Communication Types & Barriers

Professional Communication
[Link] II Sem
 Technical Communication Features
• Clarity and Conciseness
• The language should be clear, concise, easy to understand, and free from ambiguity to avoid confusion.
• Communication should avoid unnecessary details while still conveying complete information.
• Complex information is presented logically for easy understanding.
• Objective and Impersonal
• Focuses on facts, data, evidence, and information rather than personal opinions or emotions.
• Maintains a neutral tone.
• Audience-Centric/Reader-Centered
• Tailored to a specific audience's knowledge, skills, and needs.
• Reports should focus on what is relevant to the audience/readers.
• It avoids unnecessary jargon when communicating with non-experts.
• Formal Structure & Logical Organization
• Follow a structured format, including sections like title, introduction, body, conclusion, and
recommendations.
• Information should be presented logically and sequentially, ensuring smooth flow and easy understanding.
• Uses headings, subheadings, bullet points, and numbered lists for easy navigation.
• Information is presented logically, often accompanied by diagrams, charts, or tables.
 Contd…
• Formal Tone
• Use of professional, objective, and impersonal language that is free from slang, casual expressions, or
emotional bias.
• It ensures the communication appears credible, respectful, and appropriate for a professional or academic
audience.
• Visual Aids
• Charts, graphs, tables, and diagrams are often used to represent data visually and make complex information
easier to comprehend.
• Accuracy:
• The information must be valid, factual, and error-free, as inaccuracies can lead to misunderstandings or
wrong decisions.
• The information must be thoroughly researched and reliable.
• Ethical Responsibility:
• Upholds honesty and integrity, ensuring no false or misleading information is presented.
• Completeness
• A report should include all the necessary information required to decide or fully understand the topic.
What is a Report?

• The word “Report” is derived from the Latin “reportare” which means ‘to carry’ or ‘bring back’.

● A report is a formal document that presents information, findings, or analysis on a specific topic in a
structured format.

● It is designed to communicate facts and data clearly, often to assist decision-making.

● Example:
A report on "Student Performance in Semester Exams" may analyze grades and attendance records
to identify trends and areas for improvement.
What is a Technical Report?
● A technical report is a written scientific document that describes the process, progress, and
results of scientific research in an objective and fact-based manner.
● It is a formal document that presents research, analysis, or information related to a specific
field, such as science, engineering, or technology.
● It is often used to share results, provide technical guidance, or document a process or design of a
project/research.

● The process typically involves:

○ Defining the purpose and scope of the Report
○ Conducting a thorough research
○ Organizing the obtained data
○ Presenting the analysis & information clearly and concisely
Contd…

● A technical report is written after some form of research or project is completed.

● Reports can be written for both wider and internal distribution.
● Reports can vary in complexity, from simple one-page documents to extensive research papers,
business proposals, or technical manuals.

● Some common fields in which technical reports are used are agriculture, engineering, physical and
biomedical science, arts, business & trading, etc.

● Technical reports are produced by corporations, academic institutions, and government agencies
at all levels.
 Steps to write a report
● Define purpose: Clarify the Report's objectives and scope.

● Research: Gather relevant information from credible sources and respondents.

● Organize: Structure the Report with clear sections/headings and sub-headings.

● Write introduction: Provide context, purpose, and research questions.

● Methodology: Explain research methods and data collection processes.

● Present findings: Display data using visuals, charts, or tables.

● Analysis: Interpret results, discuss trends, and draw connections.

● Conclusions: Summarize critical points, answering research questions.

● Recommendations: Suggest actionable solutions based on findings.

● Edit and proofread: Revise for clarity, coherence, and accuracy.

Types of Reports

Reports

Oral Reports Written Reports

Informal Formal Reports

Reports

Interpretive Informative Routine

Reports Reports Reports
Oral Reports
● Oral Reports are presented verbally to an audience.
● An oral report is a face-to-face communication about something seen, observed, experienced, or
investigated.
● They are typically used in meetings, presentations, or conferences to convey information quickly
and interactively.
● It is simple and easy to describe, quick and immediate to present, and gives first-hand information.
● But it may not be as objective and as detailed as a report has to be.
● It saves time for the reporter but may be strenuous for the listener as he/she has to listen and
memorize each and every word at the moment.
● It lacks authenticity and is difficult to preserve.
● An oral report may not be used to make important decisions.
Written Reports
● Reports are prepared in a written format for documentation and distribution.
● A written report is more formal than an oral report and is generally used to communicate
complex facts.
● It provides a permanent record, so it is always preferred to an oral report.
● It is accurate and precise, while an oral report may sometimes be vague.
● There is no chance of distortion of facts while transferring information from one source to another.
● It is a visual aid to communication as the reporter may organize the message into paragraphs
highlighting the main points.

● Written reports are classified as formal and informal based on the purpose, content, structure,
degree of formality, and length.
Informal Reports
● An informal report is a short document that is shared within an organization to keep
employees informed about important information and policies.
● The informal report functions to inform, analyze, and recommend.
● This ensures that employees are informed and up-to-date on the organization’s current
policies.
● The informal report typically deals with everyday problems and issues addressed to a narrow
readership inside the organization.
● They allow employees to share information internally in a timely manner.
● The style of writing is positive, personal, and conversational.
● Informal reports perform the same function as formal reports - transmitting information, facts,
or data to someone to make a decision.
○ However, an informal report differs from a formal report in length (1-5 pages) and formality.
Contd…
● It is written according to organization style and rules but usually does not include the
preliminary (front) and supplemental (back) material.
● It usually takes the form of a memo report, letter report, monthly financial report, monthly
activities report, research and development report, etc.
○ Memo reports are written inside the organization to co-workers:
■ to give information,
■ express an opinion or state a viewpoint,
■ subordinates to provide information,
■ explain a policy or a procedure,
■ give instructions or to announce changes and
■ your boss to give information, make a request, propose recommendations, give
suggestions, or confirm an agreement.
Formal Reports

● Formal reports are official reports.

● They contain detailed and elaborated information, research, and data necessary to make
decisions.

● It is an in-depth analysis to assist business, industry, and government leaders in decision-

making.

● It results from a thorough investigation of a problem or situation.

● Formal reports present an analysis of data and information, offer conclusions, and provide
recommendations to solve an identified problem and advocate a course of action.

● Formal reports follow a fixed format and organize content into chapters/sections & sub-headings
to help readers assimilate the information provided.

● A formal report is often longer than ten pages and is a written account of a major project.
Contd…

● Formal reports are classified into three broad categories:

i. Informational Reports
ii. Interpretive Reports
iii. Routine Reports
●
Informational Reports

● An informational report is a factual text that provides information in an organized and objective
way without analysis or recommendations.
● It focuses only on facts such as statistical data, figures, feedback, or any other type of
information about the chosen topic or event.
○ These reports are written to provide factual information or data without offering any
analysis or interpretation.
● The purpose of these reports is to present detailed facts and inform the readers so that they can
make a decision.
● Does not include recommendations, analysis, opinions, and arguments.
● They are objective, straightforward, and free from personal views or bias.
Contd…

● An informational report is meant for the officials such as officers, the board of directors, and
company stakeholders.
○ However, depending on the report’s contents, it can be available to anyone in the company.
● Hence, the information inside an informational report is specific, complete, and relevant.
● Examples:
○ Annual Reports: Provide information about a company's financial performance over a year.
○ Status Reports: Update on the progress of a project or task.
○ Survey Reports: Share results from a conducted survey without analysis.
○ Policy Reports
●
Interpretive Reports

● Interpretative reports present data along with an analysis of it.

● Interpretative reports are also called analytical or investigative reports.
● Interpretive reporting uses skills in explanation, analysis, and description.
● In interpretive reports, the writer studies:
○ facts, situations, or problems neutrally,
○ evaluates and analyses the information,
○ draws suitable inferences and
○ puts forward his/her recommendations and conclusions.
● Presents logical arguments supported by evidence and analyzing and interpreting the data.
● Interpretive reports provide insights, interpretations, explanations, conclusions,
recommendations, and actionable suggestions aiding decision-making processes.
Contd…
● Examples:
○ Feasibility Reports: Assess whether a proposed project is viable or practical.
○ Market Analysis Reports: Interpret market data to recommend strategies.
○ Research Reports: Analyze data collected during experiments or studies.
Routine Reports

● Routine reports, also known as form reports, are usually written in a prescribed format.
● Written in a fixed, predictable structure.
● As these reports are written periodically, they are also called periodic reports.
● Written for recording routine matters at regular intervals.
● Does not require in-depth analysis.
● The main purpose of these reports is:
○ to record the progress of a task/project,
○ to evaluate the performance of its employees and
○ to record the success or failure of a policy.
● They are written to maintain consistent communication about ongoing processes or tasks.
Contd…

● All organizations, institutions, companies, and research establishments depend on routine reports to
make various decisions.
● Examples:
 Lab report

 Monthly expense report

 Progress/status report
 Periodic report and
 Production Reports
 Sales Reports
 Inspection reports
 Attendance report
●