Yes to simplification—but how far will you go?
At En Clair, we often like to say that simplifying content isn’t just a matter of words and sentence length. Simplification is a holistic process!
PLAIN ( Plain Language Association International), a leading organization in the field of plain language and simplification, defines plain language as follows:
A communication is in plain language if its wording, structure, and design are so clear that the intended audience can easily find what they need, understand what they find, and use that information.
Not all companies are ready, from day one, to see a simplification process through to the end. They sometimes face time and budget constraints that limit their ability to act. Internal resistance can also slow down the push toward simplicity.
Of course, the right people need to be convinced that the effort is worthwhile and be willing to make it a priority.
Communicating simply is an organizational value that takes some getting used to, that must be learned, and that requires a certain mindset. Once you try it, you’ll love it!
But before you get started, you need to answer the following question: What level of simplification best suits your needs?
3 levels of simplification
Level 1 - Simplification 101
In a nutshell
This level introduces the client to simplification and its benefits.
Simplification efforts are often limited to the following:
rewriting the content,
choice of words,
sentence length,
paragraph length,
choosing the right tone.
Features
Limited completion time
Limited budget
Limited client involvement
The document's structure remains unchanged
Make Way for Innovation and Limited-Edition Creations
Benefits
Significant improvement in:
readability (understanding the information),
comprehensibility (understanding, retaining information, and acting on information).
These improvements may result in:
the elimination of several irritants,
internal awareness of the benefits of simplification.
Level 2 - 90-Degree Turn
In a nutshell
Level 2 makes significant changes to the document.
In addition to the topics covered in Level 1, the simplification effort also focuses on:
the internal logic of the content (order of ideas, hierarchy of information),
the structure (the document's architecture),
content navigability (effectiveness of headings),
the selection of information (the conciseness of messages and the necessity of the information).
This level of simplification is for you if you are:
open to new ideas that can shake up the usual ways of doing things,
open to certain challenges,
open to certain innovations.
Features
Reasonable completion time
Generous budget
The client is open to more far-reaching changes
Business objectives stated by the client (e.g., reducing the word count by X%)
Occasional involvement of internal teams
Benefits
Significant improvement in:
navigability (finding information),
readability (understanding the information),
comprehensibility (understanding, retaining information, and acting on information).
These improvements may result in:
a decrease in complaints and in the number of calls to customer service,
internal efficiency gains,
an increase in customer satisfaction.
Level 3 - The Height of Simplicity
In a nutshell
Level 3 truly brings a simplification process to life. Very often, the final result bears no resemblance to the starting point. The document is unrecognizable, both in form and content.
The simplification effort covers the following elements, in addition to those identified at the two previous levels:
content structure (the entire document has been redesigned),
information design (the formatting of information—alignment, typography, line spacing, graphics),
visuals (illustrations, diagrams).
This level of simplification is for you if you are:
ready to innovate,
ready to set yourself apart from the usual ways of doing things,
ready to undertake a project that will have an impact not only on your internal processes but also on your image.
Features
Relatively long production time
Large budget
The client is very open to innovation and creativity
Development or revision of content where simplicity is central to business objectives
Significant involvement of internal teams (proofreading workshops)
Benefits
Significant improvement in:
navigability (finding information),
readability (understanding the information),
comprehensibility (understanding, retaining information, and acting on information).
These improvements may result in:
a better user experience,
team cohesion within the organization around a positive project,
a way to stand out from the competition,
Employees as Ambassadors of Simplicity
An improvement in the organization's image
How far will you go?
As you can see, seeing a simplification process through to the end is a demanding task. Level 3 is not accessible to everyone. It is sometimes necessary to go through the previous levels before reaching this one. In fact, an initial simplification process:
It usually makes participants want to go even further next time
Allows for a concrete measurement of the results achieved
Provides an opportunity to solicit feedback from recipients
Helps identify areas where gains can be achieved through simplification and costs that must be accepted due to complexity
In short, the organization ensures that it has made the right choice.
But every organization is different. For some, taking a gradual approach to simplification is the answer to their needs. They focus on “getting a taste for it without rushing things.” For others, taking the plunge is the only way to go. They embrace change wholeheartedly!
The big question: How far are you willing to go?
Learn More
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