The Commission suggests being sensitive
to staff who resist plain language.
- Deal with peoples’ fear of exposing their ignorance, incompetence,
or lack of writing skills.
- Make sure there are no penalties when people use plain language,
for example when they are clear about issues and make commitments
in writing.
- Encourage plain language, rather than police it.
4.3 Ontario Securities Commission
The Ontario Securities Commission administers and enforces securities
legislation in the Province of Ontario. It protects investors, and maintains
public and investor confidence in the marketplace.
A Plain Language Directive
The Ontario Securities Commission has no formal plain language policy
for its staff. The move toward plain language is a result of a directive
from the Commission’s Executive Director.
In 2001-02, all 300-400 staff members took plain language writing
training. Two training streams were set up, with lawyers and accountants
taking legal writing training, and communications and administration
staff taking a more general workshop. Training for new staff and refresher
courses are ongoing. The cost of initial training was approximately
$90,000.
The Ontario Commission is adapting the British Columbia Securities
Commission style guide. A plain language audit will result in templates
to include in the Ontario guide. The Commission submitted 60 documents
for its audit. This audit will also serve as a baseline for future evaluations
of how well the Commission is doing in communicating with the public
and investors.
The audit is costing between $10,000 and $20,000. The other major
cost is the time dedicated by staff.
The Commission is looking at setting up mentoring and peer review
programs in the coming year.
Lessons Learned
- Support from senior management must include a willingness to fight
for training money and include clear writing as part of performance
reviews. Employees need to know that this is how the organization
wants to be perceived and how they are expected to contribute.
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