 Most people’s eyes glaze over when they think of business reports, especially annual reports. But it doesn't have to be like that. Recently, reports have grown in depth and length as organisations are encouraged to be as transparent as possible. But as reports become more complex, it becomes more important to consider how to present the information in a way that engages readers and helps them to easily and quickly understand your content. Design is a large part of this, but how quick and easy the text is to read is also hugely important. That’s where plain language comes in. Here are five reasons to use plain language writing for your next business report.
1. Faster reading for busy people Everyone is busy, and they don’t want to (or can’t) spend time reading all the reports that cross their desk (or arrive in their inbox). In a study by BVA/Labrador, respondents were nearly 50% faster at reading plain language text than text that wasn't plain. It’s more time efficient, then, for your readers to read a report written in plain language. This leads on to the next point. 2. Faster understanding for faster action Your readers will not only be able to read the report faster, they will also more easily understand what they have read. If the report is easy to read, they won’t have to read a sentence or paragraph more than once to work out the meaning, or look up (or gloss over) words they don’t know to understand the content. The quicker readers understand the content, the quicker they can make sense of it and decide what action to take. 3. It's easier to remember We remember things better if we understand it. So, by making the report clear and easy to understand it also makes it easier for readers to remember the content. And being able to remember the content means that readers can efficiently use their new knowledge to make decisions or discuss the information with colleagues or investors. 4. It creates trust Readers tend to trust what they can understand. Plain language makes content transparent, respectful, honest and consistent. There is no hiding behind jargon, ambiguity or acronyms. When readers can easily read and understand the content, they will feel valued and trust the content, and therefore you. Plain language helps you connect with your readers and lets them know that you and your organisation as trustworthy. 5. It saves money Time is money. Using plain language techniques saves money by readers understanding your documents quickly and reducing the time it takes for questions or unnecessary discussions. What next? For more information on how to write in plain language for your report, see my articles on writing in plain language. Or, if this all sounds too overwhelming, I can help. As a business editor and plain language specialist, I will help you publish better business and government content so that
Contact me today to discuss how I can help you achieve your goals with clear, professional writing. Comments are closed.
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