plain+language

plain language

= What is Plain Language? = = = = = = Plain language, sometimes called simple language or clear language, is lucid, succinct writing designed to ensure the reader understands as quickly and completely as possible. Plain language avoids complications created by verbose, convoluted writing common in technical, legal, and other fields. = Plain language is writing that is as easy to read, understand, and use as possible, allowing for the complexity of a given subject. In addition to wording and structural choices, it can involve specific techniques for information design and document layout

Plain language (also called Plain English) is communication your audience can understand the first time they read or hear it. Language that is plain to one set of readers may not be plain to others. Written material is in plain language if your audience can: There are many writing techniques that can help you achieve this goal. Among the most common are: No one technique defines plain language. Rather, plain language is defined by results—it is easy to read, understand, and use.
 * Find what they need;
 * Understand what they find; and
 * Use what they find to meet their needs.
 * Logical organization with the reader in mind
 * "You" and other pronouns
 * Active voice
 * Short sentences
 * Common, everyday words
 * Easy-to-read design features

= Benefits = The benefits of plain language are both tangible and intangible. The American public deserves plain language communication from its government. Many studies have shown that plain language affects your bottom line—you can save time, personnel resources, and money. And you will give better service to your readers. = Using Plain Language in... = The use of plain language is spreading in many areas of American culture. Governments at all levels, especially the federal government, are using plain language more extensively. Other areas where we see a push toward plain language include the sciences and the legal profession. But as these pages discuss, we still have a long way to go to make all documents in these areas easy to read and use
 * Plain language gets your message across in the shortest time possible.
 * More people are able to understand your message.
 * There is less chance that your document will be misunderstood, so you spend less time explaining it to people. And if your document gives instructions, your readers are more likely to understand them and follow them correctly.

= How To/Tools = Want some great shortcuts to the information you need? Find a wealth of materials from writing tips to dictionaries, as well as guidelines for starting your own grassroots plain language movement

= Building Plain Language From the Ground Up =

By Cheryl Stephens
Plain language process directs every plain language project. Yet, for something so concrete, the concept can be illusive. This and the next four articles will provide a blueprint for building a plain language document from the ground up. Here are the key phases: > Get to know your audience -- who they are, what you want them to learn or do, and why you are writing to them. > Organize your information in a way that is logical to your readers. > Draft and edit the text using plain language guidelines. > Test the text for readability and suitability for the audience. > Design the document using plain language design criteria on everything from typeface to whitespace, from color to stock. This series will cover all these phases, while this article will describe the best practice for building your foundation.
 * Foundation:
 * The frame:
 * Ground level:
 * Second level:
 * Exterior design:

The Foundation
Start by getting a clear picture of who is your reading audience, why you are writing to them and what outcome you want. Once you have this critical information in place, you are ready to begin construction. The cornerstones of your foundation are the who, why, and what. If each of these cornerstones is carefully laid out, you'll be successful in reaching your readers. If any one of them is weak, it can erode your base and bring the project down with it. These questions are the key to achieving plain language.

The Who
It's important to know who you're writing for. Plain language process demands a detailed blueprint of your audience. Measuring your audience with assumptions is as dangerous as guessing the amount of cement needed for a foundation. The special tools used in the plain language field to measure your audience include: surveys, statistical data (social and economic), interviews or on-site visits, and personal or expert observation and knowledge. Try to gather the following information: > What is the typical reader's age, sex, race, ethnicity, language, education, training, lifestyle, work style? > What is the reader's knowledge or familiarity with your topic, need for or relationship to the information, patterns of use? > When will the reader use it? Where? How? For how long? What are their preferences for style, size? What restrictions are imposed by deadlines, formats, laws?
 * General:
 * Topic-related:
 * Document-related:

The Why
If you can clearly articulate why you are writing something, chances are better that your audience will clearly understand why they are reading it. This may sound simple; but it becomes a stumbling block for many writers. When your writing project seems out of control, go back to the foundations and check to make sure your concept and purpose are solid. Build a strong base for this step by asking: Is my purpose here to inform? Educate? Advise? Promote? Train? Inspire and mobilize? Make a record? Sell? The why is a framework. It suggests the appropriate structure. It sets limits. Doubts about what information to keep or discard can always be clarified by going back to the purpose.

The What
What outcome do you want? What do you expect your reader to do? What picture do you have of the result? Just as an architect knows whether he's building an office tower or a funhouse, you should know what your audience will do: take action, change habits, improve performance, feel better.

With a clear understanding of your audience and the needs of the project as your foundation, you can proceed with construction. You can now put up the framework of the document. Our next article will look at ways to organize you information for ease of use and greatest effect