Systems Analysis & Design 7 th Edition Systems Analysis & Design 7 th Edition Toolkit 1

22 Toolkit Objectives  List the guidelines for successful communications  Explain the importance of effective letters, memos, and communication  Explain how to measure the readability of written material  Describe the organization of written reports that are required during the SDLC and explain each report section

33 ToolKit Objectives  List the guidelines for effective oral communication  Organize and plan an oral presentation  Use speaking techniques to achieve your objectives

44 Introduction  A successful systems analyst must have good written and oral communication skills to perform his or her job effectively  Never underestimate the importance of effective communications

55 Successful Communication Strategies  Why, Who, What, When, and How – Why Know why you are communicating, and what you want to accomplish – Who Know who your targets are – What Know what is expected of you and when to go into detail

66 Successful Communication Strategies  Why, Who, What, When, and How – When Know when to speak and when to remain silent and let others continue the discussion – How Know how to communicate effectively

77 Successful Communication Strategies  Cultural Context

88 Successful Communication Strategies  Know Your Subject – You must know your subject inside and out – It is better to say, “I don’t know, but I’ll find out and get back to you,” rather than to guess

99 Written Communications  Writing Style and Readability – If you have not taken a writing course, you should consider doing so – Suggestions: 1.Know your audience 2.Use active voice whenever possible – passive voice rarely 3.Keep your writing concise and well-organized

10 Written Communications  Writing Style and Readability – Suggestions: 4.Use an appropriate style 5.Use lists 6.Use short, easy-to-understand words 7.Avoid repeating the same word to often 8.Check your spelling – spell checker 9.Check your grammar – grammar checker

11 Written Communications  Writing Style and Readability – Suggestions: 10.Review your work carefully – Flesch Reading Ease score – Flesch-Kincaid Grade Level score

12 Written Communications  , Memos, and Letters – is the primary form of communication in most companies – Many companies use workgroup software, also called groupware – In-house memos still are important, and external communications often require letters printed on company letterhead

13 Written Communications  , Memos, and Letters – Template – It is important to use it properly and effectively  Netiquette – Everyone who uses needs to be aware of some simple rules, most of which are nothing more than good manners and common sense

14 Written Communications

15 Written Communications  Netiquette – Some examples Always fill in the subject field with a brief description of the contents Be brief – in most cases, less is more Be professional Be sure to check your spelling Don’t forward jokes or chain letters without the permission of the recipient Instant Messaging (IM)

16 Written Communications  Reports – You must prepare many reports during the system development life cycle – In some cases, you must present reports more formally – Cover memo – Introduction

17 Written Communications  Reports – Table of contents – Executive summary – Findings section – Recommendations section – Alternatives section – Appendix

18 Oral Communications  Oral presentation  Define the Audience – Before you develop a detailed plan for a management presentation, you must define the audience

19 Oral Communications  Define the Objectives – Your goals are the following: Inform management of the status of the current system Describe your findings concerning the current system problems Explain the alternative solutions that you developed

20 Oral Communications  Define the Objectives – Your goals are the following: Provide detailed cost and time estimates for the alternative solutions Recommend the best alternative and explain the reasons for your selection

21 Oral Communications  Organize the Presentation – Plan your presentation in three stages: the introduction, the information, and the summary – You should be as specific as possible when presenting facts – In your summary, briefly review the main points, and then ask for questions

22 Oral Communications  Define Any Technical Terms – Avoid specialized or technical terms whenever possible  Prepare presentation Aids – You should use helpful, appropriate visual aids to help the audience follow the logic of your presentation and hold their attention – Visual aids

23 Oral Communications  Prepare presentation Aids – Presentation software – Some overall guidelines include the following: Prepare an overall outline that will be the foundation of your presentation 7 by 7 rule 6 by 6 rule

24 Oral Communications  Practice – The most important part of your preparation is practice – You should rehearse several times – Do not be tempted to write a script – You will be able to establish a good rapport with your audience

25 Oral Communications  The Presentation – Sell yourself and your credibility – Control the presentation – Answer questions appropriately

26 Oral Communications  The Presentation – Use effective speaking techniques 1.Control your environment 2.Turn your nervousness to your advantage 3.Avoid meaningless filler words and phrases 4.Practice! Practice! Practice!

27 Toolkit Summary  Your success as a system analyst depends on your ability to communicate effectively  Your will be judged by your written work, so it must be free of grammatical, spelling, and punctuation errors  In addition to written communications, you must communicate effectively in person

28 Toolkit Summary  You must practice your delivery to gain confidence and strengthen your presentation skills  When you develop slide presentations, you should follow the 6 by 6 rule or 7 by 7 rule and other guidelines  When you give the presentation, you are selling your ideas and your credibility  Toolkit 1 complete