Business Writing Notes

Chapter 1: Introduction to Business Writing

  • Business Writing Characteristics:
  • Reflection on challenging writing tasks highlighting key features of business writing.
  • Analogy of writing compared to a human body:
    • Flabby writing equated to unnecessary phrases.
    • Need for a muscular and dynamic writing style.
  • Trimming Excess:
  • Avoid verbose phrases:
    • Examples include:
    • "We are of the opinion of" → "We think"
    • "In excess of" → "More than"
    • "At the present time" → "For now"
    • "With the minimum of delay" → "Quickly"
  • The Issue of Obstruction in Business Language:
  • Example of unclear language:
    • "Provider of fluid transfer solutions" → convoluted term for a hose company.
  • Importance of clarity and directness in business language.

Chapter 2: Understanding Abstract Nouns

  • Abstract Nouns Defined:
  • Nouns that denote ideas, emotions, or concepts that are intangible (e.g., jealousy, advice, strategy).
  • Distinction between concrete nouns and abstract nouns:
    • Concrete nouns can be touched; abstract nouns cannot.
  • Impact of Abstract Nouns:
  • Overuse leads to rigidity in writing and the perception of 'ossified' language.
  • Example of sentence empowered by using verbs instead of abstract nouns:
    • "The road created a connection between two villages" → better as "The road connected two villages."
  • Fillers often accompany abstract nouns, leading to ambiguity and vagueness.
  • Identifying Abstract Nouns:
  • Common suffix patterns indicating abstract nouns:
    • -ION, -ITY, -MENT, -ISM, -ACY, -ENCE, -NESS.
  • Ability to search and replace abstract nouns in business documents to create clearer language.

Chapter 3: Choosing More Direct Language

  • Muscular vs. Abstract Language:
  • Phrasing that incorporates verbs is generally stronger and more direct:
    • Phrases like "driving improvements" should shift to "improving".
    • Suggested alternatives to common business phrases:
    • "Delivering change" → "Changing the business."
    • "Our firm is committed to growth" → "It's growing" (direct approach).
    • "Facilitating communication" → "Communicating".

Chapter 4: Practical Exercises on Abstract Nouns

  • Exercise Sample:
  • Original Phrase:
    • "We have the willingness and capacity to close this transaction in the most rapid and effective manner…"
  • Abstract Nouns Identified:
    • willingness, capacity, transaction, solution, ability, effective manner.
  • Revised More Direct Version:
    • "We can quickly close the transaction and are confident we can solve the problem acceptable to both of us."
  • Importance of simplifying complex phrases for clarity and impact.

Chapter 5: Language Simplification Insights

  • Concept of 'Nounitis':
  • A term describing excessive use of nouns leading to unclear and dense writing.
  • Emphasis on turning sentences into clearer and more direct formats.
  • Redefining Business Terminology:
  • Need to express deal-making in simpler terms, avoiding jargon:
    • Original: "Willingness and ability to deliver a solution" (overly complex).
    • Suggested: "We're willing and capable of closing the deal quickly."

Chapter 6: Conclusion and Presentation Insights

  • Building Confidence in Communication:
  • Importance of preparation and familiarity with the subject matter in presentations.
  • Encouragement to contribute innovative ideas even as a non-native speaker.
  • Observation that simplicity and clarity in language can make communication more effective.