Adaptation and the Selection of Words Business Communication Chapter – 2 Teacher – 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 Adaptation For 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 Words Select 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 outsiders Use them with caution Eg. Annuity, Vascular Accident, Perpetuity Use Initial Cautiously – define as needed. - Eg. SARS

Suggestions for Selecting Words Legal 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 parent To select words wisely, you should consider shades of difference in meanings

Select Words with the Right Strength and Vigor Sometimes 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 Language Use 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 voice Active voice produce stronger and shorter writing Active voice – The subject does the action Passive 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 reader Passive is better when the performer is not known It is also better when the writer prefer not to name the performer

Avoid Overuse of Camouflaged Verbs An 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 meanings Writing requires knowledge of language You 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 – Exhausted Sell – Market – Advertise - Promote

Suggestion for Non Discriminatory Writing Avoid 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 list A 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 status Male 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 Age Words 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