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The Systems Analysis Toolkit Communications Tools.

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Presentation on theme: "The Systems Analysis Toolkit Communications Tools."— Presentation transcript:

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2 The Systems Analysis Toolkit Communications Tools

3 Systems Analysis and Design Fourth Edition The Systems Analyst’s Toolkit Part 1 Communications Tools Part 2 Feasibility and Cost Analysis Tools Part 3 Project Management Tools Part 4 Alternative Systems Development Methodologies

4 Systems Analysis and Design Fourth Edition The Systems Analyst’s Toolkit Part 1 Communications Tools

5 Systems Analysis and Design Fourth Edition Objectives  List the guidelines for successful communications  Explain the importance of effective letters, memos, and communication  Describe the organization of written reports that are required during the SDLC and explain each report section  List the guidelines for effective oral communication

6 Systems Analysis and Design Fourth Edition Objectives  Organize and plan an oral presentation  Use speaking techniques to achieve your objectives

7 Systems Analysis and Design Fourth Edition Introduction  Successful systems analysts must have good written and oral communications skills  The Systems Analyst’s Toolkit provides guidelines for successful communications  Written communications  Oral communications

8 Systems Analysis and Design Fourth Edition Guidelines for Successful Communications  The major objective is to make sure that your communication answers the questions why, who, what, when, and how

9 Systems Analysis and Design Fourth Edition Guidelines for Successful Communications  Know why you are communicating and what you want to accomplish  Issues to consider  Is this communication necessary?  What am I trying to accomplish?  What specific results am I seeking?

10 Systems Analysis and Design Fourth Edition Guidelines for Successful Communications  Know who your targets are  Issues to consider  What are the organizational and knowledge levels of the audience, and what are their information needs?  What is my overall communication strategy?  What feedback am I getting from the audience?

11 Systems Analysis and Design Fourth Edition Guidelines for Successful Communications  Know what is expected of you, and when to go into detail  Issues to consider  This issue is related to the organizational and knowledge levels of the audience  Will the recipients expect you to address a specific issue or topic?  Will cost estimates or charts be expected?

12 Systems Analysis and Design Fourth Edition Guidelines for Successful Communications  Know how to communicate effectively  Issues to consider  The Toolkit contains many helpful suggestions  Use your own experience  Observe the successful (and unsuccessful) experience of others

13 Systems Analysis and Design Fourth Edition Guidelines for Successful Communications  Most importantly, know your subject  Consider what others will expect you to know and what questions they will ask  If you do not know the answer to a question, it is better to say “I don't know, but I’ll find out” rather than to guess

14 Systems Analysis and Design Fourth Edition Written Communications  Good writing is an essential skill  Written errors exist long after spoken words are forgotten  The major objective is to avoid grammatical, typographical, and spelling errors  There are many sources of information about developing good writing skills  Courses, especially business writing courses  Bookstores and libraries

15 Systems Analysis and Design Fourth Edition Written Communications  Suggestions for preparing written documents  Know your audience  Use active voice whenever possible  Keep your writing concise  Use one paragraph to convey a single idea  Use the right style  Use lists  Use short, easy-to-understand words  Check your work  Avoid repeating the same word too often  Check your spelling

16 Systems Analysis and Design Fourth Edition Written Communications  , memos, letters  Most companies have standard formats  Templates give your work a consistent look  is less formal, but you still must follow the rules of good writing Click to see Figure 1-1

17 Systems Analysis and Design Fourth Edition Written Communications  Reports  You prepare many reports during the SDLC  You can use a basic format and modify it as necessary  Cover letter  Introduction (title page, table of contents, brief description)  Summary  Findings  Recommendations (can include alternatives)  Appendix Click to see Figure 1-2

18 Systems Analysis and Design Fourth Edition Oral Communication  An oral presentation might be necessary at any time during systems development  Oral presentations are especially important  At the end of the preliminary investigation  At the conclusion of the systems analysis phase

19 Systems Analysis and Design Fourth Edition Oral Communication  Define the audience  The presentation must meet the needs of the audience  Senior managers usually require less detail and a strategic overview

20 Systems Analysis and Design Fourth Edition Oral Communication  Define the objectives  Inform management of the status of the current system  Describe your findings concerning current system problems  Explain the alternative solutions that you developed  Provide detailed cost and time estimates  Recommend the best alternative and explain the reasons for your selection

21 Systems Analysis and Design Fourth Edition Oral Communication  Organize the presentation  Plan the presentation in three stages  Introduce yourself and describe your objectives  Make your presentation in a logical, clear manner  Deliver a conclusion that summarizes the main points and asks for questions

22 Systems Analysis and Design Fourth Edition Oral Communication  Define any technical terms  Avoid specialized or technical terminology whenever possible  Explain any terms that might be unfamiliar to the audience

23 Systems Analysis and Design Fourth Edition Oral Communication  Prepare presentation aids  Visual aids can help the audience follow the logic of the presentation and hold their attention  Visual aids also can help you stay on track  Presentation graphics and slide shows are particularly effective techniques  First prepare the content, then focus on visual aids  Too many graphics, colors, or special effects will distract the audience Click to see Figure 1-3

24 Systems Analysis and Design Fourth Edition Oral Communication  Practice  Practice is the most important part of your preparation  Rehearse several times  Be sure the presentation flows smoothly and the timing is correct  Do not write a script  Try to establish good rapport with the audience

25 Systems Analysis and Design Fourth Edition Oral Communication  The presentation  Sell yourself and your credibility  Control the presentation  Answer questions appropriately  Use good speaking techniques  Speak clearly and confidently  Control the pace of your delivery  Practice ways to control your nervousness

26 End Toolkit Part 1


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