BUSINESS COMMUNICATION 11th edition by Raymond V. Lesikar Lecture - 1 CHAPTER: 2 Adaptation and the Selection of Words Syed Far Abid Hossain

The Basic Need for Adaptation By adaptation, we mean fitting the message - to the specific reader. Readers do not all have the same ability - to understand a message. Readers do not- - all have the same vocabulary, - the same knowledge of the subject, - the same mentality.

The Basic Need for Adaptation – cont…….. Thus, to communicate clearly – * we first should know the person with whom we wish to communicate. * we should form our message - to fit that person’s mind. Making message easy to understand is simply good business manners.

The Basic Need for Adaptation – cont…….. In adapting our message - we begin by visualizing the reader. we form a mental picture of what he or she is like. we imagine what the reader knows about the subject what his or her educational level is, and how he or she thinks.

Suggestions For Selecting Words Simplicity in choosing words must be maintained for three (3) reasons: Many people tend to write at a difficult level, which makes communication difficult. The writer usually knows the subject better than the reader, and The results of research support simplicity.

The following techniques are helpful in choosing the right words Use Familiar Words: * Use the language that - most of us use in everyday conversation. * We should avoid the stiff, more difficult words that do not communicate so precisely or quickly. For example: - instead of using - the more unfamiliar word endeavor, use try. - instead of using terminate, use end.

Unfamiliar Words Familiar Words This machine has a tendency to develop excessive and unpleasant audio symptoms when operating at elevated temperatures. This machine tends to get noisy when it runs hot. The most operative assembly-line configuration is a unidirectional flow. The most efficient design is a one-way flow.

Long Words Short Words Use Short Words They agreed Short words generally communicate – better than long words. Long Words Short Words They accessed to the proposition to terminate the business They agreed to quit the business During the preceding year the company operated at a financial deficit. Last year the company lost money.

* All fields have technical words. Use Technical Words * All fields have technical words. * These words are useful – when you communicate with people in your field. but do not communicate with outsiders. Examples: * To a worker in the Social Security Administration, the words covered employment commonly mean employment covered by social security. - To some outsiders, - however they could mean working under a roof.

Use initials cautiously * Some initials like IBM, are widely recognized, but XML (extensible markup language), are not. - May be the readers do not know certain initials, also - they might confuse them with others. For example: if you saw SARS, - you might think of the virus, severe acute respiratory syndrome (SARS), and - someone else might think of segmentation and reassembly sub layer (SARS).

Technical language that of the legal profession. - therein, - whereas, Probably the most troublesome technical language is that of the legal profession. Among the legal words that may add little real meaning are: - thereto, - therein, - whereas, - herewith, and - herein. For example: “the land adjacent thereto” can be written “the adjacent land” without loss in meaning. “Despite” can replace “notwithstanding”.

Select Words with the Right Strength and Vigor (force) * Words have personalities. * Select the stronger ones. For example: we should recognize that – - tycoon is stronger than eminently successful businessperson, - bear market is stronger than generally declining market, - boom is stronger than a period of business prosperity

BUSINESS COMMUNICATION 11th edition by Raymond V BUSINESS COMMUNICATION 11th edition by Raymond V. Lesikar Lecture - 2 CHAPTER: 2 Adaptation and the Selection of Words Syed Far Abid Hossain

Use Concrete Language Good business communication is marked by word that form sharp and clear meanings in the mind. These are the concrete words. * Concrete is the opposite of abstract. * Abstract words are vague.

Abstract Concrete A significant A 53 percent loss Good attendance record 100 percent attendance record The leading company First among 3,212 competitors The majority 62 percent In the near future By noon Thursday

Use the Active / Passive Voice ** Active voice produces stronger - it emphasizes the action, and it usually saves words. ** Passive is better - when the active person of the action is not important. example: The color desired was not specified in your order. Passive is better when the performer is not known. unidentified complaints have been received.

Passive Active The results were reported in our July 9 letter. We reported the results This policy has been supported by our union. Our union supported this policy. A gain of 30 percent was reported for hardware sales. Hardware sales gained 30 percent.

Select Words for Precise Meanings * We should study language and learn the shades of difference in the meanings of similar words. * We should learn the specific meanings of other words. Example: - Money, funds, cash, finances - Boy, youth, young man, lad

Suggestions for Nondiscriminatory Writing *Avoid words that discriminate against: - sex, - race, - nationality, - age, or - disability. * We often use discriminatory words without bad intent.

Use Gender-Neutral Words * Avoid using the masculine pronouns (he, him, his) for both sexes. * You can do this by substituting neutral expressions.

Suggestions For Selecting Words Avoid words suggesting male dominance. Examples: Controversial Gender-Neutral Man-made Human origin Manpower Personnel, workers Businessman Business executive, businessperson Fire man Fire fighter

Controversial Gender-Neutral If a customer pays promptly, he is placed on our preferred list. A customer who pays promptly is placed When a customer needs service, it is his right to ask for it A Customer who needs service has the right to ask for it *** If customers pay promptly, they are placed ***If a customer pays promptly, he or she is placed

Avoid words that stereotype by Age Words that label people – as old or young can arouse negative reactions. Example: instead of using old, use senior citizens. Avoid words that typecast those with Disabilities Disabled people are sensitive to words that describe their disabilities. Example: instead of using deaf, use hearing disorder.

Questions *** Describe Basic need for Adaptation. *** What are the techniques which are helpful in choosing the right words?