How to Use Plain Language in Corporate Communications.

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The corporate world, for too long, has reveled in a language designed more for an exclusive club than for effective communication. We’ve become accustomed to the labyrinthine sentences, the impenetrable jargon, and the passive voice that drains meaning. This isn’t just an aesthetic problem; it’s a strategic one. Ambiguous communication leads to confusion, inefficiency, and a significant erosion of trust. In an era demanding transparency and rapid information exchange, the luxury of convoluted prose is simply unaffordable.

This isn’t about dumbing down content; it’s about smartening it up. It’s about clarity, precision, and impact. It’s about ensuring your message lands not just in the inbox, but firmly in the understanding of your audience. Unleashing the power of plain language in corporate communications is not merely a stylistic choice; it is a fundamental shift towards more effective, ethical, and profitable interactions.

Understanding the Core Principles of Plain Language

Plain language isn’t just about using simple words. It’s a holistic approach to communication that prioritizes the reader’s understanding. It’s about designing information so that a person can:

  • Find what they need.
  • Understand what they find.
  • Use what they find to meet their needs.

This foundational understanding underpins every practical strategy we will explore. It shifts the focus from what we want to say to what our audience needs to hear and understand.

Deconstructing Jargon: The Enemy of Understanding

Jargon is the professional’s equivalent of a secret handshake – exclusive, often unnecessary, and utterly baffling to outsiders. While some specialized terms are unavoidable within highly technical teams, their overuse in broader corporate communications creates significant barriers.

My Strategy: Identify and Replace.

  • Audit Your Language: Review your most recent internal memo, press release, or policy document. Circle every term that an intelligent high school student or someone new to your industry might not immediately grasp.
  • Test for Necessity: For each circled term, ask: “Is there a simpler, universally understood word or phrase that conveys the same meaning?”
    • For Example:
      • Jargon: “Synergistic operational efficiencies”
      • Plain Language: “Working together more effectively”
      • For Example:
      • Jargon: “Leverage core competencies”
      • Plain Language: “Use our strengths” or “Build on what we’re good at”
  • Contextual Definition (When Unavoidable): If a technical term is absolutely critical and has no simpler substitute, define it clearly and concisely the first time it appears.
    • For Example: “We will implement an agile methodology, which is an iterative approach to project management that emphasizes flexible and rapid delivery.”
  • Audience-Specific Glossaries: For highly technical documents intended for a mixed audience, consider a short glossary at the beginning or end.

Mastering Active Voice: Clarity Through Directness

The passive voice hides responsibility and muddies meaning. It obscures who is doing what, turning actionable statements into vague pronouncements. Active voice, conversely, is direct, clear, and engaging.

My Strategy: Identify the Actor.

  • Find the ‘By’: Look for phrases like “was done by,” “will be implemented by,” etc. This is a dead giveaway for passive voice.
  • Ask ‘Who is Doing What?’: Identify the subject (the doer of the action) and place them at the beginning of the sentence.
    • For Example (Policy Document):
      • Passive: “The updated expense policy was approved by the finance committee.”
      • Active: “The finance committee approved the updated expense policy.” (Clearer, direct attribution)
    • For Example (Internal Memo):
      • Passive: “Mistakes were made.”
      • Active: “We made mistakes.” (Accountable, takes ownership)
    • For Example (Marketing Copy):
      • Passive: “Customers are valued.”
      • Active: “We value our customers.” (More personal, engaging)

While there are rare, deliberate uses for passive voice (e.g., when the actor is unknown or unimportant), the vast majority of corporate communications benefit immensely from an active voice preference.

Stripping Away Wordiness: Conciseness as a Superpower

Every unnecessary word adds cognitive load, slowing down comprehension and diluting impact. Conciseness isn’t about being terse; it’s about being precise. It’s about delivering maximum meaning with minimum words.

My Strategy: Edit with a Pruning Mindset.

  • Eliminate Redundancies: Look for word pairs or phrases that say the same thing.
    • For Example:
      • Wordy: “Completely and totally eliminate”
      • Concise: “Eliminate”
      • Wordy: “Basic fundamentals”
      • Concise: “Fundamentals”
  • Remove Filler Words/Phrases: Identify words or phrases that add no specific meaning or value.
    • Common culprits: “In order to,” “due to the fact that,” “as a matter of fact,” “it is important to note that,” “at this point in time.”
    • For Example:
      • Wordy: “In order to ensure compliance, employees must read the new guidelines.”
      • Concise: “To ensure compliance, employees must read the new guidelines.”
      • For Example:
      • Wordy: “Due to the fact that the server was down, the financial report was delayed.”
      • Concise: “Because the server was down, the financial report was delayed.”
  • Replace Prepositional Phrases with Single Words: Often, a string of words can be replaced by one impactful word.
    • For Example:
      • Wordy: “With regard to” -> “About”
      • Wordy: “In the event of” -> “If”
      • Wordy: “On account of” -> “Because”
  • Shorten Long Sentences: Break down complex sentences into two or more simpler ones. Aim for an average sentence length of 15-20 words.
    • For Example (Original): “The comprehensive restructuring initiative, which was meticulously planned over the last two quarters by a cross-functional team comprising representatives from all major departments, is anticipated to result in significant streamlining of operational workflows and a substantial reduction in overhead expenditures, thereby enhancing overall organizational agility and competitiveness in the rapidly evolving market landscape.” (58 words)
    • Better: “Our comprehensive restructuring initiative, planned over two quarters by a cross-functional team, will streamline operations. We expect this to significantly reduce overhead and improve our organizational agility. This will make us more competitive in a rapidly evolving market.” (49 words, but broken into digestible chunks)
    • Even Better: “Our cross-functional team spent two quarters planning a comprehensive restructuring. This initiative will streamline operations, reduce overhead, and make us more agile. Our goal is to improve market competitiveness.” (37 words, far more impactful)

Structuring for Readability: The Visual Flow

Even the clearest sentences fall flat if presented in a dense, unbroken block of text. Visual organization is paramount to plain language.

My Strategy: Design for Scanability.

  • Headings and Subheadings: Use clear, descriptive headings and subheadings to break up content and guide the reader. They act as signposts, allowing readers to quickly find relevant sections.
    • For Example (Bad Heading): “Miscellaneous Information Pertaining to Employee Remuneration”
    • For Example (Good Heading): “Employee Pay Information” or “Understanding Your Salary and Benefits”
  • Bullet Points and Numbered Lists: Use lists for presenting information that needs to be easily digestible, such as instructions, requirements, or key takeaways.
    • For Example (Paragraph): “To complete the onboarding process, new hires must submit their tax forms, complete the online benefits enrollment, and attend the mandatory HR orientation session next Tuesday.”
    • For Example (Bullet Points):
      “To complete your onboarding, new hires must:

      • Submit tax forms.
      • Complete online benefits enrollment.
      • Attend mandatory HR orientation (next Tuesday).”
  • Short Paragraphs: Limit paragraphs to 3-5 sentences. Each paragraph should focus on a single idea. Long paragraphs are intimidating and discourage reading.
  • Generous Whitespace: Don’t overcrowd the page. Ample whitespace makes text easier on the eyes and less overwhelming.
  • Bold and Italicize Strategically: Use bolding to highlight key terms, important instructions, or deadlines. Use italics for emphasis sparingly, as overuse diminishes their impact.
    • For Example: “The deadline for submission is Friday, October 27th, no exceptions.”
  • Visual Elements: Infographics, charts, and relevant images can often communicate complex information more effectively and quickly than text alone. Use them where appropriate to supplement text, not replace critical detail.

Defining Your Audience: Tailoring Your Message

Plain language is not a one-size-fits-all formula. What constitutes plain language for a group of software engineers discussing code is different from what works for a public announcement. Understanding your audience is crucial.

My Strategy: Audience Archetyping.

  • Who are they? (Employees, customers, investors, general public, a specific department?)
  • What is their existing knowledge level? (Are they experts, novices, or somewhere in between?)
  • What do they need to know/do? (Is this for information, action, or building rapport?)
  • What is their likely emotional state? (Are they anxious about changes, excited about a launch, or just looking for quick information?)
  • What communication channels do they prefer? (Email, intranet, video, in-person meetings?)

Tailor your vocabulary, tone, and level of detail accordingly. Your internal memo to product developers can contain more technical terms than a press release announcing the product to the general public, but both should still be clear and concise for their respective audiences.

Cultivating a Plain Language Culture: Beyond the Document

Plain language isn’t just about drafting documents; it’s about fostering a culture of clarity within your organization.

My Strategy: Lead by Example and Enable Others.

  • Executive Buy-in: Leaders must champion plain language. When senior executives communicate clearly, it sets a powerful precedent. Their emails, presentations, and internal announcements should model the desired style.
  • Training and Workshops: Offer practical workshops on plain language principles. Provide tools, checklists, and templates.
  • Peer Review and Feedback: Encourage teams to review each other’s communications for clarity, conciseness, and jargon. Create a safe environment for constructive feedback.
  • Templates and Style Guides: Develop internal style guides that explicitly advocate for plain language, providing examples of good and bad writing practices. Offer templates for common communication types (e.g., project updates, status reports, internal announcements) pre-formatted for clarity.
  • Tools and Technology: Utilize readability checkers built into word processors or online tools (though use them as guides, not absolute rules). Some internal communication platforms can highlight complex sentences or jargon.
  • Celebrate Clarity: Recognize and reward teams or individuals who consistently produce exceptionally clear and effective communications.

Plain Language in Action: Concrete Scenarios

Let’s apply these principles to common corporate communication challenges.

Scenario 1: Internal Policy Update (From Bureaucratic to Clear)

  • Original (Excerpt): “Pursuant to the comprehensive review of existing operational protocols, and in furtherance of our ongoing commitment to fiscal responsibility and optimized resource allocation, stakeholders are hereby advised that the requisition process for office supplies has been unilaterally revised, necessitating all future procurement requests to be submitted via the newly implemented digital platform, effective immediately, to ensure systemic alignment and preclude prior discrepancies.”
  • My Analysis: Jargon (“pursuant to,” “in furtherance of,” “optimal resource allocation,” “unilaterally revised,” “necessitating,” “systemic alignment,” “preclude prior discrepancies”), passive voice (“has been…revised”), long sentences, no clear call to action.
  • Plain Language Version:
    Subject: New Way to Order Office Supplies – Please Read!
    Team,
    To help us manage our budget better and make ordering supplies simpler, we’ve updated how we buy office supplies.
    Effective immediately: All office supply requests must now be made using our new online system.
    This new process will help us track orders more accurately and avoid past issues.
    Action Required:

    • Access the new system here: [Link to internal system]
    • Refer to this quick guide for instructions: [Link to quick guide]
      Please complete all future requests through this platform. If you have any questions, contact [Relevant Department/Person].
      Thank you for your cooperation.

Scenario 2: Employee Performance Review (From Vague to Specific)

  • Original: “Employee demonstrates an adequate level of engagement and a general propensity for fulfilling assigned duties, though opportunities for enhanced demonstrable leadership and broader collaborative initiatives could be further explored for professional actualization.”
  • My Analysis: Euphemisms (“adequate level of engagement,” “general propensity”), vague terms (“opportunities for enhanced demonstrable leadership,” “professional actualization”), passive phrasing.
  • Plain Language Version:
    “[Employee Name] generally meets expectations for completing tasks. To fully develop [his/her] potential, we recommend [he/her] takes on more leadership roles. For example, [he/she] could lead the next cross-departmental project. We’d also like to see [him/her] collaborate more closely with other teams, specifically on [specific project/task], to improve project outcomes.”

Scenario 3: Crisis Communication (From Obfuscating to Transparent)

  • Original: “Subsequent to an unanticipated technical anomaly within our primary operational infrastructure, limited service continuity interruptions may be intermittently experienced. Our dedicated technical personnel are currently engaged in a comprehensive diagnostic and remediation protocol.”
  • My Analysis: Euphemisms (“unanticipated technical anomaly,” “limited service continuity interruptions”), technical jargon (“operational infrastructure,” “diagnostic and remediation protocol”), passive, vague.
  • Plain Language Version:
    Subject: Important: Temporary Service Outage Affecting [Service Name]
    We are currently experiencing a technical issue that is causing intermittent outages for [Service Name].
    Our team is actively working to identify and fix the problem. We understand this is frustrating and we apologize for the disruption.
    We will provide an update within the next [timeframe, e.g., 30 minutes].
    Thank you for your patience.

The Power of Simplicity: A Concluding Thought

Plain language is not about avoiding complexity; it’s about explaining complexity clearly. It’s about respecting your audience’s time and intelligence. In a world saturated with information, clarity cuts through the noise. It builds trust, fosters understanding, drives action, and ultimately, strengthens your organization’s voice and reputation. Embrace it, not as an option, but as a strategic imperative.