adaption and selection of words

Adaptation and Selection of Words

Business CommunicationBusiness Communication

The Basic Need for AdaptationAdaptationFitting the message to the specific reader.

Method of Adaptation •Visualize your readers.

feelings thoughts knowledge background

•Then write for them.

The Basic Need for AdaptationAdapting to Multiple Readers

Write for the lowest level.Try not to talk down.

Governing Role of Adaptation Stress simplicity by using:

simple wordsshort sentencesshort paragraphs

Suggestions for Selecting Words

Selecting the Right Words

A major part of adaptation is selecting the right words. This depends on:

•ability to use language.•knowledge about the reader.•good judgment.

Suggestions for Selecting Words

1. Use Familiar Words

•Familiar words communicate better.

•Write the words you would use in face-to-face communication with your readers.

Suggestions for Selecting Words

Unfamiliar Words

Familiar Words

TerminateEnd

EndeavourTry

Utilize UseAscertain Find out

DiscontinueStop

Perform Do

DemonstrateShow

Suggestions for Selecting WordsDon’t: The company operations for the preceding accounting period terminated with a substantial deficit.

Do: The company lost much money last year.

Don’t: The conclusion ascertained from a perusal of pertinent data is that a lucrative market exists for the product.

Do: The data studied show that the product has good demand in the market.

Suggestions for Selecting Words

Don’t: One monkey succumbed unexpectedly apparently as a result of an untoward response to a change in feeding regimen.

Do: One monkey died from over-eating.

Suggestions for Selecting Words2. Use Short Words

•Short words generally communicate better.

•But it does not mean that all short words are easy and all long words are difficult to understand.

•Use a long word only when you think your readers know it.

Suggestions for Selecting Words

Long Words Short Words

ModificationChange

VerificationProof

Indeterminate

Vague

Duplicate Copy

AccomplishDo

DetrimentalHarmful

Determine Decide

Suggestions for Selecting WordsDon’t: This antiquated merchandising strategy is ineffectual in contemporary business operations.

Do: This old sales strategy will not work in today’s business.

Don’t: They acceded to the proposition to terminate business.

Do: They agreed to quit business.

Suggestions for Selecting Words3. Use Technical Language with Caution

•Use technical words while communicating with people of the same field.

•But use them in case of outsiders with caution.

•Use initials and acronyms cautiously. Spell out and define as needed.

•Avoid legal terms as much as possible.

Suggestions for Selecting Words4. Select Words with Right Strength and Vigor

•Words have personalities. Some words are strong and vigorous. Some are weak and dull.

•Verbs are the strongest words. Nouns are second.

•Adjectives and adverbs are weak words. They involve judgment.

Suggestions for Selecting Words

Weaker Words

Stronger Words

Dismissed FiredFemale

parentMother

Untrue LieAdditional

compensation

Bonus

Suggestions for Selecting Words5. Use Concrete Language•Concrete words are specific words

having sharp and clear meanings. These words mean real things:► chair, desk, road, pen, vehicle,

etc.

•Abstract words cover broad meanings– concepts , ideas, and the like:► administration, loyalty,

incompetence, etc.

•Concreteness also involves how we put words together.

Suggestions for Selecting WordsAbstract Concrete

• A significant loss

• A 53 percent loss

• In the near future

•By Thursday 1200 hours

• The majority

• 62 percent

• A constant low temperature

•A constant temperature of 10° C

Suggestions for Selecting Words

6. Prefer the Active to the Passive

•In active voice, the subject does the action. In passive voice, it receives the action.

•Active voice is shorter and stronger. It communicates better and makes writing more interesting.

Suggestions for Selecting Words

The new committee enforced these policies.

These policies were enforced by the new committee.

Mr. Haque will inspect the office.

The office will be inspected by Mr. Haque.

ActivePassive

Suggestions for Selecting Words6. Prefer the Active to the Passive ►►•But passive voice is not incorrect. It is rather preferable to use passive voice: when identifying the doer of the

action is not important. when the writer wants to avoid

accusing the reader of an action. when the performer of an action is

unknown. the writer prefers not to name the

performer.

Suggestions for Selecting Words7. Avoid Overuse of Camouflaged Verbs• A verb is camouflaged when it is

changed into a noun and used with an action word in the sentence.

• Camouflaged verbs are abstract nouns and they often require passive voice.

• Avoid camouflaged verbs by: writing concretely. using active voice.

Suggestions for Selecting Words

Verb Noun Form

Use in a Sentence

Apply Application

Make an application

Discuss

Discussion

Have a discussion

Cancel

Cancellation

Make a cancellation

Suggestions for Selecting Words

8. Select Words for Precise Meanings•Writing requires a knowledge of language.

•Shades of difference exist in the meanings of similar words or synonyms.

decease, pass away, croak, expire, kick the bucket, check out,…die

dismissed, terminated, canned, separated, discharged,…fired

SynonymsWord

Suggestions for Selecting Words

8. Select Words for Precise Meanings•We should learn the specific meanings of some words. affect vs. effect continualvs. continuous farther vs. further

•Use correct idioms.

Suggestions for Non-discriminatory Writing

Avoid words that discriminate against gender, race, nationality, age, sexual orientation, or disability.

1. Avoid Sexist Words•Avoid words that discriminate against

a person because of his or her gender.

Suggestions for Non-discriminatory Writing

1. Avoid Sexist Words ►►•Avoid masculine pronouns (he,

him, his) while writing for both sexes. This can be done: by rewording the sentence. by making the reference plural. by substituting neutral

expressions.

Suggestions for Non-discriminatory Writing

1. Avoid Sexist Words ►►•Avoid words derived from masculine words.

Sexist Non-sexist

chairmanchairperson

businessmanbusinessperson

SalesmanSalesperson

firemanfire

fighter

Suggestions for Non-discriminatory Writing

1. Avoid Sexist Words ►►•Avoid words that lower status by sex.

Lady doctorFemale teacherMale nurse

Suggestions for Non-discriminatory Writing

2. Avoid Words That Stereotype by Race, Nationality, or Sexual Orientation • Words that stereotype all

members of a group by race, region, nationality, or sexual orientation are unfair and wrong.

• Words that present members of minorities as exceptions are also unfair.

Suggestions for Non-discriminatory Writing

3. Avoid Words That Stereotype by Age •Words that label people as old or young can arouse negative reactions.

4. Avoid Words That Typecast Those with Disabilities

Any Question ?