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The Systems Analysis Toolkit

Communications Tools. The Systems Analysis Toolkit. The Systems Analyst’s Toolkit. Part 1 Communications Tools Part 2 Feasibility and Cost Analysis Tools Part 3 Project Management Tools Part 4 Alternative Systems Development Methodologies. The Systems Analyst’s Toolkit.

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The Systems Analysis Toolkit

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  1. Communications Tools The Systems Analysis Toolkit

  2. The Systems Analyst’s Toolkit Part 1 Communications Tools Part 2 Feasibility and Cost Analysis Tools Part 3 Project Management Tools Part 4 Alternative Systems Development Methodologies Systems Analysis and Design Fourth Edition

  3. The Systems Analyst’s Toolkit Part 1 Communications Tools Systems Analysis and Design Fourth Edition

  4. Objectives • List the guidelines for successful communications • Explain the importance of effective letters, memos, and e-mail communication • Describe the organization of written reports that are required during the SDLC and explain each report section • List the guidelines for effective oral communication Systems Analysis and Design Fourth Edition

  5. Objectives • Organize and plan an oral presentation • Use speaking techniques to achieve your objectives Systems Analysis and Design Fourth Edition

  6. Introduction • Successful systems analysts must have good written and oral communications skills • The Systems Analyst’s Toolkit provides guidelines for successful communications • Written communications • Oral communications Systems Analysis and Design Fourth Edition

  7. Guidelines for Successful Communications • The major objective is to make sure that your communication answers the questions why, who, what, when, and how Systems Analysis and Design Fourth Edition

  8. Guidelines for Successful Communications • Know why you are communicating and what you want to accomplish • Issues to consider • Is this communication necessary? • What am I trying to accomplish? • What specific results am I seeking? Systems Analysis and Design Fourth Edition

  9. Guidelines for Successful Communications • Know who your targets are • Issues to consider • What are the organizational and knowledge levels of the audience, and what are their information needs? • What is my overall communication strategy? • What feedback am I getting from the audience? Systems Analysis and Design Fourth Edition

  10. Guidelines for Successful Communications • Know what is expected of you, and when to go into detail • Issues to consider • This issue is related to the organizational and knowledge levels of the audience • Will the recipients expect you to address a specific issue or topic? • Will cost estimates or charts be expected? Systems Analysis and Design Fourth Edition

  11. Guidelines for Successful Communications • Know howto communicate effectively • Issues to consider • The Toolkit contains many helpful suggestions • Use your own experience • Observe the successful (and unsuccessful) experience of others Systems Analysis and Design Fourth Edition

  12. Guidelines for Successful Communications • Most importantly, know your subject • Consider what others will expect you to know and what questions they will ask • If you do not know the answer to a question, it is better to say “I don't know, but I’ll find out” rather than to guess Systems Analysis and Design Fourth Edition

  13. Written Communications • Good writing is an essential skill • Written errors exist long after spoken words are forgotten • The major objective is to avoid grammatical, typographical, and spelling errors • There are many sources of information about developing good writing skills • Courses, especially business writing courses • Bookstores and libraries Systems Analysis and Design Fourth Edition

  14. Written Communications • Suggestions for preparing written documents • Know your audience • Use active voice whenever possible • Keep your writing concise • Use one paragraph to convey a single idea • Use the right style • Use lists • Use short, easy-to-understand words • Check your work • Avoid repeating the same word too often • Check your spelling Systems Analysis and Design Fourth Edition

  15. Click to see Figure 1-1 Written Communications • Email, memos, letters • Most companies have standard formats • Templates give your work a consistent look • E-mail is less formal, but you still must follow the rules of good writing Systems Analysis and Design Fourth Edition

  16. Click to see Figure 1-2 Written Communications • Reports • You prepare many reports during the SDLC • You can use a basic format and modify it as necessary • Cover letter • Introduction (title page, table of contents, brief description) • Summary • Findings • Recommendations (can include alternatives) • Appendix Systems Analysis and Design Fourth Edition

  17. Oral Communication • An oral presentation might be necessary at any time during systems development • Oral presentations are especially important • At the end of the preliminary investigation • At the conclusion of the systems analysis phase Systems Analysis and Design Fourth Edition

  18. Oral Communication • Define the audience • The presentation must meet the needs of the audience • Senior managers usually require less detail and a strategic overview Systems Analysis and Design Fourth Edition

  19. Oral Communication • Define the objectives • Inform management of the status of the current system • Describe your findings concerning current system problems • Explain the alternative solutions that you developed • Provide detailed cost and time estimates • Recommend the best alternative and explain the reasons for your selection Systems Analysis and Design Fourth Edition

  20. Oral Communication • Organize the presentation • Plan the presentation in three stages • Introduce yourself and describe your objectives • Make your presentation in a logical, clear manner • Deliver a conclusion that summarizes the main points and asks for questions Systems Analysis and Design Fourth Edition

  21. Oral Communication • Define any technical terms • Avoid specialized or technical terminology whenever possible • Explain any terms that might be unfamiliar to the audience Systems Analysis and Design Fourth Edition

  22. Click to see Figure 1-3 Oral Communication • Prepare presentation aids • Visual aids can help the audience follow the logic of the presentation and hold their attention • Visual aids also can help you stay on track • Presentation graphics and slide shows are particularly effective techniques • First prepare the content, then focus on visual aids • Too many graphics, colors, or special effects will distract the audience Systems Analysis and Design Fourth Edition

  23. Oral Communication • Practice • Practice is the most important part of your preparation • Rehearse several times • Be sure the presentation flows smoothly and the timing is correct • Do not write a script • Try to establish good rapport with the audience Systems Analysis and Design Fourth Edition

  24. Oral Communication • The presentation • Sell yourself and your credibility • Control the presentation • Answer questions appropriately • Use good speaking techniques • Speak clearly and confidently • Control the pace of your delivery • Practice ways to control your nervousness Systems Analysis and Design Fourth Edition

  25. EndToolkit Part 1

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