Writing for business and government - Plain language fundamentals

Plain language fundamentals is designed for competent writers who would like a refresher in the principles, techniques  of plain language: thinking about purpose, audience, message, document structure, techniques to make text easier to read and understand. It also reminds participants about the importance document testing, an idea often overlooked.

Learning outcomes

The course lifts writing skills: participants are better able to write documents that are easy to read and get to the point fast. Participants will be able to craft documents where readers can easily find, understand and use information.

Participants will

• understand the importance of having a user centred mindset
• define the purpose, audience and key message of a document
• organise content in a ‘point first’ structure
• know five techniques of plain language writing
• understand how to review and test documents.

Approach

The course is delivered from the perspective of a practitioner sharing insights. The content is delivered quickly with limited ‘hands-on’ practice. During the course participants begin to construct a document that is a normal part of their work.

Prerequisites

Essential: Competence in reading and writing in English.
Recommended: Some form of tertiary education.

For group and individual training see Plain language writing: Plain language training for professionals - Think-write (thinkwrite.com.au)

Content

What makes documents ‘better’? Functional documents must achieve purpose. Good writers serve readers.
Importance of plain language (plain English).How plain language improves document performance.
Simple words. Preferring simpler, shorter words over more complex alternatives. Finding and destroying the flab in writing.
Active voice. Write directly with clearer sentences.
Verbs not nouns. Use a less bureaucratic style.
Sentence structure. Keep sentences simple, understandable and interesting.
Conversational style. You are always writing to people.
Before it leaves your desk. Readability tests, grammar, style guides
The importance, act and role of writing. Writers must take responsibility for communication. Writing is tightly connected to thinking.
Defining purpose. A clear purpose is essential for good writing. It also provides the basis for evaluation.
Understanding your audience. Having the needs of your reader (user) in mind. The entire course is presented from a ‘user first’ perspective.
Defining the key message. Articulate the single most important, overarching idea
Organising and structuring. Determine the best way to organise content to achieve purpose: chunk ideas, organise for users, layer information, structure point first.
Headings and how to use them. Using talking headings rather than bucket headings to aid scanability.
Reviewing documents. Add value to other peoples’ work.
Testing. Preventing reckless writing.