Plain Language is a mindset.
- M.J. Nirdlinger
- Oct 14, 2023
- 2 min read
Plain Language isn't a set of grammar rules or something you apply after you've created your content. It's a mindset you have going into the creation process.
Focus on your reader first, and on building a relationship of trust and transparency with them, and you've got your compass.
Reader First
What do they need? This should be the first question you ask as you draft, revise, and polish. It's hard not to think about what we want them to know, but it's important to set yourself aside.
Too often, I'm asked to look at documents that are bulked up with project history that's important to the project manager but not the community member. They don't really want to hear what you did to get here. They want to know what's happening and how it impacts them. You can use links and other ways to provide background to those who are deeply curious, but consider the interests of your typical users first.
Your first goal should be to meet their needs and the best way to know if you're reaching that goal? Ask them.
User testing is key to putting your reader first. Find someone who'll be an end user of your content and ask what they think. This is the fastest way to know if you're on the right track. If you can't do that, ask someone who doesn't already know your project like you do. Get a friend in another department or another area of expertise to stand in for your end-user. Does this make sense to them?
Clarity, Transparency, and Trust
When documents are written in Plain Language, people can understand and use them. We all prefer clearly written material - but most of what we learn about writing is not focused on the basic techniques that make our writing easier for others to understand. Learning basic Plain Language techniques (and using them) can quickly improve the readability of your content.
When something is clearly written, we know who did what, we understand the content, and we can decide what action to take. When content is bulked up with unnecessary information, when it’s difficult to understand or confusing, we are likely to stop reading. Especially in our information-noisy environment.
When public servants write material in Plain Language, we promote transparency and trust in our work.
If people can understand you, they can trust you.
If they can’t understand you, why should they trust you?
Curious? Check out these top ten tips:
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