Communicatingusing plain language is important because it saves time by avoidingmisunderstandings and errors.
It effectively communicates complex subjects topeople with a wide range of reading abilities. And ensures that the reader canfind the information they need, properly understand that information, and useit to meet their needs. Importantplain language rules include:· Know youraudience: Properly identifying the target audience ensures that themessage will be effectively communicated.· Have a purpose: Focus on whatthe reader wants and needs to know by organizing the information appropriately.· Be concise: Complexsubjects are broken down to keep sentences and paragraphs short and to thepoint.· Keep it simple: Use simple andfamiliar vocabulary.· Designeffectively: Format the information so that it is easy to find and read.
Pointsto consider when editing for conciseness:· Use as few words as possible to make the pointby revising wordy prepositional phraseseliminating longlead-ins, and sentence fillers.· Avoid redundancy by removing unnecessaryrepetition, empty words, and empty phrases in the expression of ideas.· Visual elements should be used instead to textbecause images can communicate large amounts of data in a concise and impactfulway. It isimportant to use inclusive language because avoids the appearance of unfairlysingling out based on sex, gender, ethnicity, age, disability, or groupmembership. For example, “The chair instructed the spokesperson to issue astatement” supports the proper use of gender-neutral language. Whereas, “Thechairman instructed the spokesman to issue a statement.” does not. Theuse of plain language in the workplace is efficient and effective and benefitsboth the writer and the reader.
The reader will be able to easily find and clearlyunderstand the information they need. And the writer will save time by nothaving to clarify any misinterpretations.