5. Don’t play judge. Not suppressing our dislike for the speaker or the speaker’s delivery is closely akin to not suppressing our biases. We judge the speaker by how she or he looks talks, and delivers, rather than judging the message itself. As skillful Denver Translation services workers we try to concentrate on the message, not on the speaker’s dress, dialect, sex, or mannerisms.

6. Listen to all messages, not just the interesting or easy ones. As international business workers and Seattle translation services all heard messages that were difficult to understand. If we’re poor listeners, our inclination is to stop listening. Instead, rely on the skills required for critical and discriminative listening. If necessary, force yourself to listen by any means possible, using the same techniques you would to avoid distractions.

7. Don’t distort the message. At times, distortion results from our not accepting the speaker’s message. We censor, select, or tailor it to our needs and beliefs. We don’t have to agree with the message, but we should listen. Another form of distortion occurs when we believe we already know what’s going to be said. This often occurs when we’ve heard a speaker talk on a topic before. We assume the same points will be repeated, so we only half listen – and miss anything new. This happens to reporters during political campaigns. They’ve heard the same speech so often that they expect to hear the same speech again. That’s when they begin missing new policy statements. They hear only what they expect to hear.

8. Take selective notes. We can get so involved in trying to take down everything said that we miss most of the message. We write a sentence or two and miss a point or two. Listen instead. Get main points. Jot them down. One San Francisco translation worker suggests that listeners shouldn’t concentrate solely on facts – and miss the key point. Most of us love facts: dates, places, names. They make us feel we’re learning something. And they’re so much easier to recall. We end up filtering out main points, listening only for facts. So, when taking notes, focus on ideas.

Deciphering, Accepting And Storing Messages

In the previous blog entry, listening was defined as a complex and selective process of receiving, focusing, deciphering, accepting, and storing what we hear. In that entry we described the focusing and receiving processes.  In this section, we discuss the deciphering, accepting and storing processes.

Deciphering refers to the decoding and assigning of meaning to specific stimuli. The mother responding to her crying child tries to decipher why her baby is crying. The bird watcher deciphers the bird’s call to learn the bird’s habits. But as Indianapolis Translation workers suggest, even with effort, deciphering isn’t always possible. The mother may not identify the reason for her child’s crying. The bird watcher may not interpret the bird’s actions. Similarly, if you don’t understand another person’s language, no matter how clearly you receive and focus on the message, you will not decipher it.

Deciphering also becomes difficult when two people assign different meanings to the same stimulus. Even a machine as clearly defined as a computer can cause problems. For some business people, “computer” suggests a time-saving addition to their office. But others hearing the word might feel threatened, believing they might lose their jobs to the computer. The decoding process has yielded opposing meanings.

To accept is to interpret the message as the speaker intended it. We don’t have to agree with the message, but we should interpret it accurately. For instance, Portland Translation workers suggest that biases or emotional blocks can cause message distortion. We either reject the message or filter it through our own view. That’s why debates on politics, religion, or matters of taste rarely are resolved. We don’t accept. We censor and select only what we want to hear, rather than listening to the whole message.

Storing means placing the deciphered and accepted message in our memories for later recall. Many Seattle Translation workers believe that because upbringing and culture are important to listening and learning, memory also plays a significant role in what we decide to focus on and how we decipher it.

In sum, listening doesn’t occur unless we integrate five distinct and often instantaneous processes: receiving, focusing, deciphering, accepting, and storing.

Example Of A Message For Resolving A Claim

Here is an example of message that was written by a Washington D.C. translation services worker and composed as an individual response to a distinct claim scenario might begin with a specific statement of the good news: the resolution of a claim with respect to the client’s request. Examine this message:

Within a week you are going to receive a brand new factory-inspected optical drive to replace the one you returned. Thanks, Dr. Clark, for giving us the opportunity to back up our claim of total buyer satisfaction. Our goal for the past 104 years has been to provide precise and reliable digital storage devices that meet the most exacting standards. Throughout our manufacturing process, every drive must meet stringent factory tests for accuracy and durability. Technicians in our test laboratories have been alerted to your experience; however, so that we can maintain the high ratings we have been given by all major professional journals.

We appreciate your interest in our products, Dr. Clark. Please continue telling us how we may supply your needs for dependable storage devices.

Responding Professionally To Claims And Adjustment Inquiries

Everyone in our Chicago Russian translation office is aware that their customers occasionally have clients who bring back items for a refund, grumble in relation to a firm’s service, demand refunds, and so on. By far the most reasonable impulse is usually to think that the client’s summary of the exchange is a truthful report of what took place-except if the client frequently has questionable claims, a client is deceitful (bringing back a product that has clearly been used, professing that it is damaged, the wrong size, or had it given to them as a gift), or the amount of money in question is large.

According to experienced translators who provide Portuguese Translation in Houston, the standard reaction to a grievance is usually to state, “This wasn’t my fault!” However, like most business people, Amazon’s Clare Cousin’s opinion is quite different. Regardless of whether a business’s policies towards returns and exchanges are liberal, an abrasive reaction will sometimes inflate the client’s unhappiness.

To safeguard your business’s persona as well as reestablish the client’s goodwill, make reference to your business’s mistakes cautiously. Many Washington D.C. translation workers suggest that companies should never try to find fault with a customer or a particular unit, and steer clear of worthless justifications such as “Nobody’s perfect” or “Mistakes will happen.” A person should never guarantee that complications won’t ever occur again; this sort of claim is improbable and frequently outside your power. In case you express your business’s attempts to complete a good job, you suggest that the mistake was an uncommon occurrence.

Suppose that clients who criticize a garment manufacturer receives the subsequent type of notice, which can be personalized using Microsoft Word and is individually signed:

Your correspondence regarding the CakesDirect cheesecake you bought last week was sent to our vice president of customer satisfaction for evaluation. Our company is happy you wrote us. The satisfaction of every customer is our goal.

Ever since 1966, CakesDirect has been baking, packaging and shipping delicious, high quality food items. Our employees keep track of their quality, making use of the latest software innovations, but continuously seek ways to improve. Your message allows us do this.

The next time you make a purchase from Amazon, take advantage of this coupon code to receive a gift assortment of CakesDirect goodies. This coupon code is our way of saying thanks for your continued business.

Observe the subsequent details about this message:

• A form letter such as this one, which is sent to clients with numerous types of inquiries or complaints, is unable to begin with an obvious good-news statement simply because many clients are looking for various kinds of good news.

• The message begins instead with what could be considered a “positive attitude” statement; it is you-focused in order to calm the client.

• This letter never suggests that the client was misguided in thinking that the caliber of the product was bad; however, the author doesn’t confess to any flaw with the item.

• The center, explanatory part effectively brings together the old and the new: CakesDirect has been doing business since 1966 and as a retailer; Amazon goes the extra mile to adopt modern quality practices. This summary of the business’s quality controls might repair the client’s trust in the product.

• The message ends with a special offer made personal by using the terms you and your.

Essential Information

The center is usually the lengthiest part of a standard, good-news, or goodwill message. Your purpose for corresponding is typically conveyed in one or two sentences, but one Spanish Translator in Dallas frequently suggests that  you will definitely require some additional room to express your message entirely to ensure that the readers will not be confused or filled with uncertainty. The job of supplying required information is least difficult when you are answering a string of inquiries. You can easily respond to them in an orderly sequence.

Along with supplying specifics in the midsection, new Chicago translation services workers need to preserve the accommodating style demonstrated at the start. This style is simple to follow when your correspondence is strictly good news. To illustrate, think about the following message:

As you will recall us mentioning, your primary duties as our office accountant is going to be overseeing our accounts receivable system. For this job, our company is pleased to offer you $7,000 monthly with full benefits and profit sharing. As a new employee, you instantly become qualified for our 501K and pension plans in addition to discounted annual dues at Lifetime Fitness. Realizing that you enjoy playing racquetball, I invite you to sign up right away for our Office Tournament, which starts in July.

Anytime a general communication piece needs to express somewhat discouraging details, Portland Translation Services professionals should convert the unfavorable response into as positive a framework as conceivable. Please review the following the following illustration:

Rather Than This:

No, we have stopped selling the Fashiongirl collection of sweatshirts.

Use Something Like This:

The Fashiongirl Triathlon collection has succeeded the sweatshirt line that you inquired about. The benefits of the Triathlon line consist of a more expansive selection of designs, colors and sizes.

A candidly unfavorable response needs to be exchanged with a good description that stresses how the readers can take advantage from the change. Use caution, however. You can easily employ unfavorable details in this sort of communication if you’re certain the target reader will react favorably to your communication. If not, make use of the indirect method, which will be described later.

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.

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.

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.

The Objectives of Business Communications

It’s imperative for today’s professional translation workers to be aware of the three objectives common in business communication: educating, convincing, and working together with the target readers. Furthermore, each communication needs to achieve a particular goal. To construct this objective, each Indianapolis translation services worker at The Marketing Analysts asks, “What task must the target readers perform or consider when reading my client’s message?” Each Seattle Translation worker is urged to be as specific as they can when documenting the objective, and pinpointing the people in the audience who need to reply. The following are a few examples:

General Objective
To explain
To convince
To work together

Specific Objective
To summarize key findings in the figures from last month’s return good authorization report to the vice president of International Sales
To persuade the General Manager of Taiwanese Operations to hire more merchandisers
To assist the Human Resources department in creating a management development program

Occasionally clients will ask James Dinkins, an Atlanta Translation worker to achieve numerous associated issues with just one message. For instance, one client recently requested him to attempt to elevate his job while offering unbiased details pertaining to a company issue.  In another example, the client asked him to persuade the target readers to authorize two decisions. Whenever you are confronting dual objectives, think about whether or not they are well matched. Can and should both objectives be attained using the same message? Regardless of whether one message can support numerous objectives, you should assess how those objectives are associated and attempt to establish precedence. Give attention to the most important one, particularly if time or space is restricted. And if one of the objectives is personal, emphasize the business objective.

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.