BUSINESS COMMUNICATION SKILLS Language Unit 3 Developed by F. Chilufya

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Correct and appropriate use of language in speech and writing is key to effective communication and understanding of intended meaning. In your tertiary studies, this a becomes crucial as your assignments and examinations submitted for marking are heavily dependent on how to communicate to ideas to get a good grade.

Referencing Materials Outline The Wrong Words Emotive Language Too Many Words The Right Words Style and Tone Sentence Structure Paragraph Structure Referencing Materials

1. The Wrong Words (a) Jargon ‘Jargon is talk that is considered both ugly-sounding and hard to understand; applied especially to the sectional vocabulary of a science, art, class, sect, trade or profession, full of technical terms…the use of long words, circumlocution and other clumsiness’ H. W. Fowler Special terminologies These develop within any group e.g. social workers –siblings (brothers/sisters). In a world of increasing specialization and technology, these technical vocabularies are not only defensible, they are necessary. Mathematicians, chemists, lawyers, systems analysts and accountants need the precision and brevity of their own ‘language’.

Long words, Circumlocution, Clumsiness Too many long words make it difficult to understand what we are reading or hearing. Circumlocution if well used is acceptable. However usually when inappropriately used, it creates confusion. For example, ‘We would advise that our policy does exclude as contingency consequent upon a condition which is receiving or awaiting treatment at the date of issue of the policy.’ Clumsiness is well illustrated in the following extract from a real letter: ‘In response to your card regarding the above order and the non-delivery of one box 352 Typing Paper, we are writing to inform you that this met an out of stock situation and that delivery cannot be met until the end of February.’

(b) Clichés Clichés are those expressions which, when newly coined, had caught the imagination and were adopted and overworked until they became threadbare, hackneyed and lost all force and vigour e.g. wind of change by Harold Macmillan on political changes in Africa in the 1960s. (c) Slang Slang, like clichés, change with fashion. Good English is what is appropriate to the circumstance, and slang has its place in familiar chat. It is out of place in business communication.

(e) Ambiguity Ambiguity is a particularly offensive fault in business writing when content is so often so factual. “Michael told Paul he had been promoted” is an example of ambiguity caused by careless use of pronouns. Other kinds of ambiguity may have a second meaning which is contradictory e.g nothing acts faster than… (d) Pompous Pompous people seek to add weight (at the expense of losing the point) by using long words, and too many words. The truly great don’t need weighty language to add force to what they say.

2. Emotive Language It is very difficult to convey information, ideas, and especially opinions, without ‘colouring’ them with some feeling or emotion. This is often done unconsciously by the communicator. We can scarcely speak or write about any subject without betraying our own opinion or attitudes by our choice of words. It is not wrong to do this, but it may evoke an unfavourable reaction in other people and thus affect their acceptance or rejection of our communication.

3. Too Many Words The habit of using too many words to convey a point is unnecessary. This is more so when too many words are used in a single sentence. Repeating a meaning by use of two different words is a common error called tautology. For example, ‘Peter made an outwards despatch of letters in the mail box.’ The words ‘outwards’ and ‘despatch’ mean the same.

4. The Right Words Good writing entails:- Consideration of the reader. Readability must be balanced to that the reader can easily understand what is said. Use simple words whenever appropriate. Look for shorter expressions. Use active verbs, not passive one, for example not -A meeting will be held by the Board next week, but- The Board will meet next week. Use personal pronouns rather than the impersonal form. Be positive not negative Be flexible and keep an open mind. 4. The Right Words

5. Style and Tone TONE Tone is defined as a particular quality, pitch, modulation or inflexion, decision and some feeling and emotion. Usually it will in effect underline or emphasise the meaning of the words being used. In written language the tone conveys the feelings of the communication. STYLE Style is a combination of choice of words, symptom and structure of language and there are so many possible variations that we each develop a method of writing which can be as distinctive as our fingerprints.

6. Sentence Structure Modern sentences average 20 words or less. Short sentences seem more alert and vital than long ones, but if all our sentences were short or simple we would bore our readers by repetitiveness. Varying our sentence structure makes what we say more interesting and alive. It also adds a desirable elegance to our writing. Long or short sentences must contain only one idea, one main thought.

7. Paragraph Structure As with sentences, so with paragraphs; the most import quality is unity. A paragraph should have only one theme. This subject can be stated or implied in an opening sentence and then expanded, qualified or illustrated in succeeding ones. Sometimes the so-called topic sentence comes at the end of a paragraph, to sum up what has gone before. Too many ideas thrown together in a paragraph confuse.

8. Referencing Materials Academic writing requires more referencing materials than a dictionary. This is discussed in a later section.

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BUSINESS COMMUNICATION SKILLS Language Unit 3 Developed by F. Chilufya