Admit it: You’re proud of your writing skills. They give you enviable power. You can wield English grammar and vocabulary like a sculptor’s chisel or a warrior’s axe. You’ve thrived in fields where your long, complex (but clear) sentences with lots of Latin syntax and vocabulary roots show your expertise. But what if, by setting these skills aside sometimes, you could make your writing even more powerful? What if you could have a greater effect on your audience by changing your writing style to better fit their needs? You can create more powerful and effective messages when you write in plain language. WordRake can help you achieve this transformation faster and more efficiently.
The Need for Plain Language: Bridging the Gap
Legal writing, academic prose, and government publications are prime examples of complex language that can be confusing and intimidating for readers unfamiliar with formal English. The Plain Writing Act of 2010 partially addresses this issue by requiring US federal government agencies, executive offices, and independent regulatory agencies to use clear communication that the public can understand and use. You can do more by translating field-specific jargon into helpful information.
It can be tough to simplify your writing when you spend your workdays communicating with colleagues in jargon and terms of art, which can be efficient in those circumstances. But once you get outside of your field, you must change style to help your audience. This transition requires empathy, training, and a change in mindset. The Plain Language Action and Information Network (PLAIN) provides plain English suggestions and a style guide akin to the APA or the MLA. But even with training, manual plain language editing is time consuming—and it's hard for writers to see potentially complicated constructions in their own English.
Contrary to what we learned in school, simple and direct writing isn’t bad, it’s helpful. So start asking: Which grammar and word choices would be useful for the reader?
Introducing Fast, Effective, and Automated Plain Language Editing
With its new Simplicity mode, the WordRake software applies thousands of plain language suggestions to Outlook e-mails and Word documents in minutes. The program has been fine-tuned to edit words based on context to make edits that native English-speaking plain language experts would make. The program follows government plain language guidelines and changes statistically complex vocabulary to more familiar words.
Here are some examples of WordRake’s plain language suggestions regarding accomplished that may go unnoticed by most writers:
We accomplished the objective met the goal set by the company.
We must do a lot of work to accomplish make these changes.
Few tasks were accomplished carried out yesterday.
The vision was accomplished completed by bringing together leaders in the field for an honest discussion.
The NGO accomplishes does this work through activities at nearly 100 locations.
Notice the five different approaches to implementing the guideline that suggests changing accomplish to carry out or do. WordRake’s linguists asked: What if someone writes accomplish this objective? Neither carry out this objective nor do out this objective sounds correct or more accessible. Also, the word objective can often be simplified to goal. That nuanced thinking is built in to WordRake’s Simplicity mode.
Additionally, WordRake's Brevity mode streamlines your writing, removing redundant or unnecessary words, legalese, and archaic terms while preserving terms of art. Brevity mode is the default selection for all users.
How to Maximize WordRake’s Plain Language Potential
If Simplicity mode will benefit your readers, run it alone first, before Raking in Brevity mode. Working in this order will give you more plain language edits. Follow these steps:
- Run Simplicity mode first by unchecking the Brevity box, checking the Simplicity box, and clicking the orange Rake button. Review and Accept or Reject the Simplicity mode edits.
- After making your Simplicity mode decisions, uncheck the Simplicity box, then check the Brevity box. Click the orange Rake button again to apply Brevity mode edits, then review to Accept or Reject them.
NOTE: If you leave the Simplicity box checked at this point, you may have to reject some of the same edits you already rejected. - To receive the most suggestions available, Rake your document one final time with both mode boxes checked, allowing the software to make any additional improvements.
No matter which editing mode you use first, Raking your document multiple times will reveal more opportunities to improve your writing. Read more about the benefits of extra Rakes here.
See the Difference When You Run Simplicity Mode First
Since WordRake was originally designed to edit for clarity and brevity, users who run Brevity and Simplicity modes at the same time will find that edits from the Brevity category will be prioritized. Following the steps above will change that priority. Here’s a chart to show the difference:
|
Original Sentence |
Final Edit when Brevity Runs First |
Final Edit when Simplicity Runs First |
|
However, as Mr. Smith's plea agreement clearly indicates, this is exactly what transpired. |
However, as Mr. Smith's plea agreement clearly indicates, this is exactly what transpired happened. |
However, as Mr. Smith's plea agreement clearly indicates shows, this is exactly what transpired happened. |
|
In the absence of comprehensive, ongoing treatment, those who struggle with addiction often relapse if they manage to quit. |
In the absence of Absent comprehensive, ongoing treatment, those who struggle with addiction often relapse if they manage to quit. |
In the absence of Without comprehensive, ongoing treatment, those who struggle with addiction often relapse if they manage to quit. |
|
With regard to apps that have access to confidential information, you should investigate all layers of data sharing. |
With regard to Regarding apps that have with access to confidential information, you should investigate all layers of data sharing. |
With regard to As for apps that have access to confidential information, you should investigate all layers of data sharing. |
|
The company paid an approximate total of $500,000 in defense costs. |
The company paid an approximate total of approximately $500,000 in defense costs. |
The company paid an approximate total of about $500,000 in defense costs. |
Brevity mode strives to retain as much of the author’s original style as possible, so it may suggest shorter but more complex language. Since Simplicity mode strives to simplify language, it may suggest simpler words that have slight changes in meaning. Users are free to reject any changes they feel are too different from their original intent. Users may also apply their own edits as they review WordRake’s suggestions.
Experience the Benefits of Automated Plain Language Editing
Transform your writing to be more direct, accessible, and effective. Invest in simplicity today and revolutionize the way you communicate. Try WordRake for free and discover the power of automated plain language editing.
About the Authors
Ivy B. Grey is the Chief Strategy & Growth Officer for WordRake. Before joining the team, she practiced bankruptcy law for ten years. In 2020, Ivy was recognized as an Influential Woman in Legal Tech by ILTA. She has also been recognized as a Fastcase 50 Honoree and included in the Women of Legal Tech list by the ABA Legal Technology Resource Center. Follow Ivy on Twitter @IvyBGrey or connect with her on LinkedIn.
Danielle Cosimo is a Language Usage Analyst for WordRake. Before joining the team, she was a translator and editor for non-native English speakers applying to degree programs in the United States and the UK. Danielle is formally trained in linguistics and has a certificate in computer programming. She is fluent in English, Portuguese, and Spanish. She applies her interdisciplinary knowledge to create WordRake’s editing algorithms.
