Business Communication

Adaptation and Selection of Words

The Basic Need for Adaptation

Adaptation Fitting the message to the specific reader. Method of Adaptation Visualize your readers. feelings thoughts knowledge background Then write for them.

The Basic Need for Adaptation

Adapting to Multiple Readers

Write for the lowest level. Try not to talk down.

Governing Role of Adaptation Stress simplicity by using:

simple words short sentences short paragraphs

Suggestions for Selecting Words

Selecting the Right Words

A major part of adaptation is selecting the right words. This depends on:
ability to use language. knowledge about the reader. good judgment.

Suggestions for Selecting Words

1. Use Familiar Words
2. Use Short Words 3. Use Technical Language with Caution 4. Select Words with Right Strength and Vigor 5. Use Concrete Language 6. Prefer the Active to the Passive 7. Avoid Overuse of Camouflaged Verbs 8. Select Words for Precise Meanings

Suggestions for Selecting Words

1. Use Familiar Words

Familiar better. words communicate

Write the words you would use in face-to-face communication with your readers.

Suggestions for Selecting Words

Unfamiliar Words Terminate Endeavour Utilize Ascertain Discontinue Perform

Familiar Words End Try Use Find out Stop Do

Suggestions for Selecting Words

Dont: The company operations for the preceding accounting period terminated with a substantial deficit. Do: The company lost much money last year.
Dont: The conclusion ascertained from a perusal of pertinent data is that a lucrative market exists for the product.

Do: The data studied show that the product has good demand in the market.

Suggestions for Selecting Words

Dont: One monkey succumbed unexpectedly apparently as a result of an untoward response to a change in feeding regimen. Do: One monkey died from overeating.

Suggestions for Selecting Words

2. Use Short Words

Short words generally communicate better. But it does not mean that all short words are easy and all long words are difficult to understand.

Use a long word only when you think your readers know it.

Suggestions for Selecting Words

Long Words Modification Verification Indeterminate Duplicate Accomplish Detrimental Determine

Short Words Change Proof Vague Copy Do Harmful Decide

Suggestions for Selecting Words

Dont: This antiquated merchandising strategy is ineffectual in contemporary business operations. Do: This old sales strategy will not work in todays business.

Dont: They acceded to the proposition to terminate business. Do: They agreed to quit business.

Suggestions for Selecting Words

3. Use Technical Language with Caution Use technical words while communicating with people of the same field.

But use them in case of outsiders with caution. Use initials and acronyms cautiously. Spell out and define as needed.
Avoid legal terms as much as possible.

Suggestions for Selecting Words

4. Select Words with Right Strength and Vigor Words have personalities. Some words are strong and vigorous. Some are weak and dull. Verbs are the strongest words. Nouns are second. Adjectives and adverbs are weak words. They involve judgment.

Suggestions for Selecting Words

Weaker Words Stronger Words Dismissed Fired Female Mother parent Untrue Lie Additional Bonus compensation

Suggestions for Selecting Words

5. Use Concrete Language

Concrete words are specific words having sharp and clear meanings. These words mean real things: chair, desk, road, pen, vehicle, etc. Abstract words cover broad meanings concepts , ideas, and the like: administration, loyalty, incompetence, etc. Concreteness also involves how we put words together.

Suggestions for Selecting Words

Abstract A significant loss In the near future The majority A constant low temperature

Concrete A 53 percent loss

By Thursday 1200

hours 62 percent A constant temperature of 10

Suggestions for Selecting Words

6. Prefer the Active to the Passive

In active voice, the subject does the action. In passive voice, it receives the action.

Active voice is shorter and stronger. It communicates better and makes writing more interesting.

Suggestions for Selecting Words

Passive Active The office will be Mr. Haque will inspected by Mr. inspect the Haque. office. new These policies The were enforced by committee the new enforced these policies. committee.

Suggestions for Selecting Words

6. Prefer the Active to the Passive

But passive voice is not incorrect. It is rather preferable to use passive voice: when identifying the doer of the action is not important. when the writer wants to avoid accusing the reader of an action. when the performer of an action is unknown. the writer prefers not to name the performer.

Suggestions for Selecting Words

7. Avoid Overuse of Camouflaged Verbs

A verb is camouflaged when it is changed into a noun and used with an action word in the sentence. Camouflaged verbs are abstract nouns and they often require passive voice. Avoid camouflaged verbs by: writing concretely. using active voice.

Suggestions for Selecting Words

Verb Apply

Noun Form Use in a Sentence

Application Make an application Discuss Discussion Have a discussion

Cancel Cancellation Make a cancellation

Suggestions for Selecting Words

8. Select Words for Precise Meanings

Writing requires a knowledge of language. Shades of difference exist in the meanings of similar words or synonyms.

Word

fired die

Synonyms dismissed, terminated, canned, separated, discharged, decease, pass away, croak, expire, kick the bucket, check

Suggestions for Selecting Words

8. Select Words for Precise Meanings

We should learn the specific meanings of some words. affect vs. effect continual vs. continuous farther vs. further Use correct idioms. 9. Use Slang & Popular with caution

Suggestions for Non-discriminatory Writing

1. Avoid Sexist Words 2. Avoid Words That Stereotype by Race, Nationality, or Sexual Orientation 3. Avoid Words That Stereotype by Age 4. Avoid Words That related with Disabilities

Suggestions for Non-discriminatory Writing

Avoid words that discriminate against gender, race, nationality, age, sexual orientation, or disability.
1. Avoid Sexist Words Avoid words that discriminate against a person because of his or her gender.

Suggestions for Non-discriminatory Writing

1. Avoid Sexist Words

Avoid masculine pronouns (he, him, his) while writing for both sexes. This can be done: by rewording the sentence. by making the reference plural. by substituting neutral expressions.

Suggestions for Non-discriminatory Writing

1. Avoid Sexist Words

Avoid words derived from masculine words.

Sexist chairman businessman Salesman fireman

Non-sexist chairperson businessperson Salesperson fire fighter

Suggestions for Non-discriminatory Writing

1. Avoid Sexist Words

Avoid words that lower status by sex. Lady doctor Female teacher Male nurse

Suggestions for Non-discriminatory Writing

2.

Avoid Words That Stereotype by Race, Nationality, or Sexual Orientation Words that stereotype all members of a group by race, region, nationality, or sexual orientation are unfair and wrong. Words that present members of minorities as exceptions are also unfair.

Suggestions for Non-discriminatory Writing

3. Avoid Words That Stereotype by Age

Words that label people as old or young can arouse negative reactions.

4. Avoid Words That related with Disabilities

Any Question ?