Writing inclusively and briefly is not only a matter of style, but also of respect and empathy. When you communicate with your colleagues, you want to make sure that your message is clear, concise, and considerate of their diverse backgrounds, perspectives, and needs. Here are some tips to help you write inclusively and briefly for internal communications.
Jargon and acronyms can confuse, exclude, or alienate your readers, especially if they are not familiar with them. They can also make your writing longer and less engaging. Instead of using jargon and acronyms, use plain language and explain any terms that might be unclear or ambiguous. For example, instead of writing "We need to implement the SMART framework for our KPIs", you could write "We need to set specific, measurable, achievable, relevant, and time-bound goals for our key performance indicators".
Jargon is like an inside joke, it makes people who don't understand them feel excluded and alienated from the conversation. What's clear to you might not be clear to others. Try to keep in mind users come from different backgrounds and places, expressions or jargon might be foreign to them or non-native speakers. Keep it simple, clear, and concise so that anyone wether they are familiar with your space or not can understand.
Two TOP tips I always use: 1) Always write keeping a new joiner in mind. You never know who is reading your article. 2) Write in such a way that even a 10 year old can understand. Simplify the narrative.
Before you write, picture yourself explaining the topic to a friend who knows nothing about it. Use everyday language and relatable examples. If you must use industry-specific terms, provide clear definitions or explanations the first time you introduce them in your text. This helps readers understand the terminology. Utilize plain language tools and guidelines available online, which can help you simplify your writing. After writing, review your content and ask someone not familiar with the topic to read it. If they struggle to understand, consider simplifying further.
Gender-neutral and inclusive language is language that does not assume or imply the gender, sex, or identity of your readers or the people you are referring to. It also avoids stereotypes, biases, and discrimination based on these factors. Using gender-neutral and inclusive language can make your writing more respectful and accurate. For example, instead of writing "Each employee should submit his report by Friday", you could write "Each employee should submit their report by Friday" or "All employees should submit their reports by Friday".
Inclusive writing involves using "People-First" language, where individuals with disabilities are described by placing the person before the condition, emphasizing their humanity over their condition. It's essential to respect preferred pronouns, using the pronouns individuals prefer to describe their gender identity and employing gender-neutral pronouns like "they/them" when unsure. Additionally, promoting diverse perspectives in writing involves seeking out and quoting experts and individuals from underrepresented backgrounds, while also avoiding ableist language that stigmatizes or marginalizes people with disabilities, opting for more inclusive and respectful terminology.
Being concise and precise requires the fewest and most effective words to convey your message. This can help you avoid repetition, redundancy, and vagueness, making your writing easier to read and understand. To be concise and precise, use active voice instead of passive voice, verbs instead of noun phrases, and eliminate unnecessary words or modifiers. For example, instead of writing "We are very happy to announce that we have achieved a great success", you could write "We are happy to announce that we have achieved a success".
Identify and remove filler words like "very," "really," "actually," and "basically." These words often add unnecessary length without adding meaning. Replace weak verbs with strong, action-oriented ones. For example, instead of saying "make a decision," you can say "decide." Adjectives and adverbs can enhance your writing, but too many can make it verbose. Use modifiers sparingly and only when they add significant value. When presenting information, consider using lists or bullet points. This format is inherently concise and makes information easier to digest.
Apply the rule of 1/3rd. After writing an article, I will reduce it by 1/3rd. Ruthlessly edit your article. Your key points will automatically emerge.
Headings and bullet points can be an effective way to organize your writing, making it easier for readers to scan and digest. They can also help you emphasize the main points and key information you want to communicate. When using headings and bullet points, make sure to use descriptive and informative headings that capture the main idea of each section. Additionally, bullet points should list items, steps, or benefits that are related to the same topic or category while using parallel structure and consistent punctuation. Keep each bullet point short and simple for optimal readability.
One good trick to grab attention is to start headlines like 'TOP 3 things you should know about new HR policy' or '5 benefits of the new Innovation tool' or '5 things you SHOULD NOT do'.
Proofreading and editing are essential steps to ensure that your writing is inclusive and brief. They can help you check for spelling, grammar, punctuation, and formatting errors, as well as for clarity, coherence, and tone. To make sure your writing is up to par, you should read it aloud or use a text-to-speech tool to hear how it sounds. Utilizing a spell checker or a grammar checker tool can also help you catch any mistakes or suggestions. Moreover, asking a colleague or friend to review your writing and give you feedback is an important part of the process. After revising your writing based on the feedback and your own judgment, you can improve your internal communications and build trust and rapport with your colleagues. Writing inclusively and briefly is not only a skill, but also a habit that can be developed through practice.
Accessibility goes beyond jargon and gender-neutral writing. Most of us these days write for the web whether it's blogs, apps, articles, documentation, help tools, etc. Make sure you keep in mind a lot of people suffer from visual disabilities. For example, if you rely on colors to differentiate options or categories you'll alienate people with colorblindness. You need to keep in mind visual impairments can be temporary or permanent so try and include best practices when you write such as font choices, appropriate contrast, guiding text for screen readers, etc.
Assign different colors to departments or topics. It's like organizing your sock drawer, but for information. When your employees see that hot pink memo, they'll know it's HR-related. Create word clouds from important documents. The size of each word corresponds to its relevance. It's like playing Wordle with your team's attention span. Record short, fictional voicemails or audio messages from a future where your company's success has skyrocketed. Hearing about their role in a success story can be incredibly motivating.