Learning Better Communication

Read Appendix A, the chapter on Communications
Assignment:
Creating your own blog using the instructions blow
https://bettercommunication2024.blogspot.com
Using a blog is a great way of communication. Systems analysis group share their technical information using blogs most of the time.
Companies also have their own secured blogs.
Steps in creating a blog:
1, Use free blog creation software such as blogger.com
2. Use your Gmail account (since blogger is a Google based app)
3. Once you are in, give a Title.
4. Create an URL with the given extension (.blogspot.com)
5. Use a Theme of your choice
6. Now read Appendix A from the etext, which covers communication strategies for a Systems Analyst.
7. Now post any information you read from Appendix A into the blog 
post.
(You can also include information about your major, professional 
experience, personal goals, your hobbies, pets etc.)
8. Submit your URL (which was created in step 4) for grading

Appendix A. Communications 
Always pay attention to the importance of effective communication. A systems analyst must be adept at using tools like email, video conferencing, and collaboration platforms to ensure clear, timely, and effective communication, especially in distributed or remote teams. Practicing these skills increases your ability to communicate better.
A systems analyst needs strong written communication skills to document system designs, technical specifications, and instructions effectively. Developers, project managers, and nontechnical stakeholders must understand the system’s architecture and how it functions. Good oral communication skills are also essential for systems analysts, as they frequently interact with various stakeholders, from developers to executives, to gather requirements, provide updates, and explain complex technical concepts in an understandable manner. Excellent online communication skills are necessary for the digital age, where collaboration occurs remotely. 
Appendix A discusses communication tools to help the systems analyst write clearly, speak effectively, and deliver powerful presentations—in person or online. In addition, the appendix provides more detailed information introduced earlier in this book. The resources, tools, and techniques described in the following sections will help you communicate effectively. 
A.1. Successful Communication Strategies Successful communication does not just happen. Usually, it results from following a specific agenda that includes careful preparation, hard work, and continuous practice. Five key communication strategies for a project manager are developing a communication plan, practicing active listening, simplifying technical language, providing regular updates, and promoting diversity, equity, and inclusion (DEI). 
A.1.1. Develop a Communication Plan In any systems project, a clear and concise communication plan is paramount. It ensures that all stakeholders understand their roles, responsibilities, and the project’s overall progress. A communication plan outlines stakeholders’ communication needs and expectations and clarifies communication channels’ frequency and form, ranging from emails and meetings to status reports. 
A well-structured communication plan can improve the efficiency of information exchange, reduce misunderstandings, and keep everyone aligned with the project goals. The project manager must ensure this plan is adaptable and can be revised as the project progresses, considering changes in project scope, resources, or unexpected challenges. 
Creating a communication plan is not a one-size-fits-all process. Instead, it needs to be tailored according to the unique needs of the project and the stakeholders involved. This requires the project manager to have a deep understanding of the project and the stakeholders’ diverse needs and communication preferences. 
A.1.2. Practice Active Listening Active listening is a fundamental skill for effective communication. It involves paying full attention to the speaker, understanding their message, reflecting, and responding. This skill allows project managers to grasp technical details, spot issues early, and understand the needs and concerns of the team and stakeholders. 
As project managers often deal with complex and technical information in a systems project, active listening becomes even more critical. It ensures they correctly understand technical details and their implications on the project. Active listening fosters a culture of openness and respect, as team members feel heard and valued when their ideas and concerns are taken seriously. 
Active listening also extends to nonverbal communication cues. For example, the project manager should understand body language, tone of voice, and other cues that might indicate unspoken concerns or issues. This sensitivity to the underlying message can help resolve issues before they escalate. 
A.1.3. Simplify Technical Language In a systems project, complex technical jargon is often unavoidable. However, not everyone involved in the project may be familiar with these terms. Hence, knowing how to break down complex concepts into more straightforward and understandable language is valuable for project managers. 
Simplifying technical language helps ensure that everyone, regardless of their technical proficiency, understands the project goals, progress, and challenges. This is particularly important when communicating with stakeholders who may not have a technical background, such as clients, executives, or team members from different departments. 
However, simplifying technical language doesn’t mean oversimplifying it. Instead, it involves explaining the information in a way that is accessible and meaningful to the audience. This might include using analogies, examples, visual aids, or other strategies to convey complex ideas effectively. 
A.1.4. Provide Regular Updates Regular status updates are vital to keep everyone on the same page and ensure the project is on track. In addition, they allow team members and stakeholders to ask questions, share updates, discuss challenges, and make collective decisions. 
In a systems project, these updates are especially crucial due to the technical and complex nature of the work. Regular updates help identify any technical issues early, ensure that the team’s efforts align with the project goals, and help avoid costly or time-consuming mistakes down the line. 
To make these updates effective, the project manager should ensure they are well-structured and efficient. For example, scheduling a meeting to report project status should involve setting a clear agenda, inviting the right people, focusing on key topics, and facilitating open and productive discussions. It’s also important to keep these updates regular and consistent to maintain a steady flow of communication. 
A.1.5. Promote Diversity, Equity, and Inclusion (DEI) DEI stands for diversity, equity, and inclusion. These related concepts are crucial for a respectful, productive, and harmonious modern workplace. DEI has become an essential component of professional communications across most industries. 
Diversity refers to the variety of differences between people in an organization. This includes race, gender, ethnic group, age, personality, cognitive style, tenure, organizational function, education, and background. Diversity not only involves how people perceive themselves but how they perceive others. Those perceptions affect their interactions. 
Equity involves ensuring fairness within your organization. This doesn’t mean treating every employee the same way but considering their unique characteristics, strengths, and challenges. It’s about recognizing that advantages and barriers exist and that, to ensure fairness, we need to address them. 
Inclusion is a state of being valued, respected, and supported. It’s about focusing on the needs of every individual and ensuring the right conditions are in place for each person to achieve their full potential. Inclusion should be reflected in an organization’s culture, practices, and relationships that are in place to support a diverse workforce. 
DEI ensures that everyone feels respected, is treated fairly, and has opportunities to excel in their chosen careers. It is the responsibility of every individual in an organization, but leaders and managers need to set the right tone and lead by example. DEI plays a vital role in communication for systems projects because they involve complex technical challenges that benefit from various perspectives. 
A.2. Essential Questions to Consider No matter how well you plan your communication, you must know your subject. Your credibility and effectiveness depend on whether others believe and support your views. No one knows everything, so a specific preparation strategy is essential. 
To help you prepare as a project manager or leader, remember the five key communication strategies described in Section A.1. As a project member, it’s equally important to be a successful communicator yourself, which means you must consider five essential questions about yourself, your audience, and your objectives: why, who, what, when, and how. 
A.2.1. Why Know why you are communicating and what you want to accomplish. Then ask yourself, “Is this communication necessary, and what specific results am I seeking?” Your entire communication strategy depends on the results that you need. 
A.2.2. Who Know who your audience is. How users’ information needs depend on their organizational and knowledge levels was described earlier in the book. When communicating with management, for example, sometimes a fine line exists between saying enough and saying too much. Each situation is different, so you must use good judgment and be alert for input from your audience. 
A.2.3. What Know what is expected of you and when to go into detail. This is directly related to knowing who your audience is and the organizational and knowledge levels of the organization. For example, a vice president might expect less detail and more focus on how a project supports the company’s strategic business goals. You must design your communications just as carefully as your systems project. For instance, will the target audience expect you to address a specific issue or topic? Will they expect cost estimates or charts? Design your communications based on the answers to those questions. 
A.2.4. When Know when to speak and when to remain silent and let others continue the discussion. To be an effective speaker, you must be a good listener (see Section A.1.2) and use audience feedback to adjust your presentation. Good timing is an essential part of every presentation. Your delivery must be adequately paced: too fast, and you will lose your audience; too slow, and they might become bored. 
A.2.5. How Know how to communicate effectively. You can strengthen your communication skills by using suggestions in this appendix, reflecting on your own experiences, and observing successful and unsuccessful techniques used by others. 
A.3. Written Communications Good writing is essential because others often judge you by your writing. If you make a mistake while speaking, your audience probably will forget it. Your written errors, however, might stay around for a long time. Grammatical, typographical, and spelling errors distract readers from your message. Your written communications will include email messages, memos, letters, workgroup communications, and formal reports. 
A.3.1. Writing Skills Good writing skills are the backbone of effective written communication. For example, they are essential for providing clarity and accuracy in communication. These skills enable individuals to explain complex ideas, data, or technical details in a manner that is easy to understand, thereby minimizing the chance of misunderstandings or misinterpretations. This clarity is crucial in specialized fields such as systems analysis and design, where clear communication of requirements, specifications, and processes can significantly impact project success. 
Writing involves more than just conveying information—it also involves crafting compelling messages that capture the reader’s attention, maintain their interest, and sway them where necessary. This involves the strategic use of language, tone, and structure and the ability to effectively tell a story or present an argument. Whether it’s a business proposal that needs to convince stakeholders, marketing material aimed at potential customers, or an opinion piece intended to sway readers, engaging and persuasive writing can significantly enhance the impact of written communication. 
Powerful writing can tailor the tone, style, and language to different audiences, contexts, and purposes. For example, the language in a user manual will likely differ from that in an executive summary or a project proposal. By understanding the needs and expectations of the intended audience and adapting the message accordingly, writers can ensure that their communication is well-received and achieves its intended purpose. This adaptability in writing is critical for effectiveness in diverse communication scenarios. 
A.3.2. Writing Style If you need to take a writing course, consider doing so. If you have a choice of courses, select one focusing on business or technical writing. Any writing class, however, is worth the effort. Most bookstores and libraries have excellent books on effective communication, and many Internet sites offer writing guidelines, tips, and grammar rules. As you prepare written documents, keep in mind the following suggestions: 
Know your audience. If you are writing for nontechnical readers, use terms that readers will understand. 
Use the active voice whenever appropriate. For example, the active-voice sentence “Tom designed the system” is more engaging than “The system was designed by Tom,” which is an example of the passive voice. However, passive voice is sometimes used in academic writing and formal publications. 
Keep your writing clear, concise, and well-organized. Each paragraph should present a single topic or idea. 
Use an appropriate style. For example, use a conversational tone in informal documents and a business tone in formal documents. 
Use lists. If a topic has many subtopics, a list can organize the material and make it easier to understand. 
Use short, easy-to-understand words. Your objective is not to impress your audience with the size of your vocabulary. 
Avoid repeating the same word too often. Instead, use a thesaurus to locate synonyms for frequently repeated words. Many word processing programs include a thesaurus and other tools to help you write better. 
Check your spelling. You can use the spell checker in your word processing program but remember that a spell checker identifies only words that do not appear in the program’s dictionary. So, for example, a spell checker may not identify instances when you use the word “their” instead of “there.” 
Check your grammar. Most word processing programs include a grammar checker, a tool that can detect usage problems and offer suggestions. When you use a grammar checker, you can set various options to match the level and style of the writing and to highlight or ignore certain types of usage. For example, you can set the grammar checker in Microsoft Word to check grammar rules only or configure it to check writing style, including gender-specific words, sentence fragments, and passive sentences. In addition, special-purpose tools, such as Grammarly (Figure A-1), can be used for more sophisticated grammar analysis. 
Figure A-1 Details Source: Grammarly Inc. Grammarly is a sophisticated tool for checking grammar that works with Microsoft Office or within a browser. This example uses text from https://en.wikipedia.org/wiki/Lloyd_Alexander. 
Review your work carefully. Then, double-check it for spelling, grammatical, and typographical mistakes. Finally, ask a colleague to proofread your work and suggest improvements. 
A.3.3. Readability All writers must consider readability, which analyzes the ease of comprehension by measuring specific characteristics of syllables, words, and sentences. Two popular readability measures are the Flesch Reading Ease score and the Flesch-Kincaid Grade Level score. Both scores can be calculated automatically using Microsoft Word, as shown in Figure A-2. 
Figure A-2 Details Source: Microsoft Word Two popular readability measurement tools are the Flesch Reading Ease score and the Flesch-Kincaid Grade Level score. 
The Flesch Reading Ease score measures the average sentence length and the average number of syllables per word and rates the text on a 100-point scale. With this tool, the higher the score, the easier the text is to understand. Microsoft suggests that for most standard documents, you should aim for a score of 60 to 70. For example, this paragraph has a Flesch Reading Ease score of 65. 
The Flesch-Kincaid Grade Level score uses the same variables but in a different formula, producing a rating keyed to a U.S. grade-school level. For example, a score of 8.0 would indicate material easily understood by a person at an eighth-grade reading level. With this tool, Microsoft suggests that for most standard documents you should aim for a score of 7.0 to 8.0. 
A.3.4. Email, Memos, and Letters Because email will be one of your primary tools for written communication, it is vital to use it properly and effectively. Email usually is less formal than other written correspondence, but you still must follow the rules of good grammar, correct spelling, and clear writing. 
Although many authors use a more conversational style for email, you should remember that email messages often are forwarded to other recipients or groups. Therefore, you must consider the users to whom your email might be distributed. If you regularly exchange messages with a specific group of users, most email programs allow you to create a distribution list that includes the members and their email addresses. Now that email has become the standard method of business communication, all users must know how to use it properly, professionally, and courteously. This topic is discussed in the following section. 
Although email is the main form of internal communication, internal memos and announcements still are important, and external communications often require letters printed on company letterhead. Most companies use a standard format, or template, for internal memos and external letters. You can download and use the templates if your company stores them on a network. You can also use a word processor to create your own templates with specific layouts, fonts, and margin settings. A template gives your work a consistent look and makes your job easier. Most word processing programs also provide a feature that allows you to design your memos as forms and fill in the blanks as you work. 
A.3.5. Social Media at Work Social media are seeing explosive growth, which is sure to continue. This section focuses on just one aspect of this trend: social media in the office. It would be difficult to cite a communication method with greater potential benefits—and dangers—than the volatile mix of social networking and modern business settings. Many employees use social networking to advance their careers. Unfortunately, others have been reprimanded (or worse) for saying too much, or to the wrong people, or at the wrong time. 
The Backdrop 
Corporations are racing to embrace social media in their marketing plans. They have learned they can create excitement, call attention to their products, and reach a young, active, socially aware market. As a result, in the corporate world, social media-driven event marketing has become a specialty. From an IT viewpoint, these trends are healthy because they demonstrate that technology and creativity are essential in corporate strategy, which is good news for systems analysts. 
Advantages 
IT professionals can use social media to network with others, learn about new technology, meet colleagues, discuss career issues, and maintain an online presence that would have been impossible just a few years ago. In addition, someone can gain credibility by sharing information and technical tips, posting how-to videos, or documenting an especially interesting assignment or challenge. However, any one of these activities could also have disastrous consequences. 
Risks 
Drivers stopped for speeding often say, “I didn’t know I was going that fast.” Similarly, employees who misuse social media usually plead ignorance. But there is a better way: know the rules, observe the rules, and when in doubt—don’t! 
Most firms have social media policies that govern workplace behavior. For example, some prohibit personal communications on company time or with company resources. Others use a case-by-case approach. Rather than guess your company’s policy, you should find out precisely what the policy is and make sure you understand it clearly. 
Three Ways to Get Fired 
You must be sure that your message content is appropriate and in no way violates your company’s confidentiality policy. One way to get fired quickly is to brag about a new marketing strategy before it has been publicly announced. Another way is to be somewhere or do something that might degrade your company’s image, especially if your nametag, uniform, or location can identify your employer. Finally, perhaps the quickest way to get fired is to launch an angry verbal attack on your fellow employees or managers. 
Other Issues 
You should use a “need-to-know” approach to direct your messages to those with a legitimate interest and people you trust. Avoid blanket messaging and broadcasting. Also, think about whether the content is appropriate for the site you are using. For example, a funny joke might be out of place on LinkedIn but okay on Twitter. Your minute-to-minute experience at a rock concert might interest some people, but you might not want to send it to your entire contact list or followers. 
The bottom line is that social networking, instant messaging, and cell phone texting are popular because they allow informal, interactive, and immediate communication. While these can be valuable collaboration tools, users should exercise good judgment and common sense, just as they would in any form of interpersonal contact. No one will remember all your excellent messages. They will, however, always remember the inappropriate ones. 
A.3.6. Netiquette 
Netiquette combines the words Internet and etiquette. With the explosive growth of social networking, netiquette is more crucial than ever. If you follow the guidelines in the preceding section, you can avoid significant problems. But you should set your sights higher than that. An IT professional should have strong communication skills, good manners, proper style, and plenty of common sense. Dale Carnegie, a famous educator and authority on interpersonal relations, said many years ago that others evaluate us based on “what we do, how we look, what we say, and how we say it.” 
All email users should know some simple rules, including good manners and common sense. For example, an excellent starting point is to avoid sending personal or confidential material because your messages might be forwarded by others and distributed more widely than you intended. Another important rule is to refrain from sending or replying to an email when you are tired or upset. Instead, you can write a draft if you want, but save the unsent message so you can review it later. 
Here are some common rules and tips: 
Always fill in the subject field with a brief description of the contents. 
Be concise—in most cases, less is more. 
Be professional. Remember, if it has your name on it, it reflects on you personally. 
Be sure to check your spelling. 
Don’t forward jokes or chain letters without the permission of the recipient. 
Don’t overuse humor or sarcasm that might work in a face-to-face situation but not in an email context. 
Don’t type in all caps—it is like YELLING! It is also hard to read. 
Don’t use colored fonts, backgrounds, or images in business email messages. 
Don’t use the return receipt request feature unless there is a valid business reason. 
If you have large attachment files, try to zip or compress them before sending them, or use a file delivery service that uses cloud storage. 
If you send a message to a group of people, especially if they don’t know each other, use a blind copy (Bcc) for all of the recipients to shield their addresses from the entire group. 
Only give out the personal contact information of others with their specific permission to do so. 
Only include personal information if you are 100% sure of your recipient and no other means of communication would provide better privacy and security. 
Remember that there are copyright laws. You do not have an unrestricted right to do whatever you please with someone else’s email message. Laws against discrimination and defamation can also apply to email messages. 
Don’t include all the earlier messages when replying unless there is a compelling reason to do so. 
In addition to these guidelines, following company policy regarding communications at work is essential. For example, many firms restrict personal communications that involve company time or equipment, and courts have upheld an employer’s right to limit or monitor such communications. 
A.3.7. Reports You must prepare many reports during systems development, including the preliminary investigation report, the system requirements document at the end of the systems analysis phase, the system design specification at the end of the system design phase, and the final report to management when the system goes into operation. You also might submit other reports, such as status reports, activity reports, proposals, and departmental business plans. You will create your reports as electronic documents so that you can attach them to emails. 
Adobe PDF 
When you create a report that will be delivered electronically, you should use the same high standards that apply to traditional printed materials. Notice that Microsoft Word provides many premade templates that you can use for your report. Once you create a Word document, it is simple to transform the document into an Adobe PDF. 
A PDF offers several advantages over Microsoft Word for professional reports, including accessibility, security, consistency, compactness, and interactivity. 
Universal Accessibility 
PDF is a universal file format that can be opened and viewed consistently on any device (PC, Mac, smartphone, or tablet) and across different operating systems using free software, such as Adobe Reader. This ensures that the recipient can view the document exactly as the sender intended, regardless of the software used to create the original document. 
Document Security 
PDF files support robust security features. You can protect your document with a password, restrict editing and printing rights, or even include a digital signature. This makes it suitable for sharing sensitive information while maintaining confidentiality and integrity. 
Consistent Formatting 
One of the significant advantages of PDFs is that they preserve the document’s formatting. This includes fonts, images, graphics, and layout, regardless of the application and system used to read the PDF. This is particularly useful for professional reports where consistent presentation and design are essential. 
Compact and Optimized 
PDF files can be compressed to a relatively small file size, making them easier to share and store, especially for large reports with numerous graphics and images. This makes it an ideal format for emailing and downloading from websites. 
Interactive Features 
PDF files can contain interactive features such as hyperlinks, fillable forms, buttons, video, audio, and other multimedia elements. This capability can make a professional report more engaging, interactive, and user-friendly, enhancing the reader’s experience and comprehension. 
Report Format 
Whether you create the report using Microsoft Word, Adobe Acrobat, or some other program, your work must be professional, well-organized, and well-written. Experienced systems analysts know that when you put your name on a document, readers will see your work as a reflection of your skills and abilities. Also, for better or worse, the document will probably be around for a long time. With those thoughts in mind, consider reviewing the written communication guidelines that appear elsewhere in the book. 
Although most reports are delivered electronically, you must sometimes prepare printed versions. For example, suppose you must submit a written system requirements document. Create various sections, including an introduction, an executive summary, findings, recommendations, time and cost estimates, expected benefits, and an appendix containing relevant data. 
A professional report follows a structured format, allowing readers to understand and navigate the content quickly. This format may vary based on the report’s nature, the assignment’s or organization’s specific requirements, and the audience’s expectations. Here’s a typical report structure: 
Cover Page 
The cover is the first thing readers see when receiving the report. An attractive, well-designed cover page can create a positive first impression, reflecting the professionalism and attention to detail of the author or the organization. It should include the report’s title, the author’s name, the submission date, and possibly the organization’s name and logo. 
Executive Summary or Abstract 
This is a brief summary of the report’s contents. It should provide an overview of the report’s purpose, main points, and key findings or recommendations. It should be succinct and clear enough that a reader can understand the report’s gist without reading the rest. Generally, the executive summary should be at most 250 words or one page. 
Table of Contents 
This section lists the primary headings and subheadings in the report, usually with corresponding page numbers for easy navigation. 
Introduction 
This section introduces the topic, outlines the report’s purpose, and provides the background or context for the report. It should also state the report’s objectives and define any specific terms. 
Body 
This is the central part of the report where the subject matter is thoroughly discussed. It often includes sections such as methodology (how the research or work was conducted), findings/results (what was discovered), and analysis/discussion (what the findings mean). 
Conclusions 
This section summarizes the main points made in the report and the conclusions drawn from the findings and analysis. 
Recommendations 
If applicable, the recommendations section presents the best system alternative, with a brief explanation that should mention economic, technical, operational, and schedule feasibility. This section could also include a costs and benefits analysis, which should list each primary system alternative’s advantages, disadvantages, costs, and benefits. You should have a clear description of the financial analysis techniques you used. You should apply one or more financial analysis tools described in Appendix B. You can use tables or graphs to support and clarify alternatives when necessary. 
References or Bibliography 
This section lists the sources of information used in the report, giving credit to original authors and allowing readers to follow up on the sources if they wish. 
Appendices 
If additional supporting information is too detailed or lengthy to include in the body of the report, it can be added in an appendix. This may include data, tables, charts, interview transcripts, and so on. 
Advantages of Written Reports 
While both written reports and oral presentations (described in Section A.4) have their place in a systems project, there are several advantages to using a written report: 
Clarity and Comprehensiveness 
Writing can enforce a level of clarity and accuracy that may take more work to achieve in oral communication. Written reports usually allow for more detail and complexity. They can contain extensive data, analysis, references, and appendices, providing a more comprehensive project view. 
Accessibility 
Written reports can be accessed and reviewed anytime, allowing stakeholders to digest the information at their own pace and refer to it as needed. In contrast, oral presentations are time-bound unless archived for later video viewing and may require scheduling to accommodate everyone’s availability. 
Permanence and Referability 
Written reports create a permanent record of information, findings, decisions, or recommendations that can be referred to at any time. This can be particularly helpful for complex systems projects, where it’s crucial to have accurate historical data for reference and for tracking progress over time. Permanence and referability can also be helpful for audit purposes, demonstrating compliance with regulations or standards, and transitioning the project to new team members. 
Review and Revision 
Before a written report is finalized, it can be reviewed and revised multiple times to ensure accuracy and quality. This process also allows for input from various stakeholders, leading to a more collaborative and comprehensive report. 
Allows Time for Consideration 
Readers can carefully consider the content in a written report, leading to more thoughtful responses or decisions. 
A.4. Oral Communications 
An oral presentation is required at the end of the preliminary investigation and again after the systems analysis phase. Compared with written reports, oral presentations can be more engaging, allow immediate feedback and discussion, and be more suited to specific information or audiences. For example, you might need to give more than one presentation in some situations to present technical material to members of the IT department or to present an overview for top managers. 
When preparing an oral presentation, you should perform five important tasks: define the audience, define the objectives, organize the presentation, prepare your presentation aids, and practice your delivery. 
A.4.1. Define the Audience 
Before developing a detailed management presentation plan, you must define the audience. For example, senior managers often prefer an executive summary to a detailed presentation. However, that is only sometimes the case, especially in smaller companies where top management is more involved in day-to-day activities. If you consider the expectations of your audience and design your presentation accordingly, you will improve your chances of success. 
A.4.2. Define the Objectives 
When you communicate, you should focus on your objectives. For example, in the management presentation for the systems analysis phase, 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 alternative solutions. 
Recommend the best alternative and explain the reasons for your selection. 
A.4.3. Organize the Presentation 
Plan your presentation in three stages: the introduction, the information, and the summary. First, you should introduce yourself and describe your objectives. During the presentation, make sure that you discuss topics in a logical order. It would be best if you were as specific as possible when presenting facts—your listeners want to hear your views about what is wrong, how it can be fixed, how much it will cost, and when the objectives can be accomplished. Finally, briefly review the main points in your summary and then ask for questions. 
A.4.4. Prepare Presentation Aids 
Much of what people learn is acquired visually, so you should use appropriate visual aids to help the audience follow the logic of your presentation and hold their attention. Visual aids also can direct the audience’s attention away from you, which is helpful if you are nervous when you give a presentation. You can use a visual aid with an outline of topics to help you stay on track. You can enhance the effectiveness of your presentation with visual aids that use various media and software, as explained in the following sections. 
Visual Aids 
Visual aids can help you display a graphical summary of performance trends, cost-benefit examples, or a bulleted list of important points. You can use whiteboards, flip charts, overhead transparencies, slides, films, and videotapes to enhance your presentation. When preparing your visual aids, ensure the content is clear, readable, and easy to understand. Verify ahead of time that the audience can see the graphic material from anywhere in the room. Remember that equipment can fail unexpectedly, so be prepared with an alternate plan (e.g., speaking directly to the audience without visual aids). 
Presentation Software 
Some experienced speakers talk without slides, but most people are more comfortable using visual aids to support their presentations. With a computer and a projection system, you can use presentation software such as Apple Keynote, Google Slides, and Microsoft PowerPoint to create an engaging multimedia slide show. 
Apple Keynote’s ease of use, design capabilities, and compatibility with other Apple products make it an excellent tool for creating and delivering effective presentations. As shown in Figure A-3, Keynote offers many tips and techniques that can help create engaging and visually appealing presentations. It can assist in the following ways: 
Figure A-3 Details Source: Apple Inc. Apple Keynote is an example of powerful presentation software. 
Templates 
Keynote comes with a wide array of professionally designed templates. These can help you create a visually compelling presentation without requiring design skills. 
Animation and Transition Effects Keynote offers various slide transition effects and object animations that can make your presentation more dynamic and engaging. 
Interactive Charts and Graphs 
With Keynote, you can incorporate interactive charts and graphs into your presentation, making complex data easier to understand. This is particularly useful for presentations with numeric information. 
Collaboration Features 
Keynote supports real-time collaboration, allowing multiple team members to work on the presentation simultaneously. This can be extremely helpful in preparing for group presentations. 
Compatibility with the Apple Ecosystem 
If you already use other Apple products, Keynote integrates seamlessly. You can control your presentation from an iPhone or use an Apple Pencil on an iPad to draw or write on your slides during the presentation. 
Magic Move 
This feature creates smooth, animated transitions between slides when identical objects are present. It can add a professional touch to your presentations. 
Media Integration 
Keynote allows you to easily embed videos, images, and even audio files into your presentation, helping you to illustrate your points better. 
Presenter Notes 
You can add notes only you can see during the presentation, helping you remember key points without cluttering your slides. 
Export Options 
Keynote presentations can be exported in various formats, including PowerPoint and PDF, allowing you to share your work with those who don’t use Keynote. 
Rehearse Slideshow 
This feature lets you practice your presentation with a timer, helping you prepare better. 
Presentation Guidelines 
Preparing a compelling slide presentation requires time and effort; personal experience is the best teacher. Unfortunately, there is no universal agreement about how to prepare a slide show, and many sources of information exist. However, some general guidelines include the following: 
Your first step (and perhaps the most important) is to prepare an overall outline that will be the foundation of your presentation. Focus on your presentation’s content and structure before you consider visual issues. 
There’s a fine line between providing too little information and too much. 
ne topic per slide and try to follow the “7 by 7” rule: at most seven items per slide and at most seven words per item. 
When displaying a list of items, consider using a series of slides to add each point sequentially, especially if you want to focus on the item being discussed. 
Use bullets rather than numbers unless you show a specific sequence or order. 
Choose easily readable fonts. Use sans serif styles, such as Arial, for all body text. If you use a serif style (such as Times Roman), apply it only to titles. 
Use appropriate font sizes for titles and body text. Your goal is to prepare slides that are readable and visually attractive. Although font size preference depends on individual judgment and experience, for titles, try either 40- or 36-point fonts; for body text, 32- or 24-point fonts usually work well. 
Use special effects and animations judiciously. Too many graphics, colors, sounds, or special effects will distract your audience. 
You can include tables or graphics but keep them simple and easy to understand. Also, you can use a special effect, such as boldface, italic, underlining, or a different color, to highlight a meaningful word or phrase. 
Strive for a consistent look and feel among your slides and position visual elements in the same place on each slide. You should use a master template to ensure uniformity and conform to company-wide standards that might apply, such as a copyright notice, a confidentiality statement, or placement of the company name and logo. Choose colors carefully and keep them consistent. Usually, light letters on a dark background are the easiest to read. Presentation software normally has predefined color palettes that provide background and text colors that ensure readability. Use these palettes as a guideline for selecting colors when possible. 
Be sure to check spelling and grammar. 
During the presentation, do not read your slides to the audience; they can read the slides on their own. Your slide presentation is an outline that provides structure and emphasis—it is not the presentation itself. 
It is important to deliver a presentation that can be viewed easily anywhere in the room. When setting up, consider the size of the room, the number of people attending, the size and location of your visual aids, and the characteristics of any projection equipment you will use. 
A.4.5. Practice 
ortant part of your preparation is practice. It would be best if you rehearsed several times to ensure that the presentation flows smoothly and the timing is correct. In addition, practicing will make you more comfortable and build your confidence. 
Do not be tempted to write a script. If you read your presentation verbatim, you cannot interact with your audience and adjust your content based on their reactions. Instead, prepare an outline of your presentation and practice from the outline. Then, when you deliver the actual presentation, you will not have to struggle to remember the exact words you planned to say, and you will be able to establish a good rapport with your audience. 
A.4.6. The Presentation When you deliver your presentation, remember the following pointers:   
Sell Yourself and Your Credibility 
As a presenter, you must sell yourself and your credibility. A brilliant presentation will only convince top managers to approve the system if they are sold on the person who gave the presentation. On the other hand, projects often are approved based on the presenter’s knowledge, commitment, and enthusiasm. 
 must show confidence about the subject and your recommendations. It would be best to avoid conflicts with the people attending the presentation. If you encounter criticism or hostility, remain calm and focus on the issues—not the person commenting. You will have a successful presentation only if you know the material thoroughly, prepare properly, and sell yourself and your credibility. 
Control the Presentation 
During the presentation, you must control the discussion, maintain the pace of the presentation, and stay focused on the agenda—especially when answering questions. Although you might be more familiar with the subject material, you should not display a superior attitude toward your listeners. Maintain eye contact with the audience and use some humor, but do not make a joke at someone else’s expense. 
Define Technical Terms 
You should avoid specialized or technical terminology whenever possible. If your audience is unfamiliar with a term you plan to use, define it or find another way to say it so they will understand. 
Answer Questions Appropriately 
Let your audience know whether you would prefer to take questions as you go along or have a question-and-answer session at the end. Sometimes the questions can be quite tricky. Therefore, you must listen carefully and respond with a straightforward answer. Try to anticipate your audience’s questions to prepare your responses beforehand. 
When answering a problematic or confusing question, repeat it in your own words to ensure you understand it. For example, you can say, “If I understand your question, you are asking …” This will help avoid confusion and give you a moment to think on your feet. To ensure you provide a clear answer, you can ask, “Have I answered your question?” Allow follow-up questions when necessary. 
Use Effective Speaking Techniques 
The delivery of your presentation is just as important as its content. You can strengthen your delivery by speaking clearly and confidently and projecting a relaxed approach. However, it would be best if you also controlled the pace of your delivery. If you talk too fast, you will lose the audience; if the pace is too slow, people will lose their concentration and the presentation will not be effective. 
A.4.7. Overcoming Nervousness 
Many speakers are nervous when facing an audience. This feeling often abates with experience over time. However, if this is a problem for you, keep the following suggestions in mind: 
Control your environment. If you are most nervous when the audience is looking at you, use visual aids to direct their attention away from you. If your hands are shaking, do not hold your notes. If you deliver a computer-based presentation, using a handheld wireless device to control the slides is a good idea. Concentrate on using a strong, clear voice. If your nervousness distracts you, take a deep breath and remind yourself that you know your subject. 
Turn your nervousness to your advantage. Many people do their best work when they are under a bit of stress. Think of your nervousness as normal pressure. 
Avoid meaningless filler words and phrases. Using words and phrases such as okay, all right, you know, like, um, and ah are distracting and serve no purpose. 
Practice! Practice! Practice! Some people are naturally gifted speakers, but most need lots of practice. You must work hard at practicing your presentation and building your confidence. Many schools offer speech or public speaking courses that are an excellent way of practicing your skills. It also can be advantageous to preview your presentation with one or more people and ask for input. 
Above all else, remember that most audience members want you to succeed! 
A.5. Online Communications 
The COVID-19 pandemic changed the world in numerous ways. Communication was more important than ever during the lockdown, including written (Section A.3) and oral (Section A.4) communications. But lockdowns also forced many people to work from home (WFH), leading to most forms of communication moving online. No workgroup software (groupware) exemplifies this shift more than Zoom, Slack, and Microsoft Teams. 
A.5.1. Zoom 
Zoom is an online, cloud-based video-conferencing platform that allows users to connect via video, audio, and chat. Zoom is available on various devices, including computers, smartphones, and tablets. It is used by businesses of all sizes and individuals for personal and educational purposes. Other online communications systems have been available for some time, such as GoTo Meeting by GoTo (previously LogMeIn) and Webex by Cisco, but Zoom (Figure A-4) is the undisputed market leader. 
Figure A-4 Details Source: Zoom Video Communications, Inc. 
Zoom is a video-conferencing platform that provides online meeting and collaboration services. It is widely used for remote work, online learning, and virtual events. 
Features 
Zoom offers a variety of features that make it a powerful tool for online communication and collaboration. It is easy to use and provides various features, making it a valuable tool for businesses and individuals. These features include: 
Video Conferencing 
Zoom users can connect in real time via video. This allows for face-to-face interaction, which can help build relationships and collaborate on projects. 
and Large-Scale Virtual Events 
Zoom has also made it easier to host webinars and large-scale virtual events, which have become a significant aspect of professional communication. Webinars are online presentations delivered much like a traditional in-person lecture. 
Audio Conferencing 
Zoom users can also connect via audio only. This is a good option for situations where the video is optional, such as phone calls or group chats, or when meeting participants are in remote locations with poor Wi-Fi coverage. 
Chat 
Zoom users can also chat with each other in real time. This is a good option for sending quick messages or collaborating on documents. 
Screen Sharing 
Zoom users can share their screens with other participants. This is a good option for presentations or showing others how to use a particular software program. 
Breakout Rooms 
Zoom users can create breakout rooms, which allow participants to break off into smaller groups for more focused discussions. 
Live Transcription 
Zoom offers live transcription, which provides a real-time meeting transcript. This is a good option for people who are hard of hearing or who want to be able to refer to the meeting later. 
Using Zoom Effectively 
Using Zoom properly is now an essential communication skill for project professionals. Here are 10 things Zoom users need to know to use the platform effectively: 
Plan Your Meetings 
Before you start a Zoom meeting, take some time to plan what you want to discuss and who you want to invite. This will help you maximize your time and ensure the meeting is productive. 
Check Your Audio and Video Settings 
Before starting a meeting, ensure your audio and video settings are working correctly. This will help you avoid any technical difficulties during the meeting. 
Test Your Internet Connection 
Ensure you have a strong connection before starting a meeting. This will help ensure that the session runs smoothly. 
Set Ground Rules 
At the beginning of the meeting, take some time to set ground rules for the discussion. This might include respecting each other’s time, keeping the conversation on track, and avoiding distractions. 
Dress Professionally 
Even though you are not meeting in person, it is still important to dress professionally for Zoom meetings. This will help you make a good impression on your colleagues and clients. 
Be Aware of Your Surroundings 
When on a Zoom call, be mindful of your surroundings. For example, ensure you are in a quiet place where you will not be interrupted. 
Pay Attention 
When on a Zoom call, pay attention to the discussion. This will help you stay engaged and avoid any misunderstandings. Also, if you are running the Zoom meeting, be aware of uninvited “guests” disrupting the meeting and acting inappropriately (also called “Zoombombing”). 
Ask Questions 
If you need help understanding something, feel free to ask questions. This will help you get the most out of the meeting. 
Take Notes 
Take notes if you need to remember anything discussed during the meeting. This will help you stay on track and follow up on action items. 
Use Features 
Zoom offers a variety of features that can help you make your meetings more effective. These features include breakout rooms, screen sharing, whiteboarding, and chat. They have made Zoom a more versatile and powerful tool for professional communications. Use these features to engage participants and make the most of your time. 
Overall, Zoom has had a significant impact on the way businesses communicate. It has made video conferencing more accessible, affordable, and easy to use. This has led to more widespread adoption of video conferencing, which has, in turn, improved communication and collaboration within businesses. As a result, Zoom has become an essential communications tool for businesses of all sizes. 
A.5.2. Slack 
Slack is a popular cloud-based team collaboration tool that provides a platform for messaging, file sharing, and integration with many other productivity and business apps. Created by the company of the same name (Slack Technologies), it’s designed to improve communication, collaboration, and productivity within teams and organizations. It’s proven particularly useful for projects with remote team members. 
Features 
Slack (Figure A-5) is easy to use, affordable, and offers a variety of features that can help improve project communications. These features include: 
Figure A-5 Details Source: Slack Technologies, LLC 
Slack is a digital communication tool that provides channels for team collaboration, private messages, file sharing, and integrations with other workplace tools. It is often used in professional and organizational environments. 
Channels 
Slack organizes conversations through channels, which can be created for different topics, teams, or projects. Channels can be public (accessible to everyone in the workspace) or private (invite-only). 
Messaging 
Slack allows users to communicate with each other in real time, both one-on-one and in groups. Messages (direct messages or DM) can be sent as text, images, or files. 
Audio and Video Calls 
While its primary focus is text-based communication, Slack also supports audio (“huddles”) and video calls. This functionality can be helpful for quick discussions that are easier to handle face-to-face. 
File Sharing 
Slack allows users to share files by uploading them directly into a channel or a DM. Slack supports various types of files and integrates with services like Google Drive and Dropbox. 
Integration with Other Tools 
One of Slack’s notable features is its ability to integrate with many other tools and services, such as Google Workspace, Office 365, Trello, Asana, and GitHub. These integrations allow users to work with information from other applications within Slack. 
Search 
Slack offers powerful search capabilities, making it easy for users to find specific conversations or files. 
Security 
Slack is a secure platform with end-to-end encryption to protect user data. Slack also offers a variety of security features, such as two-factor authentication and data loss prevention. 
Using Slack Effectively 
By using Slack effectively, communications professionals can improve communication, collaboration, productivity, and customer service. This can lead to a more successful and efficient organization. Here are 10 things that communications professionals should know: 
Set Ground Rules 
At the beginning of your team’s Slack usage, take some time to set ground rules for how the tool will be used. This might include respecting each other’s time, keeping the discussion on track, and avoiding distractions. 
Be Mindful of Your Audience 
When communicating on Slack, be cognizant of your audience. This means using the right tone and language for the situation. It also means being respectful of people’s time and attention. 
Use Features 
Slack offers a variety of features that can help you make your communications more effective. These features include channels, threads, and @mentions. Use these features to engage your audience and maximize your time. 
Use Channels for Different Topics 
Channels organize your conversations and keep your team on track. Create channels for different projects, teams, or interests. Don’t try to place all discussions under a generic channel (e.g., “Misc.”). 
Use Threads to Keep Conversations Organized 
Threads can help keep discussions on track. When you reply to a message, it creates a new thread. This helps to keep the conversation focused and prevents it from getting too long. 
Use @Mentions to Get People’s Attention 
@mentions are a great way to get someone’s attention. When you @mention someone, they will receive a notification. This is an effective approach for getting someone’s input on a conversation or asking them a question. 
Use Emojis to Add Personality to Your Messages 
Emojis add character to your messages. They can express emotions, add humor, or make your messages more visually appealing. 
Use the Search Bar to Find Information 
The search bar is an efficient way to find information that has been shared on Slack. This can be helpful if you are looking for a specific file, message, or conversation. 
Use the Help Center for More Information 
The Slack help center is a valuable resource for learning how to use the platform. It includes articles, videos, and tutorials on a variety of topics. 
Use Slack to Build Relationships 
Slack is a good tool for building relationships with your team members, customers, and partners. Use it to get to know people better, share personal stories, and show appreciation for their work. Keep the following suggestions in mind when using Slack to build relationships: 
Be friendly, approachable, and positive: When communicating on Slack, be friendly and approachable. This means using a warm and welcoming tone and being open to conversation. You should also be positive, which creates a more enjoyable and productive environment for everyone. 
Be responsive: When someone messages you on Slack, be responsive. This shows that you are interested in what they have to say and that you value their time. 
Be helpful: When someone asks you a question on Slack, be helpful. This shows that you are knowledgeable and willing to help others. 
Following these tips, you can use Slack effectively to communicate with your team, customers, and other stakeholders. 
A.5.3. Microsoft Teams Microsoft Teams (Figure A-6) is a communication and collaboration platform that combines chat, video conferencing, file sharing, and productivity tools. It is built for hybrid work so distributed teams stay informed, organized, and connected online. Microsoft Teams is a popular tool for businesses of all sizes and individuals for personal and work-related purposes. 
Figure A-6 Details Source: 
Microsoft Corporation Microsoft Teams is a collaboration platform that combines persistent chat rooms, video meetings, file storage, and application integration for businesses and educational institutions, all integrated with the Microsoft 365 suite of products. 
Features 
Microsoft Teams is one of the core apps in an Office 365 subscription. It is available on all devices, including computers, laptops, tablets, and smartphones. Microsoft Teams is an excellent option for businesses of all sizes, offering a wide variety of features that include the following: 
Chat 
Microsoft Teams allows users to communicate with each other in real time, both one-on-one and in groups. Messages can be sent as text, images, or files. 
Video Conferencing 
Microsoft Teams allows users to have video conferences with each other. This can be helpful for meetings, presentations, or simply catching up with friends. 
File Sharing 
Microsoft Teams allows users to share files directly or through integration with other file-sharing services like Google Drive and Dropbox. 
Tabs 
Microsoft Teams allows users to create tabs for different types of content, such as files, apps, and conversations. This makes it easy to find the information you need and to stay organized. 
Productivity Tools 
Microsoft Teams integrates with other Microsoft Office applications like Word, Excel, and PowerPoint. This allows users to work on documents and presentations together in real time. 
Bots 
Microsoft Teams allows users to create and use bots. Bots are automated programs that can help users with tasks like scheduling meetings, finding information, and tracking progress. 
Security 
Microsoft Teams is a secure platform with end-to-end encryption to protect user data. Microsoft also offers a variety of security features, such as two-factor authentication and data loss prevention. 
Using Microsoft Teams Effectively 
To maximize the effectiveness of Microsoft Teams, all members must be familiar with its features and comfortable using it. Here are 10 tips for communications professionals to effectively use Microsoft Teams in systems projects: 
Be Proactive with Communication Use Microsoft Teams to regularly update your team members on project progress, upcoming deadlines, and any issues or changes. Make use of announcements in channels to highlight important news. 
Use Channels Strategically 
Create specific channels for different aspects of the system project. This will help to keep discussions organized, focused, and relevant. 
Leverage Integrations 
Make the most of Microsoft Teams’ integrations with other tools, like Microsoft Planner for task management, SharePoint for document storage, or Power BI for data analysis. 
Practice Consistent File Management 
Use the Microsoft Teams file tab to share and co-edit documents. This keeps all relevant files in one place, accessible to all team members, and promotes collaboration. 
Follow Video-Conferencing Etiquette 
Encourage team members to use video during meetings to promote more engaged and interpersonal communication. Ensure everyone understands basic video-conferencing etiquette, like muting when not speaking. 
Record Meetings 
If team members can’t attend a meeting, use the record feature in Teams. This way, those who missed the meeting can catch up, and attendees can revisit the discussions if needed. 
Manage Tasks with Planner 
Use Planner to assign tasks, set deadlines, and monitor progress. This helps to keep everyone accountable and provides a clear view of the project timeline. 
Use Notifications Effectively 
Use @mentions to direct attention to specific posts and encourage team members to set their notifications to stay updated. 
Collaborate Online 
Use Microsoft Teams’ co-authoring and screen-sharing features to work together on tasks. This can improve efficiency and foster better collaboration. 
Encourage Continuous Learning and Training 
Encourage team members to familiarize themselves with Microsoft Teams’ features and functionalities. Provide them with the necessary training. This ensures that everyone can make the most of the tool, enhancing overall productivity and collaboration. 
These 10 tips enhance communications in Microsoft Teams by facilitating proactive and strategic communication, streamlining workflows through integrations and efficient file management, promoting collaborative work practices, ensuring all relevant information is captured and accessible, and enabling full platform utilization through continuous learning and training. 
A.6. Soft Communication Skills 
Project managers working on systems projects need strong technical communication skills. However, they must also address their soft communication skills to succeed and enjoy career advancement. These include negotiation and persuasion, facilitation, emotional intelligence, nonverbal communication, and feedback. 
A.6.1. Negotiation and Persuasion 
Negotiatio and persuasion are crucial skills that help project managers achieve consensus and ensure the project advances in alignment with its objectives. This skill is particularly relevant when handling resource allocation, where managers must often negotiate to secure the necessary resources. For example, they may need to persuade senior management of the need for additional funding, personnel, or equipment, or negotiate with team members on task distribution or deadlines. 
Moreover, conflicts are bound to arise in any project, and negotiation skills are vital in resolving them effectively. Project managers should be able to facilitate discussions between conflicting parties, guiding them toward a resolution that satisfies all parties involved. This also helps in maintaining a harmonious working environment conducive to productivity. 
Persuasion is also instrumental when interacting with stakeholders. Not all stakeholders will initially agree with the project’s direction or specific decisions. Thus, the project manager must be capable of articulating the benefits and reasoning clearly and persuasively to garner support and buy-in. 
A.6.2. Facilitation Skills 
Facilitation skills are vital for project managers as they frequently conduct meetings, brainstorming sessions, and discussions. This skill set ensures that these gatherings are productive, inclusive, and result oriented. Project managers need to guide the discussion, maintain the focus, and ensure that all participants have an opportunity to contribute their ideas and opinions. 
During brainstorming or problem-solving sessions, facilitation skills help the project manager to encourage creative thinking and stimulate constructive discussions. In addition, project managers must harness their team’s collective knowledge and expertise, leading them toward solutions and ideas that can benefit the project. 
Finally, facilitation skills also play a significant role in decision-making processes. Project managers must gather and synthesize input from various team members and stakeholders, guiding the group toward a consensus. They must ensure everyone feels heard, their opinions are valued, and decisions are reached fairly and transparently. 
A.6.3. Emotional Intelligence 
Emotional intelligence (EI) refers to the ability to understand, interpret, and respond appropriately to one’s own emotions and the emotions of others. For project managers, this is crucial as it plays a significant role in managing relationships, team dynamics, and conflicts. Therefore, they need to be aware of their emotional reactions and be able to manage them effectively to maintain professionalism and leadership effectiveness. 
Empathy, a component of EI, is particularly valuable. When project managers empathize with their team members, they can better understand their team’s perspectives, concerns, and motivations. This enables them to provide better support, motivate effectively, and foster a more positive, inclusive, and productive work environment. 
Furthermore, EI is instrumental in navigating difficult conversations, such as providing constructive criticism or addressing issues. Being sensitive to others’ emotional responses allows the project manager to communicate in a way that minimizes adverse reactions and promotes openness to feedback. Thus, EI contributes significantly to the overall success of a systems project. 
A.6.4. Nonverbal Communication 
Nonverbal communication includes facial expressions, body language, gestures, and tone of voice. These cues often convey more information than words themselves. For project managers, being aware of and accurately interpreting these signals can enhance understanding and communication with team members and stakeholders. 
For example, suppose a project manager notices a team member needing clarification during a meeting. In that case, they can clarify or re-explain a point, even if the team member hasn’t verbally expressed their confusion. This proactive response can prevent misunderstandings and ensure everyone is on the same page. 
Project managers should also be aware of the nonverbal cues they are sending. For example, maintaining eye contact, using open body language, and modulating tone of voice can show engagement, confidence, and respect, fostering open and effective communication. 
A.6.5. Feedback Skills 
Giving and receiving feedback is an essential part of any project. Constructive feedback helps team members improve performance, correct mistakes, and grow professionally. As a project manager, delivering constructive, balanced, and respectful feedback can lead to more effective improvements and maintain a positive team atmosphere. 
Receiving feedback is equally important. Project managers should be open to receiving feedback from their team members and stakeholders. This can provide valuable insights into their management style, the team’s perception of the project, and areas for improvement. 
Moreover, fostering a culture of feedback within the team can enhance communication, improve work processes, and drive the project’s success. When everyone feels comfortable expressing their thoughts and suggestions, issues can be identified and addressed more promptly and innovative ideas can be discussed and implemented. 
A.7. Resources to Help Manage Your Communication Skills 
More than ever, systems analysts must rely on their skills and experience. In an uncertain world and a turbulent economy, individuals should think of themselves as profit-making companies with assets, liabilities, strengths, and areas for development. Earlier in the book, you learned that a company must have a strategic plan, which is also true for an individual. Armed with a plan to improve your communication skills, you will likely reach your full potential. 
Communicating is like any other activity—the more you practice, the better you become. Many resources are available for students and IT professionals who want to improve their written and oral communication skills. For example, online learning websites such as Udemy (Figure A-7) offer a wide range of free and for-fee courses to help you become a better communicator. Writer’s Digest (Figure A-8) offers several online resources to help you learn how to write better nonfiction. In addition, numerous writers’ groups, such as the Florida Writers Association (FWA), shown in Figure A-9, provide a nurturing environment to help you hone your writing skills. 
Figure A-7 Details Source: Udemy, Inc. 
Udemy is an online learning platform offering courses on various topics, taught by experts and enthusiasts to individuals seeking to improve professional skills or pursue a personal interest. 
ource: Active Interest Media 
Writer’s Digest has been helping writers improve their craft, achieve their goals, and recognize their dreams since 1920. They offer a website, a magazine, and an online university. 
Figure A-9 Details Source: Florida Writers Association 
Florida Writers Association (FWA) is a nonprofit organization serving writers of all genres and all levels. It provides a professional atmosphere, a vast networking system, and valuable tools to succeed in today’s publishing industry. The FWA motto is “Writers Helping Writers.” 
Regarding oral communication, some people find standing in front of a group and delivering a presentation or report difficult. For many years, membership in Toastmasters International has been a popular way to gain confidence, overcome stage fright, and develop public speaking skills. As shown in Figure A-10, Toastmasters offers a friendly environment where members positively critique each speech, note the strengths, and offer suggestions about what might be improved. As a result, the organization provides an excellent way to develop better public speaking skills. 
Figure A-10 Details Source: Toastmasters International 
Toastmasters is one of the oldest organizations dedicated to helping individuals become more effective communicators.