Plain language should be both heard and seen

I recently presented a webinar on writing and editing spoken word. I highlighted ways to make sure speeches, presentations, webinars, videos, and other spoken content come across clearly and are easy for listeners to absorb and understand.

The topic reminded me that a lot of people think only about printed text when they consider plain language. But plain language goes beyond contracts, user guides, and websites. It should be a consideration in every type of communication, whether textual, visual, audio, or a combination.

Listen closely
Spoken word communication is used more now than it has been for decades. The proliferation of video content (including training materials and tutorials), online presentations, podcasts, and other audio-based content makes spoken word an important way for people to get information. Incorporating plain language principles into this content will help meet listeners’ needs and add value. There is a lot to consider, from length to structure to word choice and more. And often (unlike with print) people hear spoken content only once. If they don’t understand it the first time, or they get lost half-way through, they won’t benefit from it at all.
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Picture this
In multilingual and low-literacy environments, non-verbal visuals often play an important role in comprehension. They help people understand text by illustrating its meaning or showing things that are difficult to describe clearly. Sometimes text isn’t needed at all. Think about warning signs, for example—often a graphic illustrates the danger in a way that is faster and easier to understand than words. But the graphic must make sense and be instantly recognizable. Illustrations can support public health messages (hand washing guidance), provide instructions (IKEA’s assembly guides), or tell people where they are and where they’re going (maps). Infographics are another great example of how non-verbal visuals can be used to make complex information easier to understand.

Can I “plain language” that?
There are a lot of misconceptions about how to know whether a communication is in plain language. Reading levels and white space are not the measures of plain language. In the words of the International Plain Language Federation, “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.” This means you can easily judge whether spoken, video, or illustrated content is in plain language (although instead of a “reader” there may be a “listener” or “viewer”).

If you’re reviewing your organization’s content for plain language, don’t limit yourself to documents. Anything that delivers information to an audience can be assessed (and perhaps improved) through a plain language lens.

If you are looking for plain language assistance, I can help with audits of your current materials, writing and editing new materials, and training your team to use plain language better. Contact me to start the process.