Hélder Fanha Martins
ISCAL - 2012
GENERAL INSIGHTS INTO
WORD CHOICE IN
BUSINESS
COMMUNICATION:
1. Understandable Words
2. Specific and Precise Words
3. Strong Words
4. Positive and Negative W ords
5. Overused Words
6. Obsolete Words
Prepare for your exams
Study with the several resources on Docsity
Earn points to download
Earn points by helping other students or get them with a premium plan
Guidelines and tips
Prepare for your exams
Study with the several resources on Docsity
Earn points to download
Earn points by helping other students or get them with a premium plan
Community
Ask the community
Ask the community for help and clear up your study doubts
University Rankings
Discover the best universities in your country according to Docsity users
Free resources
Our save-the-student-ebooks!
Download our free guides on studying techniques, anxiety management strategies, and thesis advice from Docsity tutors
Power of Precise Words: Effective Business Communication, Exams of Communication
Insights into the importance of choosing the right words in business communication. It discusses the use of specific and precise words, strong words, positive and negative words, and the avoidance of overused and obsolete words. The document also emphasizes the use of a dictionary and a thesaurus for effective word selection.
What you will learn
- Why is it important to avoid overused words in business messages?
- What are the benefits of using specific and precise words in business communication?
- What is the role of a dictionary and a thesaurus in effective word selection?
- What are some examples of obsolete words and phrases that should be avoided in business communication?
- How can the use of strong words create a vivid image in the receiver's mind?
Typology: Exams
2021/2022
1 / 11
This page cannot be seen from the preview
Don't miss anything!
Related documents
Partial preview of the text
Download Power of Precise Words: Effective Business Communication and more Exams Communication in PDF only on Docsity!
Hélder Fanha Martins
ISCAL - 2012
GENERAL INSIGHTS INTO
WORD CHOICE IN
BUSINESS
COMMUNICATION:
_1. Understandable Words
- Specific and Precise Words
- Strong Words
- Positive and Negative Words
- Overused Words
- Obsolete Words_
GENERAL INSIGHTS INTO WORD CHOICE IN BUSINESS COMMUNICATION: Words are the smallest units of messages. Attention should be given to each word used to be sure it is the most effective one. An effective word is one that the receiver will understand and that will elicit the wanted response. The ability to choose words by (a) using a dictionary and a thesaurus and (b) following some of the principles of business communication described in this text can be improved. Dictionary and Thesaurus The two most valuable resources for the business communicator are a dictionary and a thesaurus. Use of these tools can increase the power to choose the most appropriate words for each message. A dictionary is a word reference that gives word meanings, acceptable spelling(s), hyphenation, capitalization, pronunciation(s), and synonyms. Dictionaries may be in print or electronic format. Dictionary software can be installed on the computer or read from a CD. In addition, dictionary websites can be found on the Internet by using a search engine. Some of these websites require a subscription fee for full use; others allow use without a cost. An example of a dictionary website can be found at http://www.onelook.com. Also, specialized dictionaries for areas such as accounting or law can be found on the Internet. A dictionary helps choose correct words. Similar words are confusing and, therefore, at times are misused. Examples of such words are effect and affect, capital and capitol, principal and principle, continuous and continual, and further and farther. A thesaurus provides synonyms and different shades of meaning. If we have an idea we want to express, we can use a thesaurus to check for words that represent the idea and find several alternative words that we can use. Each choice usually has a slightly different connotation. A thesaurus can provide the simplest and most precise words for the message. Most word processing programs include a thesaurus. A dictionary and a thesaurus should be readily accessible when composing messages. These two references help choose words and avoid overuse of the same word by providing synonyms. In addition to using these references, let’s take a look at the following to select words for effective messages.
incite provoke incriminate blame initiate start palpable obvious pompous self-important prerogative right or privilege trajectory path utilize use validate confirm zealot fanatic The words listed under More Understandable in the previous examples are generic for most readers. Notice their brevity and conversational tone. Appropriate selection of technical words is a special consideration when choosing understandable words. Technical words are terms that have a special meaning in a particular field. They convey precise, meaningful messages among certain receivers and senders. For example, between two accountants the use of the words accrued liabilities will be understandable. Using these technical words conveys to accountants a more precise and efficient meaning than using nontechnical language. For most of us, though, accrued liabilities is not as understandable as debts that have not yet been recorded on our books_._ Here are some other examples of technical and nontechnical words: Technical Words Nontechnical Words acceleration clause immediate repayment demand for late loan payments amenities features of the property arrears an overdue debt bill of sale written transfer of ownership bill of lading shipping document brief summary of a legal case capital-intensive requiring large sums of money
cerebellum lower part of the brain de facto actual disbursement payment of funds equity owner’s value beyond debt font typeface or print style for characters freeware computer software distributed without charge juried judged laissez faire minimal regulation mandible jaw plumage feathers spelunking cave exploration symposium conference synchronous at the same time underwriter sponsor or insurer We should only want to use those technical words that are in our receiver’s vocabulary. To do otherwise reduces the receiver’s understanding of our message. If we are not sure if a technical word is in our receiver’s vocabulary, we should not use it. In summary, we can best choose understandable words by selecting simple words, short words, and technical words appropriate to the receiver. The following example words shown under More Understandable are for a receiver who is a typical high school graduate and who has no particular knowledge of the topic. Less Understandable More Understandable That investment is a cash cow. That investment brings a dependable income. Magda demanded the prerogative to establish her own docket. Magda demanded the right to set her own schedule. The garment was made of crepe de chine. The garment was a soft, silky fabric. The wind damaged the airplane hull. The wind damaged the main body of the airplane.
hot 100 degrees Fahrenheit most 89.9 percent others International business students poor student has a 7 grade point average very rich a millionaire soon 7 p.m. Tuesday **furniture an oak desk
- Strong Words** A strong word is one that creates a vivid image in the receiver’s mind. In the English language, verbs are the strongest words. Nouns are next in strength. We should give preference to verbs and nouns in our business messages. The strongest verbs are those that express action (identify, explain, melted, sang) rather than a state of being (is, are, was, were). Use state-of-being verbs sparingly; words of action present a strong, meaningful picture in the receiver’s mind. Think of these action verbs and specific nouns as power words. Power words have a distinct meaning and create a visual image in the mind of the receiver. For example, the verb melt or melted creates a mind picture; thus, it is stronger to say, The ice melted instead of The ice disappeared. Adjectives and adverbs that make a noun or verb specific give preciseness and clarity. An example of this is The water flowed down the bubbling brook rather than The water flowed down the brook. However, if we use vague terms (e.g., very, many, few, some, often), they distract the receiver from the main points of the message because they are imprecise. Overuse of adjectives and adverbs, however, reduces their effectiveness. Using too many adjectives or adverbs may lead to overstating a point or position. For example, I will be the happiest and luckiest person in the world if I win tomorrow’s prize drawing is an overstatement. I will be delighted if I win tomorrow’s prize drawing is a more accurate statement. To have an impact, messages should convey clarity and objectivity without exaggeration. Overuse of prepositions and prepositional phrases distracts from the message. Eliminate those that are unnecessary. For example, we might say, I printed off a copy of the article. A clear, direct statement says, I printed a copy of the article or I printed the article. Another example is The idea came out of the book, which is less powerful than The idea came from the book.
A sender who communicates with clarity and forcefulness makes the message easy to read and understand. A concise, powerful message that eliminates unnecessary words and uses power words to create a mental image gets the attention of the receiver. Note how changing words in the following examples creates a stronger message and presents a clearer mental image. Weak Nouns and Verbs The conflict is ongoing. The situation was creating contention. He dived into the water. Strong Nouns and Verbs The war rages on. The problem created conflict. He plunged into the waves. Weak Adjectives and Adverbs The contract expires in a few years. Many people were at the reception. I very nearly died. Strong Adjectives and Adverbs The contract expires in five years. Fifty people attended the reception. I almost died. Unnecessary Prepositions or Phrases The action resulted in a disappointed group of members. The market sold the item free of a duty charge. Did you pay out rent for the office space? Simple, Direct Statement The action disappointed the members. The market sold the item duty free. Did you rent the office space? Although we are advocating a preference for strong words, there will be times when we want to soften a message with weaker words. This is particularly true for a bad news message. When we discuss a problem with a coworker, we build better human relations and acceptance of our message if we use the weaker word situation instead of the stronger word problem , which has negative connotations. 4. Positive and Negative Words A positive, can-do attitude makes a good impression. We can communicate a can-do message to our receivers by selecting positive words and avoiding negative words. Positive words convey optimism and confidence. Negative words trigger unpleasant emotions in receivers.
You will not regret your decision. You will be pleased with your decision. A code is required to enter the wiki site. Add your ideas to the wiki by entering this code. You cannot be enrolled at this course until after December 31. Your enrollment window at this course opens January 5. I regret to advise that we must decline the refund request for your lawn mower. Our professional staff will repair your defective mower. **The store is not open until 10 a.m. The store opens at 10 a.m. on Monday.
- Overused Words** An overused word is one that loses effectiveness because it has been used too much in normal conversation or in written messages. Because we have heard them over and over, these words have become trite and uninteresting. We should keep our message interesting by avoiding, if it is possible, overused words such as these. Overused Words and Phrases actually awesome been there; done that below the belt bottom line by leaps and bounds change agent down to the wire dude get over it impact (as a verb) in denial interface it goes without saying lean and mean level playing field like ok or okay out of the loop paradigm razor thin really see ya slam dunk synergy talk to you later user friendly wannabe what’s up win-win wow yeah you know 6. Obsolete Words An obsolete word is one that is out-of-date, pompous, dull, or stiff. Business messages in past years used these formal, unnatural words and expressions, and they continue to appear in today’s business messages. Everyday conversation does not use these words, and they should be deleted in business communication.
The use of obsolete words makes a written or oral message formal, stilted, and pompous. The following are examples of obsolete words and phrases that should be avoided: Obsolete Words and Phrases wish to advise I hereby send permit me to say your kind favor in regard to permit us to remind hereby advise mind your p’s and q’s pleased to inform regret to advise take the liberty of thanking you, I remain tower of strength trusting you will we remain Obsolete expressions are stilted and unnatural. As we read the previous examples, we quickly realized that most people do not use obsolete words in their everyday conversations. However, some people use them in their writing or public speaking because they view a written message or a speech as formal. Such obsolete words should be avoided in all business messages. Conversational language communicates best with receivers.