Problems with Language

Technical and business writers can sometimes communicate to their readers in a language that is hard to understand. They often don’t keep their writings simple enough to make it easier for the reader. There are two main principles that technical writers should abide by:

-they should write everything as clearly, straightforwardly, and simply as possible
-they should write in a manner or style with which they would be comfortable speaking

Some common terms dealing with bad communication amongst technical writers are jargon, gobbledygook, legalese, and sexist and biased language.

-Jargon is a language specific to a certain profession or occupation
-Gobbledygook is words or phrases that writers’ use it sounds the way they think it should sound regardless of if it’s right or not
-Legalese is an overreliance on legal terminology when plain should have been used

Gobbledygook-Stuart Chase
In its most basic terms is trying to send a message using fancy terminology that is so excessive that it confuses the point trying to be made. It is present in our government, our law, and even our own universities. A longer word does not necessarily carry meaning better just because it is a long word. Most of the time it is easier to get your point across using “short clear words.” As a language grows and develops the need to keep your message short and clear increases as the occurrence of gobbledygook increases.

One example given is that of a woman with two small children and a husband who is unable to work. She wrote the FSA asking about drawing benefits. Instead of receiving a simple return message that could easily be understood she was sent a writing of pure gobbledygook that could have easily been simplified. The survey proved that office documents could be cut 20-50% while improving clarity.

William Zinsser explained in his essay “Writing in Your Job” that no matter what profession you are in that you need to know how to write clearly even if it’s just a simple office note. In your writing it is important to use language similar to human conversation so your reader doesn’t lose interest. Obviously documents such as newsletters will need to be more formal but the message should still be clear to your audience. Parents, customers, and corporations want to hear “plain talk.” Alan Siegel talks about the term legalese in his essay “The Plain English Revolution.” It is a movement that legal forms and documents could be understood by ordinary people. The movement claims that professional jargon is acceptable as long as lawyers use it toward other lawyers and doctors use it with other doctors. When this is not the case then the language should be simplified. The movement basically states that the consumer should be able to understand the legal documents they receive. Technical documents should be simple but not but not with a simplemindedness attitude. It is not necessary to use “baby-talk.” Professionals should not use simple language in a cynical manner.

There are important points to remember when making sure your writing comes off in a nonsexist way:
Would you say the same thing about a person of the opposite sex?
Would you like it said about you?
Good communication should respect the individual and treat people fairly when concerning sex, age, and race. Avoid stereotypes and use real people and real stories.
The essay on “International Communication and Language” by Gwyneth Olofsson explains the importance of recognizing cultural and social differences when writing to citizens of other countries. Even if someone knows the grammar and vocabulary of another language does not mean they understand the culture and social norms of that country. This could lead to insulting a potential customer in the business world. It is also good to remember even the type of attitude that is common among different countries so you can adjust accordingly.