Dealing with Routine Situations 1.1 2008/03/07 10:39:00.896 US/Central 2008/04/23 10:37:22.839 GMT-5 Cain Project cainproject@mailman.rice.edu Cain Project cainproject@mailman.rice.edu Engineering Communication This PowerPoint file of 26 slides explains how to approach communication in routine situations. Slides demonstrate how to plan, produce, and present appropriate material for a range of audiences. Communicating in routine situations requires familiarity with accepted forms of communication and an ability to analyze genres in order to convey your message effectively. Audiences expect distinct functions from different documents. Routine documents include letters, memos, and e-mail as well as reports, presentations, and handouts. Mastering a few basic steps and developing an organized approach to composition will help you draft, revise, and deliver your ideas. When you understand the purpose of your document and have chosen the right form for your information, you will need to create a schedule for production, plot a persuasive approach, and choose an organizing pattern for this genre and audience. Take “AIM” (action, information, and motivation) to plan letters, organize memos for efficiency, and choose quality in e-mail, and your audience will process information more quickly and be persuaded more easily. Concluding discussion of reports, presentations, and handouts emphasizes good structure, getting to the point, appropriate topics for discussion, and important information to have at your fingertips. By planning and writing to meet the audience’s expectations and prioritizing a few key criteria for successful document design, teams can be assured of a product that is accessible, comprehensible, usable, and effective.

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