Home Library Translate
A A A
Share »
Follow us on Facebook Follow us on Twitter Follow us on LinkedIn
Connect »

Blog: Business Communications

Menu

  • This Blog's Home
  • Guest Writer Submissions
  • Policies
  • To Subscribe to a Blog
  • About
  • Feedback

Listening And Writing

By Theresa Pojuner on October 31, 2013

You are gathering notes at a meeting for a group of documents that need to be produced. Are you listening to the individuals as they speak? Are you really hearing what they are saying? Not only that, are you writing down what they are saying? What is the meaning behind what they are saying? Are they being specific or general?

You will be the author of many documents and have to handle many different scenarios and have to be able to transcribe what you hear.

  • If someone is speaking on subjects that are scientific, technical, or analytical in nature, then describing what is being verbalized, is probably straight forward to follow.  (That is, if you are familiar with the subject and are able to ask questions later on functionality, expertise, and quality of what is being shared.)
  • If someone is speaking about businesses and what they want developed, can you read between the lines and understand them even when they cannot verbalize what they truly want?  If you cannot, then you will have to try to find answers from an assistant, a subject matter expert, from researching online, or from someone else that is familiar with that person or business.
  • If there is a conflict and you have more than one person yelling about a process or topic, then it’s more about who is being the loudest in the room. At this point, they just want everyone to focus on them; to be the main speaker. Then what do you write?

As a writer, you have to listen to what is spoken, and most importantly, what they are not saying and then translate that onto paper for verification.

This brings me to semantics. The Merriam Webster dictionary defines it as ‘the study of the meanings of words and phrases in language and the meanings of words and phrases in a particular context’.

You’ve heard the saying ’it’s all semantics’.  The phrase usually means its words referring to the same meaning. But do people really mean what the words portray?

How you phrase words or use terminology is very important when it comes to technical writing and communicating. Defining technical terms is like defining mathematical values. If I say I am displaying ‘2’ icons on a screen, then I mean, I am only displaying ‘2’ icons on the screen, and not ‘1’ nor more than ‘2’. There is only one number and one way to state it.

When you are told (or instructions have been written) to cancel a script, do they want you to stop it and dismiss it for now or terminate it permanently?  If the verbal (or written) instructions say to cancel and delete, the operator would know to stop and remove it.

Instructions are not like semantics. Instructions must have very distinct meanings. So be careful when you are communicating. Be as precise as possible, and if need be, use pictures to help describe what you mean.

Once the context is fully written, described, communicated, and confirmed then it will be complete and accurate.

If you have ever run into situations describing terms with double meanings, please leave a comment. Also how did you rectify the situation? Thank you.

 

« Previous Next »

Search Our Site

Meet This Blog’s Host

Gail Zack Anderson, President of Applause, Inc., has nearly 20 years experience in training and coaching. She provides individual presentation coaching, and leads effective presentation workshops and effective trainer workshops. [Read more ...]


Theresa Pojuner is a Documentation Specialist with over 20 years of writing experience and is skilled in many areas of documentation, for example, Style Guides, Training Manuals and Test Cases, wth a specialty n Technical Writing and Procedures. [Read more ...]

Recent Blog Posts
Alternate Recent Posts Widget

  • Becoming A Technical Writer-Communicator Review
  • Creating A Knowledge Community
  • Tips for Handling Technical Writer Stress
  • Likeminded Communication
  • A Technical Writer Is Different From Other Writers
  • Involve and Engage Your Audience 20 Ways
  • Tips On Documenting Processes
  • Communicating Technical Writing Review
  • Communicating Via Visual Designs
  • Special Tips for Laptop Presentations

Related Library Topics

  • Body Language
  • Netiquette

Categories of Posts

  • Basics and Overviews
  • Body Language
  • Communicating Change
  • Communication Best Practices
  • Feedback (Sharing)
  • Humor in speaking
  • images
  • Listening
  • Netiquette
  • Presenting
  • slide shows
  • Speaking Skills
  • Team Presentations
  • technical writing
  • Telephone Skills
  • Uncategorized
  • Visual Aids
  • Voice and Vocal Habits
  • Writing

Library's Blogs

  • Boards of Directors
  • Building a Business
  • Business Communications
  • Business Ethics, Culture and Performance
  • Business Planning
  • Career Management
  • Coaching and Action Learning
  • Consulting and Organizational Development
  • Crisis Management
  • Customer Service
  • Facilitation
  • Free Management Library Blogs
  • Fundraising for Nonprofits
  • Human Resources
  • Leadership
  • Marketing and Social Media
  • Nonprofit Capacity Building
  • Project Management
  • Quality Management
  • Social Enterprise
  • Spirituality
  • Strategic Planning
  • Supervision
  • Team Building and Performance
  • Training and Development
About Feedback Legal Privacy Policy Contact Us
Free Management Library, © Copyright Authenticity Consulting, LLC ®; All rights reserved.
  • Graphics by Wylde Hare LLC
  • Website maintained by Caitlin Cahill

By continuing to use this site, you agree to our Privacy Policy.X