The Importance of Good Communication

The term communication comes from the Latin term, communicare, meaning to share, to have in common. A closely related Latin word, communio (communion, in English), indicates fellowship or having alike. Therefore, from ancient times, communication and related terms including commune, communion, and communicant have been used to signify sharing, partaking, exchanging, and holding in common. Most Houston Spanish Translation workers define professional communication as the flow of valuable information – communications that serve your readers’ requirements, which help allow your precise meaning to be obvious, which allow readers to exchange information with you.

BUSINESS COMMUNICATIONS AND THE INFORMATION REVOLUTION
These days, this unique requirement to share or have in common has achieved enormous proportions in the business community. In 1983, for example, the a Washington D.C. translation services firm estimated that United States businesses generated 600 million pages of computer output, 235 million photocopies, and 76 million letters – every working day. Add that volume to the estimated 76 trillion pages on file, and you begin to see the scope of business communications in the 1980s.

Communication is necessary for all professional establishments. On the outside, an organization cannot exist if it does not communicate successfully and efficiently. Philadelphia French translation companies have found that consumers will go somewhere else if they are unable to get their orders filled accurately and promptly, or if they have to squander valuable time attempting to interpret messages.

From within, an organization will self destruct if its personnel are given confusing memos, reports, instructions, or other messages. A misinterpreted memo can create costly delays; a poorly written report can lead to someone’s wrong decision; confusing instructions can cause injury, the destruction of expensive equipment or products, or the loss of an important account.

Revising Documents In Translation For International Business

Should you have cravings for Extra Crispy Chicken, a Sprite, biscuits and international travel, one Chinese Translator in San Francisco thinks he knows the the perfect employment opportunity for you: working as a total quality specialist for KFC or Kentucky Fried Chicken. For the past eight years, Howard Crandall has held this job and he still enjoys the aroma of Colonel’s Crispy Strips, Home Style Biscuits, Cole Slaw, Mashed Potatoes and Gravy and Hot Wings. Within a regular work day, Crandall inspects six or nine international KFC restaurants throughout the world, tests the food, examines the cooking equipment and machinery, reviews the storeroom, and talks with the owner and workers. If he approves of what he encounters, workers are relieved and return to cooking chicken, cleaning floors and wiping tables. However, if the food, service or facilities don’t pass the inspection, be careful. Crandall could submit a damaging report to the head office. When the required numbers of negative reports accumulate, KFC has the right to terminate the franchisee’s certificate.

Crandall’s goal, however, isn’t necessarily to discipline workers and franchisees. He simply prefers to see the managers be successful. He thinks that by enforcing KFC’s high standards, he is able to help them grow their franchises. If he sees an issue, he will record it and offer the manager an opportunity to remedy it prior to filing an undesirable report. His purpose is always to provide criticism in a professional and useful approach, and he is generally quite effective.

Whenever you visit a KFC, place yourself in Crandall’s shoes. What can you say to the workers to assist them in bettering their location? How could you word your recommendations? How would you arrange your sentences and paragraphs?

Whether providing recommendations or compliments, Howard Crandall realizes that after you have finalized the initial draft of your message, you should critique and polish it. In reality, Chinese translators in Dallas recommend that messages be reviewed a minimum of three times and checked for content organization, style and readability, and mechanics and format.

In the following blog entries, translators with The Marketing Analysts Translation Services Company will discuss topics related to revision and proofreading. At this time, we encourage you to take a moment to review correction symbols. The basic editing principles discussed in our upcoming blogs entries will apply to both written and oral communication.

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.

Organization For Professional Translators

Translators present specific information to a specific audience for a specific purpose.  This information should be presented in the most accessible, most appealing format as possible so that it is easy for the reader to read and understand.  Thus translators at Houston Translation Services organize for the reader by using logical, conventional patterns for sentences, paragraphs, and complete documents.  Organizational patterns should reflect the conventions of the culture of origin but be easily understandable by readers of the target language.  Organization must also be appropriate to the specific topic of the document.

One major exception is documents that must mirror the document of origin.  In this case, Washington D.C. Translation services workers carefully observe the conventions of layout and formatting of the original, even though they may not reflect the conventions of the culture of the target language.   Since the documents themselves appear strange and may present information in what seems an illogical sequence, the translator may find them somewhat challenging, although the actual translation component may be relatively easy because of the fairly standardized language of formal documents.   Because the organization of formal documents is usuually characteristic of a specific culture, it does not reflect a universal logical order.  Translations of certificates and many legal forms, also known as certified translations fall into this category of required mirroring.  While being easy to translate, they usually require special attention to accurate detail and formatting.