Simple, clear writing can be difficult to achieve – jargon and unnecessarily complex words can make meaning unclear. However, avoiding jargon does not mean you need to ‘dumb down’ the content, or be less accurate or precise.
Avoid grandiose words
Some writers think that good writing requires formal, grandiose language. Simpler, everyday words are easier for everyone to understand:
it is important to utilise short words = it is important to use short words
other deleterious effects of corticosteroids = other harmful effects of corticosteroids
the committee performs a function analogous to = the committee has a similar function to
Using simple language is particularly important when you want to ensure that your audience understands your message:
Anthropogenic effects on the environment are resulting in a plethora of negative consequences.
becomes
Human activities are harming the environment in many ways.
Replace technical and complex terms with familiar ones, where appropriate
Sometimes it is easy to forget that readers outside your field may not know terms that are familiar to you. Even experts find plain English easier to read.
The use of terminology that is specific to a particular field is acceptable in moderation, but replace complex terms with familiar, plain-English equivalents wherever possible:
early puerperium = immediately after childbirth
myocardial infarction = heart attack
your program needs to be backwards compatible = your program needs to be compatible with earlier versions of the software
the drug is known to be fungitoxic but not phytotoxic = the drug is known to be toxic to fungi but not to plants
Finding a simple, plain-English equivalent can take some thought. Make sure you do not change the meaning of the sentence or lose any subtleties that might have been conveyed by the original, more complex words. Do not be afraid of making the text a little longer – several simple words may be better than one difficult one.
Avoid jargon and trendy words
Some words have become ‘trendy’, especially in government and technical reports, but that does not necessarily mean that readers understand them, especially if they are not common in everyday speech:
learnings = lessons
to action = to do, to follow up
to leverage = to use, to build on
to progress = to do
Use plain-English words and phrases to make your writing and meaning much clearer:
The organisation’s human resources budget will be rightsized after the implementation of our change management initiative.
versus
The organisation will be cutting its training and development budget following the move to Albury.
Actionable learnings occurring as a result of the recommendations of the report will be leveraged to implement key deliverables going forward.
versus
We will follow the report’s recommendations when developing future products.
Use precise words and phrases
Some words can have several meanings. Although you may mean something very specific when you use a particular term, there is no guarantee that the reader will understand it in the same way. Use a word or words with a more precise meaning:
enhanced = improved or increased or reduced [Note that some things are better when bigger, such as immunisation rates, and some when smaller, such as air pollution or a golf score.]
inhibit = reduce or stop
parameter = constant, variable, value or upper and lower limits
See Terms to watch out for, for further examples of terms that are commonly confused or misused.
You also need to check that your word choices are not ambiguous or confusing in context. Some words, phrases or clauses can become ambiguous in their grammatical context:
Our new researcher likes visiting experts. [Do they like having experts visit, or visiting them?]
We need more enlightened commentators. [Do we just need more of them, or individuals who are more enlightened?]
We didn’t miss the bus because we biked to the bus stop. [We missed the bus, but it wasn’t as a result of biking to the bus stop …? Or as a result of biking to the bus stop, we made it onto the bus …?]
Keep the pronoun close to the noun to which it refers to avoid pronoun ambiguity:
When Michael saw his father, he was overjoyed. [Who does he refer to: Michael or his father?]
becomes
Michael was overjoyed when he saw his father.
The recreation centre included a hockey field and an indoor facility with a basketball court. It was open until 5 pm. [What does it refer to: the recreation centre, the hockey field, the basketball court?]
becomes
The recreation centre, which was open until 5 pm, included a hockey field and an indoor facility with a basketball court.
Avoid euphemisms
Some words and terms are used to try to hide potentially unpleasant realities. Using plain language will make the meaning clearer:
sacrifice = kill
correctional facility = prison
human waste = faeces
rightsizing = redundancies or job loss