The Systems Analysis Toolkit Communications Tools

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

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

Objectives List the guidelines for successful communications Explain the importance of effective letters, memos, and e-mail 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

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

Written Communications Email, memos, letters Most companies have standard formats Templates give your work a consistent look E-mail 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

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

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

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

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

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

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

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

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

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

End Toolkit Part 1