Public sector leaders understand the value of plain language
Clear and simple communication reduces confusion, saves time and builds trust with internal and external readers. Public servants can do their job better by avoiding follow-up questions, shortening review cycles and improving service. Writers gain confidence and build clarity in their documents. And customers understand and use documents easily and efficiently.
Yet in many agencies, confusing, inconsistent or unclear communications persist. That’s where plain language champions come in – every workplace needs an ambassador willing to stand up for clarity and inspire lasting change. If you find the quality of written output frustrating at times and can spot the inefficiencies it causes, this article is for you.
Being a champion for plain language means more than promoting great writing. When you take the lead, embedding plain language as your organisation’s writing standard, your teams become more productive, goal oriented and focused on the needs of staff and customers alike.
The good news is you don’t need to be a writing expert to lead the way. If you’re passionate about clarity in writing, read on for 3 simple steps to championing plain language at work.
Step 1: build your case with resources
The first step is knowing where your agency stands on plain language.
Review your internal documents, such as style guides, writing policies or brand guidelines. Your agency may have a formal position on using plain language. Even if the term doesn’t appear in your guides, your house style may include related principles, such as:
- preferring the active voice
- focusing on readers’ needs
- using a consistent and friendly tone.
If your organisation doesn’t have style guide, turn to an external reference such as the Australian Style Guide™, the world’s only free, online plain language style guide. This practical resource encourages a consistent, simple writing standard.
To build a compelling case, you can also draw on broader sector standards. Some industries, such as financial services, have a code of practice that mandates using plain language. For an international standard, the 2023 ISO standard on plain language gives weight and structure to your efforts, even if your organisation isn’t ISO-certified.
Why collect these resources? They’re useful for showing that your push for plain language has authority. They show that plain language is more than a writing preference: it’s fast becoming a crucial aspect of modern professional communication standards.
Step 2: find ways to promote plain language
Once you’ve gathered support materials, look for ways to promote plain language across your workplace. Awareness is important, but practical examples are even more powerful.
Start with low-effort actions: share writing tips in internal newsletters, highlight well-written documents or upload before-and-after examples to your intranet. If you don’t have time to create your own content, curate articles from reliable sources and circulate them with a quick summary.
Events are another great tool for raising awareness. Why not mark International Plain Language Day with a lunchtime seminar or team quiz? Run a writing challenge or host a quick how-to session. This can send a message that clear language matters.
You can also tie plain language to broader initiatives, such as updating websites, improving accessibility or redesigning forms. These projects are natural fits for plain language and offer tangible ways to show its value.
Step 3: engage the right people at the right time
Lasting change needs allies. Look for people in your organisation who care about communication, customer experience or accessibility. This might include communications teams, legal advisers, project managers or human resources leads.
It’s no surprise that leadership support is critical. When executives endorse plain language – especially those managing budgets or large teams – it helps embed the practice more deeply. The backing from key players also makes it easier to secure funding or time for initiatives, such as updated templates or training.
And on training, this is one of the most effective ways to build momentum. Many employees receive little or no instruction in professional writing, yet it forms a key part of their work. Plain language workshops, tailored to your context, can quickly build writers’ confidence and improve output. You can start with a pilot group and expand the workshops based on demand.
Plain language isn’t merely a local initiative – it’s a global movement. Associations such as PLAIN (Plain Language Association International) and Clarity offer events, resources and international networks that can support your work.
Membership brings visibility, credibility and opportunities to learn from others. If a formal membership isn’t possible for your organisation, many online communities offer articles, campaigns and practical tips to help you stay inspired and informed.
Read also: Sophie Winter on purposeful communication in a cluttered online world
Championing plain language doesn’t mean doing everything at once. Start small. Share a tip. Run a session. Build a network. Every step shifts your workplace towards better, fairer and more effective communication.
Whether you’re gathering resources, promoting successful examples or offering training, you’re playing a part in changing how your organisation communicates. And you’re not alone. Support, tools and communities make the journey that much easier.
At its heart, plain language is about more than writing clearly. Think of these benefits: respecting your audience, improving access to information and services, and building a better workplace for everyone.
But plain language will not spread on its own. It needs someone to drive the effort, encourage uptake and connect it to broader business goals. That’s when a plain language champion becomes essential.
