Intro to Business Communication: Professional Writing - Plain Language, Movement Avoid Jargon Clichés Buzzwords

What This Is

The Plain Language Movement is about communicating clearly and effectively in the workplace by avoiding jargon, clichés, and buzzwords. This matters because unclear communication can lead to misunderstandings, lost productivity, and damaged relationships. For example, imagine receiving an email from a colleague that says, "We need to synergize our resources to optimize our ROI." You might feel confused and unsure of what they're asking you to do.

Key Principles & Techniques

• Avoid Jargon: Use simple, everyday language instead of technical terms that might confuse others. Example: Instead of saying "We need to escalate this issue," say "We need to fix this problem as soon as possible."
• Use Clear Headings: Organize your writing with headings and subheadings to make it easy to scan. Example: Use headings like "Introduction," "Background," and "Conclusion" in a report.
• Define Technical Terms: If you must use technical terms, define them clearly so others can understand. Example: "By 'ROI,' I mean the return on investment, or the profit we make from a project."
• Use Active Voice: Write in the active voice instead of the passive voice to make your writing more engaging and easier to understand. Example: Instead of saying "The report was written by John," say "John wrote the report."
• Avoid Clichés: Steer clear of overused phrases like "think outside the box" or "synergy." Example: Instead of saying "We need to think outside the box," say "We need to come up with a creative solution."
• Use Simple Sentences: Break up long, complex sentences into shorter, simpler ones. Example: Instead of saying "We need to optimize our resources to maximize our ROI, which will ultimately lead to increased profits," say "We need to use our resources more efficiently to make more money."
• Use Visual Aids: Use charts, graphs, and images to help illustrate your point and make your writing more engaging. Example: Use a chart to show how different departments contribute to the company's overall revenue.
• Use Plain Language in Meetings: Speak clearly and avoid using jargon or technical terms in meetings. Example: Instead of saying "We need to leverage our resources to optimize our ROI," say "We need to use our resources more efficiently to make more money."
• Use Plain Language in Presentations: Use simple language and avoid technical terms in presentations. Example: Instead of saying "We need to synergize our resources to optimize our ROI," say "We need to work together to make more money."
• Use Plain Language in Cross-Cultural Situations: Be aware of cultural differences and use language that is clear and respectful. Example: Instead of saying "We need to think outside the box," say "We need to come up with a creative solution" to avoid confusing a colleague from a culture that values directness.

Do's and Don'ts

• DO: Use clear and concise language in emails and messages.
• DON'T: Use jargon or technical terms that might confuse others.
• DO: Use headings and subheadings to organize your writing.
• DON'T: Use overly complex sentences or paragraphs.
• DO: Use visual aids to help illustrate your point.
• DON'T: Use clichés or overused phrases.

Common Mistakes

• Mistake: Using jargon or technical terms in meetings or presentations.
• Correction: Use simple language and avoid technical terms to ensure everyone understands.
• Mistake: Not defining technical terms in writing.
• Correction: Define technical terms clearly so others can understand.
• Mistake: Using overly complex sentences or paragraphs.
• Correction: Break up long sentences into shorter, simpler ones.

Quick Practice

Scenario 1: You receive an email from a colleague that says, "We need to synergize our resources to optimize our ROI." How would you rewrite this email?

Answer: "We need to work together to make more money by using our resources more efficiently."

Explanation: This rewritten email uses simple language and avoids technical terms to ensure the recipient understands.

Scenario 2: You're in a meeting and someone says, "We need to think outside the box." What should you say first?

Answer: "Can you explain what you mean by 'think outside the box'?"

Explanation: This response shows that you're interested in understanding the idea and willing to clarify any confusion.

Scenario 3: You're writing a report and want to use a technical term. What should you do?

Answer: Define the technical term clearly so others can understand.

Explanation: This ensures that readers who may not be familiar with the term can still understand the report.

Last-Minute Cram Sheet

• Avoid jargon and technical terms in writing and speaking.
• Use clear headings and subheadings to organize your writing.
• Define technical terms clearly.
• Use active voice instead of passive voice.
• Use simple sentences and avoid complex ones.
• Use visual aids to help illustrate your point.
• Be aware of cultural differences and use language that is clear and respectful.
• Use plain language in meetings and presentations.
• Avoid clichés and overused phrases.
• Use clear and concise language in emails and messages.
• BCC is not a secret weapon – overuse damages trust.
• CC is not a substitute for clear communication – use it sparingly.
• Avoid using all caps or excessive punctuation in emails and messages.