Plain Language Writing for Maximum Impact

Plain&Language&Wri-ng&for&Maximum&Impact&Anne&Bergen&&&Kim&Garwood&

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A"ribu'on*This*work*is*licensed*under*a*Crea've*Commons*A"ribu'on8ShareAlike*4.0*Interna'onal*License.*

You&are&free:&

•  to*Share*—*copy*and*redistribute*the*material*in*any*medium*or*format*•  to*Remix*—*Remix,*transform,*and*build*upon*the*material*for*any*purpose,*even*commercially.*

Under&the&following&condi-ons:&

•  A"ribu'on*—*A"ribu'on*—*You*must*give*appropriate*credit,*provide*a*link*to*the*license,*and*indicate*if*changes*were*made.*You*may*do*so*in*any*reasonable*manner,*but*not*in*any*way*that*suggests*the*licensor*endorses*you*or*your*use.*

•  Share*Alike*—*If*you*remix,*transform,*or*build*upon*the*material,*you*must*distribute*your*contribu'ons*under*the*same*license*as*the*original.*

ACribute&this&work&as:&&

*Bergen,*A.,*and*Garwood,*K.*(2015).*Plain*language*wri'ng*for*maximum*impact.!Writers*Workshop*Conference,*University*of*Guelph,*Guelph,*ON.*

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About*Us*

•  Anne&Bergen&&Knowledge*Mobiliza'on*Consultant*&

•  Kim&Garwood*Wri'ng*Services*Manager*

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Agenda*

Part*1:*What*is*plain*language,*and*why*does*it** ****ma"er?*

*Part*2:*Using*plain*language*strategies*for* *

* ********maximum*impact*

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What&is&“plain&language”&

and&why&does&it&maCer?&

Simplicity*is*the*ul'mate*sophis'ca'on.*Leonardo!da!Vinci!

“Never*use*a*long*word*where*a*short*one*will*

do.”**–*George*Orwell*

What&is&plain&language?&

*“A*communica'on*is*in*plain*language*if*it*meets&the&needs&of&its&audience—by*using*language,*structure,*and*design*so*clearly*and*effec'vely*that*the*audience*has*the*best*possible*chance*of*readily*finding*what*they*need,*understanding*it,*and*using*it.”***Anne"a*Cheek**

What&it’s&not$

• baby*talk*• over8simplifying*ideas*• overly*descrip've**

Plain&language&helps&readers&**

•  find*what*they*need*•  easily*understand*the*message*•  take*ac'on*

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Source: http://www.plainlanguage.gov/howto/guidelines/FederalPLGuidelines/index.cfm Center for Plain Language. (2011). What is plain language? Retrieved from http://centerforplainlanguage.org/about-plain-language/

Plain*language*examples*

•  Research*–*journal*ar'cle*synopses*•  Evalua'on*–*does*this*program*work?*for*whom?*under*what*condi'ons?*

•  Instruc'ons*(e.g.,*assembling*products)*•  Health*informa'on*(pa'ent*educa'on)*•  Government*communica'ons*•  Journalism*&*media*communica'on*•  Marke'ng*&*adver'sing*•  What*else?*

Who?

Why?

What?

So what?

Who is this from? Who is this for?

What is the purpose of this

information?

What do I need to do?

What’s at stake? Why should I care?

Readers&want&to&know:&

Create&your&own&example&&

*(Brochure*or*pamphlet)*“What*you*need*to*know*about…”*

*(Instruc'ons)*“How*to…”*

*(Warning)*“Danger!*…”*

*(Corporate*email)*“Here’s*what’s*changing*and*why...”*

*(Sales*pitch)*“Why*you*should*buy*this*product/service…”*

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Plain&language&

strategies&

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The*ability*to*simplify*means*to*eliminate*the*unnecessary*so*that*the*necessary*may*speak.*

**Hans!Hofmann**

*

Planning&

How*will*readers*get*the*informa'on?*

• Email*• Phone*• Text*message*• Le"er*• S'cky*note*

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• A"achment*• Magazine*• Website*• Infographic*• Other?***

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How*will*readers*get*the*informa'on?*

Language* Layout*

Loca'on*

Paragraph&structure&

Use*topic*sentences*Hi*Karen,**Can*you*send*me*an*updated*copy*of*the*Beltzer*report?*I*need*a*printed*version.*John*would*like*an*update*on*the*report—please*give*him*a*call.*And*be*sure*to*give*Cathy*the*office*key.*You*can*do*all*this*before*you*leave*on*Friday,*I*hope?**Thanks,*Marla**

Use*topic*sentences*Hi*Karen,**Before&you&leave&on&Friday,&there&are&three&things&I&

need&you&to&do.&Can*you*send*me*an*updated*copy*of*the*Beltzer*report?*I*need*a*printed*version.*John*would*like*an*update*on*the*report—please*give*him*a*call.*And*be*sure*to*give*Cathy*the*office*key.***Thanks,*Marla*

Sentence&structure&

Keep*to*one*idea*per*sentence.*

Instead&of&this… &&

If*you*take*less*than*your*en'tled*share*of*produc'on*for*any*month,*but*you*pay*royal'es*on*the*full*volume*of*your*en'tled*share*in*accordance*with*the*provisions*of*this*sec'on,*you*will*owe*not*addi'onal*royalty*for*that*lease*for*prior*periods*when*you*later*take*more*than*your*en'tled*share*to*balance*your*account.*This*also*applies*when*the*other*par'cipants*pay*you*money*to*balance*your*account.*

Try&this&

Suppose*that*one*month*you*pay*royal'es*on*your*full*share*of*produc'on*but*take*less*than*your*en'tled*share.*In*this*case,*you*may*balance*your*account*in*one*of*the*following*ways*without*having*to*pay*more*royalty.*You*may*either:*a)  Take*more*than**your*en'tled*

share*in*the*future;*or**b)  Accept*payment*from*other*

par'cipants.*

(Federal Plain Language Guidelines, 2010, p.49)

Students, with prior permission from the instructor and the approval of the department, can defer an exam to a convenient time.

Keep*subjects*and*objects*close*to*verbs.**

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*Keep*subjects*and*objects*close*to*verbs.**

**

Students, with prior permission from the instructor and the approval of the department, can defer an exam to a convenient time.

You may defer an exam if you have

permission from the instructor and department.

*Put*excep'ons*or*clarifica'ons*AFTER*the*main*point.***The*automobile*manufacturer*may,*if*the*repair*is*needed*due*to*a*faulty*part*that*has*been*imported*from*a*supplier,*forward*your*claim*to*a*third*party*for*further*inves'ga'on.*

www.plainlanguage.gov

*Put*excep'ons*or*clarifica'ons*AFTER*the*main*point.*

**The*automobile*manufacturer*may*forward*your*claim*to*a*third*party*for*further*inves'ga'on*if&the&repair&needed&is&due&to&a&faulty&part&that&

has&been&imported&from&a&

supplier.&


Move*from*known*to*new*

*As*you*know,*the*Pancake*Project*is*now*in*its*final*phase.*During*this*phase,*all*of*the*pancake*producers*must*submit*their*recipes*for*the*Pancake*Panel*to*consider.*To*submit*your*recipe,*please*format*it*in*Comic*Sans*font*and*send*it*by*email*to*[email protected].**

*** Cutts, Martin (1995). The plain English guide.

Move*from*known*to*new*

*As&you&know,&the*Pancake*Project*is*now*in*its*final*phase.*During*this&phase,*all*of*the*pancake*producers*must*submit*their*recipes*for*the*Pancake*Panel*to*consider.*To&submit&your&recipe,&please*format*it*in*Comic*Sans*font*and*send*it*by*email*to*[email protected].**

***

Cutts, Martin (1995). The plain English guide.

Example&–&Part&2&

Edit&your&paragraph&and&sentence&structure:&

&

❑  wri"en*for*a*typical*reader*in*your*target*audience*

❑  organized*to*serve*the*reader’s*needs*❑  uses*ques'on8and8answer*format*❑  uses*short*sec'ons*and*sentences*❑  uses*headings*with*no*more*than*two*or*

three*subordinate*levels***&

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Word&choice&

Eliminate*unnecessary*words****– A*number*of*– A*sufficient*amount*– At*this*point*in*'me*–  In*order*to*– Cease*and*desist********

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Federal Plain Language Guidelines (2010).

MANY

ENOUGH

NOW

TO

STOP

Use*familiar*words*

•  Commence*•  Numerous*

•  Prior*to*•  Shall **

•  U'lize*•  Problema'ze&&

*

•  Begin,*Start*•  Several,*Many*•  Before*•  Must*•  Use*•  Reconsider,*challenge*****

Instead$of…$ Try…$


Be*consistent*

**•  Use&as&few&acronyms&as&possible.**

• Make*sure*you*define*them*first.**

•  Use&the&same&term&for&a&concept&throughout&

•  e.g.,*if*you*say*“car”*don’t*also*use*“vehicle”,*“auto”,*or*“conveyance”*

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Verbs&

***

He made an application for the job.


Use*“ac'on”*verbs***

***

He made an application for the job.

He applied for the job.


Use*“ac'on”*verbs***

Use*“ac'on”*verbs****There was a

cessation of hostilities.


Use*“ac'on”*verbs****There was a

cessation of hostilities.

Hostilities ceased.


Prefer*ac've*voice**

“The*contract*will*be*approved*by*the*mayor*next*week.”***The*mayor*will*approve*the*contract*next*week.*

*“Your*luggage*was*lost.”**We*lost*your*luggage.*

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Be*direct:*“I”*and*“You”**

***

***

The office must be notified of an employee absence.


Be*direct:*“I”*and*“You”**

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The office must be notified of an employee absence.

You must notify us if you will be absent.


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Nouns&&&pronouns&

Avoid*long*strings*of*nouns*


underground mine worker safety protection procedures development

Avoid*long*strings*of*nouns*

We engaged in underground mine worker safety protection procedures development.

We developed procedures to protect the safety of workers in underground mines.


Example&–&Part&3&

Edit&your&word&choices:&

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❑  uses*“you”*and*other*pronouns*❑  uses*ac've*voice*❑  wri"en*to*one*person,*not*a*group*❑  places*words*carefully*(excep'ons*are*last,*

subjects*and*verbs*are*together)*❑  avoids*confusing*words****&

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FormaZng&&&visuals&

Formanng*strategies*

•  White*space*– Short*paragraphs*– Wide*margins*– “Padding”*around*images*

•  Headings**•  Bullets*•  Tables*•  Images*(if*they*complement*text)*

b

• 

ESSENTIAL&RESEARCH&SYNOPSIS&DETAILS&

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CITATION*RESEARCH*QUESTIONS*PURPOSE*HYPOTHESES*PARTICIPANTS*PROCEDURE**MAIN*OUTCOME*MEASURES*KEY*RESULTS*LIMITATIONS*CONCLUSIONS*KEYWORDS***URL

Example&–&Part&4&

Think&about&formaZng:&

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❑  uses*lists*and*tables*(if*appropriate)*❑  uses*images*when*possible*❑  adequate*white*space*❑  key*points*are*emphasized*visually*❑  consider*accessibility**❑  avoid*overuse*of*italics*and*bold&***&

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Feedback&

How*to*assess*your*document*

•  Word8based*tools*(Word*readability*feature)*– Readability*

•  CAUTION:*Readability*scores*alone*are*not*enough—it’s*best*to*combine*with*another*method.*

– Accessibility***

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Source: Microsoft Word 2011 for Mac

Feedback*con'nued…*

•  From*readers*–  Informal*feedback*– Read*aloud*protocols*– Plus*&*minus*tes'ng*– Comments*(online)*

•  How*to*give*good*feedback*•  What*to*do*with*feedback**

Example&–&Part&4&

Feedback&

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❑  What*would*you*like*feedback*on?*❑  What*would*you*not*like*feedback*on?*❑  How*will*you*provide*feedback*to*others?****&

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Write*down*one*ques'on*you*s'll*have.*

Education

Plain Language Writing for Maximum Impact