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

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. * 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.

10. 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).

11. 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”.

12. 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

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

14. 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.

15. 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

16. 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.

17. 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.

18. 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

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

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

21. 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

22. 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

23. 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.

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