Plain Language Isn't Just a Vibe

Image: Matthias Wewering

Is your workplace using plain language? In many organizations, people are told to use it, but the organization’s rules for what that means aren’t always on target.

What are organizations getting wrong with plain language?Some common guidelines given to staff include instructions like this:

• Make sure it’s at a grade 6 reading level (using a software tool)
• Use short sentences
• Include the key messages we decided on
• Make it fit on one page
• Write so that a 6-year-old could understand it
• Include an AI summary

Plain language is not just making something “easy to read.” Decades of research have gone into determining the most effective ways to get information across to its intended audience. Advocates and practitioners have debated, shared, and developed guidelines that help to build plain language into any organization.

So how do we get our organization to use plain language?Plain language training and a strategic rollout can ensure that everyone means the same thing when they say “write in in plain language” AND they understand how to adopt it in their own work. Telling someone with no clear instructions to write in plain language is like telling someone with no electrical training to rewire a building.
No organization should decide what “plain language” means in a meeting. Don’t judge documents based on a “vibe” to decide whether they are clear. Use established guidelines like ISO Plain Language 24495-1: Governing Principles and Guidelines or Accessibility Standards Canada CAN-ASC-3.1:2025 – Plain Language.

The results of a successful transition to plain language?

• Fewer complaints and questions from clients
• Fewer mistakes by staff
• Money saved by reducing waste and improving productivity
• More effective programs and products
• Better decision making by executives, boards, and regulators because they understand the issues and data
• Less turnover because employees don’t feel overwhelmed
• Less churn because clients and customers understand your products and services, and how to address any problems with them

Plain language is an organization-wide strategy, but you can start small with one department or even just one key document. Don’t wait for the “right moment” to get started.

Ready to take the first step? Let's talk about it.