Buzz off, and leave jargon out of communications

In other words, you might find this article useful for communicating more effectively at work.

A recent survey of 150 executives has harvested a new crop of corporate-speak buzzwords that are regularly interspersed in office conversation, yet are so overused that they add little value to workplace communication. These days, many buzzwords have lost their impact. People often tune out when they hear well-worn catchphrases; others get turned off altogether when someone relies on a $5 word to make a 50-cent point.

In recent years, commonly used expressions like "outside the box," "circle back" and "take it offline" were chosen by survey respondents as among the most annoying terms in the office. This latest survey adds phrases such as:

Reach out -- as in, "This campaign is designed to reach out to an untapped demographic."

It is what it is -- as in, "Despite our advice, the customer decided to switch users. It is what it is."

Align -- as in, "We need to align our business development strategy to meet demands."

Sense of urgency -- as in, "They lack a sense of urgency about meeting the impending deadline."

Synergy -- as in, "The synergy between both departments made for more efficient operations."

Most professions have their own lingo, a form of verbal shorthand that has been created as a shortcut to communicate ideas. Using this internal vocabulary is generally acceptable. It only becomes a problem when it is used to lord knowledge or power over others or makes them feel like second-rate employees.

When choosing your words, it's important to realize that sometimes there is a difference between impressing and informing people. Thankfully, there are ways to accomplish both. Here are a few tips for using (and when to avoid using) buzzwords:

When in doubt, leave it out. If the terms don't add more value or clarity to what you are trying to express, keep them out of the conversation. Most buzzwords are meaningless when used in place of stating what you actually mean. For instance, why say an event was a "win-win situation" when you can explain why everyone involved views it as a success.

If you are unclear on the meaning, ask for clarification. It's not a good idea to start slinging around buzzwords you don't understand simply because you've heard others using them. At the same time, realize that some words have different meanings and implications to different audiences, so be sure everyone has the same definition.

Stick to the script when you don't know the audience well. This is especially true when addressing new employees and new customers as well as when speaking to people for whom English is not their first language. Buzzwords are an exclusionary language that leaves the uninitiated out in the cold. Before you say it, ask yourself if they'll understand it.

Refrain from buzzwords in formal communication. Stay away from using industry or insider jargon when writing business letters, reports, proposals, press releases or when attending meetings. What you believe is a commonly used phrase may be confusing to others. Instead, communicate your ideas clearly and simply so that they will be quickly understood.

Big words don't equal a bigger brain. It has been said that intelligent people who are confident in their message and passionate about what they do don't need obscure language to communicate. In fact, studies have shown that professional communication filled with jargon comes across as rude, disingenuous or obnoxious while clearly expressed messages are perceived as energetic, truthful and friendly.

Don't try too hard to impress an interviewer with buzzwords. Some interviewers instantly see red flags on resumés and in job interviews when a candidate throws in a buzzword, especially when they are too clichéd or lack meaning. At the same time, a little industry-specific jargon can demonstrate that you are familiar with the field and are eager to connect with the company. Always choose your buzzwords wisely, not use your buzzwords wildly.

At the end of the day (another overused phrase, according to the survey), it's best to avoid using buzzwords, jargon or clichés at work when straight talk will get your message across more efficiently and professionally.

-- With reporting by Barbara Chabai

John McFerran, PhD, F.CHRP, is founder and president of People First HR Services Ltd. For more information, visit www.peoplefirsthr.com.

RESEARCH:

http://www.newswire.ca/en/releases/archive/September2009/10/c3742.html

http://www.boston.com/jobs/globe/articles/041705_buzzwords.html

http://ca.hotjobs.yahoo.com/career-articles-the_most_annoying_overused_words_in_the_workplace-972

Republished from the Winnipeg Free Press print edition January 16, 2010 I2