Spring-cleaning your business documents

Investing in the editing of your documents in plain language should be non-negotiable. It’s like de-cluttering a cupboard: it freshens up the space and the mind, forces you to keep only what’s necessary and allows you to see the wood for the trees.

 The value of plain language

Plain language writing is not only about a clear and structured message; it must put the reader first. With information overload at an all-time high and the amount of time allocated to reading reduced to seconds, the writer needs to be en pointe.  With the reader in mind, the following boxes need to be ticked:

·       Is the information relevant?

·       Is the information findable?

·       Is it understandable?

·       Is it user-friendly?

 A document with a clear message that is targeted at the reader is bang on the money. It creates trust and loyalty, and the reader is encouraged to invest time in reading. If we haven’t captured the reader’s attention, then why are we creating documents?

 When a document is written in plain language, the intention of the document becomes more transparent – whether it be influencing a decision, persuading a client or promoting an idea.

 The relevance of the ISO Standard for Plain Language: ISO 24495-1

Plain language has been around for some time. However, last year ISO published a plain language standard that explains what plain language is and helps to create plain language documents. It was developed to achieve consistency in defining plain language, in defining a process to achieve plain language and as a guidance for authors and businesses.

Although it is currently a guideline, the aim is for it to be published as a certifiable standard.

All organisations should be implementing these plain language principles into their documents. If you are not prioritising this, you will get left behind.

Contact me if you’d like assistance with spring cleaning your documents.