Plain Language Training: What It Is and Why You Need It

In a country where more than 40% of the population has low literacy levels, it’s essential to communicate in an accessible way.

Are you finding it hard to get your message across to your audience? Are you constantly advocating for plain language at work? Are you concerned about legal compliance in your written communications? If you answered yes to any of these questions, you’re in the right place.

We will delve into the world of plain language training, an essential skill that can transform the way you communicate. We’ll explore what plain language is, where it’s typically used, and why you need it. So, if you’re ready to improve your communication skills and overcome the challenges of complex language, keep reading. If you need assistance with translation services to reach a broader audience, we’ve got you covered as well.

What is Plain Language: An Overview

Before we dive into the specifics of plain language training, let’s start with the basics. Plain language is a style of writing that prioritises clarity, simplicity, and accessibility. It’s about conveying information in a way that is easily understood by most. Whether you’re writing legal documents, health promotion content, or government communications, plain language is the only option.

By using plain language, you can ensure that your audience understands your message.

The History of Plain Language

The roots of plain language can be traced back centuries, with various movements and initiatives aimed at simplifying communication for the masses. Here’s a brief historical overview:

Early Advocates of Clarity: Throughout history, scholars, writers, and philosophers have advocated for clear and straightforward language. Prominent figures like Aristotle and George Orwell emphasized the importance of avoiding unnecessary complexity in writing.

Plain Language in Legal Documents: The use of plain language in legal documents can be dated back to the 20th century. Legal professionals recognized that complex legalese led to confusion among clients and the public. This realisation led to the simplification of legal language in documents like contracts and statutes.

Government Initiatives: In the mid-20th century, governments worldwide began embracing plain language to improve citizen access to government information. Plain language initiatives were established to make government forms, regulations, and policies more understandable.

Healthcare and Patient Advocacy: The healthcare industry also adopted plain language principles, particularly in patient communication. The Plain Writing Act of 2010 in the United States mandated that federal agencies use plain language in government communication, further emphasizing its importance.

Digital Age and Accessibility: With the advent of the internet and digital communication, the need for plain language has grown. Websites, user manuals, and online content must adhere to plain language principles to ensure accessibility to a global audience.

Benefits of Plain Language

Using clear and simple language offers advantages like better understanding, accessibility, improved decision-making, and engagement. It’s a crucial communication strategy in both public and private settings. Let’s explore the power of plain language.

Improved Comprehension

Plain language is designed to make information clear and easy to understand. By using simple language and clear structure, communication becomes more accessible to a wider audience, reducing the risk of misinterpretation.

Reduced Legal Risks

In legal documents, contracts, and policies, plain language can help mitigate legal disputes. When terms and conditions are presented in plain language, parties involved are more likely to understand their rights and obligations fully, reducing the likelihood of legal conflict.

Enhanced Accessibility

Plain language improves access to information for individuals with varying levels of literacy, including those with disabilities. It promotes inclusivity by ensuring that everyone, regardless of their background or abilities, can access and understand important information.

Time and Cost Savings

Clear communication between business and government can save time and resources. When information is easily understood, there’s less need for follow-up questions, clarifications, or costly legal consultations.

Positive Reputation

Organisations prioritising plain language communication often build a positive reputation for transparency and customer-centricity. This can lead to increased trust among clients, customers, and the public.

Compliance with Regulations

Many governments and regulatory bodies require the use of plain language in certain types of communication. Adhering to plain language guidelines ensures compliance with these regulations, avoiding potential fines or legal issues.

By exploring the historical context of plain language and its numerous benefits, individuals, and organisations can better appreciate its significance in modern communication and strive to incorporate it into their practices.

Things to Consider When Drafting Plain Language

Now that we understand what plain language is, let’s discuss the key considerations when drafting documents in plain language. To achieve effective plain language communication, you should focus on five general areas:

• Audience and Purpose: Understand your audience’s background, knowledge, and needs. Tailor your message to align with your intended purpose.
• Structure: Organise your content logically. Use headings, lists, and a clear hierarchy to guide your readers through the information.
• Design: Pay attention to the visual aspects of your document. Use simple fonts, ample white space, and clear formatting to enhance readability.
• Expression: Choose words and phrases that are familiar to your audience. Avoid jargon, complex terminology, and unnecessary embellishments.
• Evaluation: Continuously assess the effectiveness of your plain language communication. Seek feedback and make improvements as needed.

What Happens in Sylaba’s Plain Language Training?

Now that you have grasped the importance of plain language and the key considerations, let’s explore what happens at Sylaba’s plain language training. Attending a plain language training session can be a game-changer for your communication skills.

Who Should Consider Sylaba’s Plain Language Training?

Our plain language training is beneficial for a wide range of individuals and industries. Whether you’re a lawyer, a healthcare professional, a government official, a marketer, or anyone who communicates information to others, you can benefit from plain language training. There are no limitations based on your field or expertise.

Ideal participants in our plain language training include:

• Health promotion, marketing, and communications professionals
• Government agencies strive to make public policies and regulations accessible to the general population.
• Businesses seeking to enhance customer communication and reduce misunderstandings.

Conclusion

Sylaba’s Plain language training offers a valuable solution to combat information overload and complex language hindering effective communication. It’s essential for organisations across industries, aiding in clarity, compliance, and confidence. By embracing our plain language training, you can overcome language barriers and improve communication. Explore available programs to become a more effective communicator today.