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TECHNICAL WRITING AND PROFESSIONAL SKILLS (Sociology) (BS 3)

Topic outline

  • General

  • Lecture: 1

  • Lecture: 2

  • Topic 3

    • Cover letter....


      How to write a cover letter

      A cover letter is a single-page letter that you include with your job application.

      You should always include a cover letter, unless the job advertisement clearly says not to.

      The purpose of a cover letter

      When writing a cover letter, you should:

      • introduce yourself
      • mention the job (or kind of job) you're applying for (or looking for)
      • show that your skills and experience match the skills and experience needed to do the job
      • encourage the reader to read your resume
      • finish with a call to action (for example, asking for an interview or a meeting).

      How long should a cover letter be?

      Keep it short. A cover letter is meant to be a summary of your resume, so don’t write more than one page.

      Matching your cover letter to the job

      Use a different cover letter for each job you apply for. Your cover letter needs to show that you know what the job involves, and what the employer is looking for.

      To do this, be specific about your skills and qualities. You also need to show how they match the needs of the job or the organisation.

      Here are three simple ways to make your cover letter as specific as possible:

      1. Find out who to address it to

      Try not to address your letter ‘To whom it may concern’. Find out the name of the person who will read your application. This might take a little effort, but it's worth it.

      If you found the job in an advertisement, it will probably name a person to send the application to. If it doesn’t, call the employer or advertiser and ask who to send the application to. Telephone is best, but email them if you can’t find a contact phone number.

      If you find out the person's name, don't use their first name. Use either ‘Mr’ or ‘Ms’ and their last name instead.

      2. Find out more about the job

      When finding out who to address your application to, you could also try to contact that person so you can ask questions. This can help you match your cover letter (and resume) to the job.

      You could ask:

      • Does the job involve working as part of a team?
      • Who would I be reporting to if I got the job?
      • Can you tell me more about the kind of person you're looking for?
      • Is there a position description I can look at? (Only ask this if the job advertisementdoesn’t mention a position description.)

      Note down the answers to these questions as they can be used in your cover letter

      3. Find out more about the company

      Find out more about the company so you can tailor your cover letter for the job. Here are some tips:

      • If you know the name of the company, look for information online.
      • If the company has a website, visit it (especially their ‘About us’ page).
      • If the company name isn't in the advertisement, call the recruitment agency or advertiser and ask who the employer is.

      What to include in your cover letter

      Here's a list of things you should include in your cover letter. For examples of how to include these things, visit our sample resumes and cover letters pages.

      Your name and contact details

      Put your name and contact details at the top of your cover letter. You don't have to give your postal address, but you do need to include your email and phone number.

      Your email address should create a professional impression. 

      If you don't have a professional email address, you can make one with a free email provider. Make it simple – something that includes your first name and your last name is a good way to go.

      Their name and contact details

      Under your own name and contact details, you should include:

      • the name of the person you're writing to
      • their position or the name of their company
      • their contact details.

      If you're having trouble finding this information, you can call the company to ask who you should address your application to.

      You can also use ‘To whom it may concern’, but it’s best to only use this as a last resort.

      The name of the job you're going for

      At the start of your cover letter you need to say which job you're applying for.

      You can do this on a line by itself (for example, ‘Regarding: Application for Stock Controller position’).

      You can also do this in the opening paragraph (for example, ‘I am writing to apply for the recently advertised Stock Controller position’.)

      A list of your relevant skills

      Include a brief summary about how your skills and experiences match the job description. A short bullet list is fine.

      If you're answering a job advertisement, there may be a position description that lists essential skills and experiences. It may also have a list of ‘desirable’ skills and experience. Your cover letter needs to respond to all of the items on the ‘essential’ list. You should also respond to as many items as you can on the ‘desirable’ list.

      Remember that if you say you have a skill or experience, you need to show how you've used it or how you got it (for example, if you say you've got child-minding skills, mention some jobs where you've used them).

      A summary of why you're right for the job

      After listing your skills and experience, you should explain why these mean you're suited to the job (for example, ‘My ability to get along with anyone and my experience in solving customer problems in a retail setting make me ideally suited for this job.’)

      Speak their language

      Using the same language as people who do a particular job shows that you understand the industry or field that the employer works in.

      Find out what the employer does, and how they talk about themselves. Use this language in your cover letter.

      For example, if there's a tool or software or skill the job requires, like machining tools or cash handling, mention it in your cover letter (but make sure you mention it correctly!)

      Ask them to contact you

      Your cover letter should finish by asking the employer to read your resume. It should also ask them to contact you about an interview.

      Try something simple like, ‘I have attached a copy of my resume. I look forward to hearing from you about this job’.

      What you shouldn’t  include in your cover letter

      There are some things that should never be in your cover letter. Here are some things to watch out for.

      Typos or mistakes

      Always spellcheck your cover letter. It's even better to get someone else to read it and point out any mistakes or confusing things.

      People you could ask to read your cover letter include friends, family members, your careers teacher or a careers counsellor at your university or TAFE.

      Double-check everything in your cover letter. If you mention a company's name, make sure you spell it right. If you mention places you've worked before, make sure you spell their names right, too.

      Including your whole resume in your cover letter

      Don't cut and paste your resume into your cover letter. Try to re-word the information in your resume, rather than just repeating it. Keep your cover letter short and let your resume tell the whole story.

      Using ‘I’ too much

      Try not to over use phrases like ‘I believe’, ‘I have’ and ‘I am’. Remember, it’s not about you – it’s about how you can help the employer.

      Once you've written your letter, read over it, and try to take out or rewrite as many sentences that start with ‘I’ as you can.

      Don't mention your other job applications

      You're probably applying for more than one job at a time. However, it’s best not to mention other job applications. Your letter should aim to convince the employer that you really want this job.

      Even though most employers will assume you're applying for more than one job, you don’t need to mention it.

      Different kinds of cover letters

      There may be times when you need use different kinds of cover letters. Visit the pages below for examples of these situations:

      • Body language....

        Body language may be used consciously or unconsciously. It may accompany a verbal message or serve as a substitute for speech..

        Examples and Observations

        • "Pamela listened dumbly, her posture informing him that she wouldn't be offering any counter-arguments, that whatever he wanted was okay: making amends with body language."
          (Salman Rushdie, The Satanic Verses. Viking, 1988)
        • "The fun part is the process of, of getting to know a girl. It's like, it's like flirting in code. It's using body language and laughing at the right jokes and, and looking into her eyes and knowing she's still whispering to you, even when she's not saying a word. And that sense that if you can just touch her, just once, everything will be okay for both of you. That's how you can tell."
          (Iyari Limon as Potential Slayer Kennedy, "The Killer in Me." Buffy the Vampire Slayer, 2003)

        Shakespeare on Body Language

        "Speechless complainer, I will learn thy thought;
        In thy dumb action will I be as perfect
        As begging hermits in their holy prayers:
        Thou shalt not sigh, nor hold thy stumps to heaven,
        Nor wink, nor nod, nor kneel, nor make a sign,

        Clusters of Nonverbal Cues

        "[A] reason to pay close attention to body language is that it is often more believable than verbal communication. For example, you ask your mother, 'What's wrong?' She shrugs her shoulders, frowns, turns away from you, and mutters, 'Oh . . . nothing, I guess. I'm just fine.' You don't believe her words. You believe her dejected body language, and you press on to find out what's bothering her.
        "The key to nonverbal communication is congruence. Nonverbal cues usually occur in congruent clusters--groups of gestures and movements that have roughly the same meaning and agree with the meaning of the words that accompany them. In the example above, your mother's shrug, frown, and turning away are congruent among themselves. They could all mean 'I'm depressed' or 'I'm worried.' However, the nonverbal cues are not congruent with her words. As an astute listener, you recognize this incongruency as a signal to ask again and dig deeper."
        (Matthew McKay, Martha Davis, and Patrick Fanning, Messages: The Communication Skills Book, 3rd ed. New Harbinger, 2009)

        An Illusion of Insight

        "Most people think liars give themselves away by averting their eyes or making nervous gestures, and many law-enforcement officers have been trained to look for specific tics, like gazing upward in a certain manner. But in scientific experiments, people do a lousy job of spotting liars. Law-enforcement officers and other presumed experts are not consistently better at it than ordinary people even though they’re more confident in their abilities.
        "'There’s an illusion of insight that comes from looking at a person’s body,' says Nicholas Epley, a professor of behavioral science at the University of Chicago.

        'Body language speaks to us, but only in whispers.' . . .
        "'The common-sense notion that liars betray themselves through body language appears to be little more than a cultural fiction,' says Maria Hartwig, a psychologist at John Jay College of Criminal Justice in New York City. Researchers have found that the best clues to deceit are verbal--liars tend to be less forthcoming and tell less compelling stories--but even these differences are usually too subtle to be discerned reliably."
        (John Tierney, "At Airports, a Misplaced Faith in Body Language." The New York Times, March 23, 2014)

        Body Language in Literature

        "For the purpose of literary analysis, the terms 'non-verbal communication' and 'body language' refer to the forms of non-verbal behaviour exhibited by characters within the fictional situation. This behaviour can be either conscious or unconscious on the part of the fictional character; the character can use it with an intention to convey a message, or it can be unintentional; it can take place within or outside of an interaction; it can be accompanied by speech or independent of speech. From the perspective of a fictional receiver, it can be decoded correctly, incorrectly, or not at all." (Barbara Korte, Body Language in Literature. University of Toronto....


        The message flies by these interpreters in the least space of time, and the misunderstanding is averted in the moment of its birth. To explain in words takes time and a just and patient hearing; and in the critical epochs of a close relation, patience and justice are not qualities on which we can rely. But the look or the gesture explains things in a breath; they tell their message without ambiguity; unlike speech, they cannot stumble, by the way, on a reproach or an illusion that should steel your friend against the truth; and then they have a higher authority, for they are the direct expression of the heart, not yet transmitted through the unfaithful and sophisticating brain."

        • Busy office scene depicting seven types of nonverbal communication




        • Topic 6

          In general, reporting writing is very helpful for making the record of documentation. With the help of reports, we can easily recognize our work. For example, reports play a vital role in schools and colleges for knowing how many students have joined in this year. Report writing also helps the director of the industry, business or any organization in order to make quick decisions and planning of anything. The importance of report writing is that it also helps to communicate within the company that is workers, to discuss the problems of the business and to give investor details of everyday running.

          A report can be good when it can be written in the manner of proper communication and written communication. There are also verbal reports and informal reports. Many kinds of report provide many types of profits. Report writing consists of the history and facts of a project or any kind of event. It is useful for recording a past history and an overall summary of decisions.

          Report writing helps as a path to solve problems. Writing a report guides you in a way to modernize details about improvements and upcoming plans. For example, the progress of technology or any policy of government. There are many types of report writing such as research report writing. While writing the report of a research paper seems hard but don’t worry as there are many online academic report writing services who can help you in any way. 

          Easy Tool for Making Decision

          In this modern world, huge companies need a large number of information. The only solution to manage this is to make reports. With the help of report writing, necessary judgments can be made in business. Report writing provides easy, updated and helpful details in a document.

          Analysis

          Report is very important because whenever any issue occurs, a group of committees try to find the reason for that issue and provide the whole scenario and results with or without the suggestion in the shape of report writing.

          Evaluation

          A company that is based on a large scale are involved in many different activities. Due to this reason, it is impossible for the management to keep an eye on every one of what everybody is doing. Therefore, the management finds an easy way and writes a report.

          Explain Facts

          Facts can be considered in a way that can be obtained naturally. That is why this type of presentation is verified with the help of a report because it examines and explores, calculates and many other things about any fact. 

          Professional Improvements

          Report writing is very important if we talk about the advancement and improvement of the professional.
          For example, in a company, if anyone is selected for promotion, so before this, you have to make report writing document in which you will write about the position, performance satisfaction and level of working, with the help of all these points you can be able to make a report and submitted to the manager so that promotion can be given to that particular person fulfilling all the requirements areas.

          Fully Control

          No matter, the activities are fully achieved in accordance with the plan or not. That is why in order to control such activities it depends mainly on report writing.

          Handle Complex Situation

          In an organization that is based on a large scale, there might always have a problem of labor which may result in complex conditions. In order to handle this situation, managers make a report.


          • Topic 7

            Importance of Communication in an Organization

            Effective Communication is significant for managers in the organizations so as to perform the basic functions of management, i.e., Planning, Organizing, Leading and Controlling.

            Communication helps managers to perform their jobs and responsibilities. Communication serves as a foundation for planning. All the essential information must be communicated to the managers who in-turn must communicate the plans so as to implement them. Organizing also requires effective communication with others about their job task. Similarly leaders as managers must communicate effectively with their subordinates so as to achieve the team goals. Controlling is not possible without written and oral communication.

            Managers devote a great part of their time in communication. They generally devote approximately 6 hours per day in communicating. They spend great time on face to face or telephonic communication with their superiors, subordinates, colleagues, customers or suppliers. Managers also use Written Communication in form of letters, reports or memos wherever oral communication is not feasible.

            Thus, we can say that “effective communication is a building block of successful organizations”. In other words, communication acts as organizational blood.


            • Topic 8

              Using Visual Aids in Effective Presentations
              While preparation and delivery are important, the visual aids that you use throughout your speech are equally as important. In fact, there are instances when good visual aids are vital to a speech's success. In this article, we will discuss how to use visual aids effectively, and when it is necessary to use them.

              We process information in a number of ways, most notably visually and audibly. If your visual aids do not properly match your speech of if they are used in an ineffective manner, this could be a detriment to your speech. Anything that distracts an audience from your message will result in your inability to deliver your message.

              Visual aids comprise a wide variety of items, handouts, slides, moving pictures, posters, models, objects, and many others. All of these visual aids are meant to reinforce your main message. Moreover, they become vital when it is necessary to present information that can only be described in a visual format. To use an obvious example, if you are giving a speech to a company's board of directors on the plans for a new building, it would be essential to have a picture or some sort of visual aid to accompany your speech. Yes, it would be possible to give an audible only speech about the new building's plans, but it would be extremely ineffective to do so. There are occasions when a visual aid is a necessary component of your message.

              When you are giving a speech, you ideally want the audience to pay complete attention to your voice and message. A visual aid is an invitation for them to pay attention to something else, if even for a moment. Therefore, this visual aid must reinforce your message. The following guidelines will help you decide when visual aids are helpful.


              • Topic 9

                Critical thinking is the ability to think clearly and rationally about what to do or what to believe. It includes the ability to engage in reflective and independent thinking. Someone with critical thinking skills is able to do the following :

                • understand the logical connections between ideas
                • identify, construct and evaluate arguments
                • detect inconsistencies and common mistakes in reasoning
                • solve problems systematically
                • identify the relevance and importance of ideas
                • reflect on the justification of one's own beliefs and values

                Critical thinking is not a matter of accumulating information. A person with a good memory and who knows a lot of facts is not necessarily good at critical thinking. A critical thinker is able to deduce consequences from what he knows, and he knows how to make use of information to solve problems, and to seek relevant sources of information to inform himself.

                Critical thinking should not be confused with being argumentative or being critical of other people. Although critical thinking skills can be used in exposing fallacies and bad reasoning, critical thinking can also play an important role in cooperative reasoning and constructive tasks. Critical thinking can help us acquire knowledge, improve our theories, and strengthen arguments. We can use critical thinking to enhance work processes and improve social institutions.

                Some people believe that critical thinking hinders creativity because it requires following the rules of logic and rationality, but creativity might require breaking rules. This is a misconception. Critical thinking is quite compatible with thinking "out-of-the-box", challenging consensus and pursuing less popular approaches. If anything, critical thinking is an essential part of creativity because we need critical thinking to evaluate and improve our creative ideas.

                 The importance of critical thinking

                Critical thinking is a domain-general thinking skill. The ability to think clearly and rationally is important whatever we choose to do. If you work in education, research, finance, management or the legal profession, then critical thinking is obviously important. But critical thinking skills are not restricted to a particular subject area. Being able to think well and solve problems systematically is an asset for any career.

                Thank you...

                • Topic 10


                  Informative Speaking

                  Informative speaking generally centers on talking about people, events, processes, places, or things. Informing an audience about one of these subjects without being persuasive is often a difficult task to complete. For example, a speech informing an audience about growing peace lilies as houseplants might ultimately persuade the audience to buy and grow peace lilies. All speech has an effect that might enable individuals to self-persuade themselves. The line walked during an informative speech, as opposed to a persuasive speech, is to not make persuasion an explicit and obvious goal. An informative speech on peace lilies might cover both the advantages and disadvantages of these houseplants; a persuasive speech would take a firm position on the virtues of peace lilies.

                  Tips for informative speaking:

                  Analyze the audience. What can the audience be reasonably expected to know? If talking to a field of medical professional about cloning, they likely know the basics of DNA. An audience of lay people might not be so fluent in the language of biomedical engineering, and so basic concepts like this will have to be explained. Never presume that an audience has a thorough background in the subject.

                  Use appropriate language. What are the norms for speaking style for the audience? If they expect lots of jargon and specialized language, the speech should be peppered with such language or else the audience will feel like they are being talked down to. If the audience is unfamiliar with these technical terms, avoid using them or introduce them with an explanation of what they mean.

                  Explain the importance of the topic. Why should the audience listen? Will this information improve their lives in some meaningful way? Especially with a captive--involuntary--audience, a speaker must establish a connection between their topic and the interests of the audience.


                  • Topic 11

                    • Topic 12

                      • Topic 13

                        • Topic 14

                          • Topic 15

                            • Topic 16