Transcript they - Novella

Chapter 3
Adapting Your
Words to Your
Readers
© 2014 by McGraw-Hill Education. This is proprietary material
solely for authorized instructor use. Not authorized for sale or
distribution in any manner. This document may not be copied,
scanned, duplicated, forwarded, distributed, or posted on a
website, in whole or part.
McGraw-Hill/Irwin
Copyright © 2011 by The McGraw-Hill Companies, Inc. All rights reserved.
Chapter Overview
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Adapt your words to readers.
Use familiar words.
Prefer short words
Use slang and popular clichés with caution.
Use technical terms and acronyms with caution.
Use concrete, specific words.
Select words for appropriate usage.
Prefer active verbs and avoid camouflaged verbs.
Avoid discriminatory wording.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-2
Adapt Your Wording to Your Readers
• Visualize your readers. Consider . . .
– how they think.
– what they know.
– their education level.
– etc.
• Then write for them.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-3
Prefer Short, Familiar Words
Long, Unfamiliar Words
Abbreviate
Accomplish
Approximately
Ascertain
Commence
Considerable
Determine
Detrimental
Short, Familiar Words
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Shorten
Do
About
Find out
Begin
Much
Decide
Harmful
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-4
Avoid Slang and Popular Clichés
• She really threw me under the bus when she
told the boss I was responsible for the missed
deadline.
• Our company experienced a paradigm shift
after adopting Six Sigma.
• The new branding strategy elevates our
brand.
• Our new writing consultant is a great resource
that we can leverage on our next campaign.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-5
Use Technical Language Carefully
Social Security’s technical language found
to be misunderstood by outsiders:
Technical Language
Improved Version
Has sufficient quarters of
coverage to acquire an insured
status.
Survivors’ benefits
Covered employment
Deceased wage earner
To file a claim
Aged workers
Has worked long enough (under
Social Security) to become insured.
Family insurance payments
A job covered by Social Security
Worker who has died
To apply for insurance payments
Workers past 65
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-6
Choose the Precise Word
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She (claimed) (maintained) (said) that she was ill.
He is angry (about) (with) the loss.
I will try (to) (and) correct the error.
I differ (with) (from) you on this conclusion.
If he is late, I will not wait (for) (on) him longer than
ten minutes.
• She has an interest (in) (for) technical writing.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-7
Prefer the Concrete to the Abstract
Abstract
Concrete
We have found that this technique is
successful.
Your department may hire some
new employees.
We will ship your order soon.
Our research shows that 87 percent of
those using this technique are successful.
Your department may hire three new stock
clerks.
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
15 percent pay raise.
This process requires a constant
temperature of 10 degrees centigrade.
Each of the branch managers will
receive a substantial pay raise.
This procedure requires a constant low
temperature.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-8
Prefer the Active to the Passive
Passive
It is believed that the bill was
padded.
Your report was read by the
president.
The profit and loss statement is
prepared by the treasurer each
month.
It is suggested 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.
Active
I believe they padded the bill.
The president read your report.
The treasurer prepares the profit and
loss statement each month.
We suggest that you clean the
element in warm, soapy water.
Mr. Wong wants you to bring this
matter to the attention of the
manager.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-9
Avoid Overuse of Camouflaged Verbs
Camouflaged Verb
Strong Verb
make a classification
make a computation
conduct an exploration
provide information
engage in negotiation
make an observation
provide representation
classify
compute
explore
inform
negotiate
observe
represent
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-10
Avoid Discriminatory Wording
• Use gender-neutral words.
• Avoid words that stereotype by
– race.
– nationality.
– sexual orientation.
– age.
• Avoid words that typecast those with
disabilities.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-11
Avoid Discriminatory Wording
Sexist
man-made
manpower
congressman
businessman
mailman
policeman
fireman
cameraman
waiter/waitress
Nonsexist
manufactured, of human origin
personnel, workers
representative, member of Congress
business executive, businessperson
letter carrier, mail carrier
police officer
firefighter
camera operator
server
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-12
Eliminate Offending Words
Sexist
Nonsexist
We will reimburse any employee
who paid his travel expenses.
If a customer pays promptly, he
is placed on our preferred list.
A physician should treat his
patients with respect.
We will reimburse any employee
for travel expenses.
A customer who pays promptly is
placed on our preferred list.
A physician should treat patients
with respect.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-13
Make the Reference Plural
Sexist
If a customer pays promptly, he is
placed on our preferred list.
When an unauthorized employee
enters the security area, he is
subject to dismissal.
A supervisor is not responsible for
such losses if he is not negligent.
When a customer needs service, it
is her right to ask for it.
Nonsexist
If customers pay promptly, they are
placed on our preferred list.
When unauthorized employees
enter the security area, they are
subject to dismissal.
Supervisors are not responsible for
such losses if they are not negligent.
When customers need service, they
have the right to ask for it.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-14
Avoid Stereotyping Language
• Race
– a hard-working
Mexican
– an honest Sicilian
• Sexual Orientation
– A lesbian athlete
– A gay artist
• Age
–golden ager
–youngster
• Disability
–deaf and dumb
–crippled
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.
3-15