1. Adaptation and the Selection of Words
Business Communication
Chapter – 2
Teacher – Shahed Rahman

2. 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.

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. Words Derived From Masculine Words
Avoid words suggesting male dominance
Man-made > manufactured or human origin
Manpower> Workers
Businessman > Business Executive
Fireman > Firefighter

21. 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

22. 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

23. 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

24. 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