Struggling to read, or write? How to be productive in lockdown, TheGuardian.com, features tips from several authors. Here’s how creative writiers' ideas can help us as a professional writers.
I am really finding it challenging to stay motivated. I’ve worked from home for years, but not in such an isolated way. Going out for a meeting, lunch, coffee was often a reward for the tasks I accomplished. As both a professional and a creative writer, I found nuggets in this article that help with both challenges. Struggling to read, or write? How to be productive in lockdown, TheGuardian.com, features tips from several authors. Here’s how creative writiers' ideas can help us as a professional writers. Although the creative writers suggest ‘giving’ yourself time to sit and write, I think it is a good idea to write in time batches. Break it down into appetizer-sized tasks. The full meal deal might just be too much. This can help if you are inundated with interruptions, your day is interspersed with others' needs and you want to keep up, but not in a stressful, demanding way. Another gem was to not feel the need to complete a whole project in one go. Accept that during this time you may be feeling more stressful about your to-do list. That’s normal considering the changes we’re going through. A schedule can help. Go one step at a time. I know, people have been saying this forever. But it does make sense. Sometimes we just need to stand back, take a fresh look and get rid of some of the clutter in our work and creative lives. Try a new approach. Ask a colleague or friend how they are juggling things. Clear your work area. Make sure it’s a real break, not a household chores or work break. Get away from your work station. Do some exercise or mediation. Just sit and look out your window. Have a chat with a friend. Check your garden or a neighbour. One author suggests unplugging—your internet! Scary? Maybe just shut down your computer rather than letting it ‘sleep’. Definitely turn down or off your phone at night. Our sleep is so important for our health, give it all the support you can. So, whether you are writing a report, a short story, a novel, a film script, be resourceful in finding some help to get you started, keep you going and reward yourself as you move along.
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![]() Review by Kate Harrison Whiteside The story behind Write’s (Write.co.nz) success is all about how they live and breathe what they do. Their goal is to save organizations and people from bad communication and give them the tools to create memorable messages. This time they’ve taken on the universal challenge of too much (often not very interesting) information. They show us how to tell stories that will free up decision-making, motivate leaders, and empower people. And, all this because an idea, pitch or choice is best presented in a story framework the audience can relate to. Simple! Let's bring storytelling at work to life
So, why haven’t we been doing this style of communicating all along? Well, writing styles are often entrenched in organizations and professions, deadlines force the writing process to by-pass audience focus, and leadership is needed to make a change in direction. The motivation may be there, but skills and knowledge may need help. Write’s Storytelling at Work online course and workbook are there to take you above and beyond. The online course reflects the very core of clear communication (plain language) in its simple presentation style, understandable content, video and text options. The content is discussed in the video, supported by the workbook exercises and finishes off with a quiz to help you measure progress. Your new skills will generate interest With Write’s storytelling guide in your pocket, you are ready to turn ordinary ideas into memorable stories and apply these to brilliant effect in your writing life at work. Don’t worry if this is all new. Write works their magic throughout the course. You’ll learn the types of story themes, the stages that build a bridge (story arch) as your story goes from a situation, to a spark point, to a solution. Just take a deep breath and dive in. I took this online course and highly recommend it. I’ll be putting it to use immediately with a new client. Contact me if you are interested in finding out more. Kate Harrison Whiteside kate@keyadvice.net Plain language consultant and trainer Keyadvice.net PlainLanguageAcademy.com One of the best things to come from the technology age is the blending or morphing of writing and designing. It is now desirable, actually preferable, for content creators and website designers to work together, even simultaneously. Yes, the architect and the painter. The surgeon and the physiotherapist. The CEO and the administrator. It is the synergy of this teamwork that creates satisfied clients, our ultimate goal. So how does that relate to plain language?
Three guidelines for accessibility Plain language is the process of creating clear content readers can understand, access and use. It’s about audience, accessibility, inclusiveness. It shares these common goals with: Content Design, the practice of creating user-focused content for websites, as explained by Content Design Centre’s Sarah Richards, and Visual Design, improving user experience on websites, as defined by interaction-design.org. Together they are the communications reality of the world of Universal Design. The Rickhansen.com blog, Universal Design 101, outlines the seven basic principles, from an architect’s or planner’s perspective. Each one can be applied to designing clear websites created with plain language content and developed together. I particularly like: “Principle 3: Simple and Intuitive Use. Use of the design is easy to understand, regardless of the user's experience, knowledge, language skills, or current concentration level.” This is also one of the key foundations of plain language, clear web content and visual design practices. Where do I start? All these new design practices support our goals of effectively sharing online content. Plain language and web development are both team endeavours. When setting up your web project team aim for these three milestones:
Don’t just talk about ‘universal design’, live it in every project. You and your clients will experience the rewards. Find out more: Content Design podcast by Sarah Richards, Content Design Centre, London Visual Design ideas blog from interaction-design.org PlainLanguageAcademy.com Creating Clear E-content online, interactive course. The International Plain Language Federation, with representation from PLAIN, Clarity and the Centre for Plain Language, recently celebrated a go-ahead from the International Standards' Organization (ISO) to apply for an international plain language standard. Their focus is on setting a definition of, establishing international standards for, and training and certifying practitioners of plain language. So, why is this such exciting news? Here are three reasons. Plain language is now a global profession When plain language first became mainstream, in English-speaking nations and countries such as Sweden, it was often called plain English. That was in the 90s. Today, plain language is practiced in many countries, in many languages. So, how do you manage a movement that covers so many countries, organizations, audiences and topics? You set a standard. "This is such exciting progress because a standard gives us all a point of truth - a point of agreement. At the moment, while plain language professionals are very much in agreement as to our work generally - what it is, why it's needed, how it works - there's still so much room for interpretation. An international standard would mean both we (as experts) and others (wanting to apply the principles of plain language) will all have a common agreement as a starting point. It also gives our work weight. I'm thrilled!" New media, methods and messages The old methods of a readability test, a grade level and a quick edit have evolved into new practices. Thanks to leaders in the field carrying out research, tracking progress and sharing findings, the plain language process has matured. It now integrates design and usability. Technology has had a major influence. The process, much like marketing, includes a clear plan, audience assessment, clear writing and editing to facilitate understanding, navigation and action; design for accessibility; and reader or user testing. Users drive successful projects. They are involved throughout. And, standards will help ensure we are achieving plain language in a systematic way that meets their needs. Skill goals for the future Skill development is challenging organizations as the effects of technology, the environment and economics keep changing. Conferences, courses and collaborations have helped make plain language more mainstream. However, as a trainer and consultant, I am often asked by clients and students for a recognized plain language 'stamp'. The proposed standard is looking at training as well as application. Soon we will be starting with and sharing a recognized definition and guidelines to ensure we are providing consistent quality. That's what standards do. The Plain Language Standards working group has representatives from Australia, New Zealand, Sweden, Norway, the US, Mexico, Argentina, Canada and Portugal. All members are passionate about plain language and the standard. How lucky are we? Very. Visit the International Plain Language Federation website to find out more.
My newsfeed often identifies stories with 'Plain Language' in the title. I don't know how the author got to that claim, but it is usually obvious they have tried to take a complex topic and make it simpler. However, plain language is a process that involves steps, reader feedback, visual design standards and writing guidelines. One of today's toughest topics to explain clearly is climate change—now called climate crisis. Climate crisis in plain language Lexicology recently posted a piece with the title Climate change - a plain language guide for business. It was well organized. It may have met its primary audience's needs. However, jargon clouded the issue. Terms like 'global stocktake' (which showed up as a spelling error for me), 'ratchet mechanism', 'material fiscal risks', 'acute catastrophic' and 'gradual onset' detracted from the message. I have a business. I am concerned. But, the jargon didn't persuade me to read on or take action. The science of it all in plain language Scientific America published an article that is clear, well-organized, concise and targeted. Scientists need to communicate their findings in plain language so planners can look ahead, not use old standards. It was a good read. How to Talk Global Warming in Plain English, even though it is from 2016, shows how applying plain language guidelines can help get the message across. From climate change to climate crisis The UK's Guardian newspaper lead the way in changing the lexicon of climate reporting. Their readers' editor highlighted the publishers' new initiative by defining the words and phrases they would now use. For example, global warming will now be global heating, as is it a more accurate description. The article highlights climate change's need for a "robust new language to describe it". I like the sections, definitions and explanations designed to answer questions and feedback the public gave them. The involvement of their audience in crafting a response is a key component of the plain language process. The next time you craft a blog, opinion piece, organizational directive, why not search the Internet for the topic adding the words 'plain language'. I hope you are pleasantly surprised.
There’s no project more in need of a style guide than a web site update or creation. Unlike print documents, they usually have multiple contributors, specific design requirements and unique audience needs. It might also be the first time your team has integrated plain language. So, where do you start?
Launching your style guide Your style guide needs to work with your project’s goals. Even if you have an existing one, you will want to tailor the guide to your project, contributors and audiences. This may mean starting from the beginning or simply updating or adding some new content. Remember the guide is there to help and the clearer it is the more effective it will be. Plain language should either have its own section or be integrated. Ultimately, the entire guide should meet clear writing standards. Set clear project and style guide goals to succeed in creating clear content. Designing and planning a style guide Gathercontent.com recently shared the University of Dundee’s Content style guide. Check out how simple and clear it is. Four sections cover what most content creators need: the content principles; how to write in the best tone and voice; general web writing guidelines; and a searchable content reference guide, for things like grammar, quotations, acronyms and abbreviations. Style guides come in all shapes and sizes, but their purpose is to help contributors. Everyone benefits from uniform, helpful and accessible content. Creating a plain language style guide Before you start with your creation or update, ask people what they need in a guide. They may not all be familiar with plain language, online content style, proofreading and editing. This guide can make their, and your, job easier. Consistency plays a big role in communicating effectively in plain language and online. The guide can be the foundation for a great end product. A style guide is the ounce of prevention that is worth a pound of cure. In plain language, it is the pre-planning that saves loads of time and money reworking content later. Need help with yours? I’m here. ![]() The truly collaborative, universal, inclusive content Readability Guideline project is now drawing conclusions. It will create a style guide that includes plain language recommendations. Content Design London is leading the project using Slack and Wikidot. As we are often challenged to create or follow a style guide, having one with this kind of solid research, global input and varied expertise behind it is invaluable. Focus on accessibility Plain language is all about accessibility and this is a critical factor in online content. The project’s Beta phase discussions focused on 15 topics. Under plain language their recommendations include:
Plain language readability guidelines Their public wiki activity identified these readability guidelines supported by evidence:
Where to next? They will continue to usability test important readability questions. Topics are still open for discussion and people with relevant data should share it. Support this initiative by using #readabilityguidelines, providing any research-supported readability data you have collected or donating funds. Thanks to Rob Mills at Gather Content for his blog share. Another great resource is the online, searchable UK Government Style Guide. Their mission was clear. Their methods tested. Their results excellent. I like the statement plain language is for everyone. But, I would add: plain language is for all communication. This year I did three completely different projects, in three different sectors, with three different audiences. But, the results were singular: plain language practices work for all types of information. As I worked through all these projects, I was motivated by the solutions and opportunities plain language offered, regardless of the challenge. Project 1: International Development OrganizationThis client was committed to implementing clear communication, particularly for their clients applying for project funding and reporting results. We took applications, instructions and the reporting templates and set our goals on clarity, conciseness and convenient use. The final documents met these goals. Over time, they can evaluate with users, look at changes in processes, such as time required to complete, read or decide on applications. Setting clear goals leads to easier evaluating. Project 2: University Research Project Motivation to turn this research, which would be distributed to a specific target group but also be available to the public, came from two angles. The authors were committed to making their complex data as clear and simple as possible for their audience, because they wanted readers to understand, share and act on it. Also, one of their funders had plain language standards they wanted followed. We combined my basic plain language checklist with the funder’s and the final draft was approved. We also consulted a clear design specialist to ensure presentation would meet accessibility and usability guidelines. The proof of success will be the feedback they get from their readers. But, plain language writing, editing and design will play a big part in this. Project 3: FireSmart Demonstration Forest SignageI am committed to FireSmart and all the work they do to help people protect their homes, neighbourhoods and communities from wildfires. This was my first work as a plain language editor for signage. Working from content that came with academic and public-sector influences, we ‘whittled’ away at the words until we had content that was concise, educational and would help readers navigate the site. Images were selected to support the content. For accessibility to information, we considered the size and position of the signs. Signs are basically instructions. But, they offer limited space. The project will be launched in the spring. People will certainly provide their feedback once the trails are open. We really did make every word count and plain language helped us achieve this.
As I worked through all these projects, I was motivated by the solutions and opportunities plain language offered, regardless of the challenge. The days of businesses saying, ‘I am the best’, ‘You must have my product’, ‘This is all you need’ are gone. People want a conversation, a connection problem solved. If your customers are meeting you online for the first time, or catching up on the latest news, turn your About page into a story that will connect, create interest and build commitment. Tell them your story. It’s seen as the number one way to market. But, like any great marketing writing, you have to have a plan that focuses on your audience. Here are some tips and examples to get you going.
Making a connection This Forbes magazine article highlights how storytelling is the best marketing tool to make an “emotional connection”, which is what many clients want, after more than two decades of virtual buying and selling. Top takeaway tip is to ‘be authentic’. Be honest. Be respectful. Focus on audience Today’s audiences are well-informed, well-traveled (including virtually) and focused. They know what they want, or at least what questions they want answered. And, they are interested in being entertained. Ask yourself what your clients want, why this story matters to them. As I share in my Writing Your Business Story workshop, it’s your client’s story, not yours. And, you want it to be so memorable so they share it with others. Take a look at the image and content on Lamplighter Brewery’s About page. Doesn’t it make you want to work there, hang out there, buy their product? I’m sure those were their goals. Another key part of writing your business story is having clear goals, linking stories to your mission statement and tracking results. Focus on emotions Check out how Toms shoes took a one-off in-house event, One Day Without Shoes, and turned it into a global story. Can you just imagine it? They used people, an activity everyone could participate in, and got to the ‘soul’ of it. The visual use of social media, and easy inclusivity, helped take this story, and the charity, to the world. On a global level, Dove’s Mission: Care video tackling the issue of men who miss their families is extreme, storytelling, with emotion, lots of emotion. You can do it too. Critical components: real people, relatable situations, making connections. It shows you can go outside of your core market, you can target fringe interest and create new connections, all through storytelling. But, you don’t have to be a global business to have success. Focus on local BC’s Kootenay based Elevation Industries has an About page that will make any outdoor enthusiast want to go in and see what’s there for themselves. They are very motivational, connect with target audience’s emotions, and use humour. These are all key components of great story-telling. Nelson-based Kootenay Mountain Culture takes you on the journey of their successful magazine and website. They don’t tell you what they do: they weave an image of their passion to sharing their environment, the people who influence them and their connection to the adventure and culture. If you didn’t know who they were when you visited their site, you’ll know when you leave. Whether your local is a few feet from your office, or an online social community or a global initiative or enterprise, narrow down your story’s scope. Know your audience profiles, so you can talk directly to them. Global is accessible, but making your business local is powerful. Always make your ending come alive. The best way to do that is to collaborate with your audience from the start to the finish of telling your—I mean ‘their’—story. Read the earlier Key Advice Blog on Getting Attention with Your About Web page. Do you have a great business story to share? ![]() Gregory Younging's new book, Elements of Indigenous Style–A Guide for Writing By and About Indigenous Peoples, published by Brush, is unique, tenacious and timely. It arrived just as I received an enquiry about plain language editing for an Indigenous project. I was curious about Indigenous style and in need of a strong resource. I was also intrigued about a potential relationship between plain language and Indigenous style. Younging's book exceeded my expectations but also raised many challenges. Younging, an author, the publisher at Theytus Books and a teacher of Indigenous Studies at University of British Columbia Okanagan, is also a brilliant storyteller. He is a member of Opaskawayak Cree Nation in northern Manitoba, has an MA, a MPub and a PhD. Sharing this style guide is just the tip of his expertise iceberg. A style guide offering urgently needed solutions In Elements of Indigenous Style, Younging takes the time to explain why this guide is needed. He blends in the literary history of Indigenous Peoples, highlights rights, addresses culturally appropriate publishing practices, provides a terminology guide and introduces specific editorial issues and strategies. Principle 1: The Purpose of Indigenous Style points out the need to reflect the reality of Indigenous Peoples, be truthful in content and be respectful of culture. This is just one of 22 style points presented. If a style guide is the backbone of the writer’s trade, Younging's guide is the heart and soul of Indigenous publishing. But beware: you will most likely need to give your own style guide a revamp. New style guide for an old problem Younging explains how, to date, literature on Indigenous Peoples has focused on information about them rather than from their perspective. Writers need to replace historic styles with new ones that incorporate the Indigenous Voice and incorporate oral, traditional and cultural experiences. He acknowledges that many of us want to do it right but don't know how. This style guide is presented as part of the solution. It will definitely require integrating into existing style guides or use as a stand-alone resource for us to be successful. "Working in an appropriate way begins with a clear understanding of how Indigenous Peoples perceive and contextualize their contemporary cultural realities." (Pg 17). It is important not to become overwhelmed with all the in-depth instruction but, like acquiring any new skill, go step by step. I have to agree with Younging on the importance of recognizing and respecting Indigenous cultural property. Principle 3: Indigenous Literature and Canlit states Indigenous literature is its own category, not a subgroup. Non-Indigenous authors do not have the same artistic license as the unique one of Indigenous authors. This goes much deeper than words. Collaboration (Principle 6) is critical to success: such as working with Elders. Messages need to be created together. Indigenous writing insights Younging clearly outlines what not to do. Inappropriate terminology (Principle 11) to never be used includes brave, red Indian, band, folklore, native, primitive and other terms with an explorer, missionary or anthropology influence. But he also tells us which terms are acceptable. Principle 18: Inappropriate Possessives lists common offensive phrases we should all avoid: Canada's Indigenous Peoples or the First Peoples of Canada. They imply ownership. A style guide is often a reference tool. But this is more of a cultural, practical, must-do resource. Indigenous and plain language styles can definitely learn from each other. There's just no arguing: we need them and we must strive to follow them. As we move forward, clarity, collaboration and cultural sensitivity must be our top priorities. Plain Language and Indigenous Style As I began my exploration of Indigenous style principles, I was inspired to find a key plain language—Indigenous style connection: focus on and sensitivity to the audience. Plain language is communication that audiences can easily understand, efficiently navigate and effectively act on. But Younging takes it a step further. Plain language is a process: simply creating grade six reading level content does not make a document plain language. You need audience awareness, reader-sensitive content and clear design, supported by user testing. Younging gets right to the point on rules of Indigenous style and aims for no exceptions. For some, this change in how things are done might seem difficult. But I recommend sticking with it for the rewards, as following the plain language process has given us proven results. Where plain language and Indigenous style also cross paths is the need for updating style guides, training and processes. Plain language strives to be an accepted and integrated priority but can often be a last–minute addition. Younging takes a much stronger approach, stating if there is a difference between a traditional style guide and Indigenous style, the latter is the only acceptable form. I look forward to future collaboration between plain language and Indigenous communicators. How to make Indigenous style work It may seem overwhelming, as many of us will be learning, or discovering for the first time, a new way to write. With this style guide, you can make much needed changes and become an Indigenous style champion in your organization. But be prepared to commit to a process which will take time and require patience. This guide opens the door to Indigenous writing and publishing standards. Hopefully Younging will open more of these style guide doors for us. by Kate Harrison WhitesidePlain Language consultant Gregory Younging is presenting at the Editors Canada Conference: Bridging Communities. Saskatoon, SK. May 25-27, 2018. Indigenous and Plain Language presentation streams run both days. Special thanks to Michelle Shaw for proofreading. Register for supported, online training courses at PlainLanguageAcademy.com.
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AuthorKate Harrison Whiteside has over 25 years experience in plain language, writing and editing, training and consulting. Archives
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