When I received this link to the State of Oregon Library’s new website called “Plain Language” my first reaction was to laugh. After working around government for 14 years I can tell you that bureaucrats definitely need to learn to speak in “plain language”. Too often they speak in a government code full of acronyms and insider catch phrases. This makes navigating government impossible for average citizens.

The reality, though, is that this problem isn’t exclusive to government. Business communication often suffers from speaking and writing in acronyms and codes. When a business falls into using insider language, how do clients or customers feel?

According to the Plan Language website a document succeeds when it:

• Uses everyday words that convey meanings clearly and directly
• Uses the present tense and the active voice
• Uses short, simple sentences
• Defines only those words that cannot be properly explained or qualified in the text
• Uses type of a readable size
• Uses layout and spacing that separate the paragraphs and sections of the document from each other

The main addition I would make to this list is to avoid jargon and acronyms whenever possible.

How do your documents stack up?

Kevin

Many people are intimidated by the media and working with them to gain your company or non-profit exposure. But the reality is that you know more about your business and industry than a reporter does. You are the expert.

This is a message I’ve been presenting to business owners, CEO’s, and non-profit leaders for years. Here are some of the tips I tell them:

You are an expert: You know more about your business and your industry than any reporter.

Your knowledge is valuable: You can help the media as much as the media can help you, so look for opportunities to share your knowledge.

Have a message: Think about what you want the media and the general public to know about your business and industry.

Find out whom to talk to: Pay attention to which reporters are covering your industry’s topics, then contact them and offer to be an information source for their next story. Even suggest story ideas for future articles.

Be ready when they call: Find out why they are calling, what their deadline is and then offer to call them back. Before you call, decide if you want to comment (sometimes you don’t!) and what you want to say. Write down the three main points you want to convey before calling back.

Key things to remember: Be honest, avoid jargon, speak in shorter “sound bites” and most important of all hit the “softball” final question. That final question is usually “Is there anything you want to add?” Always go back and repeat your three main points!

You’re the expert so use your knowledge to promote your company!

Kevin Curry