Webinar recap: back to basics

This Clear Language Lab webinar took place on August 21, 2024 as part of the Plain Language Foundations series. Check out the notes below, or access the webinar recording and slides.

Key points

What is plain language?

A communication is in plain language if its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information. - International Plain Language Federation

Why does plain language matter?

Cognitive load

Our brains can only process a limited amount of new information at a time. When we break text into smaller chunks using spacing, headings, shorter sentences, and lists we make it easier to read and remember.

Reader experience

When we use jargon, or words that have a specialized meaning, we risk isolating our audience. They might feel like our content isn't for them, or less motivated to figure out what they don't understand.

Efficient communication

In government settings, plain language has been found to reduce the amount of time staff spend writing and rewriting information, increased compliance, and reduced support calls.

Organizational literacy

As organizations, there are steps we can take to make our systems easier for people to navigate and access what they need.

5 strategies for any content

1. Start with a clear purpose

   Start by answering, "What do I want my audience to know or do with the information I'm sharing?" Design your content around what they need or need to know to complete that action.

   
   

2. Know your audience and what matters to them

   If our audience is too broad, our content doesn't meet anyone's needs. If you're struggling to define a clear audience, list out who your audience is not. This can be a helpful first step to focusing in on a specific audience.

   
   

3. Use descriptive titles and headings

   Clear titles and headings act like a road map for our readers. They provide a digestible overview of the content and allow readers to seek out the information that's most relevant to them.

   
   

4. Group information in a logical (and predictable) way

   Put information where your reader will expect to find it. Group related information together.

   
   

5. Use lists to break up dense information

   Lists help break content into more manageable pieces. Effective lists use grammar and formatting to feel cohesive. If your list has more than 3-6 points, try to break it down further.

Resources

General resources

• Center for Plain Language 

• US Government Plain Language Site 

• Oxford Guide to Plain English by Martin Cutts

Supporting research

• The use of jargon kills people’s interest in science, politics (osu.edu)

• The Public Speaks: An Empirical Study of Legal Communication (PDF)

• Lower-Literacy Users: Writing for a Broad Consumer Audience

• Plain English in government: return on better communication | The Mandarin

• What Is Health Literacy? | Health Literacy | CDC

Interested in learning more about professional development at Clear Language Lab? Check out other past webinars, find upcoming events on our training page, or contact Sarah Glazer, Sr. Program Manager, at sarah@litworks.org to learn more about our offerings.

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