The Art of Communication: Rules for the Proper Use of Language and Acronyms in Official Documents (Spanglish).
Writing in Spanglish is a linguistic phenomenon that has become a common practice in some companies with operations in Latin America, arising from the combination or mixture of elements from Spanish and English in a person's speech. This fusion of the two languages can manifest itself in various ways, such as the incorporation of English words into a conversation in Spanish, the use of hybrid expressions that combine terms from both languages, and the adaptation of English words to the phonetic system of Spanish. Spanglish is common in communities where both languages are spoken, and although it does not follow a standardized linguistic system, it reflects the influence of the coexistence of these two languages in everyday life.
There are two especially relevant types of Spanglish:
Let's look at two examples (Both texts may appear similar, but they come from different types of Hispanic generations):
Now, let's transfer this consideration to the business context, where it is necessary to draft official documents, policies, security standards, and procedures. Would it be appropriate to use language (Spanglish) that reflects cultural speech or thinking? There are circumstances in which the content of a document requires a better approach when drafting it. A policy establishes the standards, expectations, and principles that guide behavior and decisions within an organization. It can have legal implications when addressing points such as regulatory compliance, business ethics, security measures, or human resources policies. The application and compliance with these policies can be cited in case of legal disputes, especially in the workplace. Both a company and an employee can lose a case in court if a document is poorly drafted and/or leads to an incorrect interpretation of its compliance.
Imagine a procedure written in Spanglish that must be read by someone who does not fully understand either Spanish or English. If a person makes a mistake or their safety is compromised due to a misinterpretation of a document, this could result in a serious problem. The appropriate approach is to draft the document entirely in English or Spanish, but never as a mix of both. The use of Spanglish in drafting documents in multicultural countries is a topic that can generate diverse opinions and will depend on the specific context and the audience for whom the documents are intended. Here are some considerations:
The inclusion of hybrid terms or poorly translated terms could create ambiguity, leading to disputes between the parties involved. These differences in interpretation can affect perceptions of the obligations and responsibilities established in the document.
Another aspect to highlight is the organization of documents within a company; inefficient management of official documents can impact productivity and expose significant risks in key business relationships. The lesson learned is clear:
It is suggested to follow some steps to correctly name documents, and one of the first steps is to define the language in which they will be organized:
Document Control
In the case of companies with operations in various countries wishing to standardize their rules and procedures, it is recommended to translate documents into the languages of each region (Spanish, French, Portuguese). For example, using standard language codes in the following way might not be the most logical choice:
A recommended practice for correctly identifying documents could be (if you want to organize them in Spanish):
领英推荐
If you want to organize all documents in English because the company is in the United States and that's what its standard dictates, a good practice could be:
If there are multiple versions of the same document, it is advisable to add the version number at the end. This will indicate that an update or modification to the original document has taken place, and you should always use or refer to the latest update or version. For example:
Make sure all names are written in a consistent format. This not only improves visual presentation but also facilitates the identification of the right documents. For example, note that the second version (v2) of the original document (v1) intends to be the new version but is written differently:
The correct way would be:
Or it could be done this way:
Lack of organization can increase security problems, such as inadequate access control to sensitive documents. Establishing a coherent organizational structure and using document management practices can significantly contribute to improving productivity and reducing risks associated with information loss. Organized companies typically use centralized Document Management Systems (DMS) that enable the creation, storage, organization, and efficient retrieval of documents. This facilitates access to information and reduces the possibility of data loss. Version control is implemented here to track changes in documents over time, and access and permissions are controlled.
Understanding Acronyms
One last point, and that is the proper use of acronyms. On several occasions, there is an excessive use of acronyms, which complicates the understanding of the document for those who are not familiar with them. Some people tend to communicate predominantly through acronyms. The correct use of acronyms in the drafting of an official document is crucial to ensure clarity and proper understanding.
Some basic rules:
The identical principle holds true when composing emails. It is quite common for emails to contain numerous acronyms, and the sender might be unaware that the recipient doesn't grasp the message. The recipient may hesitate to seek clarification, potentially resorting to searching online or compiling a list of company acronyms in excel to decipher the organization's digital communication style. It is too common now to see people talking and writing this way:
?
?