Communication Tools Toolkit A

Systems Analysis and Design 9th Edition

Toolkit ACommunication Tools

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

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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

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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

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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

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• 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

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• Cultural Context

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• 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

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Written Communications

• Writing Style and Readability Suggestions*If you have not taken a writing course, you should consider

doing so*1. Know your audience2. Use active voice whenever possible – passive voice3. Keep your writing clear, concise and well-organized

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• Writing Style and Readability Suggestions 4. Use an appropriate style5. Use lists6. Use short, easy-to-understand words7. Avoid repeating the same word too often8. Check your spelling – spell checker9. Check your grammar – grammar checker10. Review your work carefully

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• Writing Style and Readability SuggestionsAlso keep in mind:– Flesch Reading Ease

score– Flesch-Kincaid Grade

Level score

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• E-Mail, Memos, and Letters

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• 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

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• 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

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• Workgroup Software

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• 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

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Oral Communications

• Oral presentation• Define the Audience– Before you develop a detailed plan for a

management presentation, you must define the audience

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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

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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

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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

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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

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Oral Communications

• Prepare presentation Aids– Presentation software– Some overall guidelines include the following: • 7 by 7 rule• 6 by 6 rule

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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

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Oral Communications

• The Presentation– Sell yourself and your credibility– Control the presentation– Answer questions appropriately

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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!

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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

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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

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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

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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

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Education

Communication Tools Toolkit A