Speaking Plainly How to Be Simple Clear Direct

Speaking Plainly How to Be Simple, Clear, & Direct

What is Plain Language? Ø Language your audience can understand the first time they hear or read it

Why don’t we speak plainly? Ø “Charismatic megafauna may be observed at various locations. ” Dept. of Interior exhibit on large animals native to the western US Ø As you hike, you may see deer, elk, and big-horn sheep.

Which writer seems smarter? Ø “Charismatic megafauna may be observed at various locations. ” Ø As you hike, you may see deer, elk, and big-horn sheep. Using big words needlessly makes people distrust; using simple words makes you seem smarter and more credible. —Daniel M. Oppenheimer, winner of the 2006 Ignobel Prize

Oppenheimer is the winner of the 2006 Ignobel Prize for “Consequences of Erudite Vernacular Utilized Irrespective of Necessity: Problems with Using Long Words Needlessly. ” “My research shows conciseness is interpreted as intelligence. So thank you. ” —Daniel M. Oppenheimer, winner of the 2006 Ignobel Prize

What should you do in air raids? Ø “Obscuration may be obtained either by blackout construction or by termination of the illumination. ” Original 1941 Civil Defense instructions, written by Harvard lawyer Ø Cover the windows or turn off the lights.

What does this mean? Ø The vertical transportation system has been deactivated by a negative moisture event. Hint Ø Translation: The elevator is shut down because of a leak.

Which rule will be followed? Ø When the process of Ø If you make a hole freeing a vehicle that while freeing a stuck has been stuck results vehicle, you must fill in ruts or holes, the hole operator will fill the rut before you or hole created by drive away. such activity before removing the vehicle from the immediate area.

What is Plain Language? Ø Puts the reader first Ø Uses you Ø Is active rather than passive Ø Uses short sentences Ø Prefers common, everyday words Ø Is designed to be easy to read

But what if I need big words? “Make everything as simple as possible — but no simpler. ” attributed to Albert Einstein

Use them. Ø Define them, if necessary. BEFORE Charismatic megafauna may be observed at various locations. AFTER Visitors can see megafauna such as elk or bears up close in our national parks.

Use them. Ø Define them, if necessary. Ø Keep the context simple. BEFORE Subsequent to the curing of the substrate, application of the first dielectric layer is performed. AFTER After the substrate layer has cured, the first dielectric layer is applied.

Use them. Ø Define them, if necessary. Ø Keep the context simple. Ø Explain why it makes a difference. BEFORE Term life insurance can mitigate the costs of purchasing a policy that protects your beneficiaries. AFTER Term insurance is typically the most affordable type of life insurance policy.

What is Plain Language? Ø Language your audience can understand the first time they hear or read it

Why does it matter? Ø Makes you more understandable Ø Makes you seem smart and knowledgeable Ø Gives you more credibility Ø Encourages trust

How can I help you with PL? Ø Provide resources on writing plainly Ø Check readability Ø Coach individual writers Ø Establish norms for departments or businesses Ø Conduct a Plain Language audit (check readability, compliance, user understanding)

Resources for Plain Language Ø www. plainlanguage. gov federal guidelines, before-and-after examples, bottom-line benefits Ø checklist for plain language: http: //centerforplainlanguage. org/5 -steps-to-plain -language/ concise summary of plain-language standards, with links to explanations Ø Write to Be Understood (Amazon. com)