Guest post by Myriam Beaugé, MAIIC
In the intricate world of environmental and social impact assessment (IA), the power of clarity cannot be underestimated. As professionals in this field, our ability to convey complex information can determine the success or failure of critical projects and policies, and affect the health, safety, and wellness of populations in assessed regions. Here's how the 5 Golden Rules of Plain Language can transform your communication.
Know and Focus on Your Audience |
| Remember, the goal is not just to inform but to engage your target audiences so that the information you gather and share truly can be actionable. Whether you're presenting findings to community stakeholders, policymakers, funding agency representatives, or a cross-disciplinary team, tailoring your language to their level of understanding is essential. This means stepping out of the technical echo chamber to align your language (written and spoken) with what your audience can easily grasp. |
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This attention to plain language should be constant, right from the time you start examining project records or head into the field. If you are gathering a lot of information, the notes you take, the questionnaires you use, and the tables that will hold the end data should all have that plain-language quality. Even rough copy needs to be clear, concise, and as complete as possible. |
Use Simple and Familiar Words |
| The use of plain language is not "dumbing down"; it's about accessibility. Avoid unnecessary jargon, complex terminology, or convoluted sentences. Instead, opt for simple and familiar words to craft copy that is accessible and engaging. For example, you could replace a term such as "anthropogenic" with "human-caused." This shift does not compromise the technical validity of your assessments but rather ensures that your insights are not lost in translation. |
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If you need to use acronyms and abbreviations, do so mindfully and in moderation. Spell out the full terms for both acronyms and abbreviations at first reference. It is also a good idea to include a glossary of terms in your IA reports and update it regularly. |
Structure and Organize Information Effectively |
| Reports can be daunting, a labyrinth of data and analysis, so present information in a logical and organized manner. By also structuring your documents with clear headings, bullet points, and visual aids such as tables and figures, you're providing a roadmap through the complexity. This doesn’t just aid in understanding; it shows respect for your reader’s time and cognitive load. This approach facilitates skimming, too, and helps readers find specific information quickly, especially in highly granular reports. |
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Don't overburden your core reports with too much detail. Stick to the crucial information that your target audience needs and use supporting elements to provide context and reference data. This additional information can appear in appendices and annexes. |
Be Concise and to the Point |
| Time is of the essence, and in our fast-paced world, conciseness is a form of kindness. A well-crafted introductory summary and clear conclusion with bullet-point recommendations can often be the most read parts of your reports. Ensure that these sections are dense with value, not with words. Brevity is key to plain language. |
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A good way to test the effectiveness of your report summary and conclusion is to read them as a unit and see if you get the gist of the information you need to share. |
Use an Active Voice and Positive Statements |
| Empower your audience with an active voice to highlight the doer of the action and convey clarity and directness. Instead of saying "Safety measure implementation methods should be recorded by the project team," say "The project team should keep updated records on how it implements safety measures ...". This positions you as a guide, helping stakeholders see the path ahead. Positive statements are also preferable as they emphasize what can be done rather than what should be avoided. This encourages action and a proactive approach. |
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Most people speak in an active voice but slip into a more passive one when they write. If you get stuck, just say out loud what you are trying to communicate and use voice-to-text transcription to start building your report copy. You can also look into AI writing tools, like ChatGPT, to help you with macro tasks such as turning passive voice into active voice. (If you do turn to AI, be sure to first remove any confidential or sensitive information from your copy before submitting it to the editing tool.) |
Applying these 5 Golden Rules of Plain Language to your impact assessment communication will help you bridge the gap between knowledge and action. By making the complex accessible, you're not only fostering better understanding but also enabling informed decision-making. It's about ensuring that the important work you do doesn't just end on paper. Instead, it will translate into the real world.
Myriam Beaugé is the founder and principal consultant of SWYM Communications. She specializes in stakeholder engagement, content development, and strategic communications focused on environmental, social, and (corporate) governance (ESG). An experienced multilingual writer and editor, Myriam holds an MA in Intercultural and International Communication from Royal Roads University. Connect with her via LinkedIn and at SWYMcommunications.com.
