by 6 rule or 7 by 7 rule and other guidelines• Should have a strategic plan to manage and improve written and oral communication skills• Toolkit A complete 29