In our last poll, we asked about using Plain English when writing a job description and the result was interesting. For those who aren't using it yet and to endorse those who already are, we've written this article to explain why Plain English is beneficial for business and how it can improve disability strategy in the workplace.

In Ireland, 1 in 6 people struggle with reading and understanding information, according to the National Adult Literacy Agency referencing the Central Statistic Office survey in 2012, for adult competencies. This highlights the importance of clear communication in all aspects of business, particularly in job descriptions, strategy development, giving out instructions and communicating with clients/customers. Remember that this is not a disability statistic, but catering for your information to be well understood by persons with a disability can give you a market edge and increase productivity while in compliance with the EU Accessibility Act.

The Importance of Plain English

It is good to understand that English is plain ‘if its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information’. (Sources: National Adult Literacy Agency and the International Plain Language Federation.)

Using Plain English in business communication ensures that your message is understood by a broader audience and not just individuals with disabilities. This is crucial in a professional setting where misunderstandings can lead to costly mistakes. Clear and concise language helps:

• Improve Comprehension: When information is presented clearly, it is easier for employees to understand and act on it.
• Enhance Productivity: Clear instructions reduce the time spent on clarifications and corrections, allowing employees to focus on their tasks.
• Build Trust: Transparent communication fosters trust between the business and its stakeholders, including employees, clients, and partners.

Legal Benefits of Plain English

Plain English is not only beneficial for comprehension but also for legal clarity and compliance. Article 3 of the EU Accessibility Act, called "Accessibility requirements," says that products and services must provide information in a way that is easy to understand. Clear legal documents help ensure that all parties are fully aware of their rights and obligations, thereby minimising legal risks.

• Compliance: Clear communication helps businesses comply with legal requirements, avoiding penalties.
• Reduced Disputes: When terms are clearly defined, there is less room for misinterpretation and conflict.

Attracting More Applicants During Job Search

Job seekers often skim through multiple job postings, therefore those that are easy to read and understand have the highest ranking order. Using Plain English in job descriptions can significantly increase the number of applications you receive. Here’s how:

• Accessibility: Simple language makes job descriptions accessible to a wider range of applicants, including those with varying literacy levels and non-native English speakers.
• Clarity: Clear job descriptions help potential candidates quickly understand the role and its requirements, encouraging qualified applicants to apply.
• Positive Image: Businesses that communicate clearly are perceived as more organised and professional, attracting top talent.

Basic Tips for Creating Job Descriptions Using Plain English

Creating job descriptions in Plain English does not mean oversimplifying the role or losing the context of the business. Here are some tips to achieve clarity without compromising on detail:

1. Use Short Sentences: Break down complex ideas into shorter, manageable sentences.
2. Avoid Jargon: Use everyday language instead of industry-specific jargon that may confuse applicants.
3. Be Direct: Clearly state the responsibilities, qualifications, and benefits associated with the role.
4. Use Bullet Points: Organise information in bullet points for easy reading and quick comprehension.
5. Active Voice: Use active voice to make sentences clearer and more direct (e.g., "You will manage projects" instead of "Projects will be managed by you").
6. Consistent Structure: Maintain a consistent format throughout the job description to help readers navigate the information easily.

Example of Plain English

Job Description Before:

"Utilise innovative problem-solving strategies to optimize workflow efficiencies and leverage cross-functional team synergies to achieve organisational objectives."

After:

"Use creative solutions to improve how we work and collaborate with different teams to reach our company goals."

By adopting Plain English in your business communications, you not only make information more accessible and understandable but also create a more inclusive and attractive environment for potential employees. This practice benefits all aspects of your business, from legal compliance to talent acquisition and overall productivity.

Enhancing Your Disability Strategy

Creating an inclusive workplace requires clear and accessible communication. Plain English is crucial in making information accessible to everyone, including employees with disabilities. Here’s how Plain English can support your disability strategy:

Accessibility for All

Visual Impairments: People with visual impairments often rely on screen readers, which work more efficiently with plain, straightforward language because the effectiveness of screen readers is significantly influenced by the complexity of the text they process. Complex sentences with multiple clauses can be challenging for screen readers to navigate, making the content harder to follow for users.

Cognitive Disabilities: Employees with cognitive disabilities benefit from simple and clear instructions that are easier to understand and follow.

Learning Disabilities: Individuals with dyslexia or other learning disabilities find Plain English less overwhelming and more manageable to read and comprehend.

Boosting Productivity

Clear communication is directly linked to productivity. Here’s how Plain English can enhance productivity in your organisation:

Reducing Misunderstandings

• Clear Instructions: When tasks and expectations are communicated in Plain English, employees are less likely to misunderstand and make errors.
• Clear communication reduces the need for repeated explanations and questions, saving time and resources.

Streamlining Processes

• Efficient Onboarding: New hires can quickly grasp their roles and responsibilities when onboarding materials are written in Plain English.
• Improved Training: Training programs that use Plain English are more effective, ensuring that employees understand and retain important information.

Enhancing Employee Engagement

• Increased Confidence: Employees are more confident in their roles when they clearly understand what is expected of them.
• Better Collaboration: Plain English facilitates better communication and collaboration among team members, leading to more efficient teamwork and project completion.

Practical Tips for Implementing Plain English in Your Workplace

To effectively implement Plain English in your workplace, consider the following tips:

1. Simplify Language: Use everyday words and avoid complex terminology or jargon.
2. Be Concise: Keep sentences and paragraphs short and to the point.
3. Use Bullet Points and Lists: Organise information in a way that is easy to scan and understand.
4. Provide Clear Examples: Use examples to illustrate complex ideas or instructions.
5. Encourage Feedback: Ask employees for feedback on the clarity of your communications and be open to making improvements.
6. Train Staff: Offer training sessions on Plain English writing techniques to ensure consistency across the organisation.

Start implementing Plain English today and see its positive impact on your business operations and reputation. Remember, the goal of any business is to maximise profit, including boosting employee productivity.

Employers for Change is an employer disability information service, dedicated to empowering businesses with the tools and knowledge to hire inclusively and support staff with disabilities. We provide free consultations and deliver free trainings for employers of all sizes in Ireland. To book, email info@employersforchange.ie

Learn more about the topics covered in our free trainings, including Disability Awareness, Disability Inclusive Recruitment, and Inclusive Communications.

Employers for Change is an Open Doors Initiative program funded by the Department of Children, Equality, Disability, Integration and Youth