logging in or signing up Plain English Overview rochgypsy Download Post to : URL : Related Presentations : Share Add to Flag Embed Email Send to Blogs and Networks Add to Channel Uploaded from authorPOINT lite Insert YouTube videos in PowerPont slides with aS Desktop Copy embed code: (To copy code, click on the text box) Embed: URL: Thumbnail: WordPress Embed Customize Embed The presentation is successfully added In Your Favorites. Views: 335 Category: Business & Fin.. License: All Rights Reserved Like it (1) Dislike it (0) Added: December 29, 2009 This Presentation is Public Favorites: 0 Presentation Description No description available. Comments Posting comment... By: mamalangel (10 hours ago) It is very useful academically. Kindly send me this ppt to mamalraaj@gmail.com Saving..... Post Reply Close Saving..... Edit Comment Close By: Rajuarchana (10 month(s) ago) Wonderful, awesome PPT On Plain English. Can you mail me this on winnershiv@gmail.com Saving..... Post Reply Close Saving..... Edit Comment Close Premium member Presentation Transcript Introduction toPlain Language : Introduction toPlain Language Slide 2: Why use Plain Language? What is Plain Language? Slide 3: Why use Plain Language? We’re all busy people and we don’t want to waste a lot of time trying to translate difficult, wordy documents. Look at the next couple of slides and figure which is easier to follow and understand. Slide 4: Acceptance by the bank of payments in arrears shall not constitute a waiver of or otherwise affect any acceleration payment hereunder or other right or remedy exercisable hereunder. No failure or delay on the part of the bank in exercising, and no failure to file or otherwise perfect or enforce the Bank’s security in or with respect to any collateral, shall operate as a waiver of any right or remedy hereunder or release any of the undersigned, and the obligations of the undersigned may be extended or waived by the bank, contract or other agreement evidencing or relating to any obligation or collateral may be amended and any collateral exchanged, surrendered, or otherwise dealt with in accordance with any agreement relevant thereto, all without affecting the liability of any of the undersigned. Slide 5: Irregular Payments You can accept late payments or partial payments, even though they are marked “payment in full,” without losing any of your rights under this note. What happens if users don’t understand your documents? You may have to: Write explanatory sections or notes Write an explanatory document : What happens if users don’t understand your documents? You may have to: Write explanatory sections or notes Write an explanatory document What is Plain Language? : What is Plain Language? Slide 8: A document is in plain language if users can - Find what they need Understand what they find Use what they find to meet their needs What are the basic elements of plain language? Logical organization with the reader in mind “You” and other pronouns Active voice Short sentences or at least not long confusing ones Common, everyday words Easy-to-read design features : What are the basic elements of plain language? Logical organization with the reader in mind “You” and other pronouns Active voice Short sentences or at least not long confusing ones Common, everyday words Easy-to-read design features Slide 10: Organize for your audience Organize your information the way the audience needs or expects it. Identify your audience Why does the reader need to read document? What is average user expertise? Can you write to everyone interested, not just experts? Remember that no one wants to labor to understand your document. : Identify your audience Why does the reader need to read document? What is average user expertise? Can you write to everyone interested, not just experts? Remember that no one wants to labor to understand your document. Organize to serve the reader Identify with your reader Anticipate likely questions or confusing concepts Organize document to answer questions in the order and language readers will most likely ask them Provide useful headings : Organize to serve the reader Identify with your reader Anticipate likely questions or confusing concepts Organize document to answer questions in the order and language readers will most likely ask them Provide useful headings Slide 13: Informative headings help the reader navigate the document Clear headings are often the best, especially in documents that readers come to with questions, such as regulations, financial matters or concepts. Slide 14: Use pronouns Pronouns pull readers in and make it relevant to them Reader needs to do less “translation” Pronouns let you eliminate lots of words Slide 15: How do you use pronouns? Refer to your organization as “we” Refer to the reader as “you” in the text and as “I” in questions Slide 16: Without pronouns To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate. (28 words) Slide 17: With Pronouns To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate. (23 words) Slide 18: Avoid Passive Voice The person doing the action follows the verb. A form of the verb “to be” is combined with the past participle of another verb. The frog was swallowed by Fred. Slide 19: Passive Voice Can disguise who does what: A frog was swallowed. Active Voice Makes it clear who does what: Fred swallowed a frog. Slide 20: The passive voice can be awkward: Consultation from respondents was obtained to determine the estimated burden. The active voice is more direct: We consulted with respondents to determine the estimated burden. Slide 21: Passive Voice is often longer: The application must be completed by the applicant and received by the financial office by June 1st. 17 words Active Voice cuts down the number of words: We must receive your application by June 1st. 8 words Slide 22: Use short sentences Short sentences avoid confusion Treat only one subject in each sentence Average sentence length: 20 words Maximum sentence length: 40 words Slide 23: Use common words Use Not Use Utilize Help Facilitate Method Methodology Needs Necessitates Limits Parameters Issue Promulgate Slide 24: Use “must” Instead of “shall” Use “must” for obligation Use “must not” for prohibitions “Shall” is ambiguous “Shall” is not a common everyday word Slide 25: Avoid confusing words and constructions Avoid: Using undefined abbreviations Using two different terms for the same thing (such as car, vehicle, auto) Using the same term for different things Slide 26: Giving a word an obscure meaning (defining “car” to include trucks) Using legal or technical jargon Using strings of nouns (“surface water quality protection rules”) Slide 27: Place words carefully Keep subjects and objects close to their verbs Put modifiers next to words they modify Put exceptions and long conditions after the main clause Slide 28: Does word placement matter? Yesterday a mad dog bit five men in the north end. Yesterday, in the north end, a mad dog bit five men. Slide 29: We will send you copies of any comments we receive after the comment period closes. After the comment period closes, we will send you copies of any comments we receive. Slide 30: If you write in Plain English You will: Write more effectively and with more impact Get better results Provide better customer service You do not have the permission to view this presentation. In order to view it, please contact the author of the presentation.
Plain English Overview rochgypsy Download Post to : URL : Related Presentations : Share Add to Flag Embed Email Send to Blogs and Networks Add to Channel Uploaded from authorPOINT lite Insert YouTube videos in PowerPont slides with aS Desktop Copy embed code: (To copy code, click on the text box) Embed: URL: Thumbnail: WordPress Embed Customize Embed The presentation is successfully added In Your Favorites. Views: 335 Category: Business & Fin.. License: All Rights Reserved Like it (1) Dislike it (0) Added: December 29, 2009 This Presentation is Public Favorites: 0 Presentation Description No description available. Comments Posting comment... By: mamalangel (10 hours ago) It is very useful academically. Kindly send me this ppt to mamalraaj@gmail.com Saving..... Post Reply Close Saving..... Edit Comment Close By: Rajuarchana (10 month(s) ago) Wonderful, awesome PPT On Plain English. Can you mail me this on winnershiv@gmail.com Saving..... Post Reply Close Saving..... Edit Comment Close Premium member Presentation Transcript Introduction toPlain Language : Introduction toPlain Language Slide 2: Why use Plain Language? What is Plain Language? Slide 3: Why use Plain Language? We’re all busy people and we don’t want to waste a lot of time trying to translate difficult, wordy documents. Look at the next couple of slides and figure which is easier to follow and understand. Slide 4: Acceptance by the bank of payments in arrears shall not constitute a waiver of or otherwise affect any acceleration payment hereunder or other right or remedy exercisable hereunder. No failure or delay on the part of the bank in exercising, and no failure to file or otherwise perfect or enforce the Bank’s security in or with respect to any collateral, shall operate as a waiver of any right or remedy hereunder or release any of the undersigned, and the obligations of the undersigned may be extended or waived by the bank, contract or other agreement evidencing or relating to any obligation or collateral may be amended and any collateral exchanged, surrendered, or otherwise dealt with in accordance with any agreement relevant thereto, all without affecting the liability of any of the undersigned. Slide 5: Irregular Payments You can accept late payments or partial payments, even though they are marked “payment in full,” without losing any of your rights under this note. What happens if users don’t understand your documents? You may have to: Write explanatory sections or notes Write an explanatory document : What happens if users don’t understand your documents? You may have to: Write explanatory sections or notes Write an explanatory document What is Plain Language? : What is Plain Language? Slide 8: A document is in plain language if users can - Find what they need Understand what they find Use what they find to meet their needs What are the basic elements of plain language? Logical organization with the reader in mind “You” and other pronouns Active voice Short sentences or at least not long confusing ones Common, everyday words Easy-to-read design features : What are the basic elements of plain language? Logical organization with the reader in mind “You” and other pronouns Active voice Short sentences or at least not long confusing ones Common, everyday words Easy-to-read design features Slide 10: Organize for your audience Organize your information the way the audience needs or expects it. Identify your audience Why does the reader need to read document? What is average user expertise? Can you write to everyone interested, not just experts? Remember that no one wants to labor to understand your document. : Identify your audience Why does the reader need to read document? What is average user expertise? Can you write to everyone interested, not just experts? Remember that no one wants to labor to understand your document. Organize to serve the reader Identify with your reader Anticipate likely questions or confusing concepts Organize document to answer questions in the order and language readers will most likely ask them Provide useful headings : Organize to serve the reader Identify with your reader Anticipate likely questions or confusing concepts Organize document to answer questions in the order and language readers will most likely ask them Provide useful headings Slide 13: Informative headings help the reader navigate the document Clear headings are often the best, especially in documents that readers come to with questions, such as regulations, financial matters or concepts. Slide 14: Use pronouns Pronouns pull readers in and make it relevant to them Reader needs to do less “translation” Pronouns let you eliminate lots of words Slide 15: How do you use pronouns? Refer to your organization as “we” Refer to the reader as “you” in the text and as “I” in questions Slide 16: Without pronouns To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate. (28 words) Slide 17: With Pronouns To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate. (23 words) Slide 18: Avoid Passive Voice The person doing the action follows the verb. A form of the verb “to be” is combined with the past participle of another verb. The frog was swallowed by Fred. Slide 19: Passive Voice Can disguise who does what: A frog was swallowed. Active Voice Makes it clear who does what: Fred swallowed a frog. Slide 20: The passive voice can be awkward: Consultation from respondents was obtained to determine the estimated burden. The active voice is more direct: We consulted with respondents to determine the estimated burden. Slide 21: Passive Voice is often longer: The application must be completed by the applicant and received by the financial office by June 1st. 17 words Active Voice cuts down the number of words: We must receive your application by June 1st. 8 words Slide 22: Use short sentences Short sentences avoid confusion Treat only one subject in each sentence Average sentence length: 20 words Maximum sentence length: 40 words Slide 23: Use common words Use Not Use Utilize Help Facilitate Method Methodology Needs Necessitates Limits Parameters Issue Promulgate Slide 24: Use “must” Instead of “shall” Use “must” for obligation Use “must not” for prohibitions “Shall” is ambiguous “Shall” is not a common everyday word Slide 25: Avoid confusing words and constructions Avoid: Using undefined abbreviations Using two different terms for the same thing (such as car, vehicle, auto) Using the same term for different things Slide 26: Giving a word an obscure meaning (defining “car” to include trucks) Using legal or technical jargon Using strings of nouns (“surface water quality protection rules”) Slide 27: Place words carefully Keep subjects and objects close to their verbs Put modifiers next to words they modify Put exceptions and long conditions after the main clause Slide 28: Does word placement matter? Yesterday a mad dog bit five men in the north end. Yesterday, in the north end, a mad dog bit five men. Slide 29: We will send you copies of any comments we receive after the comment period closes. After the comment period closes, we will send you copies of any comments we receive. Slide 30: If you write in Plain English You will: Write more effectively and with more impact Get better results Provide better customer service