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Business writing bias

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Business writing bias
September 02, 2018 1st Anniversary Wishes 4 comments

In academic writing, it is important to avoid using language that can be seen as biased. Bias happens when writers choose language that is either not specific or .

If you’ve been following me for any length of time, you’ll know that one of topics that I write about the most is cognitive biases. So, when I came across an article on the Harvard Business Review that neatly wrapped up some of the more common biases in business decisions, I just had to comment on it.

I agree with just about everything in this table (?), but I’m surprised about one thing: the endowment effect. That is, I’m surprised it’s not listed in the table. Specifically, listed under ‘stability biases’ as this is where it would fit. To refresh your memory:

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In short, it means that people want more money for something than they’d be willing to pay for it. Put differently: we overvalue that which we own. You could think of a simple example of this through the course of a negotiation. When negotiation with someone, we’ll probably overvalue what we bring to the table. Someone may offer you $50 for your 25-year old keyboard (piano), but you think it’s worth at least $75. Barring any outside appraisal, the endowment effect is likely at play here.

Given the number of deal-making that takes place on a regular basis, I’m surprised that we didn’t see this as part of the table. It seems to me that in business, when money is often the thing that’s held in the highest regard (for better or for worse), you’d want to have people with the decision-making power understand that they may be overvaluing what’s theirs.

Upon further reflection, I can understand why one may not see it as a “common” bias because in today’s society, (at least in Western cultures), the common transaction is cash for stuff and not stuff for stuff (barter). If bartering were more the name of the game, then I would certainly want to see the endowment effect on that list. Either way, though, it’s certainly worth remembering that we tend to overvalue the stuff we have.

How to write to engage, persuade and sell Ian Atkinson. crazy, but Here are three types of heuristic bias you can use in your business communications.

Q&A: Bias vs biased

business writing bias

5.2 Think, Then Write: Writing Preparation

Learning Objectives

  1. Explain why preparation is important in business writing.
  2. Think critically and employ strategies to overcome common fears of writing.

“How do I prepare myself for writing?” is a common question and one that has no single correct answer. When do you do your best work? Whatever your work or task may be, it doesn’t have to be writing. Some people work best in the morning, others only after their daily dose of coffee. Still others burn the midnight oil and work well late into the night while their colleagues lose their productive edge as the sun sets. “To thine own self be true,” is a great idea when you have the freedom to choose when you work, but increasingly our lives are governed by schedules and deadlines that we do not control. You may have a deadline that requires you to work late at night when you recognize that you are far more productive early in the morning. If you can, consider one important step to writing success: know when you are most productive. If you cannot choose your timing, then dedication and perseverance are required. The job must be completed and the show must go on. Your effort demonstrates self-control and forbearance (as opposed to impatience and procrastination) and implies professionalism.

To be productive, you have to be alert, ready to work, and can accomplish tasks with relative ease. You will no doubt recognize that sometimes tasks take a lot longer, the solution is much harder to find, and you may find work more frustrating at other times. If you have the option, try to adjust your schedule so the writing tasks before you can be tackled at times when you are most productive, where you ability to concentrate is best, and when you are your most productive. If you don’t have the option, focus clearly on the task before you.

Every individual is different, and what works for one person may be ineffective for someone else. One thing that professional writers agree on, however, is that you don’t need to be in the “right mood” to write—and that, in fact, if you wait for the right mood to strike, you will probably never get started at all. Ernest Hemingway, who wrote some of the most famous novels of the twentieth century as well as hundreds of essays, articles, and short stories, advised writers to “work every day. No matter what has happened the day or night before, get up and bite on the nail” (Hemingway, 1999).

In order for your work to be productive, you will need to focus your attention on your writing. The stereotype of the writer tucked away in an attic room or a cabin in the woods, lost in the imaginary world created by the words as they flow onto the page, is only a stereotype. Our busy lives involve constant interruption. In a distraction-prone business environment, much of your writing will be done while colleagues are talking on the phone, having face-to-face conversations as they walk by, and possibly stopping at your desk to say hello or ask a question. Your phone may ring or you may have incoming instant messages (IMs) that need to be answered quickly. These unavoidable interruptions make it even more important to develop a habit of concentrating when you write.

The mind has been likened to a brace of wild horses; if you have ever worked with horses, you know they each have a mind of their own. Taken individually they can be somewhat manageable, but together they can prove to be quite a challenge. Our minds can multitask and perform several tasks simultaneously, but we can also get easily distracted. We can get sidetracked and lose valuable time away from our designated task. Our ability to concentrate is central to our ability to write effectively, whether we work alone or as part of a team.

In many business situations, you may not be writing solo but instead collaborating on a document with various coworkers, vendors, or customers. The ability to concentrate is perhaps even more important in these group writing situations (Nickerson, Perkins, & Smith, 1985). In this discussion, we’ll consider the writing process from a singular perspective, where you are personally responsible for planning, researching, and producing a product of writing. In other areas of this text we also consider the collaborative process, its strengths and weaknesses, and how to negotiate and navigate the group writing process.

Thinking Critically

As you approach your writing project, it is important to practice the habit of thinking critically. Critical thinking can be defined as “self-directed, self-disciplined, self-monitored, and self-corrective thinking” (Paul & Elder, 2007). It is the difference between watching television in a daze versus analyzing a movie with attention to its use of lighting, camera angles, and music to influence the audience. One activity requires very little mental effort, while the other requires attention to detail, the ability to compare and contrast, and sharp senses to receive all the stimuli.

As a habit of mind, critical thinking requires established standards and attention to their use, effective communication, problem solving, and a willingness to acknowledge and address our own tendency for confirmation bias, egocentrism, and sociocentrism. We’ll use the phrase “habit of mind” because clear, critical thinking is a habit that requires effort and persistence. People do not start an exercise program, a food and nutrition program, or a stop-smoking program with 100 percent success the first time. In the same way, it is easy to fall back into lazy mental short cuts, such as “If it costs a lot, it must be good,” when in fact the statement may very well be false. You won’t know until you gather information that supports (or contradicts) the assertion.

As we discuss getting into the right frame of mind for writing, keep in mind that the same recommendations apply to reading and research. If you only pay attention to information that reinforces your existing beliefs and ignore or discredit information that contradicts your beliefs, you are guilty of confirmation bias (Gilovich, 1993). As you read, research, and prepare for writing, make an effort to gather information from a range of reliable sources, whether or not this information leads to conclusions you didn’t expect. Remember that those who read your writing will be aware of, or have access to, this universe of data as well and will have their own confirmation bias. Reading and writing from an audience-centered view means acknowledging your confirmation bias and moving beyond it to consider multiple frames of references, points of view, and perspectives as you read, research, and write.

Egocentrism and sociocentrism are related concepts to confirmation bias. Egocentrism can be defined as the use of self-centered standards to determine what to believe and what to reject. Similarly, sociocentrism involves the use of society-centered standards (Paul & Elder, 2007). Both ways of thinking create an “us versus them” relationship that can undermine your credibility and alienate readers who don’t share your viewpoint.

This leads to confirmation bias and groupthink, resulting in false conclusions with little or no factual support for a belief. If a person believes the earth is flat and never questions that belief, it serves as an example of egocentric thinking. The person believes it is true even though he has never questioned why he believes it. If the person decides to look for information but only finds information that supports his pre-existing belief, ignoring or discrediting information that contradicts that belief, he is guilty of confirmation bias. If he believes the earth is flat because everyone in his group or community believes it, even though he himself has never questioned or confirmed the belief, he is guilty of sociocentrism.

In each case, the false thinking strategy leads to poor conclusions. Watch out for your tendency to read, write, and believe that which reflects only what you think you know without solid research and clear, critical thinking.

Overcoming Fear of Writing

For many people, one of the most frightening things in life is public speaking. For similar reasons, whether rational or irrational, writing often generates similar fears. There is something about exposing one’s words to possible criticism that can be truly terrifying. In this chapter, we are going to break down the writing process into small, manageable steps that, in turn, will provide you with a platform for success. To take advantage of these steps, you need to acknowledge any reluctance or fear that may be holding you back, and bring your interests and enthusiasm to this discussion on writing.

Having a positive attitude about writing in general, and your effort, is also a key ingredient to your success. If you approach a writing assignment with trepidation and fear, you will spend your valuable time and attention in ways that do not contribute positively to your writing. People often fear the writing process because of three main reasons:

  1. Negative orientation
  2. Risk of failure
  3. Fear of the unknown

Let’s take each reason in turn. Negative orientation means the writer has a pre-existing negative association or view of the task or activity. We tend to like people who like us (Gudykunst & Kim, 1997), tend to pursue activities where we perceive rewards and appreciation for our efforts, and are more likely to engage in activities where we perceive we are successful. Conversely, we tend to not like people who we perceive as not like us, tend to ignore or avoid activities where we perceive we are not appreciated or are not rewarded, and are less likely to engage in activities where we perceive we are not successful. For some writers, previous experiences have led to a pre-existing association with writing. That association may be positive if they have been encouraged, affirmed, or rewarded as they demonstrated measurable gain. That association may also be negative if efforts have been met with discouraging feedback, a lack of affirmation, or negative reinforcement.

Effective business writing is a highly valued skill, and regardless of the degree to which writing will be a significant aspect of your designated job duties, your ability to do it well will be a boost to your career. If you have a negative orientation toward writing, admitting this fact is an important first step. Next, we need to actively seek ways to develop your skills in ways that will demonstrate measurable gain and lead to positive affirmation. Not everyone develops in the same way on the same schedule, and measurable gain means that from one writing assignment to the next you can demonstrate positive progress. In an academic setting, measurable gain is one of your clear goals as a writer. In a business or industry setting, you may lack the time to revise and improve, meaning that you will need to get it right the first time. Take advantage of the academic setting to set positive, realistic goals to improve your writing. Surround yourself with resources, including people who will help you reach your goal. If your college or university has a writing center, take advantage of it. If it does not, seek out assistance from those whose writing has been effective and well received.

It is a given that you do not want to fail. Risk of failure is a common fear across public speaking and writing situations, producing predictable behavioral patterns we can recognize, address, and resolve. In public speaking, our minds may go blank at the start of a presentation as we confront our fear of failure. In writing, we may experience a form of blankness often referred to as “writer’s block”—the overwhelming feeling of not knowing what to write or where to start—and sit helplessly waiting for our situation to change.

But we have the power to change our circumstances and to overcome our risk of failure. You may be familiar with the concept of a rough draft, but it may compete in your mind with a desire for perfection. Writing is a dynamic process, a reflection of the communication process itself. It won’t be perfect the first time you attempt it. Awareness that your rough draft serves a purpose, but doesn’t represent your final product, should serve in the same way a rehearsal for a speech serves a speaker. You get a second (or third) chance to get it right. Use this process to reduce your fear of failure and let go of your perfectionist tendencies, if only for a moment. Your desire for perfection will serve you well when it comes to polishing your finished document, but everything has its time and place. Learning where and when to place your effort is part of writing preparation.

Finally, we often fear the unknown. It is part of being human, and is reflected across all contexts, including public speaking and writing. If you have never given a speech before, your first time on stage can be quite an ordeal. If you have never written a formal business report, your fear of the unknown is understandable. How can you address this fear? Make the unknown known. If we take the mystery out of the process and product, we can see it for its essential components, its organizational pattern, and start to see how our product may look before we even start to produce it. In many organizations, you can ask your supervisor or coworkers for copies of similar documents to the one you have been assigned, even if the content is quite different. If this is not an option, simply consider the way most documents in your company are written—even something as basic as an interoffice e-mail will provide some clues. Your goal is to become familiar with the type of document and to examine several successful examples. Once you see a couple of reports, you will have a better feel for what you have to produce and the unknown will be far less mysterious.

Key Takeaway

There are several reasons why people fear writing, but there are also several strategies to reduce or eliminate those fears.

Exercises

  1. How would you describe your orientation to writing? Where does this orientation come from? Discuss your thoughts with a classmate.
  2. If you could identify one aspect of your writing you would like to improve, what would it be and why? Write a one- two-page essay on this subject.
  3. What kinds of writing do you like? Dislike? Explain why and provide an example of each. Share and compare with the class.
  4. Who is your favorite author? What do you like about her or his writing? Discuss your opinion with a classmate.

References

Gilovich, T. (1993). How we know what isn’t so: The fallibility of human reason in everyday life. New York, NY: The Free Press.

Gudykunst, W. B., & Kim, Y. Y. (1997). Communicating with strangers: An approach to intercultural communication (3rd ed.). New York, NY: McGraw-Hill.

Hemingway, E. (1999). Ernest Hemingway on writing (L. W. Phillips, Ed.). New York, NY: Simon & Schuster Adult Publishing Group.

Nickerson, R. S., Perkins, D. N., & Smith, E. E. (1985). The teaching of thinking. Hillsdale, NJ: Lawrence Erbaum Associates.

Paul, R., & Elder, L. (2007). The miniature guide to critical thinking: Concepts and tools. Dillon Beach, CA: The Foundation for Critical Thinking Press.

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Ways to Reduce Bias in Business Communications

business writing bias

Today's business world demands equal opportunity and inclusion of all races, sexual orientations, ages, ethnic backgrounds, national origins and both genders. Numerous state and federal laws, including the Civil Rights Act of 1964 and the Equal Pay Act, establish anti-discrimination criteria throughout the United States.

Employers are not only required to provide equal opportunity in hiring and employment opportunities, but also a workplace that shows equity and fairness toward minorities and protected classes. This extends into written communications in a business. Employers are required to ensure their managers and employees show respect for one another in all communication forums. Failure to comply with anti-discrimination laws can lead to civil suits as well as sanctions by the Equal Employment Opportunity Commission and state agencies which enforce these laws.

Gender Biased Pronouns

When writing emails, letters, memos, forms, advertisements, presentations and any other form of communication, be aware of gender pronouns. In general, try to avoid them. Instead of writing something like, "we issued every employee his own laptop," try "we issued every employee a laptop." Another example could be "Make sure every doctor educates his nurse on the topic." A doctor can be of either gender. Instead use something like, "Make sure doctors educate their respective nurses."

Gendered Terminology

Words that traditionally carry a gendered connotation are easily overlooked landmines. For example, business are replacing the traditional title of salesman with salesperson, sales representative or sales associate. Many businesses and government agencies also have begun calling the head of a department or board of directors a chair or chairperson instead of a chairman. In the airline industry, the old term "stewardess" has been changed to flight attendant both to bring more respect to the title and to account for males in the profession.

Racial Notes

There are very few places in business communication that are appropriate for writing about someone's race or ethnic background. Employees and managers should avoid describing people in racial and ethnic terms at all costs. This can be most damaging to an organization if interviewers or hiring managers make notes on an applicant's resume or hiring paperwork which describe the person's color, race or national origin.

Many companies have a policy of not making notes on resumes in part for this reason. Even if the description is just to help someone remember which candidate is which and not intended as discriminatory, the appearance of discrimination still can be damaging.

About the Author

Eric Feigenbaum started his career in print journalism, becoming editor-in-chief of "The Daily" of the University of Washington during college and afterward working at two major newspapers. He later did many print and Web projects including re-brandings for major companies and catalog production.

Bias in business communication often emerges when a team member filters language too closely through personal experience, without regard to the insight of peers or customers. According to authors Mary Ellen Guffey and Richard Almonte, bias creeps into business communication from.

Biased Language Definition and Examples

business writing bias

Chapter 4
3-x-3 writing process A systematic plan for developing business communications.
academic writing Preparing messages for teachers and professors.
adaptation The process of creating a message that suits an audience.
age bias Language that seems to exclude or stereotype individuals based on their age.
analyzing The process of identifying the purpose of a message and the best channel over which to send it.
anticipating The process of determining who ones audience is and what he or she is like.
bias-free Objective, impartial, nondiscriminatory.
blog A personal online journal in reverse-chronological order that is updated frequently and on which readers can comment.
brainstorming A popular method of generating a wide variety of ideas about a topic or problem.
broker An individual who helps people buy and sell securities, property, insurance, and other items.
business writing Preparing professional messages that are purposeful, persuasive, economical, and reader oriented.
channel The medium over which a message is physically transmitted, such as computer, phone, written document, or spoken word.
collaboration The process of working together to achieve a goal or to solve a problem.
conciseness Economy in writing or speaking that is achieved by using as few words as possible.
concrete noun A noun that names an object that can be easily visualized or imagined.
conversational Using an informal tone instead of a formal, pretentious tone.
copyright A set of exclusive rights granted to the creators of such things as literary works, music, movies, plays, art, software, photos, and intellectual property.
Copyright Act of 1976 Protects authors of published and unpublished works.
copyright infringement Using copyrighted material without a license or permission to do so.
diction A writers choice of words to create meaning.
disability bias Language that seems to exclude or stereotype individuals based on the presence of a physical or mental disability.
discussion board An online bulletin board on which members post and read messages.
e-mail Mail that is composed on and transmitted by a computer system or network.
economical Written concisely to save the reader time.
empathy Identifying with another’s feelings or situation.
ethical Conforming to acceptable conduct or behavior.
ethnic bias Language that seems to exclude or stereotype individuals based on ethnic identification.
fair use A legal concept that limits an individuals right to use copyrighted material without obtaining permission.
fax A process of digitally copying a document and electronically transmitting it over telephone lines.
footnote A reference in a written document that cites a source used.
gender bias Sexist language that seems to exclude or stereotype an individual based on his or her gender.
goodwill A positive feeling the reader has toward an individual or an organization.
groupware Software that allows users to share information and documents and to work together on projects.
instant messaging Exchanging messages in real time using an instant messaging (IM) service.
jargon Specialized or technical vocabulary used by a specific profession, field, or group.
litigation A legal proceeding in a court of law.
mailing list A discussion group that operates by having messages delivered to members via e-mail.
multitasking Working on more than one task or job at once.
nonjudgmental Avoiding making judgments based on personal opinions or feelings.
online collaboration tools Tools that support team writing such as e-mail, mailing lists, discussion boards, instant messaging, groupware, portals, blogs, and wikis.
persuasive Having the ability to stimulate action or belief.
portal A Web site that acts as a starting point for using the Internet.
positive language Expressions that create goodwill and give more options to receivers.
prewriting The first stage in Phase 1 of the writing process, which includes analyzing, anticipating, and adapting messages to fit their purpose and audience.
primary audience The person(s) for whom a written or oral message is intended.
product liability The responsibility of a manufacturer or company when defective products are made or sold.
public domain Material that is not copyrighted and is available for general public use.
purposeful Having a specific purpose or goal.
racial bias Language that seems to exclude or stereotype individuals based on racial identification.
recursive A task or process that can repeat itself indefinitely.
revising The third stage in Phase 1 of the writing process, which includes revising, proofreading, and evaluating.
secondary audience Others who might see a written message or hear an oral message other than the primary audience.
stereotype An oversimplified behavioral pattern applied uncritically to a group.
synonym A word that has the same meaning as another word.
systematic Being ordered and planned.
teleconferencing A real-time connection between three or more people in different geographic locations that involves audio only, usually over a phone line.
thesaurus A tool that lists words and their synonyms.
tone Conveyed largely by the words used, reflects the feeling that people receive upon hearing or reading a message.
tort law Involves wrongful civil acts other than breach of contract.
videoconferencing A real-time connection between two or more people in different geographic locations that involves audio and video.
voice mail A computerized system for answering, routing, recording, and saving telephone messages.
wiki A Web application that allows multiple users to add, edit, and delete content using any Web browser.
writing The second stage in Phase 1 of the writing process, which includes researching, organizing, and composing.
you view An audience-focused perspective that emphasizes receiver benefits.
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Read this post for some ideas on how to avoid gender bias in your writing.

business writing bias
Written by Kinris
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