About a Plain Language Career, for New Writers and Editors

Setting out on a Plain Language career
In a survey of self-selected practitioners of plain language, a survey asked the following questions. As a new writer or editor in plain language, you will find the answers useful. Cheryl has added some hints.

Working in plain language, what do you call what you do? 
The title people use to describe their work  tends to depend on the following:
  • their academic and employment background
  • the type of work they are looking for
  • their focus on the reader or the writer
Here are some common descriptions that people gave:
  • plain language or plain English
  • consultant
  • editor
  • project manager
  • specialist
  • instructor
  • writer
  • trainer
  • teacher
Less frequently, we also see these examples:
  • communication consultant specializing in plain language writing
  • clear and effective communication
  • clear language and design
  • information design and communication research
  • business communications
  • technical communications
  • technical writing
 
What's your "30-second" or "elevator" speech to explain what you do? 
We asked plain language practitioners to explain what they do, pretending they had only 30 seconds to explain to someone what that is.
 
General responses
  • I make difficult information easy to use and understand.
  • I help organizations make their information understandable—based on whoever their target groups are.
  • I take information that is often easy to misunderstand, and make it clearer, so that the people who have to do something with it can understand it the first time they read it.
Training
  • Our company trains professionals to democratize writing for their readers and to become stronger, clearer, and more graceful in their writing styles.
  • I teach how to write in plain language for customers and readers.
  • I teach people to write documents that ordinary people can read and act on.
  • Since the average reader is an adult of limited reading ability, I spend most of my time in classes teaching writers how to become familiar with the reading habits of one's audience and how to write at that level.
Examples
People often used examples to explain what they do, such as the following:
  • I rewrite information for a broader audience. For instance, I rewrite the instructions on over-the-counter medicines.
  • Do you ever have trouble understanding the information you get about your retirement investments? Do you every get frustrated following instructions to do something on your computer or fix something in your house? My job is to rewrite things so that they make sense to you.
  • You know how sometimes you have to read something, or fill out a form, and it's long, and boring, and complicated, or just awful? I create documents that have just the right information, that are clear, straightforward, to the point, and well organized.
  • We make sure that when you get a letter from a lawyer or a bank or a government department, you can understand it and use it much more easily.
  • We design such things as web sites, documents, bills, labels and letters so that they are easy for people to use.
 
Join plain language or writing groups 
Plain language writers and editors recommend joining groups that discuss and advocate for clear writing. These professional associations are very helpful, as are the connections you can make with other members. There are several organizations dedicated to advocacy or to uniting plain language practitioners
  • Plain Language Association InterNational also known as PLAIN (practitioners)
  • Clarity International (lawyers)
  • Center for Plain Language (U.S.)
Other organizations concerned with communication
  • International Association of Business Communicators
  • Association of Business Communication (academics)
  • Society for Technical Communication
  • Editors' Association of Canada and similar groups in other countries
  • Professional Writers Association of Canada
  • Society for Technical Communication
  • International Institute for Information Design (IIID)
  • Information Design Association
  • Communication Research Institute communication.org.aus
It can also be helpful to join industry groups related to the sectors you are writing in so you learn the lingo and come to understand the target group. In both cases you will benefit from
  • attending their conferences
  • reading the journals
  • networking
  • advocacy
  • receiving support
 
On the Internet 
PLAIN maintains a useful listserve, which is available to members only. Several experts and associations also maintain plain language blogs. And some newer groups have formed, such as these: Check the websites of members of Plain Language Association InterNational and Clarity International for valuable resources.
 
What new plain language challenges are emerging that you have not seen before? 
We asked about new challenges in the area of plain language. Here are some of the responses we received.
  • Writing for the “gatekeepers” instead of the ultimate person who needs the information: how does it shift your writing?
  • How do we integrate the best of plain language and information design?
  • The words "Plain Language" are taken to mean only "simple words". It's a normal interpretation, I believe. And it creates a lot of confusion and misunderstandings.
  • Researchers are being pressured by major funders to share their knowledge and findings more widely, using plain language.
  • The inconsistent use of the company's stated ”brand voice” across their organization's communications.
  • Differences between Spanish or French and English text when producing material in both languages at the same time.
  • Bringing plain language and design into the higher education curriculum.
The major problem, according to the leaders of organizations in the plain language movement, is how to professionalize and unify the fragmented communications fields. This means setting up a proper institutional structure for plain language, including a single definition, standards, certification, training, research and advocacy.
 
Which content areas are providing new challenges? 
Complex or technical content can be challenging, too. These are some topic areas that were identified as bringing new challenges to writers and editors:
  • bankruptcy documents and credit card agreements
  • biotechnology, because many in the audience do not have English as a first language but the topics are technical
  • writing about laws that are related to “hot button” political issues
  • internal communication within large organizations
  • academic writing that needs plain language editing
  • web writing, because the research on web readability is constantly developing
 
What's the most important message to make people want to create clearer documents? 
Plain language experts share their views on how to approach those in charge, the people who decide if an organization uses plain language or not. And what to say to the people who do the day-to-day writing in an organization.
  • Senior management expects this from us, and they will support it. And you won't look dumb if you write clearly.
  • Experiencing the questions that come from ”users”, having a clear idea of who will be using the document and how it will be used, and having a vision for the future possibilities.
  • Many people need another impetus. They'll do it because others in their industry are doing it. They'll do it if they've had negative feedback from higher ups or those with clout. They'll do it, often begrudgingly, if the law tells them to.
  • Your audience won’t read but will only graze, searching for information. Use plain language so your message can be read at a glance.
  • So their text cannot be misinterpreted.
  • Know the readers you are writing for: their reading levels, their interests and concerns.
  • It comes down to what outcome do you want to achieve in writing a text. Reforming their approach will better achieve that outcome, working cooperatively with their readers.
  • Clear documents save time, save money, save lives.
 
What's the most important factor that motivates people to create better, clearer documents? 
We asked plain language practitioners what they think motivates people to create clear documents. They said this:
  • curiosity
  • an interest in people
  • a real desire to communicate
  • creativity combined with a vision of what can be accomplished

How does one get started in plain language work?

​What do you need to do to start working in the plain language area?
 
To be successful, you must be able to
  • Convey information to people who have no background in a subject.
  • Convince potential clients that they would benefit from plain language.
 
To learn about plain language processes, you need to
  • Learn the techniques to analyze audiences, purposes, messages, and contexts.
  • Learn to edit, rewrite, and try out the information you produce.
 
Learn about the factors that make up successful communication.
  • Read the literature in this field.
  • Explore the research base.
  • Take training workshops.
  • Get a tutor, if necessary.
​
Inform yourself 
Plain language practitioners suggest that you become informed by reading up on plain language.
A good place to start is the web site of the Plain Language Association InterNational (PLAIN: http://plainlanguagenetwork.org). The information here will explain the principles and techniques followed by experts in this field.
 
Here are some books that will help you as you enter the plain language field:
The Meaning of Meaning, C.K. Ogden and I. A Richards
The Oxford Guide to Plain English , Martin Cutts
Letting Go of the Words: Writing Web Content that Works, Janice Redish
Plain Language in Plain English, Cheryl Stephens
Writing at Work: How to write clearly, effectively and professionally, Neil James
Start thinking about readers 

​To write plainly, you must understand your readers. Here’s some advice we received on how to start thinking about your readers.
 
Learn what you can about their reading skills, interests, and contextual knowledge of the subject of your communication. Imagine speaking to someone who has no experience in your field; which words best suit the communication with them? You must be a good listener to be able to communicate in ways others will understand.
 
Get feedback from your readers. Test documents with a few users to learn how they work for the readers. That’s always a great learning experience.
 
Learn from the negative examples: what makes a document easy or difficult to read, to understand and use?
​
Know the readers you are writing for: their reading levels, their interests and concerns.
Understand the target group and the questions they are likely to ask when combined with client that understands what clear language can achieve.
 
You have to know what you want the document to accomplish and be focused on making it happen.
 
Good writing is one thing. But the ability to really understand the audience and the purpose for your information is gold.

The way a writer thinks about writing, and the goals they set (consciously or not) when they sit down to write, strongly influence the end result. These "goals" guide all the decisions the writer makes in choosing the information, organization, vocabulary, etc. that will best suit the purposes. A writer will likely produce better documents if guided by a desire to communicate clearly and effectively, rather than by a desire to "sound like a lawyer" or to "impress my superiors will all the jargon I can use".

Plain language is an art and a science

We asked if plain language is an art or a science. We received a wide range of responses that show that it is a complex craft that requires logic and creativity.
 
Plain language is a craft that is learned. It may require a natural ability or talent to produce superior work. As a skill, it requires training, method, and practice. Its practices are based on research in reading, writing, design, usability, testing, literacy, psychology, and neuroscience. Each new project requires some research into the substantive area of the document.


While techniques can be learned, imagination is required for superior results. There are specific guidelines and practices and a standard process, but well-written plain language requires a good ”feel” for language. And it needs a desire and commitment to successful communication. Plain language is a complicated study, based on ethical principles.
 
Plain language involves much more than the words on the page, in that it incorporates many disciplines graphic arts, information design and architecture, usability, and so on. It also requires an interest in people, and how they think and act—and what motivates them. Investigation and research are part of the work, and plain language standards are largely evidence-based. The more that is learned through science about reading, comprehension, readers' psychology, brain functions and so on, the more we can apply that knowledge to producing strong, effective written communication.
 
So many elements go into creating a good document that finding an optimal combination (for a specific purpose, context, and reader) is not straightforward. It requires a lot of insight, experience, expertise, flexibility, intuition, and creativity.  Both poets and analytical people are well-suited to plain language work.