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> We produce so many documents - where do we start? > How do we become a plain language organisation? > What sort of plain language activities would staff be involved in? > How much time and resources do we need to commit to plain language? > How do I convince others that plain language is important? We produce so many documents - where do we start? If your organisation produces a lot of information, you need to start with the documents that are most critical. A document audit can help determine which documents are causing the most problems in your organisation and how much it is costing you. You can then make an informed decision about which documents to revise first. During a document audit we take a sample of documents
(five to eight is usually a good sample range) and consider their
purpose and audience. How do we become a plain language organisation? If you want to become a plain language organisation you will need to:
What sort of plain language activities would staff be involved in? A commitment to plain language is about fostering a plain language approach to all communication within an organisation. All staff need to develop appropriate skills, knowledge and attitudes so they are using plain language every day in every communication. Ideally, staff will be involved at all stages of the process. They will analyse the plain language needs within their work area and contribute ideas to address those needs. Staff are likely to be involved in training and coaching in plain language writing, developing a style guide, testing and reviewing documents, and measuring gains. How much time and resources do we need to commit to plain language? Plain language can involve as little as getting a consultant to transform one document or as much as implementing an organisation-wide plain language strategy involving all staff. If you want to make a real impact in your organisation you will need to offer staff plain language training and follow-up coaching as a minimum. You will also need to consider developing a style guide to support staff when they are writing their documents. A good plain language consultant will help you identify your needs and suggest an appropriate range of activities to get you where you want to go. How do I convince others that plain language is important? You may find some initial resistance to plain language within your organisation - that's why it's important to convince staff of the benefits of producing clear documents. Clarity saves time, money and frustration - a big pay off for management and staff! Becoming a plain language organisation is not just about simplifying documents. Plain language is about cultivating an attitude - an attitude that underpins all your communication. The attitude says "I want to communicate clearly so we understand each other and so we can get things done". Every communication, both internal and external, is undertaken with the desire to understand and be understood. It's a distinctive ethos and spirit that permeates throughout the organisation. |
get
support from staff at all levels within the organisation