BCA Organisation In technical Communication Study material Notes

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BCA Organisation In technical Communication Study material Notes

BCA Organisation In technical Communication Study material Notes: Introduction Spatial Organisation General to specific organization chronological organization specific to general organization order of decreasing importance order increasing importance Exercise Question Long Answer Questions Short Answer Question most Important Notes for BCA.

BCA Organisation In technical Communication Study material Notes
BCA Organisation In technical Communication Study material Notes

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Organization in Technical Communication

INTRODUCTION

Technical communication is always purposeful, and all technical compositions and presentations are organized and logically structured. For the technical communicator, it is the cohesive element that brings his/her perspective, knowledge, and ideas into focus for the audience. Many technical writers and presenters ignore the fact that the organization, structure, order, or pattern that they use in their writing or speech will determine the effectiveness of their message.

Organization in technical communication refers to the process of arranging logically. Unlike general communication, technical communication follows a communication linear logical pattern to organize information. Whether one has to write a technical report, make an oral presentation, write an email message, or take part in a professional discussion, one has to consider what kind of organization one is going to use. One needs to organize the information that one presents in a systematic way.

Let us try to understand this with the help of an example. Read the following extract from a textbook on thermodynamics.

“There are essentially three types of internal combustion (IC) engines:

(i) Reciprocating engines

(ii) Rotary gas turbine engines

(iii) Jet and rocket engines

In reciprocating engines, the fuel is burnt within the engine cylinder. In gas turbine engines, the fuel is burnt outside the turbine in a separate combustion chamber as in external combustion engines. But, since the products of combustion themselves form the working substance, these are named internal combustion engines.

The petrol and diesel engines are reciprocating engines. Gas turbine engines used both in aircrafts and in stationary power plants form a category of rotary turbo engines. In jet and rocket propulsion engines, the thrust developed as a result of momentum change from low velocity entering air to high velocity. Exit jet is utilised for propulsion. In jet propulsion engines, gas turbines are used only to provide the work required for the compressor of the engine.

All these are internal combustion engines. There is no direct heat transfer from the fuel to the working substance in them. As a result, very high internal temperatures are attained, and a high thermal efficiency can be obtained provided materials could be found to withstand high temperatures. Unfortunately, the metallurgical limit of most materials of construction falls much below the temperatures attained. Hence, it is common to resort to cooling of cylinders in reciprocating engines, and the use of excess air in gas turbine engines to bring down working temperatures.”

It is apparent that the writer uses a particular logical pattern to organise information in the above passage. The logical pattern that the author uses involves the process of dividing internal combustion (IC) engines into three types on the basis of how they are arranged in space. By categorising internal combustion engines, he has simplified the text for the readers and is able to present a clear and logical picture of internal combustion (IC) engines. Here, the author has used spatial logical organisation, that is, organisation by place.

Now, let us read the following short paragraph to find out how the author has organised information here:

There are so many ways of constructing an idea to accomplish a specific comimportance, and municative objective. Here, the seven basic patterns of logically organising inforemphatic organisation mation in technical communication, that is, spatial, chronological, general to specific, specific to general, increasing order of importance, decreasing order of importance, and emphatic organisation. We may choose a logical organisation that suits the subject, helps our readers or listeners, and above all, helps us to develop the information that we want to convey in a natural and spontaneous way.

However, one single logical organisation or pattern may not fully answer all the requirements of a given technical discourse, and one may need to explore the possibilities of combining patterns to achieve the desired effect. We may organise one part of our document or presentation chronologically while we organise the remaining parts according to increasing order of importance.

SPATIAL ORGANISATION

Spatial organisation, as summarised in Table 2.1. refers to organisation by place. It is also called spatial order or order of place. It is the simplest logical organisation that technical writers or speakers may use to structure information in a technical document or presentation. This logical pattern involves the process of dividing a subject or topic based on how they are arranged in space. This pattern can make a complex or difficult subject easy to understand by categorising its various elements spatially. Once broken into simple manageable parts, the reader or audience may find the subject easy to follow.

Spatial organisation can be used both in writing and in speech. Technical reports, proposals, oral reports, or oral presentations may be organised spatially by Spatial organisation is simple divisions of the subject. Suppose a report or presentation has to be prepared the logical division of a subject or topic on the about the functioning of a company or organisation, the report or presentation may basis of how they are be organised by simple divisions of the company production department, adminis- arranged in space trative department, marketing division, and so on. Similarly you may organise a description from left to right, from large to small, from top to bottom, from near to distant, and so on.

Using spatial organisation is easy as you need not think about what will come next. You may concentrate on other aspects of writing/speech once you have decided to use spatial order because the order will be so obvious and natural. Moreover, such simple categorising may present a clear and logical picture of something and simplify a difficult subject for the reader or audience. However, spatial order may sometimes lead to monotony in longer texts or presentations. You should try to avoid the monotony by being creative and innovative,

CHRONOLOGICAL ORGANISATION

Chronological organisation (Table 2.2) refers to the narration of events in the order in which they occur in time, beginning with the first event, going on to the next, and so on. This logical sequence may sometimes become essential for a particular piece of writing or speech simply because the information involves a simple chain of events—what did, could, can, or will happen in the order of occurrence, Infact, technical writers and speakers frequently use this organisation, as it is quite easy and natural to record events in the order of their happening.

Chronological sequence can be used in several technical and professional documents such as periodic reports, progress reports, accident reports, factory procedures, industrial processes, experimental descriptions, instruction manuals, and so on. It may also be used in several oral forms such as sales presentations, discussions of day-to-day reports on the progress of professional projects, oral reporting, oral instructions, and so forth.

It is very easy to use chronological order and one does not have to think about what will come next. because the order will be obvious. Moreover, it may be easy to use appropriate sequence words and time connectives such as first, then, later, after this, before, until, next, the next month, Chronological after that time, and so on. This provides coherence and clarity and the reader or the organisation is the audience never gets confused. Finally, it is easy to check and review a chronologinarration of events in the order in which they account for accuracy. However, chronological sequence might make a docuoccur in time. ment or presentation quite boring and monotonous. In addition, it may not provide proper emphasis because of having assigned importance to unimportant material due to chronological compulsion. While using chronological sequence, you should use appropriate strategies to deal with such problems

GENERAL TO SPECIFIC ORGANISATION

General to specific or deductive logical order, as summarised in Table 2.3, is the most common logical organisation used in technical communication. This logical pattern involves the process of moving from a general statement, premise, principle, or law to specific details. Technical writers and speakers find this logical sequence quite helpful in organising short informative talks and presentations, technical descriptions of objects and processes, classificatory information, and so on.

A general statement covers a wide range of conditions, situations, events, and In general to specific or times while a specific statement refers to a single situation or condition. deductive logical order, Study the following statements:

1 Air pollution has been a major threat not only to the quality of environmental information but also to human health.

2. The highest personal exposures to combustion emissions occur not in ban smog but in homes with unvented combustion appliances.

3. Gases are high-energy states of matter.

4. The world is full of poisonous substances.

All the above statements are general as they do not refer to a single situation or condition but cover a wide range of situations. Thus, general statements are different from specific statements, which are true for specific situations, events, and times.

Now read the following passage about fuel cells:

“Fuel cells convert the energy stored in the chemical bonds of fuels directly into electrical power. In these direct energy conversion devices, the intermediate steps of conversion of chemical energy to heat followed by conversion of heat to mechanical work are completely eliminated. High temperature, generated because of the combustion of fuels and subsequent processes, found in almost all indirect energy conversion devices, are non-existent in fuel cells. In these electrochemical devices, the chemical energy of the fuel is directly converted into low voltage direct current electrical energy. Because energy conversion can be carried out isothermally, fuel cell efficiency is not subject to the limitations of Carnot efficiency. In addition, since it is possible to bypass the processes of conversion of chemical energy to heat, and that of heat to mechanical energy in a fuel cell, its efficiency is very high.”

The above paragraph is organised such that it begins with general information and is followed by specific information. The first sentence in the above paragraph is the most general statement of the paragraph as it conveys the most general information about fuel cells, that is, function of fuel cells. On the other hand, the subsequent sentences of the paragraph are specific and give specific information about subsequent processes in fuel cells. Infact, the first statement is a generalisation while the other statements in the paragraph support the first statement with specific details.

General to specific organisation follows a direct approach. It leaves very little to the imagination of the readers or listeners because the writer/speaker makes everything clear in the beginning itself. Generalisations help readers/listeners to understand the details, examples, and illustrations quickly.

SPECIFIC TO GENERAL ORGANISATION

Specific to general organisation or inductive logical order (Table 2.4) is the direct opposite of the general to specific structure. It is an objective and scientific logical technique that scientists have been using over the years. In this logical organization, specific details, examples, and illustrations come first. They are followed by a general statement or generalization. The writer/speaker uses details to lead to a conclusion. Effective examples and illustrations may help readers/listeners understand the generalization.

Read the following short paragraphs:

(i) Sodium chloride (NaCl), an ionic compound, upon melting or upon dissolving in water. Pro duces Nat and Cl” ions. Thus, ionic compounds can be dissociated into their constituent ions with little effort

(ii) If you push a rubber ball under the surface of water in a container, you will feel an upward force against the bottom of the ball. Hence, it is evident that water exerts pressure upwards.

(iii) In sodium hydroxide (NaOH), the hydroxide ion is made of a covalent bond In specific to general or between the O and H atoms, while in hydrogen cyanide (HCN) the cyanide inductive logical order specific information is has a triple bond connecting the C and N atoms. Thus, the same molecule followed by general can have both ionic and covalent bonds in it. information

In each of the above paragraphs, conclusions or general statements follow specific observations.

ORDER OF INCREASING IMPORTANCE

Organising thoughts and ideas in the order of increasing importance (Table 2.5) is quite a popular logical organisation that technical and business writers and presenters use in several oral and written forms. Thewriter/speaker begins with unimportant details that attempt to appeal to the reader/ In the logical order of listener and arouse his/her interest. The important details come later followed by increasing importance, This technique is similar to the climatic order used by unimportant details are script writers to develop a climax in their stories. followed by important .

The logical order of increasing importance is very relevant for different kinds of technical and business documents and presentations (Table 2.6). Technical articles, reports on experimental work, thesis, dissertations, and technical reports were traditionally organised in this way. The pattern has also been traditionally used to organise information in technical presentations, seminars, and workshops.

Writers/speakers find it easy to use order of increasing importance in their writing and speech. The audience also finds it simple and easy to follow because it is a familiar and logical sequence traditionally used by scientists and researchers. The main advantage of this organisation is that it can build, hold, and retain audience attention. On the other hand, readers/listeners need to put in extra effort in waiting patiently for the main point to be introduced. So, this logical order might be slightly more time consuming for busy technocrats or executives who are more interested in the important points. In order to overcome this problem, all points must be made interesting for the audience.

ORDER OF DECREASING IMPORTANCE

Organising thoughts and ideas in the order of decreasing importance (Table 2.7) is important details are quite the opposite of the order of increasing importance. In this kind of organisation. followed by unimportant the logical sequence is reversed and important material is placed first. Less important  details or unimportant details follow. This logical order is more appropriate for busy technocrats or executives who do not have either the patience or time to wait till the most important point comes at the end.

The logical order of decreasing importance could be relevant for different kinds of technical or business documents and presentations meant for busy professionals. As the busy reader need not wait for the main ideas, it could be less time consuming. However, the interest of the audience may gradually decrease and retaining their attention may become a problem. This order may create monotony and boredom for the reader because he/she has already received the important information and what is left is unimportant and uninteresting. To use this logical organisation strategies should be adopted to make the entire document/presentation interesting and relevant for the audience.

EMPHATIC ORGANISATION

Emphatic organisation (Table 2.8) is a modified version of organisation using increasing order of importance. This order tries to avoid the disadvantages of organising by the increasing or decreasing order and retain their advantages. In emphatic organisation, an abstract or a short summary is added in the beginning of the technical document. Refer to Table 2.9 for exhibiting the use of emphatic organisation in technical articles and reports.

 

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