Adaptation and the Selection of Words

Business CommunicationChapter – 2Teacher – 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 AdaptationFor 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 WordsSelect 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 outsidersUse them with caution

◦ Eg. Annuity, Vascular Accident, Perpetuity

• Use Initial Cautiously – define as needed.- Eg. SARS

Suggestions for Selecting WordsLegal 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

parentTo select words

wisely, you should consider shades of difference in meanings

Select Words with the Right Strength and VigorSometimes 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 LanguageUse 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 voiceActive voice produce stronger and shorter

writing

Active voice – The subject does the actionPassive 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 readerPassive is better when the performer

is not knownIt is also better when the writer prefer

not to name the performer

Avoid Overuse of Camouflaged VerbsAn 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 meaningsWriting requires knowledge of

languageYou 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 – ExhaustedSell – Market – Advertise - Promote

Suggestion for Non Discriminatory WritingAvoid 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 listA 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

statusMale 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 AgeWords 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