1. The Systems Analysis Toolkit
Communications Tools

2. 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
Systems Analysis and Design Fourth Edition

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

4. 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
Systems Analysis and Design Fourth Edition

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

6. 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
Systems Analysis and Design Fourth Edition

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

8. 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?
Systems Analysis and Design Fourth Edition

9. 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?
Systems Analysis and Design Fourth Edition

10. 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?
Systems Analysis and Design Fourth Edition

11. 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
Systems Analysis and Design Fourth Edition

12. 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
Systems Analysis and Design Fourth Edition

13. 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
Systems Analysis and Design Fourth Edition

14. 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
Systems Analysis and Design Fourth Edition

15. 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
Systems Analysis and Design Fourth Edition
Click to see Figure 1-1

16. 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
Systems Analysis and Design Fourth Edition
Click to see Figure 1-2

17. 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
Systems Analysis and Design Fourth Edition

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

19. 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
Systems Analysis and Design Fourth Edition

20. 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
Systems Analysis and Design Fourth Edition

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

22. 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
Systems Analysis and Design Fourth Edition
Click to see Figure 1-3

23. 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
Systems Analysis and Design Fourth Edition

24. 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
Systems Analysis and Design Fourth Edition

25. End Toolkit Part 1