The power of plain English in todays business documents

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The power of plain English in todays business
documents

• Christine Smith
• Plain English Specialist
• (c) Write Group Limited

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What is plain English?
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• Plain English is a way of writing that conveys
  information as clearly, concisely, and
  appropriately as possible.

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• Language that the reader can understand and act
  upon from a single reading.

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• Plain English focuses on the reader.

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• What is your readers primary question?

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• Does your writing support your brand?

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Every document you write is a marketing tool.
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• Who is your reader?
• Are you speaking their language?
• How much time have they got?

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• We had a U-shaped CER curve at the start of the
  week, but the backwardation at the front has been
  flattened throughout with a lot of selling on the
  2008 contract.
• (Point Carbon website)

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The writer struggles with the concepts and the
language so that the reader doesnt have to.
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Think and plan before you write.
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What is your purpose?- the why
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What do you want to achieve?- the what
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What are your main messages?
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Busy readers prefer main messages at the top of

• the document
• each paragraph
• each sentence.

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• Good headings help your reader to navigate your
  document.

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Choose precise, familiar words.
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• We will need to change our policy to address
  these issues.

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• The equipment is already in use in Australia and
  has had a significant impact on road accidents,
  injuries and deaths.

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• This development has a physical impact on
  community values.

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But what does it mean?

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• The leadership and mental preparedness approach
  by the All Blacks must be part of an
  overarching framework that provides a common and
  systemic approach to holistic player development.
• (Recommendation from the review of the All
  Blacks and the 2007 Rugby World Cup)

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• What the players do off the field, in their
  private lives, has to be enhanced so that they
  grow as people.
• (The Dominion Post 26 April 2008)

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• President George W Bush has enlisted British
  special forces in a final attempt to capture
  Osama Bin Laden before he leaves the White House.
• (www.timesonline.co.uk)

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• Rotorua police have abandoned their new 1000
  alcohol sniffers because the areas volcanic
  sulphur fumes have corroded their vital working
  parts.

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Edit wordy phrases

• a greater number of
• on an annual basis
• in order to
• by means of
• by virtue of the fact that

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Use more verbs than nouns

• ? ?
• comply in compliance with
• research conduct research into
• adjust make an adjustment
• agree in agreement with
• provide make provision for

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• Our lack of knowledge about local conditions
  precluded determination of committee action
  effectiveness in fund allocation to those areas
  in greatest need of assistance.

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• We dont know enough about local conditions to
  determine how effectively the committee has
  allocated funds to those areas needing the most
  help.

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• A meeting was held by the senior executive team
  for the purpose of reconciling opposing views
  regarding the matter.

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• The senior executive team met to reconcile
  opposing views on the matter.

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Write mostly in the active voice
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By whom?

• It is strongly felt that urgent attention is
  required to the question of infrastructural
  ownership. Solutions are available for immediate
  implementation once a firm decision is made.

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• Tone is important

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• An educated look at our website would show you
  that

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• Write mostly short, simple sentences.

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• Simplicity is the ultimate sophistication.
• Leonardo da Vinci

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• Write Group Limited
• New Zealands plain English specialists
• www.write.co.nz