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Business and Technical English

LESSON 5
EFFECTIVE COMMUNICATION
DEFINING OBJECTIVES-I
Outline
In this lecture, you will learn:
• Defining Objectives
• Document Purpose
a
...
Implicit Purposes
o to establish a relationship
o to create trust and establish credibility
o to document actions
Defining your Communication Objectives
Defining Objectives – determining what your document needs to accomplish to be successful
...
Defining objectives has a
strong link with the audience analysis covered in the last lesson
...
Although there are many explicit purposes for creating a scientific or
technical document, there are four general categories:
• To provide information
• To give instructions
• To persuade the reader
• To enact (or prohibit) something
Points to keep in mind while writing a document
Make the explicit purpose clear at the beginning of your document in an abstract, an executive
summary, an introduction, or all of these
...

You may also need to identify the person, the agency, or the contract requiring or authorizing the
document or research
...
Among the most common of these
goals are to establish a relationship, to create trust and credibility, and to document actions
...
Explicit Purposes of a Document
Explicit purpose means the purpose which is clearly stated
...

Documents that provide information
Document Types
• Literature reviews
• Specifications
Sections in Document
• Background
• Theory
• Materials
• Results
• Tables
Example
“This document will discuss the reasons behind constructing a new Trade Center in Islamabad
...
”
Documents meant to ‘persuade’ the reader
Document Types
• Proposals
• Recommendation Reports
• Job application Letters
• Résumés

© Copyright Virtual University of Pakistan

Page 30

Business and Technical English
Sections in Document
• Discussion
• Conclusion
• Recommendation
Example
“This document proposes a feasibility study for constructing a new Trade Center in Islamabad
...
”
b
...
Keep your
implicit goals in mind when writing a document
...
Common goals are:
•
•
•

To establish a relationship
To create trust and establish credibility
To document actions

To Establish a Relationship
Communication not only conveys information but also establishes a relationship between a
speaker and listener, or a writer and reader
...
Readers of research reports often initiate
long and fruitful correspondences with the authors
...

To Create Trust and Establish Credibility
An underlying goal of all technical and scientific writing is to get the reader to trust the writer's
credibility
...
Accordingly, any technical or scientific
document should justify the reader's confidence in the accuracy of its content, style, and
organization
...
Do not make claims that are
merely suppositions
...


© Copyright Virtual University of Pakistan

Page 31

Business and Technical English
To Document Actions
Scientists, engineers, and managers often use writing to create permanent records of their
thoughts and actions
...
Consequently, technical communication is often more effective when it is written
down
...
Similarly, communicate
important tasks and deadlines in documents such as project plans
...

Statement of Objective
If appropriate, state your document's objective at the beginning
...
The
sentence given below is from a memorandum by an engineer at a Hydro-electric Power Plant
where he warns his superiors of the problem that later caused the explosion in one of the plant’s
sections and it provides an example of a good statement of objective
...
”
How do you actually go about defining your objectives?
Example
Consider the example of Ali, a fresh graduate from FAST who has been appointed as the junior
Software Engineer in Adam Soft
...
Ali must now decide what
he has to write in the report
...

Guideline-I (Identifying the final result you want from your communication
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Doing so will help you remember that when you write, you are performing an
action for your desired result/outcome
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You want two
new people to assist you in the new project you have been assigned by your employer
...

People’s response on reading something
When people read they respond in two ways simultaneously
...
Focus your attention on accurately understanding the communication to be delivered
and present it in such a way that it is viewed favorably

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