the systems analysis toolkit communications tools

The Systems Analysis Toolkit

Communications Tools

Systems Analysis and Design Fourth Edition

The Systems Analyst’s ToolkitPart 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 ToolkitPart 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 communicationsWritten communicationsOral communications

Systems Analysis and Design Fourth Edition

Guidelines for Successful CommunicationsThe 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 CommunicationsKnow 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 CommunicationsKnow who your targets areIssues 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 CommunicationsKnow what is expected of you, and when to go into detail

Issues to considerThis issue is related to the organizational

and knowledge levels of the audienceWill 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 CommunicationsKnow how to communicate effectivelyIssues to consider

The Toolkit contains many helpful suggestions

Use your own experienceObserve the successful (and

unsuccessful) experience of others

Systems Analysis and Design Fourth Edition

Guidelines for Successful CommunicationsMost 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 skillWritten errors exist long after spoken

words are forgottenThe major objective is to avoid

grammatical, typographical, and spelling errors

There are many sources of information about developing good writing skillsCourses, especially business writing

coursesBookstores and libraries

Systems Analysis and Design Fourth Edition

Written Communications

Suggestions for preparing written documentsKnow your audienceUse active voice whenever possibleKeep your writing conciseUse one paragraph to convey a single ideaUse the right styleUse listsUse short, easy-to-understand wordsCheck your workAvoid repeating the same word too oftenCheck your spelling

Systems Analysis and Design Fourth Edition

Written Communications

Email, memos, lettersMost companies have standard formatsTemplates give your work a consistent

lookE-mail is less formal, but you still must

follow the rules of good writing

Click to see Figure 1-1Click to see Figure 1-1Package

Systems Analysis and Design Fourth Edition

Written Communications

ReportsYou prepare many reports during the SDLCYou can use a basic format and modify it as

necessaryCover letterIntroduction (title page, table of contents, brief

description)SummaryFindingsRecommendations (can include alternatives)Appendix

Click to see Figure 1-2Click to see Figure 1-2Package

Systems Analysis and Design Fourth Edition

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

investigationAt the conclusion of the systems analysis

phase

Systems Analysis and Design Fourth Edition

Oral Communication

Define the audienceThe presentation must meet the needs of

the audienceSenior managers usually require less

detail and a strategic overview

Systems Analysis and Design Fourth Edition

Oral Communication

Define the objectivesInform management of the status of the

current systemDescribe your findings concerning current

system problemsExplain the alternative solutions that you

developedProvide detailed cost and time estimatesRecommend the best alternative and

explain the reasons for your selection

Systems Analysis and Design Fourth Edition

Oral Communication

Organize the presentationPlan 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 termsAvoid specialized or technical

terminology whenever possibleExplain any terms that might be

unfamiliar to the audience

Systems Analysis and Design Fourth Edition

Oral Communication

Prepare presentation aidsVisual 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 techniquesFirst prepare the content, then focus on

visual aidsToo many graphics, colors, or special effects

will distract the audience

Click to see Figure 1-3 Click to see Figure 1-3 Package

Systems Analysis and Design Fourth Edition

Oral Communication

PracticePractice is the most important part of

your preparationRehearse several timesBe sure the presentation flows smoothly

and the timing is correctDo not write a scriptTry to establish good rapport with the

audience

Systems Analysis and Design Fourth Edition

Oral Communication

The presentationSell yourself and your credibilityControl the presentationAnswer questions appropriatelyUse good speaking techniques

Speak clearly and confidentlyControl the pace of your deliveryPractice ways to control your nervousness

EndToolkit Part 1