Creating Messages That Draw Attention

Once information passes through the communication channel and is received by the target audience, it encounters an entirely new spectrum of challenges. Realizing the ways the target audience will acquire, decode, and react to the information you communicate will assist Spanish translation workers and interpreters in developing more powerful communications.

How Audiences Acquire Information
When a member of the target audience receives your message, three events had to take place:

1. The audience member had to perceive that a message was being transmitted,
2. The audience member had to choose the message from all other messages vying for attention
3. The audience member had to recognize that this was a real message (as in contrast to accidental, useless sounds).

Listeners in the business world today are like pedestrians that take the subway and walk down busy streets to get to work. They are overwhelmed with the amount of information and sounds that they can ignore or focus attention on. Throughout the next set of blog entries, Seattle Japanese translation workers will discover a number of strategies for creating messages that draw attention. Generally speaking, you should follow these guidelines to improve your likelihood of success:

Take into account your target audience’s needs, desires and presumptions. Provide communications through the media and channels that your target audience is expecting. If co-workers are used to receiving conference announcements sent by email then you shouldn’t suddenly switch to posting announcements in the breakroom or on a company intranet site without informing the intended recipients.

Ensure simplicity. Regardless of whether the target audience needs to hear what you are going to communicate, it’s likely that they will never be exposed to your communication if you make it difficult for them to receive. For instance, poorly designed websites with dark backgrounds and light or bright text and confusing navigation can obstruct your communication from being received by your target audience.

Stress understanding and expertise. Certified translation workers should use` terms, images, and concepts that are utilized by your target audience. For instance, almost all people who visit your firm’s website now count on finding information concerning the business on an “about us” page.

Be Flexible When Planning and Writing Your Research Report

In order to ensure your report meets the objectives that you established from the beginning, it’s important that you adhere to a set of guidelines as you move from planning to writing the formal report.

Remain Flexible

While you are searching and locating sources useful in supporting your research objectives, new findings will lead you in different directions depending on what you find at each step in your investigation process.  Because you will be actively writing, updating and changing your report while investigating new potential sources of information, you will want guidelines to keep you focused on answering your research objective.  The following list is a set of questions that one French translator has compiled to help those working on research projects.  Throughout your project, you should look back and review these questions:

  1. What type of information do I need and why do I need it?
  2. How should I phrase my questions to ensure that right information is collected?
  3. How should I structure my presentation to communicate my process of inquiry and my findings?

As a certified translation worker, you should review these questions regularly during your project and you should be aware that your answers to them may change over time.  At the offset, the first question is answered by the research purpose.  The second question will be phrased in each of your research questions and serve as the blueprint for your report.  The third question will be answered by your outline.  During the research process, a respected Seattle German translation worker suggests that you need allow enough flexibility to allow modifications to your plan in case of unanticipated discoveries.

The following are some examples:

  1. Just as you think your research report is nearly finished, you discover new variables that had not been identified in your statement of purpose.  As a result, you now need to adjust your statement of research purpose to include the new variables.
  2. You decide that certain issues that hadn’t been included in you should now be included or learn that critical information on one of research questions is unavailable. As a result, your research plan needs to be reworked.
  3. While composing your initial draft, you determine that the organization is very poor and needs to be restructured. As a result, you come up with a new outline.

Keep in mind that your finished report will be the summation of many decisions and revisions.  Always remain flexible and be prepared to revise and reshuffle as often as necessary.

CONDUCTING A MEETING

Although irritating to many who attend them, meetings are a fact of life in business, industry, and government. According to Houston translation services workers and interpreters, meetings have such a bad reputation because most are poorly planned and run. Meetings can be effective if the person in charge sets an agenda – then sticks to it by not allowing lengthy digressions or arguments.

Meetings are costly. James McIntyre, President of Washington D.C. translation services corporation, estimates that a 2-hour meeting, attended by ten managers, costs a company roughly $6,000. Obviously, meetings need to be run effectively.

Meetings are usually called for two broad purposes: l. to convey or exchange information or 2. to make decisions. Generally, informational meetings run smoothly because there’s less cause for discussion or disagreement. Decision-making meetings, on the other hand, often end without any clear resolution. Too often, such meetings end in frustration because the leader fails to take charge.

Taking charge doesn’t mean imposing one’s views on the group or disallowing opposing views. On the contrary, running a meeting effectively means guiding the discussion so it remains centered on the issue.

The following guidelines will help you run effective meetings:

Set an agenda so participants know the meeting’s purpose beforehand. Members will then have time to formulate their views on the topics. Except for emergency meetings, participants should receive the agenda at least 2 days before the meeting.

Set an agenda so participants know the meeting’s purpose beforehand. Members will then have time to formulate their views on the topics. Except for emergency meetings, participants should receive the agenda at least 2 days before the meeting.

  1. Don’t include too many items on the agenda. Leave time for discussion of each item.
  2. Begin the meeting on schedule. Stragglers soon will learn to be prompt.
  3. State the purpose of the issue to be discussed.
  4. Give all members a chance to speak. Don’t allow one or two people to monopolize the discussion.
  5. Don’t allow lengthy or irrelevant discussions. Politely bring members back to the issue.
  6. Work toward a consensus by summarizing points of agreement.
  7. Ask probing questions to keep the discussion moving.
  8. Push for a resolution of the issue.
  9. Summarize major points before calling for a vote.
  10. Observe, guide, and listen. Don’t lecture or dictate.
  11. End the meeting on schedule. This is not a hard-and-fast rule. If you feel that an issue is about to be resolved, continue but if no resolution is in sight, end the meeting

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.

General Guidelines for Translators

Translators, like other professional writers, must keep in mind the three components of the communication triangle—audience, purpose, and message.  Audience is particularly important, since it determines the vocabulary, the complexity of sentence structure, and the level of expertise to expect of the reader.  The original writer’s purpose is also so crucial that the translator should never lose sight of it.  Keeping all the writing consistent with the purpose focuses the ideas and keeps the translation unified in tone, message, and style.  Finally, the message must be clear and accurate with precise language that is appropriate to the topic, the purpose, and the audience.

The more a San Francisco Translation Services workers knows about the subject of the original document, the easier it will be to find vocabulary that is accurate and appropriate.  Also the translator who is knowledgeable of the topic can understand the implications of meaning that are not clear to the translator who knows little about the topic.  If the translator’s knowledge level is low, he/she should research the topic to gain a basic understanding.  This involves far more than consulting a different dictionary or a dictionary with extensive definitions, although in some cases that may be enough.  More likely, it involves finding enough information about the topic to discuss it with some measure of understanding.  Gaining such knowledge may take some time, but the investment will insure that the translation is accurate and the language is appropriate to the subject.

A San Jose Translation Services professional should also take advantage of other readers to insure the integrity of the translation.  Other readers can confirm whether they have the same understanding of the meaning of the document and whether the vocabulary and sentence structure are effective, appropriate, and correct.  Thus additional readers serve as proofreaders and editors.  Translators who take care to follow these guidelines show their respect for their customers and demonstrate their own high standards of professionalism.

Guidelines for International Adjustment Requests

Based on the previous writings, two translators from The Marketing Analysts Translation Company assembled the following guidelines for adjustment requests.

  1. Begin with a statement to which both parties agree
  2. Use a courteous, tactful and reasonable tone
  3. Point out specific benefits to the company for granting your requests
  4. Use the indirect format
  5. Explain fully the basis for your claim
  6. Present full evidence to substantiate your claim
  7. Stick to the facts; do not accuse anyone
  8. Request a specific adjustment
  9. Confidently request action
  10. End courtesy—and, if appropriate, reemphasize benefits