Truthfully, instead of an article, I could just caption the photo “words matter” and you would understand the point. Instead, I offer a few communication tips gleaned from the 118-page government publication Federal Plain Language Guidelines.
Communication Tip #1: Write for your Audience
Consider who will use the information and target your message for that audience. Consider what they already know about the subject. Think about your desired outcome and craft a message that will deliver.
The message on the parking sign will be used by any driver, ages 16 to 100. The desired outcome is to provide parking for electric, clean or environmentally friendly vehicles, also known in some circles as green vehicles. Because it is a sign, brevity is also a consideration.
Communication Tip #2: Avoid Jargon
Be sure that the terms used are ones known by your audience. Using unnecessary technical terms can cause misunderstandings. If technical language is the ONLY way to express an idea, define the term.
“Green vehicles” is jargon. While the driver may fully understand the intended meaning, I’m sure that no ticket can be issued. To be enforceable, the authority could have used different words or added the applicable code section in small print.
Communication Tip #3: Use Clarifying Aids
Include examples, lists, tables, illustrations or emphasis to help readers with interpretation.
Consider the improved clarity of the following signage that uses different terminology and graphics. The driver of the green truck would have to find another place to park!
So next time you’re writing a text, email, letter, contract or specification, stop and think about your word choice. Improving communication is always helpful for project teams.
Note: For those writing longer messages or documents like specifications, the publication also has suggestions for organizing the document using headings, short sections and short sentences; examples for using the active voice; and why to use “must” instead of “shall” (shall is outdated and imprecise).
~ Cinda
Cinda Bond, MIPI, has been an OrgMetrics partnering facilitator for more than 10 years. She has facilitated more than 500 sessions for teams throughout the country. She also collaborates with engineering and construction teams to develop large documents containing hundreds of pages for construction contracts and proposals.
For more information please contact Cinda Bond, CindaBond@Orgmet.com / (925)640-9007 (cell), or OrgMetrics RobReaugh@Orgmet.com / (925)449-8300
Cinda Bond, MIPI, has been an OrgMetrics partnering facilitator for more than 10 years. She has facilitated more than 500 sessions for teams throughout the country. She also collaborates with engineering and construction teams to develop large documents containing hundreds of pages for construction contracts and proposals.