Systems Analysis & Design
Sixth Edition
Toolkit Part 1
Toolkit Objectives
● List the guidelines for successful
communications
● Explain the importance of effective
letters, memos, and e-mail
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
2
Toolkit Objectives
● List the guidelines for effective oral
communication
● Organize and plan an oral presentation
● Use speaking techniques to achieve
your objectives
3
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
4
Successful Communication
Strategies
● Why, Who, What, When, and How
–
Why
•
–
Who
•
–
Know why you are communicating, and what you
want to accomplish
Know who your targets are
What
•
Know what is expected of you and when to go into
details
5
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
6
Successful Communication
Strategies
● Cultural Context
– Communication
strategy is
affected by the
cultural context in
which the
communication
takes place
– Cultural
differences can
relate to many
factors
– Corporate culture
7
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
8
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
9
Written Communications
● Writing Style and Readability
–
Suggestions:
4.
5.
6.
7.
8.
9.
10.
Use an appropriate style
Use lists
Use short, easy-to-understand words
Avoid repeating the same word too often
Check your spelling – spell checker
Check your grammar – grammar checker
Review your work carefully
10
Written Communications
● Writing Style and Readability
–
–
–
Readability
Flesch Reading Ease score
Flesch-Kincaid Grade Level score
11
Written Communications
● E-Mail, Memos, and Letters
– E-mail is the primary form of communication in
most companies
– Many companies use workgroup software
– In-house memos still are important, and external
communications often require letters printed on
company letterhead
12
Written Communications
● E-Mail, Memos, and Letters
– Template
– E-mail
13
Written Communications
● Reports
– You must prepare
many reports
during the systems
development life
cycle
– In some cases, you
must present
reports more
formally
– Cover memo
– Introduction
14
Written Communications
● Reports
–
–
–
–
–
–
Table of contents
Executive summary
Findings section
Recommendations section
Alternatives section
Appendix
15
Oral Communications
● Oral presentation
● Define the Audience
– Before you develop a detailed plan for a
management presentation, you must define the
audience
16
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
• Provide detailed cost and time estimates for the
alternative solutions
• Recommend the best alternative and explain the
reasons for your selection
17
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
18
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
19
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
20
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
21
Oral Communications
● The Presentation
– Sell yourself and your credibility
– Control the presentation
– Answer questions appropriately
22
Oral Communications
● The Presentation
–
Use effective speaking techniques
1.
2.
3.
4.
Control your environment
Turn your nervousness to your advantage
Avoid meaningless filler words and phrases
Practice! Practice! Practice!
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Toolkit Summary
● Your success as a systems analyst
depends on your ability to communicate
effectively
● You 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
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Toolkit Summary
● 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 Part 1 complete
25