5. Incorporating plain language and technical writing techniques in your work

Knowing what plain language is and why it is important, it is now time to approach the application of this knowledge. There are several resources online that can aid the technical writer and provide solutions. However, all the practical tasks boil down to just a few simple steps listed below. These were taken from and based on the idea suggested by the Center for Plain Language (the expanded version is linked at the end of this chapter).

1. Define your audience.
   Properly targeting the audience can include geographic, language, or age factors. It should also often include a list of key questions the audience might ask and the supposed tasks they want to accomplish. It is crucial to realize that not all readers possess the same level of knowledge of the subject; some of them might be completely unfamiliar with the concept. Skilled technical writers widen their audience range by adopting the plain language approach to eliminate the entry threshold for those users. This type of preliminary research is the most important when communicating externally to the public or to coworkers who do not predominantly cover the same field of expertise.

2. Structure the content appropriately.
   Plain language can greatly enhance user experience. However, language is just one factor, and the information must also be delivered in a clear, structured way. An organized, logical flow of information quickly leads the reader through difficult technical data and helps them comprehend it the first time. Using headings, short sections, and intuitive lists enhances customer satisfaction and keeps the information manageable. It also makes the document easier to scan for specific information and easier to skim for the basic concept or idea.

3. Write in plain language.
   Technical writers can break down readers’ barriers to understanding by using simple, everyday words, active voice, present tense, and less jargon. Simplifying content without sacrificing accuracy is the main task here. Writing clearly and concisely keeps the reader focused and engaged. The main, most important information must be put forward. Details, additional data, and variable possible solutions should be mentioned further in the document so the readers do not get distracted or confused.

4. Use information design principles.
   As already mentioned in step 2, technical writers should avoid such writing solutions popular in creative writing, as a wall of words. Instead, they should rather consider data visualization, photos, graphics, or other ideas to make content more understandable, such as lists or tables. Such visual aids can largely reduce misinterpretation and errors. An easy-to-navigate web page with headers and subheaders can help readers move quickly and efficiently. The same goes for a glossary and table of contents in a printed manual.

5. Test the design and content.
   This final step is often omitted due to time or budget constraints, but it remains a crucial and immensely valuable activity for every technical writer. However, this step can be very treacherous, as the content creators know all the answers and the supposed user path to follow. Questions to be asked at this time include whether the user was able to complete their top tasks. Did they search unnecessarily? Did they become frustrated due to unclear labels or incomplete instructions? Could they accurately describe who and what the document or site is intended for?

   Spending sufficient time during the testing phase and reaching out for external help from others will help reduce these errors. This will, in turn, save time during implementation and also spare the writer or designer the need to return to, amend, and fix the already published documents. While updating and fixing errors on a website or in a PDF is pretty simple, making changes in printed manuals attached to the product poses a significant challenge.

You can read further breakdowns in the Five Steps to Plain Language article (sometimes in excruciating detail, but at least delivered in the form of easy-to-follow bulleted lists) by the Center for Plain Language. Adapting this solution as a form of checklist for technical writing tasks may be a game-changer for those who enter the field of creating documentation.

Here are some simple takeaway tips about implementing plain language and putting the knowledge into action:

• Use active voice and avoid passive constructions.
• Avoid jargon, technical terms, and acronyms unless they are clearly defined.
• Break down complex information into smaller, manageable chunks.
• Use bullet points or lists to organize information.
• Test the content with your target audience to ensure understandability.