Why Use Clear
Language?

What is Clear Language?

Clear language is an approach to communication that puts the reader first – it focuses on action. Clear design means using the visual aspects of communication, such as type, formatting, and graphics, to help readers get the message. Why are clear language and design so important?

First of all, clear language is an inclusive approach to communication. It helps to make information accessible for everyone. In this sense, clear language and clear design are aspects of the issue of literacy.

There are a number of reasons why clear language is growing in importance for the municipal workplace. For one thing, technology has changed our jobs. With personal computers, electronic communication and the World Wide Web, almost all of us have become writers. Unfortunately, most of us were not trained to write for the modern workplace.

New technology also means working with new and more complex equipment and dealing with new workplace hazards. Now, more than ever, we need to be able to read and understand instructions, pay attention to warnings and follow safe procedures.

Municipal workplaces have changed as well. Municipalities are bigger and much more complex now. When we don’t communicate well with the public, with co-workers and in labour/management relations, we may face a host of problems.

What Problems Does Unclear Language Cause in Municipal Workplaces?

Communication Breakdown

Unclear policies and procedures can cause a breakdown in human resource processes. They can prevent people from getting access to benefits. Even something as basic as the vacation policy can cause real problems if people don’t understand how it works. At its worst, the breakdown in communication can result in grievances, human rights complaints and poor labour/ management relations.

Unsafe Workplaces

Unclear language can, and does, cost lives. When health and safety procedures are confusing or complex, people don’t read them. Without good information, workers may expose themselves, and others, to danger. Municipalities leave themselves open to costly lawsuits and serious liability.

Bureaucratic Culture

Unclear language can make your workplace seem bureaucratic. It contributes
to vague decisions, needless delays and a climate of secrecy that makes people distrustful or frustrated. It leads to unproductive meetings and a failure to make timely decisions. It breaks down team spirit and erodes working relationships.
People go away from meetings feeling confused and excluded – especially new and younger employees.

People feel frustrated and fearful about being able to meet the demands of the workplace – not because they lack the skills, but because unclear language creates a lot more ‘hoops to jump through’. It takes longer to read, and can cause errors and misunderstandings that take time and energy to sort out – time and energy that could have been spent more productively.

Disengaged Citizens

The errors and wasted time that result from a lack of clarity in municipal workplaces cost money – taxpayers’ money. When people feel they are not getting the services they pay for, they become cynical about municipal government. When citizens cannot understand the processes of government, they don’t get involved.