Project Documentation In Communication

Project Documentation

Basic Principles of project documentation:

                The basic principle of documentation in a report is very simple. Readers should be able to understand tour work and grade tour project by just reading tour report without you. For this purpose, there are some points to keep in mind. Your report should be:

Accomplished:

                Readers of your report should be able to tell what you have accomplished. For example you can include the following ideas if they are relevant to your problems. What problems you have worked on, what assumptions you have made in your work, how much you have accomplished, what parts you did not finish (don’t try to hide the problems because nobody’s work is perfect), how well you did, how important your work is, why it is important, where it can be applied, what kinds of difficult problems you had during your work, what the remaining problems are, what parts can be done at next steps. Etc.

Readable and understandable

                The report should be easily readable and understandable. No matter how significant your work may be, it is not worth full credit, If you cannot convince readers, use clear and concise English. Keep in mind you should write to communicate with readers, not with documents yourself.

Well organized:

                The report should be well organized. It should have clear logical sequence. Organize your work in chapters, sections, and sub-sections with meaningful headings. Include diagrams tables, or figures whenever needed.

Self-contained 

                The report should be self-contained. If possible, don’t ask readers to look around, unless you have to do so.

Best documentation principle

                Don’t wait until you complete your project. Create incremental documentation. Write and make notes whenever you have fresh ideas.

Contents of Report

·         Application development

·         A summary of the problem and an overview of your work.

·         Detailed problem description

1.       Problem descriptions

2.       Assumptions

3.       The way you obtained your information

4.       Your methodology to solve the problem

·         Conceptual design

1.       ERD(Entity-relation diagram)

2.       Data Dictionaries

3.       Required operations of frequently expected queries, reports

·         Implementation

1.       Organize of your overall program

2.       Brief explanation of each module

3.       Specify previous work and your work

4.       How to run the program

5.       Indexing schemes

6.       Limitation of the work

·         Conclusion

1.       Summary of your work including limitations

2.       Lessons learned

·         References

·         Appendix

1.       Sample input

2.       Program listing

3.       Sample output

4.       Graphical user interface (GUI) layout and its screen shots

5.       User documentation

a)      Installation instructions

b)      README : explaining how to interact with your system

6.       Division of work (i.e. each member’s contribution)

 ___________________________________________________________________________

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Key Points of Effective Business Communication

Key point of Effective Business Communication With About Topics

Benefits Of Communication:

Communication has many benefits for the sender and the receiver. Some of them are given below

 Ø  Information Sharing

 Ø  Problem Solving

 Ø  Control

 Ø  Influence

 Ø  Decision Making

 Ø  Group building

 Ø  Lifeblood of every organization

 Ø  A valuable job requirement

 Ø  Promotion

 Ø  Developing personality

General Principals of communication:

Ø  Clarity

Ø  Ability of the receiver

Ø  Integrity

Ø  Informality

Ø  Recipient attention

Ø  Consistency

Ø  Adequacy

Ø  Timelines

Ø  Feedback

Ø  Communication network

Verbal communication:

 Ø  Share Information Using speech

 Ø  Using words

 Ø  E.g saying “No” for the work that you don’t want to do.

 Non-verbal Communication:

 Ø  Sharing Information without saying words

 Ø  Gestures

 Ø  Body language

 Ø  Facial expressions

 Ø  Silence

 Ø  Movements

 Ø  Unspoken words

 Ø  Spacing

Barriers To Communication:

 Ø  Language barriers

 Ø  Physical barriers

 Ø  Systematic barriers

 Ø  Attitudinal barriers

 Ø  Physiological barrier

Components Of Communication:

Communication has six (6) Components

 Ø  Context

 Ø  Sender/Encoder

 Ø  Message

 Ø  Medium

 Ø  Receiver/Decoder

 Ø  Feedback

Forms of Communication:

 Ø  Verbal communication

 Ø  Non-verbal communication

 Ø  Media Communication

 Ø  Telecommunication

 Ø  Mass communication

Communication Skills:

Communication Skills are given below:

 Ø  Interpersonal skills (Interpersonal Skills are the skills we use when engaged in face-to-face communication with one or more other people.)

 Ø  Presentation skills (Although, for many of us, presentation skills are used infrequently, there will probably be times in your life when you need to present information to a group of people, either in a formal or informal setting.)

 Ø Writing skills (Communication skills are not limited to direct interaction with other people and the spoken word.)

 Ø Personal skills (Personal Skills are the skills that we use to maintain a healthy body and mind they can enhance communication.)

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Regard : Rana Sarmad  

Comm Skills

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Barriers to Communication

There are many reason that why the communication may fail. In communication the message (What the said) is not convey clearly to the receiver. So it’s important to seek feedback of that message for the communicatior that their message is clearly understood or not.

            There are many communication barriers and may they accure at any stage during the communication process. The barriers may leads to your message distorted and there’ll be the risk of your money and time too. The Effective business communication used to overcome these barriers. 

There are some types of barriers to communication is given below :

Þ    Language barriers

Þ    Physiological barriers

Þ    Physical barriers

Þ    Systematic barriers

Þ    Attitudinal barriers

Language Barriers : زبان

                        “Language and linguistic ability may acts as a barriers to communication”

There are alot of languages in the world . mostly every culture has it’s own language for example pashto, urdu , english, spanish, british, punjabi, etc. If a Punjabi’s person is not familiar with the english so it’s acts like a barriers in communication  and vice versa.

However , even when communicating in the same language , the terminology in used in the message may act as a barrier to communication. The used of a jargon and the a lot of abbreviation with which the receiver is not familiar , it occur the problems in the communication.

 Physiological Barriers : جسمانی

                        “The psychological state of the communicators will influence how the message is sent, received and perceived”

Stress, if someone is stressed they may be preoccupied by personal concerns and not as receptive to the message as if they were not stressed.
Anger is another example of a psychological barrier to communication, when we are angry it is easy to say things that we may later regret and also to misinterpret what others are saying.

Reduce hearing , a receiver with reduced hearing may not grasp to entirety of a spoken conversation especially if there is significant background noise.

Physical Barriers : 

                        “The Example of physical barrier to communication is the geographical distance between the sender and the receiver”

Communication is generally easier over shorter distances as more communication channels are available and less technology is required. Although modern technology often serves to reduce the impact of physical barriers, the advantages and disadvantages of each communication channel should be understood so that an appropriate channel can be used to overcome the physical barriers.

Systematic Barriers : نظام

                        Systematic barriers may exists in the structure or organisation where there are the inappropriate(غیر فعال یا غیر مناسب) and unimportant information system and communication channels , or where there is a lack or understanding the role and the responsibilities for the communication process. In such systems or organizations the systematic barriers may produced great problems.

Attitudinal Barriers : رویوں

                        “Attitudinal barriers are behaviour or perceptions that prevent people from communicating effectively. ”

                        Attitudinal barriers to communication may result from personality conflicts, poor management, Resistance to Change or a Lack of Motivation.  Effective receivers of messages should attempt to overcome their own attitudinal barriers to facilitate effective communication.

regard : Rana Sarmad

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Non-Verbal Communication

Non-Verbal communication

It’s well known that good communication is the foundation of any successful relationship.

The non-verbal communication Involves Thoughts, Facial Expressions, Gesture, Movements, Eye Contact , Touch , Space  and Silence  etc.

We’ll discuss some non-verbal communication here .

sO let’s start... !

Facial Expressions :

                The human face is extremely expressive, able to express countles emotions without saying a single word. Unlike some forms of non-verbal communication the facial expressions include Happiness, Anger, Sadness, surprise adn disgust etc. With the help of facial expression we can communicate effectively even without saying a single word with just our expressions.

Gesture (Indications)

                Gesture includes in our daily lives. We wave, point, beckon (saying with indication) , speaking animatedely. However The meaning of the gesture is different across the world, culture and the reigons. So it’s important to be careful while communicate as a gesture . beware from the mistakes.

Eye contact:

                Since the visual sense is denominat for most people. Eye contact is one of the most important type of non-verbal communication. The Way you look at some one may communicating many things . it includes interests, affections, hostility, or the attraction. Eye contact is also important in maintaning the flow of conversation and for the person’s response.

Touch:

We communicate the a great deal through touch. For example ...

·         A Good Handshake.

·         A Timid tap to the shoulder.

·         A warm bear hug.

·         A shaking slap on the back.

·         A good petronizing pat on the head

·         A controlling grip on your arm

Space :

Have you ever felt the uncomfortable during a conversation when the other person standing too near you ?

            We are have a need for space . The physical space. Although that need depending  upon the situation, and the closeness of the relationship. You can communicate many different non-verbal messages including signals, affections, aggresson or dominence.In non-verbal communication when we speak , Then other people “read” voice in addition to our voice. Things they pay attention is our timing and pace. How loud we speak, our tone and our body language. Our sound of understanding(how we convey our message) , they see our expression and words such as ahh... , Ohh..., and huhaa.... etc. U can understand if u think that how other person convey their messages through tone, expression and touch etc.

Written by Rana Sarmad

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Components of Communication

Components of Communication: 

                                       Communication is the process of transmitting and receiving verbal and non verbal messages. Communication is effective when it achieves the desired response from the receiver. Simply the communication is the two way exchanging ideas, and information.

There Are Six Components of the communication.

1.    Context

2.    Sender-Encoder

   3.    Message

   4.    Medium

   5.    Receiver-Decoder

   6.    Feedback

Context:

                Every communication whether it’s written or Oral, Begins with the context. Context is the broad Field that includes Country, Culture, Company, internal or external stimuli. Every Culture, company, Country has it’s own convention for processing and communicating information. Context is playing field in which you must have to design, plan, and communicate your message successfully.

Sender-Encoder:

                When you send a message , Then you are the encoder, depending whether your message is written or Oral. You will use a symbol to convey you message successfully in communication. Usually People use Pictures of graphics to convey their message successfully. So that the receiver can successfully understand the message and response according to desire. So in the Sender box you must have to decide the good and effective symbols to successfully convey your message.

Message:

                (you’ve to decide that what type of message you want to convey and what type of content will be in your message.)

The message is the core idea you wish to communicate. It consist of both verbal and non-verbal. Your first task is to decide your message carefully and what type of symbols you are attaching for successfully communicate. Message is all about your personality. So that before speak something try to think about your word either these are affected on you relation or not. So  you must have to planned your message before communicating.

Medium:

                Your medium is depends upon the nature of your message. You have to choice one medium.  You choices include E-mail, Printed words, Written, sound  or Oral.  According to a study the the benefits found in Oral and Written media are :

                Oral                                                    Written

Feedback at the time    Shortwords(Sentences)    Conversational    Focus on relations    Prompt Action    Less details    Personal Pronoun    Simple construction    More Imperrative    Can’t make permanent

Delayed feedback    Long terms    Non-conversational    Focus on Context    Delayed action    Long details    Fewer personal pronoun    Complicated construction Useful as permanent records

Receiver:

Receiver is influenced by his context and mental filter.

The message receiver is your reader or listener , Also known as decoder. You message may have more than one decoder(Receiver).When you convey you message your decoder decodes the message and understand your message according to his/her mental filter. If your message is good or understandable than the listener can easily decode or understand your message.

Feedback:

                        “Information about reactions to a product, a person's performance of a task, etc. which is used as a basis for improvement.”The receiver react with the desired response based on the clear understanding of the message or with and undesired response based on Unclearness of the message. Feedback can be written or it can be Oral. Sometimes it can be action or simply a Silence.

Thankyou.

Regard : Rana Sarmad