Welcome to Language Design Thinking Cafe Kotohatsumugi
Welcome to Language Design Thinking Cafe Kotohatsumugi!
"Argh, I couldn't get my point across again..." Do you ever feel frustrated with the words you use every day?
What if, just like a simple trick can make your coffee taste remarkably better, a little awareness could dramatically change your words, smoothing out both your relationships and your work?
In this article, our word barista "Nekokichi" (a black cat) and first-year professional "Kotoha" (a human girl) will chat casually and share the secret recipes of the "Language Design Thinking Cafe Kotohatsumugi."
This time, our theme is the tagline of Language Design Thinking: "From Using Words to Designing Them."
"Design sounds complicated..." "I don't have the knack for it..."
If that's what you thought, don't worry at all. By the time you finish reading this article, you'll surely be thinking, "Ah, I get it!" and "I'll try this tomorrow!" feeling excited.
Come on in, open the cafe door, and take a step into a new world of communication!
Why Do We Need "Language Design"? Kotoha's Failures and Successes
"What does 'designing words' actually mean?"
Right, it might not click just yet. Let's compare a slightly embarrassing failure and a brilliant success story from Kotoha, a regular (?) at our cafe.
[Failure Story] Trying to Help with "I'm Handling It!" Leads to Chaos...
Previously, when asked for an update by her boss in a meeting, Kotoha replied:
"Regarding that matter, I am currently handling it. I will report back again during our next meeting."
The result... as you can imagine, was chaos. Kotoha herself was still figuring out how to handle it, considering several options. Time ticked by as she tried to decide what to do... Having already said she was handling it, she wished she could disappear.
This is a typical example of simply "using" words without deep thought. It might get you through the moment temporarily, but...
[Success Story] Just Changing the Way She Spoke Earned High Praise!
On another occasion, Kotoha faced a similarly difficult task. This time, she thought carefully about how to communicate.
"The goal for this matter is to achieve state XX. To do that, the possible approaches I've considered are Plan A and Plan B. The advantages of Plan A are... and the disadvantages are... For Plan B..."
And what happened? Her boss's reaction completely changed!
"I see, I get the whole picture now. Based on your analysis, Plan B seems less risky this time. Okay, let's proceed with that. However, be careful about this part..."
Not only did he make an immediate decision, but he also gave precise advice!
What Exactly is "Language Design"?
What was the difference between these two experiences?
According to Master Nekokichi, the latter way of communicating is precisely "Language Design."
She calmly analyzed the situation (= ideational)
She considered the order and focus of information so the other person could easily understand (= textual)
She chose words conscious of her relationship with the person she was consulting (= interpersonal)
In other words, in the first instance, she used a common, standard phrase. In the second, she strategically "designed" her words. It's amazing how much the outcome can change just by having the awareness to "design" your language, even in similar situations.
The Compass for Polishing Your Language Design Skills: What is "SFL"? Let's Understand with a Hamburger!
"Okay, I'm going to design my words! ...But how?"
The powerful compass for honing this "design skill" is a theory that might sound a bit technical: "Systemic Functional Linguistics (SFL)."
But don't tense up! Master Nekokichi explained the core of SFL very simply, using a "hamburger" analogy.
The basic idea of SFL is that "Language is a network of choices." The moment we speak, countless word choices (like a mesh) spread out before us, and we consciously or unconsciously select the most suitable ones.
SFL organizes these "perspectives for choosing words" into three major functions, called "metafunctions." These are the "three basic tools" for designing language.
Let's think about this with a hamburger...
The Ingredients Themselves (Ideational Metafunction)
In hamburger terms: The "patty, lettuce, tomato, cheese," etc. – the ingredients themselves.
What you want to convey: "World events" or the "content of the information."
The function of communicating facts and experiences: "Who," "did what," "where," "what."
Assembly & Wrapping (Textual Metafunction)
In hamburger terms: "How to assemble the ingredients," "what kind of wrapper to use." Where should the patty go to taste best?
How to structure the information: "In what order," "emphasizing what part." This function organizes the flow of the conversation.
Sentence structure, use of conjunctions, and whether information is new or old are relevant here.
The Server's Attitude (Interpersonal Metafunction)
In hamburger terms: "The attitude of the server providing the hamburger." No matter how delicious, if handed over by a server with a bad attitude...
How to express the "relationship between speaker and listener" and the "speaker's feelings/attitude."
The degree of politeness, emotional expression, certainty vs. conjecture, etc., fall under this.
How about that?
Ideational: What to convey (Ingredients)
Textual: How to structure it (Assembly/Wrapping)
Interpersonal: How to convey it (Server's Attitude)
Just having these three perspectives dramatically increases the resolution when choosing words and expands the possibilities for design!
[Practice] Try Designing This Today! "Progress Report to Your Boss (When Delayed...)"
Okay, I understand the theory, but how do I actually do it?
Here's a mini-workshop straight from Master Nekokichi. Today's theme... something many people struggle with: "Reporting progress to your boss (especially when you're behind schedule)!"
Step A: Pre-Design Communication (The Common Way...)
Kotoha might say something like this... "Ah, Manager... sorry, about that document... it's, uh, still not quite finished..." (mumbling)
This just makes the boss anxious: "Huh? When will it be done? Is everything okay?"
Step B: Design with SFL's Three Metafunctions!
Ideational (What's happening?): What's the specific progress percentage? What's causing the delay? When can it be completed? Describe the facts objectively.
Textual (Information order/focus): Apologize first? Explain the situation? State the conclusion (when it will be done) upfront? Think about what information the boss most wants to know and structure accordingly.
Interpersonal (Relationship/Evaluation): How to convey apology? But also show a positive attitude? Adjust politeness and expression based on the relationship with the boss.
Designing your words with these perspectives might lead to something like this:
[Designed Progress Report]
"Good afternoon, Manager. Regarding the presentation document you requested the other day, I apologize, but analyzing the related data is taking longer than initially anticipated. I'm currently about 80% complete. I will finish and submit it by tomorrow morning. I am very sorry for the delay and appreciate your patience."
What do you think? Even though the situation is the same ("I'm late"), the second version conveys sincerity much better, the situation is more concrete, and most importantly, it's clear "by when it will be finished." This should reassure the boss.
This is just a glimpse of the power of "designing your words."
Summary
Master Nekokichi summed up today's "Language Design Cafe" points like this:
"Words are like furniture. Just changing the arrangement transforms the room."
Depending on how you arrange and choose your words, the atmosphere of the communication space—that is, your relationship with the other person and how well you're understood—can change completely.
We hope this article serves as an inspiration for you to design your "word room" to be more comfortable and functional.
Want to Learn More About "Language Design Thinking"?
At "Language Design Thinking Cafe Kotohatsumugi," we're looking for your word-related worries and questions like "How should I design my words in this situation?"
Why not post your thoughts in the comments section of our YouTube channel, "Language Design Thinking"? The next theme is apparently "Designing 'Thank You'."
Thank you for reading to the end! If you found today's talk interesting, useful, or thought, "I'll try this tomorrow!", we'd be delighted if you could support us with a "like" or share of this article!