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Adaptation and the selection of Words

The document discusses strategies for adapting language to effectively communicate with varied audiences, emphasizing the use of shorter, familiar words over technical jargon to enhance clarity. It highlights the importance of selecting strong, concrete words, utilizing active voice, and avoiding camouflaged verbs to improve writing quality. Furthermore, it stresses the need for non-discriminatory language and precision in word choice to prevent miscommunication.

Leadership & Management◦
Adaptation and the selection of Words Sunday, September 29, 2019
Sunday, September 29, 2019 Adaptation and the Selection of Words Role of adaptation in selecting words Simplifying with short and familiar words Appropriate use of technical words and acronyms Selection of words with appropriate strength Use of concrete words and active voice Achieve clarity and precision by avoiding camouflaged verbs, selecting the right words, and using idioms correctly. Use of words that do not discriminate
Need for Adaptation (fitting the message to your readers) • Disparity of status, expertise, knowledge • Help to efficiently executing the program Sunday, September 29, 2019
How to Adapt to Multiple Readers Write for the bottom level Usually this means simplifying the message Thus the following suggestions stress simplification Sunday, September 29, 2019
Prefer the short, familiar word to the long, unfamiliar word Shorten Do About Find out Begin Much Decide Harmful • Abbreviate • Accomplish • Approximately • Ascertain • Commence • Considerable • Determine • Detrimental Sunday, September 29, 2019 Long, Unfamiliar Words Short, Familiar Words
Prefer the short, familiar word to the long, unfamiliar word. Copy Height Equal Build Give Vague Show Useless • Duplicate • Elevation • Equivalent • Fabricate • Furnish • Indeterminate • Indicate • Ineffectual Sunday, September 29, 2019 Long, Unfamiliar Words Short, Familiar Words
Prefer the short, familiar word to the long, unfamiliar word. Hinder Smallest Change Go Replace Last Picture Proof Sunday, September 29, 2019  Interrupt  Minimal  Modification  Proceed  Supersede  Ultimate  Visualize  Verification Long, Unfamiliar Words Short, Familiar Words
Prefer the short, familiar word to the long, unfamiliar word. Long, Unfamiliar Words Short, Familiar Words Company operations for the preceding accounting period terminated with a substantial deficit The company lost much money last year One monkey succumbed unexpectedly apparently as a result of an untoward response to a change in feeding regimen. One monkey died because it ate too much. This machine has a tendency to develop excessive and unpleasant audio symptoms when operation at elevated temperatures. This machine tends to get noisy when it runs out. Sunday, September 29, 2019
Use technical words and acronyms with caution • Every field of business- accounting, information systems, finance – has it technical language. As you work in your chosen field, you will learn its technical words and acronyms. In time you will use these terms freely in communicating with people in your field. A problem comes about, however, when you use technical terms with people outside your field. Because these words are everyday words to you. You tend to forget that not everyone knows them. The result is miscommunication. You can avoid such miscommunication by using technical words with extreme caution. Use them only when your readers know them. Sunday, September 29, 2019
Use Technical Language and acronyms with Caution . Sunday, September 29, 2019 Technical Language Improved Version Has sufficient quarters of coverage to acquire an insured status. Has worked long enough (under Social Security) to become insured Survivors’ benefits Family insurance payments Covered employment A job covered by Social Security Deceased wage earner Worker who has died To file a claim To apply for insurance payments Aged workers workers past 65
Use initials and acronyms with caution • VCR • FDA • CD • IPO • RV • NATO • IRS Video cassette recorder Food and Drug Administration Certificate of Deposit/Compact Disc Initial Public Offering RecreationalVehicle North AtlanticTreaty Organization Internal Revenue Service Sunday, September 29, 2019 What do these letters mean?
Select words with right strength and vigor • In a way, works are like people; they have personalities. Some words are strong and vigorous. Some are weak and dull. And some fall between these extremes. Good writers know these differences and they consider them carefully.They use the words that do the best job or carrying the intended meaning. As a rule they make the stronger words stand out. Sunday, September 29, 2019 Stronger words Weaker words Tycoon Eminently successful business person Bear market Generally declining market Boom A period of business prosperity Mother Female parent
Consider the strength and vigor of words • source of great wealth • additional compensation • great loss • complete failure • untruth • put an end to • upraise bonanza bonus disaster fiasco lie destroy boost Sunday, September 29, 2019 WeakerStronger
Select words with right strength and vigor • In selecting the stronger words, you should keep in mind that the verb is the strongest part of speech,Verbs are action words and action carries interest • Second is the noun. Noun are the doers of action- the heroes of the sentence.Thus they also attract attention. • Adjectives and adverbs are weak words and may considered as judgment word.They add length and distract (entertain) from the key words, the nouns and the verb. Sunday, September 29, 2019
Use concrete language Good business communication is marked by words that form sharp and clear meanings in the mind.These are the concrete words that should prefer in writing. Concrete is the opposite of abstract. Abstract words are vague. In contrast, concrete words strand for things the reader can see, feel, taste, or smell. Concrete words hold interest, for they refer to the reader’s experience. Sunday, September 29, 2019 Abstract Concrete A significant loss A 53 percent loss Good attendance record 100 percent attendance record The leading company First among 3000 competitors In the near future By noon Thursday Substantial amount Tk. 4,500,000
Prefer the concrete to the abstract Sunday, September 29, 2019 Abstract Concrete We have found that this technique is successful Our research shows that 87 percent of those using the technique are successful. Your department may hire some new employees. Your department may hire three new stock clerks. We will ship your order soon We will ship the Moss No. 41 desk sets you ordered October 12 by Arrow freight on October 15 Each of the branch managers will receive a substantial pay raise. Each of the branch managers will received a 15 percent pay raise. This procedure requires a constant low temperature This process requires a constant temperature of 10 degrees centigrade.
Use active voice • It is better to prefer the active voice to the passive voice.Active voice produces stronger, livelier writing. It emphasizes the action and it usually saves words • In active voice, as you will recall, the subject does the action. In passive voice, the subject receives the action. Sunday, September 29, 2019
Prefer the active to the passive. Sunday, September 29, 2019 Passive Active It is believed that the bill was padded I believe they padded the bill Your report was read by the president. The president read your report The profit and loss statement is prepared by the treasurer each month. water The treasurer prepares the profit and loss statement each month It is suggested that you clean the element in warm, soapy We suggest that you clean the element in warm, soapy water It is desired that every effort be made to have this matter brought to the attention of the manager. Mr.Wong wants you to bring this matter to the attention of the manager.
Avoid overuse of camouflaged verbs • When a verb is camouflaged, the verb describing the action in a sentence is changed into a noun.Then action words have to be added. Sunday, September 29, 2019 Action Verb Noun form Wording of camouflaged verb Acquire Acquisition Make an acquisition Appear Appearance Make an appearance Apply Application Make an application Assist Assistance Give assistance to Discuss Discussion Have a discussion
Avoid overuse of camouflaged verbs Camouflaged Verb Clear verb form Control of the water was not possible. They could not control the water. He made an application for the position of HR officer He applied for the position of HR Officer The president gave a consideration to the issue. The president considered the issue. Sunday, September 29, 2019
Select words for precise meanings • Obviously, writing requires some knowledge of language. In fact, the greater your knowledge of language, the better you are likely to write. If you want to be a good writer, you will need to study words carefully.You will need to learn their precise meanings, especially the shades of difference in the meaning of similar words. • For example, fewer and less mean the same to some people. But fewer to mean ”smaller number of items”. And less to mean “reduced value, degree or quantity”. • The verbs affect and effect are often used as synonyms. But affect means “to influence” and effect means “to bring to pass”. Sunday, September 29, 2019
Avoid words with a masculine origin manufactured, of human origin personnel, workers representative, member of Congress business executive, businessperson letter carrier, mail carrier police officer fire fighter camera operator server man-made manpower congressman businessman mailman policeman fireman cameraman waiter/waitress Sunday, September 29, 2019 Sexist Nonsexist
Avoid words that lower women’s status. • my girl • lady doctor • authoress • actress • poetess • sculptress • male nurse • male secretary my secretary doctor author actor poet sculptor nurse secretary Sunday, September 29, 2019 Instead of Use
Sunday, September 29, 2019 “Why use two words when one will do.” --Thomas Jefferson