Written Communication Basics

Written Communication - Basics A Presentation by Rajiv Bajaj

Basic Need for Adaptation For writing to be clear, it must be adapted to the reader Adaptation = Fitting the message to the specific reader

All readers do not have : 1. The same vocabulary or the same knowledge of the subject 2. The same mentality, or the same ability to understand Form the message to fit the person’s mind This helps us to communicate better - it is also the basis of business etiquette

Adaptation begins with visualizing the reader Imagining what he or she knows, feels or thinks Visualising the Reader

Technique of Adapting Often you will have to write at levels lower than your own When writing to a less educated person, you may need to simplify You may write differently for highly educated people

Adapting to Multiple Readers If you write for one person in a group, you may miss the others To communicate with all of them, write for the lowest member of the group

Governing Role of Adaptation Adaptation underlies all that will be said about writing It should be applied to all other writing instructions

Suggestions for Selecting Words Selecting right words is a part of adaptation Here are some suggestions to help us select such words…

These suggestions stress simplicity because : 1. Many people tend to write at a difficult level 2. The writer usually knows the subject better than the reader; and 3. Writing below the reader’s level of understanding communicates best

Use Familiar Words Familiar words communicate. Use them. Use your judgment in determining what words are familiar. Examples: INSTEAD OF USE Endeavour Try Terminate End Utilise Use Perform Do Initiate Begin

Difficult words are not all bad Use them when they fit your needs And when they are understood by the reader !

Use Slang & Clichés with Caution ! Use them only when they are meaningful Cliché : Stereotyped expression - sentence or phrase, usually expressing a popular or common thought or idea, that has lost originality, ingenuity, and impact by long overuse E.g. sadder but wiser ; strong as an ox etc Use only in informal communication

Use Short Words Generally, shorter words communicate better Shorter words are generally more familiar and hence understood easily Heavy use of long words – even long words that are understood – leaves an impression of difficulty that hinders communication

Some exceptions, however, do exist Some long words are very common and understood even by children E.g. hippopotamus, automobile, bicycle etc

Use Technical Words with Caution All fields have some technical language This can be very complex – e.g. Computers, Law, Finance, Medicine etc. Useful when you communicate with people in your own field But they do not communicate with outsiders. Use them with caution

Use initials and acronyms cautiously - they may not be known to the reader. Spell out and define as required Legal language has also worked its way into business writing. E.g. thereto, herewith, hereinafter etc Replace legal language with plain words

Select Words with Right Strength Words have personalities. Select the stronger ones To select words wisely, consider shades of difference in their meanings E.g. Tycoon is stronger than the term ‘eminently successful businessman’; Mother is stronger than ‘female parent’

Sometimes, weaker words serve your purpose best E.g. – ‘Bill’ is stronger than ‘Statement’ ‘ Debt’ is stronger than ‘Obligation’ ‘ Die’ is stronger than ‘Passed away’ In such cases it may be better to use the weaker terms

Verbs are the strongest words. Nouns are second Adjectives & adverbs are weak words - they involve judgement Use them sparingly

Use Concrete Language Use concrete words, i.e. specific words They stand for things that exist in the real world. E.g. Chair, table, road etc Abstract nouns have general meanings - should be avoided wherever possible – e.g. administration, negotiation etc Concreteness = exactness : 53% loss instead of a major loss ; 95% attendance instead of good attendance, etc

Use the Active Voice As far as possible, use the active voice instead of passive voice In active voice, the subject does the action. In passive voice, it receives the action Active voice is stronger and shorter E.g. The results were reported in our July 9th letter Vs We reported the results in our July 9th letter

Passive voice also has a place – it is not incorrect. Is better when doer of the action is not important Helps avoid accusing the receiver E.g. The damage was caused by exposing the material to sunlight Vs It was damaged because you exposed it to sunlight

Passive is better when the performer is not known E.g. During the past year, the equipment has been damaged several times It is also better when the writer prefers not to name the performer

Avoid Camouflaged Words Avoid camouflaged words. Camouflage a verb by changing it to a noun form and then adding action words E.g. – If ‘cancel’ becomes ‘cancellation’, you must add ‘to effect a cancellation’ in order to have action OR To change ‘eliminate’ into the noun form ‘elimination’, you must add action words – e.g. was effected. ‘Elimination of the surplus was effected by the staff’

Avoid camouflaged verbs by (1) writing concretely and (2) preferring active voice To comply with these suggestions – (1) make subjects persons or things; and (2) write sentences in normal order. E.g. Instead of writing - consideration was given to…., write ‘we considered’

Select Words for Precise Meaning Writing requires knowledge of the language Study language and learn shades of difference in the meanings of similar words E.g. Weary, tired, fagged out, exhausted – all refer to the same thing, but have different shades of meaning

Similarly… Fired, dismissed, terminated, discharged refer to the same action, but have different shades of meaning One should learn the meanings of other words

Use Correct Idiom Idiom - an expression whose meaning is not predictable from the usual meanings of its constituent elements OR from the general grammatical rules of a language E.g. kick the bucket ; hang one's head ; using the table round for the round table Idiom is the way ideas are expressed in a language

E.g. What is the logic of the word ‘up’ in the sentence – look up her name in the directory? NONE It is just a way of speaking or expressing ‘ Independent of’ is good idiomatic usage. ‘Independent from’ is not Similarly, you ‘agree to’ a proposal, but you ‘agree with’ a person ! There is little reason to some idioms, but violations offend the reader

Non-discriminatory Writing Avoid words that discriminate against sex, race, nationality, age or disability Discriminatory words - Words that do not treat all people equally with respect More specifically, words that refer negatively to groups of people

Words that are contrary to acceptable views of fair play and decency We often use discriminatory words without bad intent One should make conscious efforts to change this habit

Use Gender Neutral Words Avoid using the masculine pronouns (he / his / him) for both the sexes This can be done by rewording the sentence, or by making the reference plural Or by substituting with a neutral expression

Avoid words that suggest male dominance E.g. manpower, man-made, chairman, policeman, cameraman However, not all male sounding words are sexist or discriminatory E.g. manufacture, management, manipulate

Avoid expressions that identify gender in a work role E.g. Lady Doctor, Authoress, Sculptress, Poetess Use normal words that identify these work roles – Doctor, Author, Sculptor, Poet Similarly, using terms such as Male Nurse etc should be avoided

Avoid Words that Stereotype by Age Words that label people as old or young can arouse negative reactions Be sensitive with terms like mature, elderly, youngster, juvenile etc Be fair. Present both – the young & the old – fairly and objectively when you write

Avoid Words that Typecast Those with Disabilities The Disabled are sensitive to discriminatory words that describe their disabilities Do not stereotype them Avoid derogatory labels and apologetic or patronising behaviour

E.g. Instead of using deaf and dumb, use deaf Avoid slang terms like fits, spells, attacks; use seizures, epilepsy; or other objective terms Avoid degrading terms like crippled, retarded etc Develop a non-biased attitude – show it thorough carefully chosen words

Emphasis on Short Sentences Short sentences communicate better due to mind limitations It means about 16-18 words for middle level readers However, excessive use of short sentences is also bad – it suggests primer simplicity Use moderately long sentences occasionally

Short sentences are achieved in two ways – 1. Limiting Content Mentally selecting thought units and making separate sentences of most of them Sometimes, you should combine thoughts into one sentence, but only when you have good reason – When thoughts are closely related, or when you want to de-emphasise content

Avoid overdoing this suggestion. Too many short sentences give a choppy effect 2. Economising on Words Seek shorter ways of saying things Avoid cluttering phrases. Substitute shorter expressions. E.g. In the event payment is not made, the line will be disconnected. Substitute ‘In the event’ with ‘If’

Acknowledgements: This presentation is based on excerpts from the book "Basic Business Communication" by R V Lesikar & M E Flatley.

Written Communication Basics

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Written Communication Basics