2.6 Paraphrasing within a Business Context
What is paraphrasing?
To paraphrase means to re-write a sentence or a phrase. The word paraphrase is a derivative of the Greek word paraphrasis. In Greek phrazien means manner of expression. In Greek, para means at, beside, or side by side.
Therefore, to paraphrase means to re-write a sentence and express the same meaning in a different way.
A paraphrase is usually the same length as the original or longer.
How paraphrasing is used in business communication
In business communication, paraphrasing is used to relay facts or opinions originally provided in either written or oral form.
Knowing how to paraphrase well is an integral part of good report writing. Analytical or research reports often include information from reliable and relevant sources. The information can be either paraphrased or directly quoted.
To quote or to paraphrase
As a general rule, direct quotations should be limited to about 10% of the report. The remainder of the researched information should be paraphrased. Inexperienced writers often rely too heavily on direct quotations and end up writing ineffective reports that read like a cut-and-paste of various sources.
To avoid falling into that trap, learn how to paraphrase effectively.
Examples of Paraphrasing Process
How to paraphrase
An effective paraphrase is one that includes several changes to a sentence(s). The changes include re-wording, adjusting sentence structure, and changing perspective.
Follow these steps to paraphrase effectively.
Step 1. Carefully read over the information you want to paraphrase. Apply the reading strategies you have learned and use a dictionary if needed.
Step 2. Replace words and phrases with synonyms. In instances where a word has no equivalent, you can keep it the same.
Original passage
Jelinek, who worked as a co-ordinator for the same large educational organization for many years before retiring, had a reputation as a dependable and hard worker, but she was never promoted to a managerial level, despite many attempts on her part to apply for higher positions. (Jetelina, 2012, para. 2)
Example of Step 2.
Jelinek, who was employed as a co-ordinator for the same large educational institution for many years before becoming superannuated, was known as a reliable and hard worker but never gained a promotion, despite many tries on her part to apply for higher positions.
This is not yet an effective paraphrase because only a few words have been changed. Superannuated is an ineffective replacement for retire because readers might not know its meaning.
Step 3. Change the order of the sentence and change the perspective if possible. Review the changes you made in Step 2 and adjust if needed.
Jelinek, who was employed as a co-ordinator for the same large educational institution for many years before becoming superannuated, was known as a reliable and hard worker but never gained a promotion, despite many tries on her part to apply for higher positions.
Example of Step 3.
Even though Jelinek had tried to get promoted several times before she retired, she was not successful. This was surprising because she has always been viewed as a diligent and industrious employee.
Notice that the words retire and promoted were not changed since they do not have appropriate synonyms. Notice that the sentence structure has been changed, and also that the perspective has been changed in the second sentence.
Step 4. Cite your source.
Example of Step 4.
Even though Jelinek had tried to get promoted several times before she retired, she was not successful. This was surprising because she has always been viewed as a diligent and industrious employee (Jetelina, 2012, para. 2).
Exercises
- Complete the OWL Purdue Paraphrasing Exercise (https://owl.purdue.edu/owl/research_and_citation/using_research/paraphrase_exercises/paraphrasing_exercise.html)
- View possible answers in OWL Purdue Paraphrasing Exercise (https://owl.purdue.edu/owl/research_and_citation/using_research/paraphrase_exercises/paraphrasing_exercise_answers.html)
Additional Resources
The following videos provide steps to effective paraphrasing
Transcript
To Access the Video Transcript:
1. Click on “YouTube” on the bottom-right of the video. This will take you directly to the YouTube video.
2. Click on the More Actions icon (represented by three horizontal dots)
3. Click on “Open Transcript”
References
- Gahan, C. & Caulfield, J. (2022). How to paraphrase in 5 easy steps [Video]. Scribbr. https://www.scribbr.com/citing-sources/how-to-paraphrase/
- Jetelina, M. (2012). Improve your cultural fit, a.k.a soft skills for a competitive advantage. Canadian Immigrant. https://canadianimmigrant.ca/careers-and-education/improve-your-cultural-fit-a-k-a-soft-skills-for-a-competitive-advantage
- Seneca College. (n.d.). Paraphrasing for The Learning Portal. https://plato.algonquincollege.com/ac-Library/Seneca/paraphrase/story_html5.html