How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

ACKNOWLEDGMENTS
Author: Ronald G. Ross
Co-Founder & Principal, Business Rule Solutions, LLC
Executive Editor, www.BRCommunity.com
Chair, Business Rules & Decisions Forum Conference
Twitter: @Ronald_G_Ross

Editor: Keri Anderson Healy

Editor, www.BRCommunity.com

The author would like to acknowledge …

 Gladys S.W. Lam, Co-Founder & Principal of Business Rule Solutions, LLC, who co-developed the
concepts and approach described in this Primer.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

ABOUT THIS PRIMER

There’s a high premium on knowing how to The business counterpart to a data model is
craft great definitions. Every business analyst a concept model. How to create a concept
should know how. That skill is the focus of this model is well beyond the scope of this Primer,
Primer. By the way, terms in this Primer in this but if you are doing a concept model, the style
font are defined in the Primer’s Glossary. of definitions described in this Primer will suit
you perfectly.
There are various schools of thought about
how to define terms, some arising from This Primer is organized as a set of guidelines,
professional terminologists and academia. each with one or more examples. Each guideline
But those approaches are often relatively can be understood on its own, but the overall
arcane and not well-suited to everyday set is mutually supportive and comprehensively
business practice. interlocking. Master this set of guidelines and
your definitions are guaranteed world-class.
So ConceptSpeak™, the BRS approach, stays
with common dictionary practices. They BASIC CRITERIA FOR GREAT BUSINESS DEFINITIONS
are perfectly adequate for your needs. By
To get you started, here are some basic criteria
‘dictionary’ I mean natural language dictionaries
for great business definitions:
of course, not any kind of dictionary arising
from IT (e.g., data dictionaries).  It should be easy to give examples for
the thing defined, but there should be
Definitions with subtle IT or ‘data’ bias are an
no counterexamples.
anathema to effective communication with
 Each definition should communicate the
business partners. Good business definitions
essence of what a thing is, not what it
are oriented to what words mean when used
does, how it’s used, or why it’s important.
by real business people talking directly about
 The definition of a thing should focus on
real business things.
its unique characteristics.
If you want to talk about how data is retained  Each thing you define should be
or exchanged, do a data model. A good data distinguishable from every other thing
model has definitions too of course, but they you define using the definition alone.
subtly relate to fields and data types, not  Each definition should be concise and as
directly to things in the real world. That short as possible without loss of meaning.
bias throws them off-center for business A definition should be readable.
communication. This implicit mindset is often One thing may surprise you about great
hard for those with a data or IT background to business definitions. The very first noun in each
unlearn. But not impossible! If you fall into this definition is absolutely key. These first words are
category, this Primer will teach you how. the secret sauce of excellent definitions. That’s
where we’ll pick up with the guidelines.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

TABLE OF CONTENTS
ACKNOWLEDGMENTS ........................................................................................................................1
ABOUT THIS PRIMER ..........................................................................................................................3
Basic Criteria for Great Business Definitions .......................................................................................................... 3
TABLE OF CONTENTS ..........................................................................................................................4
1. SETTING UP A DEFINITION PROPERLY .............................................................................................5
Guideline 1.1 The definition for a term should start with a noun. ............................................................. 5
Guideline 1.2 The kick-off word of a definition should not be the term being defined. .................... 5
Guideline 1.3 A definition should not be simply a synonym of the term defined. ............................... 6
Guideline 1.4 The kick-off word of a definition and the concept being defined should align. ....... 6
2. AVOIDING PLURALS IN SETTING UP A DEFINITION ..........................................................................9
Guideline 2.1 The term being defined should be given in the singular form. ........................................ 9
Guideline 2.2 The kick-off word of a definition should be given in the singular form. ...................... 9
3. CAPTURING THE ESSENCE OF A CONCEPT ..................................................................................... 11
Guideline 3.1 The definition of a term should express the essence of the concept, not its
purpose, function, or use. .............................................................................................................. 11
Guideline 3.2 A definition should be clear about whether the concept being defined is an
individual or a general concept. ................................................................................................. 11
4. ENSURING THE INTERNAL QUALITY OF DEFINITIONS..................................................................... 13
Guideline 4.1 A definition should not comprise multiple sentences. ..................................................... 13
Guideline 4.2 A definition should not embed business rules. .................................................................... 13
Guideline 4.3 A definition should provide a clear antecedent for each embedded pronoun. ....... 14
Guideline 4.4 A definition should provide a clear antecedent for each definite article after the
kick-off word. ..................................................................................................................................... 14
5. ALIGNING MULTIPLE DEFINITIONS................................................................................................ 15
Guideline 5.1 The definition of a qualified term should not depart in kind from the meaning of
the term that has been qualified. ............................................................................................... 15
Guideline 5.2 The definition of a qualified term should not repeat (or conflict with) text in the
definition of the underlying term. ............................................................................................. 15
Guideline 5.3 A definition of a term, or some significant part of that definition, should not be
repeated in the definition of another term. ........................................................................... 16
Guideline 5.4 The definition of a compound term should not depart in meaning from that of the
underlying terms taken collectively. ......................................................................................... 17
Guideline 5.5 A set of definitions should not be circular. ............................................................................. 17
6. CONTEXT ..................................................................................................................................... 19
Guideline 6.1 An entry whose meaning cannot be standardized for the entire scope of a
vocabulary should be disambiguated by context. ............................................................... 19
GLOSSARY ........................................................................................................................................ 21
ABOUT THE AUTHOR: RONALD G. ROSS ............................................................................................ 25
ABOUT BUSINESS RULE SOLUTIONS .................................................................................................. 26

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

1. SETTING UP A DEFINITION PROPERLY

GUIDELINE 1.1 THE DEFINITION FOR A TERM GUIDELINE 1.2 THE KICK-OFF WORD OF A
SHOULD START WITH A NOUN. DEFINITION SHOULD NOT BE THE TERM BEING
DEFINED.
Discussion: A definition should express what a
thing is, not what it does. So the first significant Discussion: The first word in a definition
word in a definition should be a noun or noun should be some noun other than the term
phrase rather than a verb. This noun or noun being defined.
phrase is called the kick-off word.
Example: developer
Example: governance process Poor definition: a developer is responsible
Poor definition: identifies decision makers for the engineering of solutions
and the process and information required
That a developer is a developer is a tautology.
for a decision to be made and describes
Saying so adds nothing.
how approvals and prioritization decisions
are made Revised definition: a professional
responsible for the engineering of solutions
This definition is built around two verbs,
identifies and describes, which express The revised definition indicates that a developer
something about what the concept does, is a professional. Understanding of the concept
not what it is. The concept being defined, has been enhanced.
governance process, is first and foremost a
Example: indicator
process. So the concept should be defined
with that starting point. Poor definition: An indicator identifies
a specific numerical measurement that
Revised definition: a process by which indicates progress toward achieving an
appropriate decision makers use relevant objective.
information to make decisions regarding
a change or solution, including means for This definition is given as a complete sentence
obtaining approvals and priorities with the term being defined, indicator, as the
kick-off word. Repeating the term in the
This revised definition expresses what
definition is unnecessary and merely makes
a governance process is by including an
the definition wordier. Definitions should be
appropriate noun, process, to initiate the
given as phrases, not sentences. The basic idea
definition.
is that the phrase could be substituted for the
term in any business communication you write
with no change in meaning.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

Revised definition: a numerical entry in a vocabulary, as follows. The term that

measurement that gauges progress follows “see” should be the term preferred for
toward achieving an objective usage — in this example, evaluation.

The revised definition is given as a phrase assessment: see evaluation

rather than a sentence. It does not embed the
term being defined, indicator. In any business GUIDELINE 1.4 THE KICK-OFF WORD OF A
communication you write, instead of indicator DEFINITION AND THE CONCEPT BEING DEFINED
SHOULD ALIGN.
you should be able to say “numerical
measurement that gauges progress toward Discussion: The initial noun or noun phrase
achieving an objective” and mean exactly the in the definition of a concept should simply
same thing. represent a more general (broader) concept or
class of things than the concept being defined.
Note also that the verb indicates in the original
The rest of the text in the definition after the
definition was changed to gauges in the revised
kick-off word should indicate how the concept
version. A verb form of the term being defined
being defined is:
generally should not be used in a definition for
that term.  distinguished from that more general
concept or class, or
GUIDELINE 1.3 A DEFINITION SHOULD NOT BE  is a special case or variation of that
SIMPLY A SYNONYM OF THE TERM DEFINED. more general concept or class.
Discussion: A synonym of a term means exactly
Example: analyst
the same thing as the term itself. It provides no
additional understanding. Poor definition: a generic name for a role
with the responsibility for gathering and
Example: evaluation assimilating data or requirements
Poor definition: an assessment The first noun in this definition is name. A
Evaluation and assessment mean the same flesh-and-blood analyst, the thing being
thing. Identifying a synonym does not provide defined, cannot possibly be a name. Analyst
a definition. and name are two distinct concepts; name is
not a more general or broader concept or class
Revised definition: the result of assessing, of things than analyst. The terms do not align.
judging, appraising, or interpreting something
Revised definition: a professional
The revised definition brings clarity to the
responsible for gathering and
underlying concept. For example, it indicates assimilating data or requirements
that, for intended usage under this vocabulary,
an evaluation is a result, not an act. The first noun in this revised definition
is professional. Analyst and professional
It can be useful to capture accepted synonym(s) align. An analyst is simply one variation
of a term. A synonym is included as its own of professional.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

Example: walkthrough The first noun in the revised definition is state.

Goal and state align. A goal is a desired state.
Poor definition: a type of peer review in
which participants review a proposed State is a more general or broader concept
solution by stepping through its workings than goal. The rest of the text in the definition
together expresses how a goal is a special case of a state.

The kick-off word in this definition is type. A Example: actor

real-world walkthrough cannot possibly be a Poor definition: a human or nonhuman
type. Walkthrough and type are two distinct role that plays a part in a process
concepts; type is not a more general or broader
concept than walkthrough. The terms do not Assume human and nonhuman are being used
align. in this definition as adjectives — that is, as
modifiers of role. The kick-off word is therefore
Revised definition: a peer review in which role. Actor and role are two distinct concepts;
participants review a proposed solution by role is not a more general or broader concept
stepping through its workings together than goal. The terms do not align. A role might
The first (compound) noun in this revised be played by an actor, but that is something an
definition is peer review. Walkthrough and peer actor does, not what an actor is.
review align. A walkthrough is a variation of
Revised definition: a human, device, or
peer review. Peer review is a more general or system that plays a part in a process
broader concept or class than walkthrough. The
rest of the text in the definition expresses how a Instead of a single first noun, this revised
walkthrough is a special case or variation of a definition lists three: human, device, and
peer review. system. If no single term is evident that
covers all relevant variations of the more
Example: goal general or broader concept or class
Proposed definition: qualitative statement appropriate for the definition, a short list
of a state an organization is seeking to such as this one is acceptable.
establish and maintain
Example: methodology
The kick-off word in this definition is statement.
Poor definition: a framework that
Goal and statement are two distinct concepts;
determines which tasks and techniques
statement is not a more general or broader can be used to solve a problem
concept than goal. The terms do not align. A
goal might be expressed by a statement, but The kick-off word in this definition is
that is not what a goal is. framework. Merriam-Webster Unabridged
Dictionary (MWUD) yields no definition of
Revised definition: a state an organization methodology that supports it being a kind
is seeking to establish and maintain, usually of framework. Methodology and framework
expressed qualitatively rather than
are two distinct concepts; framework is not
quantitatively
a more general or broader concept or class
than methodology. The terms do not align.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

MWUD does offer the following definition (1a)

for methodology: a body of methods,
procedures, working concepts, rules, and
postulates employed by a science, art, or
discipline. Therefore a better definition of
methodology might be the following.

Revised definition: a body of methods,

techniques, procedures, working concepts,
and rules that can be used to solve a
problem

The beginning noun phrase in this revised

definition is body of methods, techniques,
procedures, working concepts, and rules. A
noun phrase such as this one is acceptable
in initiating a definition. A methodology is
a variation of the concept that whole noun
phrase represents.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

2. AVOIDING PLURALS IN SETTING UP A DEFINITION

GUIDELINE 2.1 THE TERM BEING DEFINED SHOULD and scope of the definition. The meaning
BE GIVEN IN THE SINGULAR FORM. the definition expresses is what must be
true about each and every instance of the
Discussion: A term designates a concept.
concept experiment.
A definition essentially expresses what each
and every instance (example or case) of that Example
concept is. Ambiguity can therefore arise when
Poor entry:
the term is given in the plural form. Does the
definition apply to only some of the instances actor(s): humans, devices, and systems
or to all of them? Such ambiguity can be that play a part in a process
avoided if the term being defined is given
The term defined in this entry is given in a
in the singular form.
parenthetical plural form. It should be given
Example in the singular form. No “s” or “(s)” is needed
or desirable. So the entry should simply be:
Poor entry:
Revised entry:
experiments: acts or operations carried
out under controlled conditions to test, actor: a human, device, or system that
establish, or illustrate the workability of plays a part in a process
a solution
GUIDELINE 2.2 THE KICK-OFF WORD OF A
The term defined in the entry above is given DEFINITION SHOULD BE GIVEN IN THE SINGULAR
in the plural form. These questions arise: FORM.

 Does the entry refer to a particular kind or Discussion: Just as the term being defined
group of experiments, or to each and every should be given in the singular form, the first
experiment of any kind or group? significant word in its definition should be
 Are the experiments only those that relate given in the singular form as well. Since a
to the workability of a particular solution, or definition expresses what each and every
to any experiment apart from what solution instance of the concept is, the kick-off word
it might be addressing? should be expressed such that it could be used
to reference any given instance.
Revised entry:
Example: constraint
experiment: an act or operation carried
out under controlled conditions to test, Poor definition: limitations imposed on a
establish, or illustrate the workability of solution by circumstances or available means
a solution
The kick-off word in this definition, limitations,
This revised entry gives the term in the singular is given in the plural form, which suggests one
form. It removes doubt about the applicability

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

constraint is many limitations. Something is Example: context

lost in the meaning. A constraint might produce
Poor definition: the circumstances that
many limitations, but that possible fact does form the setting for an event or interaction
not express what any given constraint is. A
particular constraint is just one thing. There could be many contexts. Each of those
contexts is one particular thing. The kick-off
Revised definition: a limitation imposed on a word of the definition should adhere closely to
solution by circumstances or available means
that unitary sense. Circumstances in the plural
A definition should always express what a thing form does not.
is. This revised definition expresses that a
Revised definition: a set of circumstances
constraint is first and foremost a limitation.
that form the setting for an event or
Example: initiative interaction

Poor definition: specific projects, programs, The word set has been inserted into the
or actions undertaken to satisfy business definition to form the new kick-off word phrase
requirements set of circumstances. Set gives the unitary sense
appropriate for the definition.
This definition includes three kick-off words
separated by an or (which is acceptable).
However, each of the words appears in the
plural form, which suggests a given constraint
could be many projects, programs, or actions.
An initiative, however, should just be one of
those three things.

Revised definition: a project, program,

or action undertaken to satisfy business
requirements

The revised definition expresses that a

constraint is one of: a project, a program, or an
action. The word specific has also been replaced
by the article a. Already implicit in the definition
is that an initiative is one ‘specific’ thing.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

3. CAPTURING THE ESSENCE OF A CONCEPT

GUIDELINE 3.1 THE DEFINITION OF A TERM SHOULD Revised entry:
EXPRESS THE ESSENCE OF THE CONCEPT, NOT ITS business requirement: a need or demand
PURPOSE, FUNCTION, OR USE. required of a solution by some stakeholder(s)
Discussion: Things can have multiple in the business
purposes, functions, or uses, and those things Note: Business requirements serve often
may vary in different contexts or over time. serve as a bridge to system design.
The core essence of a concept, in contrast,
varies little or not at all viewed from different GUIDELINE 3.2 A DEFINITION SHOULD BE CLEAR
perspectives or at different times. Effective ABOUT WHETHER THE CONCEPT BEING DEFINED IS AN
INDIVIDUAL OR A GENERAL CONCEPT.
business communication requires focusing
on core meaning. Discussion: Definitions are often required for
individual things, especially when the individual
Example: business requirement
is abstract or intangible rather than a particular
Poor definition: a need or demand required person or place. Special caution should be
of a solution by some stakeholder(s) which exercised for words that can be taken in the
will serve as a bridge to system design sense of either individual or general concept.
The phrase which will serve as a bridge to Example: observation
system design in this definition explains one
Poor definition: assessing a work
purpose of a business requirement. That
environment as a means to elicit
purpose may be paramount to some people,
requirements
but perhaps not to others. For example,
business requirements might be used by The intended meaning of observation could
business staff to prepare for training of workers be either of the following:
or new hires. The business staff might not care
 a particular method of eliciting requirements.
about, or might even disagree with, the
expressed rationale.  a particular act or instance of using that
method to elicit requirements.
Explanation of purpose, function, or use should
be removed from definitions. If worth retaining Which is meant? The former meaning views
for future reference, it can be given as separate observation as one particular method of
note(s) for the term’s entry. That way the eliciting requirements. As such it designates
definition itself can serve equally well for an individual, one particular thing. In the
multiple audiences, each with different ideas following definition note use of the, rather
or insights about the relevance of the concept. than a, to correctly indicate the thing is

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

one particular individual (of the general

concept method).

Revised definition 1: the method of eliciting

requirements that is based on direct viewing
of a work environment

The second meaning above views observation

as an act where the given method is actually
applied, presumably one act among many
others of the same kind. In the following
definition note use of an, rather than the,
to correctly indicate the definition refers to
any of many individuals. The kick-off word
has also been changed from method to act
or instance.

Revised definition 2: an act or instance of

eliciting requirements that is based on direct
viewing of a work environment

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

4. ENSURING THE INTERNAL QUALITY OF DEFINITIONS

GUIDELINE 4.1 A DEFINITION SHOULD NOT This definition includes two add-on sentences
COMPRISE MULTIPLE SENTENCES. and is quite long. There are two possibilities:

Discussion: A definition that involves multiple  Some part(s) of the two follow-on sentences
sentences is almost always a poor one. Such are needed in the kick-off phrase to fully
expansive text generally focuses on positioning, differentiate the concept being defined from
differentiating, or motivating the concept being all others. In that case those essential part(s)
defined, rather than just expressing its essence. should be included as part of the definitional
The additional text is better handled as notes. phrase itself.
 The add-on sentences merely elaborate
Example: transition requirement
the meaning of the lead-in phrase. In that
Poor definition: a requirement that an case the sentences should be included in
organization must support to enable one or more separate note(s) for the term’s
migration from current state to future state. entry as follows.
Unlike other requirements, transition
requirements represent temporary needs, Revised definition: a set of activities
rather than more permanent ones. whose sequence is designed to produce
some desired result
The add-on sentence in this definition merely
differentiates transition requirements from Note: A process takes raw materials or
other kinds of requirements. The initial phrase inputs and transforms them into finished
already does that job (or should). The sentence goods or outputs, thereby creating or
adding value.
should be treated as a separate note, as follows.
Note: A process is guided by policies, rules,
Revised definition: a requirement that
standards, guidelines, and work instructions
an organization must support to enable
as appropriate.
migration from current state to future state
Note: Unlike other requirements, transition GUIDELINE 4.2 A DEFINITION SHOULD NOT EMBED
requirements represent temporary needs, BUSINESS RULES.
rather than more permanent ones. Discussion: Definitions should focus on the
Example: process core essence of what something is. They should
not prescribe any business rule — or even hint
Poor definition: a set of activities whose
sequence is designed to produce some at doing so. Rules can change. To ensure
desired result. A process takes raw materials continuity of business understanding over time,
or inputs and transforms them into finished but additionally optimize agility, the best
goods or outputs, thereby creating or adding approach is to carefully segregate definitions
value. A process is guided by policies, rules, and rules. For this reason keywords suggesting
standards, guidelines, and work instructions rules (e.g., must) should be carefully avoided in
as appropriate. crafting definitions.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

Example: transition requirement The revised definition resolves the ambiguity

Poor definition: a requirement that an by substituting the event for it.
organization must support to enable
migration from current state to future state
GUIDELINE 4.4 A DEFINITION SHOULD PROVIDE A
CLEAR ANTECEDENT FOR EACH DEFINITE ARTICLE
In English, the word must always suggests AFTER THE KICK-OFF WORD.
some rule(s). Obligations and necessities
Discussion: Confusion or ambiguity can occur
should be expressed and managed separately
when a noun or noun phrase representing a
from definitions. The focus of every definition
general concept (not an individual thing) is
should simply be on core meaning.
preceded by the definite article (the) whose
Revised definition: a requirement that reference is unclear. Each such reference in a
enables migration from current state to definition, if any, should be clearly resolved.
future state
Example: stakeholder
In the revised definition the word must, as well
Poor definition: a person or organization
as the implied obligation on an organization, has
with an interest or concern in the initiative
been removed. The definition simply expresses
what the concept is. This definition includes the word initiative,
which is preceded by the definite article the.
GUIDELINE 4.3 A DEFINITION SHOULD PROVIDE A The the suggests one of the following:
CLEAR ANTECEDENT FOR EACH EMBEDDED PRONOUN.
 Initiative has already appeared in the
Discussion: Ambiguity readily occurs when a definition, and this additional use is
pronoun in a definition lacks a clear antecedent. referencing that same instance. A quick
Each pronoun, if any, should be clearly resolved. scan of the definition, however, shows
no such prior use.
Example: context
Poor definition: a set of circumstances  The initiative is an individual thing. If it is
that form the setting for an event and an individual, however, why hasn’t its name
that provide the basis by which it can be been used to clarify which initiative is meant?
fully understood and analyzed
 Neither of the above is the case and use of
This definition includes the pronoun it. the definite article is simply inappropriate.
Its antecedent might be any of set (of Assuming this to be the case, the definition
circumstances), setting, event, or even basis. should read as follows.
Different people could read distinct meanings Revised definition: a person or organization
based on resolution of the pronoun’s with an interest or concern in an initiative
antecedent. At the very least, careful readers
The revised definition resolves the ambiguity
will stumble over the unresolved reference.
by substituting the indefinite article an for the
Revised definition: a set of circumstances definite article the.
that form the setting for an event and that
provide the basis by which the event can be
fully understood and analyzed

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

5. ALIGNING MULTIPLE DEFINITIONS

GUIDELINE 5.1 THE DEFINITION OF A QUALIFIED now aligns naturally and intuitively with the
TERM SHOULD NOT DEPART IN KIND FROM THE meaning of the broader business concept,
MEANING OF THE TERM THAT HAS BEEN QUALIFIED. capability. Organizational capability is simply
a special kind of capability, perhaps one of
Discussion: Suppose a term has been defined;
many.
now a qualified version of that same term is
being defined. The qualified term should never Note that this revised definition includes the
be defined as something fundamentally phrase that enables the achievement of business
different in kind from the term that has been goals and objectives, which seems simply to echo
qualified. Otherwise, misunderstanding and what the definition of capability already says.
miscommunication almost always result. That observation leads to the next guideline.
Example: capability, organizational capability
GUIDELINE 5.2 THE DEFINITION OF A QUALIFIED
Definition (capability): an ability that TERM SHOULD NOT REPEAT (OR CONFLICT WITH) TEXT
enables something to achieve some IN THE DEFINITION OF THE UNDERLYING TERM.
goal(s) or objective(s) Discussion: Suppose a term has been defined;
Poor definition (organizational capability): now a qualified version of that same term is
a function internal to an organization being defined. The two terms are appropriately
comprising people, processes, technologies, aligned in kind; that is, the kick-off word of the
information, and knowledge that enables the definition for the latter term is the former term
achievement of business goals and objectives itself. In that case there is no need to repeat
text in the definition of the qualified term
The former definition defines a capability as
that already appears in the definition of
an ability. The latter definition defines an
the underlying term. That meaning applies
organizational capability as a function. A
intrinsically. Repeating it opens the door to
function, however, is not an ability. The
divergence.
definitions show a fundamental mismatch
in kind between the concepts being defined. Example: capability, organizational capability

Revised definition (organizational Definition (capability): an ability that

capability): a capability internal to an enables something to achieve some goal(s)
organization comprising people, processes, or objective(s)
technologies, information, and knowledge Poor definition (organizational capability):
that enables the achievement of business a capability internal to an organization that
goals and objectives comprises people, processes, technologies,
In the revised definition capability has been information, and knowledge and that
substituted for function. The meaning of the enables the achievement of business goals
business concept organizational capability and objectives

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

The definition of the qualified term clarify what is being modified, that is has
organizational capability properly uses been inserted before the phrase internal
the kick-off word capability. The definition to an organization.
of capability includes the phrase enables
something to achieve some goal(s) or GUIDELINE 5.3 A DEFINITION OF A TERM, OR SOME
objective(s). The sense of that phrase is SIGNIFICANT PART OF THAT DEFINITION, SHOULD NOT
BE REPEATED IN THE DEFINITION OF ANOTHER TERM.
repeated in the definition of the qualified
term. Assuming there is no subtle difference Discussion: The meaning of each term in
in meaning imposed by the word business in a vocabulary should be single-sourced — in
that definition (an important assumption that other words, specified in one and only one
should be validated carefully) the corresponding place. Repetition of text expressing the same
phrase in the definition of the qualified term is meaning in different definitions opens the
redundant. The phrase should be removed. door to unintended or undetected divergence
in that meaning and to unnecessary and
Revised definition (organizational
counterproductive questioning of the
capability): a capability internal to an
corresponding definitions.
organization that comprises people,
processes, technologies, information, Example: process, process model
and knowledge
Definition (process): a set of activities
The careful reader will note this revised whose sequence is designed to produce
definition remains somewhat ambiguous. some desired result
What does the phrase that comprises people, Poor definition (process model): a
processes, technologies, information, and representation, usually visual, of the
knowledge actually modify? Does it modify sequential flow among a set of activities
capability or organization? The target noun
for every modifying phrase should be The definition of process includes the core
crystal clear. notion set of activities (having) sequence.
This same notion is repeated in the definition
Revised definition (organizational of process model. Assuming there is no
capability): a capability that is internal subtle difference in meaning imposed by
to an organization and that comprises the word flow in the latter definition (an
people, processes, technologies, important assumption that should be
information, and knowledge
validated carefully) the corresponding
This second revised definition features phrase in the definition of process model
insertion of an and before the phrase that is redundant. It should be removed. Such
comprises people, processes, technologies, repetition is undesirable because it opens
information, and knowledge. Now the the door to divergence of the definitions.
definition is clear that the target noun is The difference in wording might also be
capability, not organization. In addition, to taken as indicating something different is
balance the definition structurally and further meant than simply process.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

Revised definition (process model): a If model is defined, and process is defined, is

representation, usually visual, of a process a process model really something more than
those two terms taken together? The fact that
The phrase the sequential flow among a set
process model has been defined with words
of activities has been replaced by the term
beyond just process and model suggests it
process in this definition of process model.
might.
The meaning of that phrase is already expressed
in the definition of process. To highlight the Assuming there is no subtle difference in
appearance of defined terms in definitional meaning imposed by the phrase usually
text, special notation such as capitalization visual in the definition of process model
and/or colored font can be useful. (an important assumption that should be
validated carefully) the term model can be
Definition with colorized term (process
substituted in that definition. Indicating
model): a representation, usually visual,
of a process that a process model is a representation
is redundant. According to the definition
GUIDELINE 5.4 THE DEFINITION OF A COMPOUND of model all models are representations.
TERM SHOULD NOT DEPART IN MEANING FROM THAT
Revised definition (process model):
OF THE UNDERLYING TERMS TAKEN COLLECTIVELY.
a model of a process
Discussion: Suppose two or more terms have
been defined; now another term is being Note: A process model is usually visual.
defined that is simply those same terms taken This revised definition simply references the
together. The meaning of such a compound two compounded terms model and process.
term should not depart from the collective The meaning of the concept process model
meaning of the two or more compounded now aligns naturally and intuitively with the
terms individually. Otherwise, misunderstanding meanings of the underlying concepts, process
and miscommunication can result. Also, the and model. The additional phrase usually
definitions of the two or more compounded visual has been included as a note.
terms should not be repeated for the
compound term. To do so invites divergence. GUIDELINE 5.5 A SET OF DEFINITIONS SHOULD
NOT BE CIRCULAR.
Example: process, model, process model
Discussion: A set of two definitions is
Definition (process): a set of activities circular if both definitions embed the
whose sequence is designed to produce term for the other concept. A set of three
some desired result
or more definitions is circular if each
Definition (model): a representation and definition embeds the term for the next.
simplification of reality created to provide There is no good starting point for
insight or understanding for some audience understanding such a set of concepts.
Circular sets of definitions always embody
Poor definition (process model): a
one or more faulty assumptions.
representation, usually visual, of a process

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

Example: business requirement, initiative, So the phrase by some stakeholder(s) should

stakeholder be removed from the definition of business
requirement.
Definition in a circular set (business
requirement): a need or demand required revised definition (business requirement):
of a solution by some stakeholder(s) a need or demand required of a solution
Definition in a circular set (initiative): This definition captures the essence of the
specific projects, programs, or actions concept. It also breaks the circularity among
undertaken to satisfy business requirements the three original definitions.
Definition in a circular set (stakeholder): Definitions of concepts such as initiative and
a person or organization with an interest
stakeholder that reference other terms should
or concern in an initiative
ultimately trace back to seed concepts. A seed
These three definitions are circular. The concept is one whose meaning depends on no
definition of business requirement references other concept defined within the vocabulary
stakeholder, whose definition in turn references that includes it. Its definition therefore embeds
initiative, whose definition — coming full circle no other terms included within that vocabulary.
— references business requirement. Circularities All words in the definition of a seed concept
cause confusion and are simply unnecessary. A take their meanings from definitions in a
business vocabulary includes only a tiny fraction common natural-language dictionary. Seed
of the words in a natural language like English, concepts are fundamental building blocks of
so circularities can be easily avoided. business vocabularies.

Resolving circularities requires careful analysis

of the definitions involved. If you had to start
from scratch, which concept is most basic?
Conceptually, where would you start in building
up the sum of the knowledge that the business
vocabulary represents?

The suspect definition in the circularity above

is the one for business requirement. Maybe
no stakeholder wants to own or be seen as
originator of some business requirement. Does
that fact make the business requirement not a
business requirement? No. And if not business
requirement what would you call such a thing?

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

6. CONTEXT
GUIDELINE 6.1 AN ENTRY WHOSE MEANING The definition above is therefore likely to
CANNOT BE STANDARDIZED FOR THE ENTIRE SCOPE OF clash with understanding of work product
A VOCABULARY SHOULD BE DISAMBIGUATED BY by a business audience. Even if no business
CONTEXT. audience per se is within the scope of
Discussion: A fundamental goal for a business vocabulary usage, the definition could
vocabulary is to standardize meaning such that cause confusion within the business analyst
every term can be used without ambiguity in audience itself. Day-to-day work products
any business communication. Therefore, each used by some targeted business area are
term should have one and only one meaning. often examined as a routine part of business
analysis activity.
Achieving that goal, unfortunately, is not
always possible. The scope of intended usage The preferred solution is to rename work
for a vocabulary may include some audience product for business analysts’ own activities
for which a particular term has a deeply using appropriate qualification — e.g.,
ingrained and well-justified meaning that business analysis work product.
unavoidably clashes with the meaning for That solution, however, may be deemed
some other audience — or possibly even too disruptive. In such case the entry should
that same audience. As the scope of the be qualified by context, as follows:
vocabulary grows wider, the more likely
such clashes become. work product [business analysis]

Where standardizing the meaning of an entry a diagram, document, or collection

of notes created by business analysts
proves pragmatically unachievable, the entry
in business modeling or requirements
should be disambiguated by context.
development
Example: work product
This revised entry includes a second term
Definition likely to clash: a diagram, in brackets, business analysis, to ensure the
document, or collection of notes created context of the definition is clear. This second
by business analysts in business modeling term should itself also have a definition in
or requirements development the business vocabulary.
This definition defines work product for Example: product
an audience of business analysts. But
operational business areas also have work Definition likely to clash: a solution
created by business analysts for some
products for conducting day-to-day work —
business need(s), usually but not always
e.g., bills of lading, blueprints, estimates,
ultimately including software
price quotes, schematics, etc.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

This definition defines product for an audience product [business analysis]

of business analysts. But in day-to-day work,
a product [business analysis] in the form
operational business areas also support
of a diagram, document, or collection of
products — the value-add goods or services
notes created in business modeling or
requested by third parties. The definition requirements development
above is therefore likely to clash.
This revised definition for work product
The preferred solution is to rename product *business analysis+ features the new kick-off
for business analysts’ own activities using word product *business analysis+. The phrase
appropriate qualification — e.g., business by business analysts has also been removed
analysis product. from the definition since it already appears
That solution, however, may be deemed in the definition of broader concept, product
too disruptive. In such case the entry should *business analysis+. The revised definition
be qualified by context, as follows: assumes a work product *business analysis+
has the sense of solution … for some business
product [business analysis] need(s), the essence of the meaning of product
a solution created by business analysts *business analysis+. This assumption, of course,
for some business need(s), usually but should be validated carefully.
not always ultimately including software

This revised entry includes a second term

in brackets, business analysis, to ensure the
context of the definition is clear.

The careful reader may have noticed that

the two disambiguated definitions in the
examples presented in this section (for
work product *business analysis+ and
product *business analysis+, respectively)
violate guidelines presented in Section 5.
The definition of the qualified term, work
product *business analysis+, does not build
on the definition of the unqualified term,
product *business analysis+.

This anomaly can be eliminated by using

the latter term as the kick-off word in the
definition of the former term.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

GLOSSARY

1 2
Term Definition Example(s) Note(s) Dictionary Basis
business rule a criterion that guides 1. A customer must not  A business rule that
conduct or action or that place more than three rush guides conduct or
shapes an operational orders charged to its credit action is called a
business decision account. behavioral rule. See
2. A customer must be example 1 at left.
considered a preferred  A business rule that
customer if the customer shapes an operational
places more than five business decision is
orders over $1,000 in a called a definitional (or
calendar year. decision) rule. See
example 2 at left.
business a vocabulary used by a
vocabulary business, government or
industry, possibly but not
necessarily for a special
area of knowledge
circular a set of two or more The following three Circular definitions in a
definitions definitions each of which definitions are circular. business vocabulary
embeds the term for  business requirement: cause confusion and are
another concept defined a need or demand simply unnecessary.
in the set required of a solution Resolving them requires
by some stakeholder(s) careful analysis of the
 initiative: specific definitions involved:
projects, programs,  If you had to start from
or actions undertaken scratch, which concept
to satisfy is most basic?
business requirements  Conceptually, where
 stakeholder: a person would you start in
or organization with building up the sum of
an interest or concern the knowledge that
in an initiative the business
The definition of business vocabulary represents?
requirement references
stakeholder, whose
definition in turn
references initiative, whose
definition, coming full
circle, references business
requirement.

1
Examples designated “A” and “B” pertain to aspects of the same problem in multiple entries.
2
Each dictionary basis appearing in this column is from Merriam-Webster Unabridged Dictionary.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

1 2
Term Definition Example(s) Note(s) Dictionary Basis
compound term a term consisting of two Assuming process and The meaning of a
or more other terms model are defined terms, compound term should
process model is a not depart from the
compound term. collective meaning of
the two or more
compounded terms
individually. Otherwise,
misunderstanding
and miscommunication
can result.
concept something conceived in (taken directly
the mind : THOUGHT, from MWUD)
IDEA, NOTION:
concept model a blueprint for the Contrast with data
semantics represented by model.
a business vocabulary
ConceptSpeak™ the Business Rule
Solutions, LLC (BRS) set of
conventions, guidelines,
and techniques for
defining terms, designing
a concept model, and
developing a structured
business vocabulary
context some thing that provides Suppose work product  The term establishing
boundaries for the [business analysis] is the context for
meaning of the term defined as a diagram, another term should
representing a concept document, or collection be included in brackets
of notes created by after the latter term.
business analysts in  A term establishing
business modeling or context for another
requirements development. term should always
The term business analysis have a definition
corresponds to the thing in the same
that establishes the context business vocabulary.
within which this definition  Acks to Sjir Nijssen
is correctly understood. for definition.
data model a blueprint that identifies Contrast with
business entities and concept model.
relationships to be
represented as data in a
system or database design
definite article the word the in English  the in “the Eiffel Tower”  Contrast with the
indefinite article a, as
in a tower.
 Contrast with
definite modifier.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

1 2
Term Definition Example(s) Note(s) Dictionary Basis
definite a modifier specifically  the in “the Eiffel Tower” Contrast with [definite 1,
modifier designating an individual  this in “this card” definite article. adjective] 3a : of
a grammatical
 that in “that house”
modifier : typically
 my in “my father” designating an
 Paul's in “Paul's absence” identified or
immediately
identifiable person
or thing
definition a word or phrase Refer to any of the (taken directly
expressing the essential definitions in this Glossary. from MWUD 2)
nature of a person or
thing or class of persons
or of things : an answer to
the question *what is x?*
or *what is an x?*
entry a set of one or more The following text, which An entry usually consists
textual passages, possibly includes a definition of text, but may include
along with information and two notes, a graphic illustration,
in other media, that represents a single entry diagram, recording or
serve to define and in a business vocabulary information in other
explain a concept for the concept process. media as useful to
process: a set of activities communicate meaning.
whose sequence is
designed to produce
some desired result
Note: A process takes
raw materials or inputs
and transforms them into
finished goods or
outputs, thereby creating
or adding value.
Note: A process is guided
by policies, rules,
standards, guidelines,
and work instructions
as appropriate.
general concept a concept that can A. tower Contrast with individual.
correspond to potentially B. nation
many instances C. scientist
D. requirement technique
individual one particular thing A. the Eiffel Tower Contrast with 1 : a single or
B. Canada general concept. particular being or
C. Isaac Newton thing or group of
beings or things
D. the requirements
technique ‘use cases’
instance an example or a case The real-life people named A value of a field or data 2b : something that
Isaac Newton, Albert type in a stored database is available or is
Einstein, and Marie Curie or file is not an instance offered as an
are instances of the as meant by this Primer. illustrative case
concept scientist.

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

1 2
Term Definition Example(s) Note(s) Dictionary Basis
kick-off word the first significant word In the following definition Articles like “a”, “an”,
or word phrase in a of developer the kick-off and “the” are not
definition word is professional. considered significant.
developer: a professional
responsible for the
engineering of solutions
note a brief writing intended to Refer to any of the notes in (taken directly from
assist the memory or to this Glossary. MWUD 3b1)
serve as the basis for a
fuller statement
seed concept a concept whose In the vocabulary  A seed concept is one
definition embeds no presented in this Glossary: whose meaning
other defined terms  The concept note is depends on no other
a seed concept. concept defined within
the vocabulary that
 The concept kick-off
word is not a includes it.
seed concept.  All words in the
definition of a seed
concept take their
meanings from
definitions in a
common natural-
language dictionary.
 Seed concepts
are fundamental
building blocks of
business vocabularies.
synonym a word having the same “automobile”, “car” A synonym can be (taken directly
meaning as another word included as its own from MWUD 1)
entry in a vocabulary.
The “see” term in the
synonym entry should
be the preferred term
for usage.
term the name given to a A. “tower” 8a : a word or
general concept B. “nation” expression that has
C. “scientist” a precisely limited
meaning in some
D. “requirement
uses or is peculiar to
technique”
a science, art,
profession, trade, or
special subject
vocabulary a list or collection of Refer to the collection of (taken directly
words or of words and terms and their respective from MWUD 1)
phrases usually entries in this Glossary.
alphabetically arranged
and explained or defined

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

ABOUT THE AUTHOR: RONALD G. ROSS

Ronald G. Ross is Principal and Co-Founder of Business Rule
Solutions, LLC (BRS), where he actively develops and applies
the BRS methodology including RuleSpeak®, DecisionSpeak™,
and ConceptSpeak™. Ron consults to companies worldwide
through BRS.

Ron is recognized internationally as the “father of business

rules.” He is the author of ten professional books including
the groundbreaking first book on business rules The Business
Rule Book in 1994. His newest are:
 Building Business Solutions: Business Analysis with Business
Rules (2nd ed, 2015) with Gladys S.W. Lam
 Business Rule Concepts: Getting to the Point of Knowledge
(4th ed, 2013).
Ron serves as Executive Editor of BRCommunity.com and its flagship publication, Business Rules
Journal. He is a sought-after speaker at conferences world-wide. More than 50,000 people have
heard him speak; many more have attended his seminars and read his books.

Ron has served as Chair of the annual International Business Rules & Decisions Forum conference
since 1997, now part of the Building Business Capability (BBC) conference. He is one of three
members on the BBC Program Committee. He was a charter member of the Business Rules Group
(BRG) in the 1980s, and an editor of its Business Motivation Model (BMM) standard and the
Business Rules Manifesto. He is active in OMG standards development, with core involvement
in SBVR (Semantics of Business Vocabulary and Business Rules). He was also a contributor to the
IIBA’s BABOK v3.

Ron holds a BA from Rice University and an MS in information science from Illinois Institute
of Technology.

For more information about Mr. Ross, visit www.RonRoss.info, which hosts his blog.

Tweets: @Ronald_G_Ross

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How to Define Business Terms in Plain English: A Primer Forming Business Definitions for Business Concepts

ABOUT BUSINESS RULE SOLUTIONS

Business Rule Solutions, LLC is the recognized world leader in the advancement of business rules.
Co-Founders Ronald G. Ross and Gladys S.W. Lam are internationally acclaimed as the foremost
experts and practitioners of related techniques and methodology.

Since its inception in 1996, BRS has helped pilot the worldwide growth of business rules. BRS
offers groundbreaking methodology for business rules, decision engineering, reverse-engineering,
and business vocabulary (concept models), including the popular RuleSpeak®, ConceptSpeakTM,
DecisionSpeakTM, and TableSpeakTM. BRS services include consulting, mentoring, training, workshops,
publications, and presentations. For more information about BRS, visit http://www.BRSolutions.com.

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