Using Proof To Substantiate Your Claims

The third layer of the organization chart displays the particular facts you will need to employ to express your key ideas. These facts are the essentials of your communication and assist your readers in comprehending and recalling the fuzzy principles.

To illustrate, let’s imagine that you happen to be recommending that the corporation boost its marketing budget. To reinforce this position, Houston Translation Services workers would recommend that you supply analytical proofs that show your strongest competition allocated more towards marketing than your employer. In addition, you might explain a certain situation where a specific competitor raised their marketing budget and realized an extraordinary sales increase in market share. Finally, with more facts you might detail that your company’s market share has steadily declined over the past five years and that sales are directly correlated with marketing expenditures.

If you happen to be building an extended, complicated message, you should bring the organization chart lower by several layers. San Jose Chinese translators recommend that writers keep in mind that each layer is another stage of the sequence from the abstract to the tangible, from the typical to the particular. The lowest layer includes the particular specifics and statistics that connect the generalizations to the visible, quantifiable planet. The higher layers consist of concepts that disclose why the factual details are important.

The greater the proof that you present, the stronger your argument will be. If your topic is sophisticated and not well known, or when your message recipients seem distrustful, translators with The Marketing Analysts Translations believe that you must use a large number of facts and statistics to make your case. Alternatively, if the subject matter is well known and the intended audience seems genuinely willing to believe you, it is possible to get away from providing a substantial number of facts. You must supply sufficient facts and figures to be persuasive however, not so many that your communication gets to be boring.

An additional approach for keeping people engaged is to vary the sort of information.  While you prepare your communication, attempt to change from facts and figures to narration; include a sprinkle of explanation; toss in a few examples or perhaps a reference to authority; bolster everything with PowerPoint slides.

The Key Steps When Preparing An Outline In Professional Writing

Begin with the Main Thought
The main thought should be placed at the highest point in an organization chart to assist in creating goals and defining the best approach to getting the message across. Most experienced Seattle Translators will say that the main thought should state how you want the intended recipient to react or think and the fundamental way that the intended recipient should react. Each point in the message needs to support this thought or describe its significance.

Express the essential details
In an organization chart, the boxes immediately under the top box characterize the main points, related to the major headings in a typical outline. These represent the “vice presidential” concepts that explain the communication by conveying it in words.

To complete the boxes, San Francisco Vietnamese translation workers recommend that you split the primary thought into manageable pieces. Normally, a writer should attempt to determine three to five key points. If you develop in excess of seven main divisions of thought, start over and search for chances to incorporate a few of the ideas. The main problem is to determine what should be placed inside each box. Occasionally, your options will be relatively clear. However, there are times when you might have many thoughts to review and join together. In these scenarios, you must think of your objective and characteristics of your content.

If your objective is to educate and the content is factual, the groupings are usually indicated by the purpose. They are generally centered on something tangible that a person could imagine or inspect: actions to be carried out, practical units, spatial or chronological relationships, or pieces of a complete object. To illustrate, if you are explaining a procedure, the key supporting factors are nearly unavoidably stages in the procedure. When you find yourself explaining an actual subject, the vice-presidential boxes relate to the elements of the object.

When you need to provide a historical report, each box symbolizes an occasion in the chronological sequence. If your objective is to influence or work together with another person or group, the significant points might be harder to recognize. Rather than counting on a logical sequence or arrangement created by the subject, Certified Translators in Los Angeles say that it is advisable to produce a line of reasoning that verifies your key concept and inspires your readers to take action. The boxes on the organization chart match with the main components in a rational debate. Essentially, the corroborating details are the primary reasons that your readers need to agree with your communication.

Using An Outline To Strengthen Your Organization

Essentially, accomplishing smart organization is a two-stage procedure: Initially you specify and gather the main points together; after this you need to determine their order with a meticulously chosen organizational strategy.

Determine And Gather The Main Points Together
Choosing the right statements to make is among the first difficulties that a professional communicator encounters. In case the material is bad, no level of effort will hide this fact. However, once you have determined the main idea, Chicago Translation workers suggest that you need to build on it by collecting the details to establish the foundation and arranging them in an intelligent and sensible manner. You should picture the way your points will come together, and the best way to approach this is by developing an outline. Even if you merely write down a few key points on the reverse side of a notepad, creating a strategy and adhering to it will allow you to deal with the main points.

If you find yourself organizing a lengthy and complicated message, Certified Portland Translators recommend that you develop an outline.  According to these translators, an outline is essential since it lets you picture the connection between the different elements. When you lack an outline, you are most likely to ramble. However, an outline guides you in a step-by-step process, addressing each of the concepts needed for an intelligent sequence and appropriate concentration. Carrying out a strategy allows you to convey the transitions between thoughts so the intended reader will realize how your ideas are connected.

We are sure you are acquainted with the simple roman numeral outline, that incorporates roman numeral and letters to classify critical ideas. However as French translators in Indianapolis, we recommend that you become familiar with a more schematic method, that shows the framework of your communication in an “branch diagram” like those illustrating a corporation’s reporting framework. The principal concept is depicted in the highest-level field. Similar to a president o ceo, the primary thought determines the overall picture. The lower-level ideas, like lower-level employees, offer the particulars. Each of the concepts are organized into practical partitions of thought, in the same way a corporation is structured into departments.

How To Write A Message More Efficiently And Save The Audience’s Time

Saves the target audience’s time
Aside from appearing more convincing, well-organized communications are productive; they fulfill the recipient’s demand for usefulness. Anytime a letter is well structured, it includes just the most pertinent details, to ensure the target recipients won’t spend precious resources on details that are unnecessary. Many New York Italian Translation workers believe that strong organization is the root of being concise and exact in writing. The entire message must present details in the logical place. The message recipient must be able to move through the thought pattern without having difficulty. Furthermore, when the organization is clear and arranged intelligently, the message recipients can conserve substantially more time, if they need to, by seeking out only the details they need instead of reading every little point.

Simplifies the writer’s task
Last but not least, Philadelphia Translation workers claim that offering a well-organized message makes sense since it aids you with getting your message down in writing faster and easier. This is a critical element in commerce, in which the goal is to complete a job, not to generate another message. The truth is, once the presidents in the research mentioned previously were asked what skills they wanted to strengthen in their professional writing, they stated faster composition speed more frequently than other aspects.

When you give adequate thought concerning what you’re planning to express and the way you’re going to express it prior to starting, you are able to move forward with greater assurance. The draft should be completed a more swiftly since you will no longer spend time placing your thoughts in bad places or crafting content that isn’t necessary. Furthermore, you are able to apply your organizational plan to obtain feedback from your manager to ensure that you are following the right course prior to investing resources composing a draft. And if you happen to be completing a complicated task, you can evoke your organizational strategy to split the composition between co-workers in an effort to complete the project as fast as possible.

Getting The Target Audience To Approve Your Message

Effective organization compensates in different way too: Translators with Washington D.C. Translation Services assert that organization assists in making message far more desirable to your target from an inspirational perspective. Suppose you happen to be the loyal shopper with the defective mp3 player in the sample letter and that you received the subsequent response from Jane Seymour, a customer service agent at the retail store in Houston:

Your correspondence was sent to me for a response. I apologize, but we cannot honor your demand for an mp3 player. Our retail store has never accepted returns on discounted products or on items that were paid for over a month ago. Due to the fact that you purchased the mp3 player on sale several months ago, we are unable to assist you. I recommend that you send it to the authorized technical service center within the warranted time frame.

We certainly appreciate your business and you choose to remain a loyal customer. Just like you explained in your letter, this is the only issue you have ever experienced with our goods.

How does the response make you feel?

Despite the fact that the retailer’s response initially seems reasonable, the retail store representative made no attempt to select and organize her information in a gentle manner. The certified Miami Translator who assisted in writing this post recommends that by focusing additional attention on picking and coordinating her thoughts, Laura’s letter might have been assembled more sensitively. Despite the fact that this response won’t leave the loyal shopper very content, perhaps it does do something to make the undesirable decision slightly easier to receive?

Authors can relax denials and give the reader a more positive feeling by diplomatically preparing their communications. Authors can also employ effective organization to improve their reputation and build authority in their communications. A recent survey of corporate presidents found that 92-percent mentioned that they consider well written, organized writing as a sign of strong thinking abilities.

How Organization Assists The Audience In Comprehending The Message

By following the guideline for organization listed in the previous post, the author or translator of the example letter can be certain that the customer support team will comprehend the message.  Here is a revised version that was rewritten by a Certified Houston  Translator that works for The Marketing Analysts Translation Company.

I purchased a Samsung Galaxy Player 5″ mp3 player in your store on November 25, on Black Friday, because it was being discounted for $99.95. The product remained in its original, unopened packaging until Christmas since it was purchased as a present for my sister. Imagine how bad I felt when she unwrapped her present on Christmas day and it wouldn’t turn on.

The next day, I sent the Galaxy Player to the factory service center and was promised that the trouble was caused by a bad battery. The technician repaired the player, but four weeks later it stopped working again–another bad battery. Over the following two weeks, the player worked rather well, except for the volume switch unexpectedly from the headphones to the built-in speaker. After two weeks, the player stopped working again. For the second time, the technician attributed the problem to a bad battery and replaced it again. Even though the player is operating now, it’s still experiecing problems. The audio continues to switch from the headphones to the built-in speaker for no known reason.

Please explain your rules for returning defective products. While all the problems seem somewhat small and are protected under the 90-day warranty, I am dissapointed with the player. I hope that you will allow me to return it in exchange for a an Apple iPod. In the event the new player is more expensive that the Samsung, I would be happy to pay the difference in price, despite the fact that I normally buy only discounted products.

My family and I have been your customers for more than 12 years and this point have been extremely happy with the quality of your merchandise. My family is relying on you to stand behind your merchandise. I look forward to hearing from you soon.

This revised letter was reviewed by a certified Chicago translator who found that the revised letter satisfies the requirements for a well-organized message. The main point is obvious and is presented early. All the details are linked to the subject and purpose. The thoughts are organized in sensible groups and introduced in an intelligent series. And all essential details are provided. The outcome is a single, clear, and professional document that is simple to understand, therefore fulfilling the reader’s requirement for details.

An Example Of A Poorly Organized Letter

In continuing our series on organization messages, a Houston Translation Services worker provided this letter that we will be evaluating.  According to the translator, this letter was mailed to the customer care team of a major retailer operating in a Houston, Texas mall:

My father was in an automobile collision 6 months ago, and hasn’t had the capacity return to full-time full-time employment since.  Because he is on disability, we no longer have as much money to buy things like before. However my mother is a librarian at the Houston Public Library and consequently aren’t living in poverty. And in another month or two, my father is going to start working again.

My mother, father, brothers, sisters and I have all shopped at the location in the Galleria ever since I was a little baby. Your original location was much smaller and was located in an old mall that the city eventually tore down and built several tall buildings in its place. My father purchased my first bicycle there for my sixth birthday. I will always recall that exciting day. I even remember him paying in cash for it. My parenys usually buy things with cash. I have three brothers and two sisters, and they all need a lot of products that you sell. The mp3 player that I purchased for my oldest sister Janette for her birthday seems to be broken. My family has  sent to the factory service center twice in 6 months to get it fixed, and my sister is really protective with it and hasn’t dropped it or gotten it wet. My sister really enjoys likes to play her guitar. It’s still not working, and I’m exhausted from carrying it to the post office and home due to the fact that I work at 7-Eleven after school and never have any leisure time. I paid cash for the mp3 player too.

This is actually the very first time that I had to returned something to your store, and I think you recognize that I need a better offer.

This message demonstrates the type of poor organization that message recipients consider aggravating. Here is an analysis of what one English to French translator in Chicago found wrong:

  • Using too much time to state the issue. The author used several hundred words before mentioning the topic: the defective mp3 player. Then the author finally stated her purpose at the end: She would like a some sort of discount.
  • Including unnecessary content. The author included unnecessary details that had offered no support to her purpose or topic. Who honestly cares if the store used to be smaller or was located somewhere else several years ago? Just what exactly does working at 7-Eleven have to do with anything? Or whether her sister plays a guitar?
  • Introducing thoughts in an irrational sequence. The author placed a few of the thoughts in the incorrect spot. The grouping and order are illogical. The author is apparently presenting six points: (1) her family has cash to buy things, (2) they are long-time, loyal shoppers, (3) they make payments in cash, (4) they purchase a lot of products from the store, (5) the mp3 player won’t function correctly, and (6) the shopper would like a discount. Isn’t it more reasonable to start with the fact that the mp3 is broken? Don’t you agree that many of her thoughts should be put together under the common concept that the author is a repeat customer?
  • Removing essential details. The author neglected a few essential details. The customer care agent probably needs to have the brand, model number, and price of the mp3 player; the purchase date; the particular problems the mp3 player exhibits; and if the repairs were included under the terms of the warranty. The author also neglected to indicate the precise action she wants the store to take. Does she want a new cassette player of the same type? A different model? Or her money back?

These four types of problems are the cause of many difficulties an experienced certified translator will find in international business communication.

Why Good Organization Is Important

You might be asking yourself, “Does organization really matter? Who cares whether a message is well organized, as long as the point is eventually made? Why not just let ideas flow naturally and trust that the audience will grasp my meaning?” In general, the answer is simple: According to Washington D.C. translators, by arranging your ideas logically and diplomatically, you are able to satisfy the audience’s informational, motivational, and practical needs. A well-organized message presents all the required information in a convincing pattern, with maximum efficiency.

Achieving good organization is a challenge sometimes. It’s easier, however, if you know what good organization is. These four guidelines will help you recognize a well-organized message:

  • The subject and purpose must be clear.
  • All the information must be related to the subject and purpose.
  • The ideas must be grouped and presented in a logical way.
  • All necessary information must be included.

A well-organized message helps the audience understand the message, helps the audience accept the message, saves the audience’s time, and simplifies the communicator’s job.

Professional Communication For Language Translators and Their Clients

This is another article in a series that introduce new language translators and clients to preparing the various types of professional communication.  In this article two senior translators introduce readers to letters and memos and reports and proposals.

Letters and memos

In most cases, translators will find that the letters and memos that they translate will be reasonably short documents that range in size from one to two pages. As on certified Houston translator explain, memos are the “pillars” of international business communication, are intended for regular, every day transmissions of facts and details inside a company. Letters, designed to be targeted at company outsiders (customers, brokers, government agencies, etc.), provide an essential public relations purpose as well as convey specific information.

Letters and memos are generally grouped by objective into one of four types: one-to-one requests; ordinary, congratulatory and friendly messages; unpleasant communications; and persuasive appeals. The objective establishes the order or arrangement of details. Style and tone, on the other hand, are influenced by the connection that links the author and intended recipient.

The format for a letter is based on the culture of the business. Memo style is sort of unique. As an example, the body of a memo, particularly a lengthy memo, normally contains titles and bullet points or numbered lists to draw awareness to significant details as well as to present details conveniently to the intended recipients. The importance of opening paragraphs and transitions are often downplayed in a memo since the author and recipient have a familiar frame of reference.

Reports and proposals

These fact-based, unbiased vehicles of communication can be either sent out to insiders or to outsiders, based on the intention and topic. The Milwaukee Translation worker interviewed for this article wrote that reports and proposals come in a range of formats, such as forms, e-mail messages, memorandums, and manuals. In size, reports and proposals can vary from several pages to several hundred pages. Typically, they are bigger than letters and memos, with a greater quantity of specific elements. Reports and proposals are generally more formal than letters and memos. However in reports and proposals, as with all types of professional interaction, the organization, style, and tone depend upon the purpose, on rapport with the author and intended recipient, and on the culture of the business. As a result, the essential structural approach is common for each type.

How Professional Translators Develop A Main Idea For A Presentation

As a translator, once you have assessed your client’s purpose and target audience, you are prepared to answer the primary concern of tackling the purpose: What message is ideally suited for this specific target audience? One translator who specializes in providing  Vietnamese Translation in Houston believes that professional communication can be reduced to a primary idea, irrespective of the issue’s sophistication. A fundamental concept covers everything, which is the theme, your primary idea. The remainder of the message either backs up this idea or illustrates its ramifications.

The topic and the main idea are not the same things. As consultants providing French Translation in New York City explain, “The topic is the wide-ranging subject of the communication. The main idea makes an assertion regarding the topic-one of several feasible statements-describing your objective in words that the target audience can acknowledge.” It must inspire individuals to take the action desired by your client by connecting his objective with their objective. If you’re working on a translation of a short e-mail message, memo, or presentation, the main idea might be relatively clear, particularly if you happen to be translating uncomplicated details that contain no emotional matter for the target audience. In these instances, the main idea could be simply “This is what you needed.”

Locating the “attraction” or “lure” gets to be a somewhat more difficult if you find yourself attempting to sway an individual or when you have unsatisfactory facts to share. During these scenarios, certified translation workers need to find a main idea which will build a positive connection between your client and his intended audience. What you’re wanting is to reach an agreement or establish a point of shared interest.

In lengthier documents and presentations, in which a significant volume of content must be compiled, developing a main idea can be quite difficult. You must determine a generalization that takes into account each of the specific points you need to make. In difficult projects such as these, translators or clients typically use careful procedures to develop the main idea.