On the whole, I don’t believe in synonyms. Such is the magnificent complexity of the English language that only rarely do two words mean exactly the same thing. Even if the dictionary gives two words the same definition, they almost never carry the same connotation, which is what makes using the thesaurus such a treacherous game.
But sometimes, in some contexts, one word can be used as easily as another. That’s when some corporate communicators can always be counted on to reach for–the longer word. After all, why say something in one syllable, when the same thing can be said in two or three?
Hence we substitute “difficult” for “hard,” “utilize” for “use,” “assist” for good old “help.”
If we’re lucky, we land the big one: a whole phrase that can be substituted for a simpler word. Hence the steady creep of phrases like “at this point in time” and “in this day and age.” (“Now,” anyone?)
I assume this tendency stems from a misguided concept of how “formal” or “professional” language should sound. But it’s absurd. The fact is, professional language should (generally) be free of slang. It should steer clear of taboo or derogatory words. Spelling and punctuation should be correct. Grammatical rules should generally be followed. But there is absolutely no reason to use a cumbersome word or phrase when a simpler one will do. And there’s a major benefit to using simpler language: your communication will sound more natural–closer to the spoken word.
Think about it. When’s the last time you used “attend” rather than “go” in spoken conversation?
Even if you’re talking to your boss, do you say, “I need to make a determination about whether this project goes forward?” or do you say, “I need to decide whether to continue this project?” Most written communications benefit from being as close as possible to casual speech. You want your audience to be able to take in and understand your words as easily as if you were explaining something to them in person. More easily, in fact, because on paper you’ve had time to organize your thoughts. You’ve left out the “ums” and “uhs” and “I means.” You’ve checked your facts and explained your terminology.
When you get ready to write, write down what you’d say to someone standing in front of you. Then clean up the grammar, spelling and organization, check your accuracy, root out clichés and jargon. You’ll be writing professionally, without hardening your language with an artificial veneer of “professionalism.” To see how well you’ve done, read your copy out loud. If you find stuffy, unnatural, “professional” language, kill it.
No need to feel conflicted about this act of violence. Consider it self-defense. If you don’t kill your monster words and phrases first, they will kill your communication.
This is a short post, coming to you from Florence, where I’m basking in the sounds of another gorgeous language. But I’m still available to talk to you via email. How about sharing some of your examples of misguided professional language?
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Robin Hardman Communications 