ITRW315 Study Units 10 - 14 Summary PDF

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Study units 10 12 ITRW315 1. Toets 3 16 Maart 2015 Define a recommendation report. Compares two or more options against requirements and recommend one options, several options or none. 2. Define a feasibility report. Makes an evaluative judgment as to whether a project is possible or worthwhile. Typ...

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Study units 10 - 12 ITRW315 1.

Toets 3

16 Maart 2015

Define a recommendation report.

Compares two or more options against requirements and recommend one options, several options or none.

2.

Define a feasibility report.

Makes an evaluative judgment as to whether a project is possible or worthwhile.

Types of feasibility reports: 1.

Technical feasibility – Does the voice – recognition software really work? Does it give us the advantages we need to solve the problem? Will it save substantial time, money and headaches?

2.

Financial feasibility – Can we afford the software? Will it pay for itself in the proper amount of time? Are the advantages it brings worth the expense?

3.

Social feasibility – Will employees use the software? A better example is municipal recycling program. Will people participate?

3.

Define an evaluation report.

Compares individual products, plans, programs, properties, organizations or personnel against requirements and makes an evaluative judgement.

4.

5.

Name the most important steps in writing comparisons using the point-by-point approach. a.

Find a situation requiring comparison

b.

Choose what to compare

c.

Define a purpose and audience

d.

Do research

e.

Identify the points of comparison

f.

Plan how to write each comparative point

g.

Plan and develop graphics

h.

Sketch / plan the headings

i.

Plan an introduction

j.

Consider the conclusion

k.

Consider the format

l.

Review and revise

Explain what main aspects must be part of the introduction of an oral presentation. a.

Who you are / represent

b.

The purpose of the presentation

c.

What you are going to cover / main points / overview

d.

Brief, essential background.

6.

7.

8.

Name the most important steps that must be followed in the planning and creation of an oral presentation. a.

Find a situation requiring an oral presentation

b.

Define audience

c.

Define purpose

d.

Research the topic

e.

Find the infrastructure

f.

Plan and develop main content

g.

Plan and prepare the visuals

h.

Plan the introduction

i.

Plan the conclusion

j.

Rehearse

Content for Oral – Report visuals a.

Title Page.

b.

Outline.

c.

Key terms and definitions.

d.

Actual physical objects.

e.

Drawings, diagrams, flowcharts, photos, animations, vidoes.

f.

Tables: statistical detail, summaries.

g.

Main conclusions.

h.

Information sources.

Delivering an oral presentation a.

Control nervous mannerisms.

b.

Control body language.

c.

Speak slowly.

d.

Speak up.

e.

Summarize, repeat.

f.

Use headings.

g.

Strong introduction.

h.

Hammer home main points.

i.

Emphasize transitions.

j.

Discuss visuals.

k.

Do not read word for word!

l.

Do not get locked in.

9.

Steps to writing about a process. a.

Find a project involving discussion of a simple process.

b.

Define the purpose and audience for this project.

c.

Do some research.

d.

Plan and develop graphics.

e.

Identify the main steps or phases in the process.

f.

Discuss each step or phase separately.

g.

Identify any other necessary sections.

h.

Sketch the headings you’ll use.

i.

Pin an introduction.

j.

Consider adding a conclusion.

k.

Consider the format.

l.

Review and revise your rough draft.

10. Steps in developing a policies-and-procedures document. a.

Find a situation or organization needing policies and procedures.

b.

Identify the general policies the organization needs.

c.

Identify the technical policies the organization needs.

d.

State the purpose for each policy.

e.

Plan or write the procedures for each policy, as needed.

f.

Write the definitions for each policy – procedure section, as needed.

g.

Cross – reference other policies.

h.

Review and revise your rough draft.

11. Use of policies and procedures. Organizations use policies and procedures to record their rules and regulations.

12. Special design requirements. a.

Begin each policy (including its purpose, definitions, procedures, and cross – references) on a new

b.

Use the decimal – style numbering, this makes it easier to refer to specific sections of the policies –

page.

and – procedures document. c.

Include dates at the end of each policy section.

13. Audience analysis a.

Who the readers of technical documents are;

b.

Characteristics of readers;

c.

How to identify characteristics affecting their ability to understand;

d.

What they need explained;

e.

How to plan, write and revise with readers in mind.

14. Technical audience a.

Laymen: lack background;

b.

Technicians;

c.

Executives: make decisions;

d.

Experts.

●

Entry-level;

●

Occasional users;

●

Expert.

Background:

15. Define E – mail. a.

Formal / informal; personal / impersonal; friendly / firm.

b.

State your purpose introduction.

c.

Review the context.

d.

Short paragraphs indicating logic and topics.

e.

Action conclusion.

16. Tips for writing e – mails. a.

Write a meaningful subject line.

b.

Keep the message focused.

c.

Avoid attachments.

d.

Identify yourself clearly.

e.

Be kind — don’t flame.

f.

Proofread.

g.

Don’t assume privacy.

h.

Distinguish between formal and informal situations.

i.

Respond Promptly.

j.

Show Respect and Restraint.

17. How to write a formal email. a.

Keep the subject header short and accurate.

b.

Write a proper salutation, and introduce yourself, if necessary.

c.

Write your message. Keep it to the point.

d.

Sign off appropriately, then sign with your full name.

e.

Proofread the email before sending.

18. Use of headings. a.

Provide an overview of the document.

b.

Indicate the logic and structure of the document.

c.

Enable readers to read selectively.

d.

Provide breaks.

e.

Keep readers focused.

f.

Keep the writer focused.

19. What are lists good for? a.

Increase the readability of your text;

b.

Emphasis.

20. Where should you use lists? a.

Sequenced items;

b.

Overview lists;

c.

Important points.

21. Guidelines for lists: a.

Use the right type of list.

b.

Include a lead-in.

c.

Avoid using too many lists.

d.

Avoid lists with only one item.

e.

Use standard punctuation and capitalization.

22. Highlighting and emphasis (ch 12). a.

Highlighting: font etc.

b.

Emphasis: bold, italics.

c.

Do not overuse!

23. Finding information. a.

Google Scholar.

b.

Citing sources of borrowed information (ch 21).

c.

Intellectual property and plagiarism.

d.

NWU Guide to referencing – on eFundi.

24. Referencing – example:

More and more corporations recognize that, in order to gain competitive advantage, they need to make sure employees know how to communicate with their customers and colleagues. Industry recruiters emphasize the importance of soft skills (Russell et al., 2005). Joseph et al. (2010) refer to a growing awareness that technical skills alone are insufficient for success in IT. A broader set of skills are required, and these are labelled soft skills. The realization of importance of soft skills is on the increase (Azim et al., 2010). The results of a study by Lee et al. (1995) showed that respondents considered technical specialties knowledge to be the least important, and business functional knowledge and interpersonal/ management skills most important for the future.

25. Tools for persuasion: a.

Logical appeal – When you use reasons and arguments, backed up facts and logic, to make your

b.

Emotional appeal – When you attempt to rouse people’s anger or sympathies in a persuasive effort,

case, you are using logical appeal.

you are using an emotional appeal. c.

Personal appeal – When you present your qualifications, experience, expertise, or wisdom, attempting to build readers’ confidence, you are using the personal appeal.

d.

Rebuttal – In a rebuttal, you directly address counterarguments that your persuasive opponents might bring up. You show how they are wrong or at least how they do not affect your overall argument. You must stimulate this back – and – forth debate style argumentative process in order to counter your opponents.

e.

Concession – In a concession, you acknowledge that certain opposing arguments have some validity, but you explain how they do not damage your overall argument. They allow you to seem more open – minded.

f.

Synthesis – Modern rhetoricians urge us not to view the persuasive process as win – or – lose. When people are entrenched they shut out arguments from the other side, this prevents us from resolving the issue and moving on.

26. What is a process? A process is a series of actions or events that accomplish something.

27. Logical fallacies: a.

Hasty generalizations – When you draw up a conclusion on too little evidence, you make a hasty generalization.

b.

Irrelevant, ad hominem arguments – When you base all or part of your persuasive effort on your opponents character, behavior, or past, that’s an ad hominem argument. (meaning to the man)

c.

Bandwagon effect – If you base all or part of your persuasive effort on the idea that “everybody’s

d.

False causality – If you argue that because one event came after another, the first event caused the

e.

Over simplistic, either – or arguments. If you reduce the choices to the choice you favor and a total

doing it” you’re using the bandwagon effect.

second, you may be making an argument based on false causality.

unacceptable choice, you are using an over simplistic, either – or arguments. f.

False analogies – When you compare a situation to a simple object or process, that’s an analogy.

28. Steps to write persuasively. a.

Find a simple project requiring persuasive writing.

b.

Define a purpose and an audience.

c.

Do some research.

d.

Plan and develop graphics and tables.

e.

Identify the main logical arguments.

f.

Discuss each argument separately, providing plenty of support.

g.

Consider emotional appeals.

h.

Consider personal appeals.

i.

Write a conclusion.

j.

Consider the format.

k.

Review and revise your rough draft.

29. Proposals (p155) ●

Proposals are useful tools to get interesting, useful and rewarding projects approved.

●

Proposals seek to get its writer or company hired or approved.

30. Progress reports (p160) ●

When you are involved in a lengthy, complex or expensive project you have to write regularly

●

These reports are usually persuasive, they seek to convince the reader that you are handling the

●

Essential information includes: summary of work completed, work in progress, work coming up,

scheduled progress reports summarizing the status of the project.

project competently and progressing smoothly.

overall assessment of status of the project, schedules, outlines, drawings, expense reports, early data and conclusions (whatever is needed to convey a full sense of the status of the project)....