Post on 25-Feb-2016
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Adaptation and the Selection of Words
Business CommunicationChapter – 2Teacher – Shahed Rahman
Important to know All the people you are
communicating with do not have the same level of vocabulary, knowledge, or values
They don’t have the same level of knowledge
So you need to know the person who you want communicate with.
The Basic Need for AdaptationFor Writing to be clear,
It must be adapted to the reader
To communicate first you should know the person with whom you wish to communicate
You should form a message to fit that person’s mind
The Basic Need for Adaptation
Visualizing the Reader ◦Adaptation begins with
visualizing the reader – imaging what he or she knows, feels, thinks and such
Technique of Adapting Often you will need to write at
levels lower than your own Simplify – you may write
differently for highly educated people
Adapt the language of the reader
The Basic Need for Adaptation
Adapting to Multiple readers ◦If you write for one
person you may miss the others
◦To communicate with all of them, write of the lowest member of the group
Governing Role of Adaptation ◦Using simple
words ◦Short sentences◦Short
paragraphs ◦Think of
simplicity in terms of adaptation
◦Also think what simple for one may difficult for others
Suggestions for Selecting WordsSelect the right words is the part of
adaptation◦Many people tend to write at a difficult level◦The writer usually knows the subject better
than the reader ◦The results of research support simplicity
Use Familiar Words◦Familiar words communicate ◦Use your judgment in determining what words
are familiar ◦Difficult words are not always bad. Use them
when they fit your needs and are understood
Suggestions for Selecting Words
Use Slang and Popular Cliches with Caution
Choose short words◦Eg. They accepted to the
proposition to terminate business or They agreed to quit the business
◦During the preceding year the company operated at a financial deficit or Last year the company lost money
Suggestions for selecting Words
Use Technical Words and Acronyms with Caution
All fields have technical words The words are useful when you
communicate with people in your field
Do not use those with outsidersUse them with caution
◦ Eg. Annuity, Vascular Accident, Perpetuity
• Use Initial Cautiously – define as needed.- Eg. SARS
Suggestions for Selecting WordsLegal Language
has worked its way into business writing◦Thereto, herewith
and ipso facto ◦Replace legal
language with plain words
◦Eg. The land adjacent thereto or the adjacent land
Select Words with the Right Strength and Vigor
Words have personalities
Select the strong one◦Eg. Mother vs female
parentTo select words
wisely, you should consider shades of difference in meanings
Select Words with the Right Strength and VigorSometimes weaker
words serves your purpose best
Verbs are the strongest words. Nouns are second
Adjectives and adverbs are weak words. They involve judgment
Use Concrete LanguageUse concrete words Be more specific – Concrete
words Concrete is opposite of abstract Abstract noun cover broad
meanings◦A significant loss -----A 53 percent
loss◦In the near future ----- By noon
Thursday
Use the Active Voice Prefer the active voice to the passive voiceActive voice produce stronger and shorter
writing
Active voice – The subject does the actionPassive voice – The subject receives the
action
Passive – The policy has been supported by our union
The office will be inspected by Mr Hall Active – Our Union supported this policy
Mr Hall willl inspect the office
Remember about Active Verbs Writing in more interesting and
communicates better when it uses active voice
Passive is better when the doer of the action is not important
Passive help avoid accusing the readerPassive is better when the performer
is not knownIt is also better when the writer prefer
not to name the performer
Avoid Overuse of Camouflaged VerbsAn awkward construction that should
be avoided in the camouflaged verb. Eg. An arrangement was made to meet
for breakfast >>> We arranged to meet for break fast
Application of the mixture was accomplished >>> They applied the mixture
Control the water was not possible>>> They could not control the water
Select Words for Precise meaningsWriting requires knowledge of
languageYou should study language and
learn the shades of difference in the meaning of similar words
You should learn the specific meanings of other words
Eg. Weary-Tired – Pooped out- fagged out – ExhaustedSell – Market – Advertise - Promote
Suggestion for Non Discriminatory WritingAvoid words that
discriminate against sex. Race, nationality, age, religion, sexual orientation or disability
Sexist If customer pay promptly,
he is placed on our preferred list
When customer needs service it is his right to ask for it
Suggestion for Non Discriminatory Writing
Gender – Neutral A customer who pays promptly
is placed on our preferred listA customer who needs service
has the right to ask for it
We can use other option by making the reference plural or by giving a neutral expressions
Neutral expression can be awkward so use them with caution
Words Derived From Masculine Words
Avoid words suggesting male dominance ◦Man-made >
manufactured or human origin
◦Manpower> Workers◦Businessman >
Business Executive◦Fireman > Firefighter
Words that Lower Statues by Gender Do not use that lower someone’s
statusMale executives sometimes refer to their female secretaries as my girl.
I will have my girl to take care of this matter
So in here secretary will be a better choice
Male nurse , male teacher or lady lawyer
Use just nurse , teacher or lawyer
Avoid words that Stereotype by Race, Nationality or Sexual Orientation
Words depicting minorities in a stereotyped way are unfair and untrue
Words that present members of minorities as exceptions to stereotypes are also unfair◦Italians are Mafia Members ◦Muslims are arrogant
Avoid Words that Stereotype by AgeWords that label people as old or
young can arouse negative reactions
Some don’t mind being called senior citizens, others do.
Always be sensitive with terms such as –mature, elderly, teenager etc
Young person is a better word than teenager
Avoid Words That Typecast those with Disabilities Disabled people are sensitive to
words that describe their disabilities◦Retarded ◦Deaf and dumb ◦Use the seizures or epilepsy