a. How would you explain to someone what “Plain English writing” is? (4 Marks)
If I were to explain what “Plain English writing” is to someone, I believe the best way to summarize it would be that it is a form of writing in the English language where you write content in its simplest form in a way everybody in your target audience can understand.

Instead of trying to create content that sounds professional, clever or intelligent, you write as if you are having a conversation with your audience. You use common everyday words, and you get your point across as quickly as you can while still providing all of the necessary information. You write directly to the audience member using pronouns like “you,” and keep your sentences short and concise. By no means are you “dumbing down” the information, you’re just providing your audience with the necessary information in an effective, clear, and concise manner that is most efficient for the reader.

A good way to explain it is, instead of writing content to make you sound clever, smarter, or better, replace it with simpler terms that are familiar to everyone and used in everyday life. For example, replace “conduct an analysis” with analyze, “make a recommendation” with “recommend”, “provide assistance” with help, and so on and so forth (Briscoe, W8 - A - Plain Language Writing (W25).pdf, Slide 13). The easier to understand, and the less text to read, the better.

An example from a real-life regulation:

“When the process of freeing a stuck vehicle that has been stuck results in ruts or holes, the operator will fill the rut or hole created by such activity before removing the vehicle from the immediate area.”

(I bet you didn’t even finish that sentence. Now try the one below)

 -->

“If you make a hole while freeing a stuck vehicle, you must fill the hole before you drive away. (National Park Service regulation).” (Briscoe, W8 - A - Plain Language Writing (W25).pdf, Slide 25-26).

Now, which one did you prefer reading? Which one made more sense and got their message across more effectively? THAT is exactly what Plain English writing is.

You are writing for your target audience in the simplest way, summarizing the information you would like to provide in its simplest and most understandable form. This will ensure everyone in your target audience understands your content and nothing can get lost in translation.

b. What makes plain English writing different? (4 Marks)

Plain English writing is different because, as mentioned above, the entire objective of Plain English writing is to make it as effective as possible in the simplest way possible, in the shortest amount of words possible… For Plain English writing, we like to use the acronym SADE:

• S – Saves time and money,
• A – everyone Appreciates clarity,
• D – people won’t Dread reading your writing,
• E – you Empower your readers.

S.A.D.E is what makes Plain English writing different. S - it saves both the writer and the reader’s time. The writer needs to summarize it clearly and concisely, meaning they will spend less time writing their content. As for the reader, they do not need to spend as much time reading in order to find the information they're looking for. These are advantages provided from Plain English writing for both the reader and the writer. And because, the writer spends less time delivering and preparing the content, it saves the company money as well.

A - everyone appreciates clarity. It is a given that users would prefer to read something simple and clear over something that unnecessarily overcomplicates things. No matter the level of intelligence from the writer or the reader, it is easier for everyone if what they are reading is delivered in a clear and concise format and ensuring the information is delivered in a way that allows the reader to find exactly what they are looking for.

D – people won’t dread reading your writing. Have you ever tried to read something over complicated and gave up reading it entirely before you even finished the sentence? This is because the usage of words and the layout of the sentence was unnecessarily confusing to the reader. There is always a way to simplify your content, and it’s more effective. Overcomplicating things, majority of the time does not make you sound more intelligent, or help you get your point across. In fact, it loses the attention of your audience quicker and makes less people want to read your content.

Using Plain English writing helps avoid complicated, confusing, unnecessary, sentences and ensures your viewers won’t be lost due to overcomplication before they even got to the point. This also meshes into the last point, E – empower your readers. Reading content that is overcomplicated and confusing can also drive consumers away because it can make them feel stupid. Using Plain English writing will help readers feel empowered, instead of silly and dumb for not being able to understand big, and complex words.

In reality, most people are used to producing content that sounds more intelligent and professional by using bigger words that everybody might not be familiar with. In a business setting, in a school setting, in a work setting, we are always taught to write and sound professional and intelligent. With Plain English writing, it is the complete opposite of that, you are forced to write in a “less professional” manner and make the effort to cater to almost everybody (within your audience), while trying to effectively get your message across, in the shortest way possible.

The things talked about above all come together to make Plain English writing different. It is different than what most people are used to and it works to make the experience more enjoyable for everyone involved – the consumer and the creator. Not all writing is made to benefit the writer and the reader, saves time, ensures clarity and empowers your readers, but Plain English writing does.

c. What is plain language writing for the web and in detail and in your own words, why is it important? (4 Marks)

Plain language writing for the web involves Plain English writing, but in this instance, you are writing directly to and for your specific target audience and customizing it to the medium you will be using. “Something is considered to be in plain language if the viewer can easily find what they need, understand it and use it to fulfill their purpose.” (SOURCE, ASK ELLE WHAT SLIDE SHOW) The customizations depend on the platform chosen, and are consistent with the way people behave on them. This means that while making your content, you took into consideration your audience’s needs. The information should be sectioned and organized, they should easily be able to find what they are looking for, and the next action for them to proceed should be laid out clearly. A good way to explain it is, instead of writing your content to get your message across, you are writing with the thought of the audience in your mind and prioritizing their time and needs. You get you’re message across as soon as possible in an effective way, and that way you are not wasting their time or your own.

With the web, you must worry about captivating the attention of your audience in the quickest way possible. Plain language writing for the web is important because it is beneficial for not only you, but your audience as well, as it ensures the quickest way for your audience to digest your message. Remember the acronym SADE:

• S – Saves time and money,
• A – everyone Appreciates clarity,
• D – people won’t Dread reading your writing,
• E – you Empower your readers.

S.A.D.E could also be viewed as key factors of what makes Plain language writing important. As discussed in class, the key to plain language is understanding your audience. Ask yourself questions like “who is my audience?” “What do they already know?” and “what do they still need to know?” (Briscoe, W8 - A - Plain Language Writing (W25).pdf, Slide 28). By following Plain English writing, it ensures your audience will understand your content, no matter what level of reading they’re at. This will help your audience better resonate with your content, brand and truly be able to understand your message without having to decode any clever, or intelligent words they might not understand.

By listening to these guidelines and remembering the acronym “SADE” you will better understand why plain English writing is important. If you use Plain English writing, you will avoid losing readers who might not be at the same level of intelligence or cleverness as you (the writer). When creating content for the web you are consistently competing for a user’s attention. With all of the other competitors out there, captivating your audience’s attention and KEEPING them there are two very important factors in the world of the web as it can determine the success of your business or not. Depending on the business, a lost viewer can equate to a lot in the world of the web: a lost sale, lost revenue made from viewed ads, a lost long-term consumer, and much more regarding credibility levels, engagement levels, etc. So using plain language will help your viewers quickly and easily understand your message.

Furthermore, plain language is important because of many different reasons. Not everyone reads at the same level, not everyone can understand and/or read the language well, they could potentially have a learning disability or a literacy challenge (as do 42% of all Canadians) (Briscoe, W8 - A - Plain Language Writing (W25).pdf, Slide 30), they do not always read carefully, and everybody is on the web for different reasons (Briscoe, W8 - A - Plain Language Writing (W25).pdf, Slide 36).