Plain Language at NIH Karen Pelham O Steen Director, NIH Executive Secretariat

1. SLIDE 1: Plain Language at NIH My name is Karen O�Steen, and I�m the Director of Exec Sec. Dr. Hammond asked me to come and speak to you today about the Plain Language Initiative at NIH. SLIDE 1: Plain Language at NIH My name is Karen O�Steen, and I�m the Director of Exec Sec. Dr. Hammond asked me to come and speak to you today about the Plain Language Initiative at NIH.

2. SLIDE 2: OVERVIEW I want to begin by answering three questions-- . What is plain language? . Why am I telling you about plain language? . What is NIH�s plain language action plan? SLIDE 2: OVERVIEW I want to begin by answering three questions-- . What is plain language? . Why am I telling you about plain language? . What is NIH�s plain language action plan?

3. Slide 3: What is Plain Language? First, What is plain language? Essentially, it�s reader-focused writing Plain language is simply a way of writing so that the reader understands what we write the first time he or she reads it. This is an International effort and I particularly like the definition from the Canadian Plain Language Web site which is on the slide: Plain language is not a simplified style of writing. It involves more than replacing jargon and complex language with shorter sentences and familiar words. Plain language looks at the whole message -- from the reader�s point of view. Clear writing, effective organization, and inviting presentation are all keys to creating readable, informative documents. Perhaps the best way to define Plain Language is to show you an example. [next slide]: Slide 3: What is Plain Language? First, What is plain language? Essentially, it�s reader-focused writing Plain language is simply a way of writing so that the reader understands what we write the first time he or she reads it. This is an International effort and I particularly like the definition from the Canadian Plain Language Web site which is on the slide: Plain language is not a simplified style of writing. It involves more than replacing jargon and complex language with shorter sentences and familiar words. Plain language looks at the whole message -- from the reader�s point of view. Clear writing, effective organization, and inviting presentation are all keys to creating readable, informative documents. Perhaps the best way to define Plain Language is to show you an example. [next slide]:

4. SLIDE 4 Title: What is Plain Language? Read:.... �If the State Secretary finds that an individual has received a payment to which the individual was not entitled, whether or not the payment was due to the individual�s fault or misrepresentation, the individual shall be liable to repay to State the total sum of the payment to which the individual was not entitled.� Vs. �If the State agency finds that you received a payment to which you were not entitled, you must pay back the entire sum.� SLIDE 4 Title: What is Plain Language? Read:.... �If the State Secretary finds that an individual has received a payment to which the individual was not entitled, whether or not the payment was due to the individual�s fault or misrepresentation, the individual shall be liable to repay to State the total sum of the payment to which the individual was not entitled.� Vs. �If the State agency finds that you received a payment to which you were not entitled, you must pay back the entire sum.�

5. SLIDE 5 Title: Two Goals of Plain Language .Help the reader find the information .Help the reader understand the information . In fact, I�d like to go one step further�make sure the reader cannot misunderstand our information. SLIDE 5 Title: Two Goals of Plain Language .Help the reader find the information .Help the reader understand the information . In fact, I�d like to go one step further�make sure the reader cannot misunderstand our information.

6. Slide 6: Why am I telling you about plain language? Next, why am I telling you about plain language? Dr. Kirschstein is committed to implementing plain language at NIH, and she asked me to spearhead that effort. Plain language is something I believe in and is one of those Government requirements that actually makes sense. The ultimate goal of NIH research is to improve people�s health, and that won�t happen unless we clearly communicate the results of our research to our �customers��the public, our grantees, physicians, the Congress, and others.� NIH already does an excellent job of communicating with the public�many of our consumer publications are first-rate as evidenced by the outstanding products submitted for the recent Plain Language award ceremony. I want NIH to get credit for the things we�re doing well and improve those areas that have room for improvement. Slide 6: Why am I telling you about plain language? Next, why am I telling you about plain language? Dr. Kirschstein is committed to implementing plain language at NIH, and she asked me to spearhead that effort. Plain language is something I believe in and is one of those Government requirements that actually makes sense. The ultimate goal of NIH research is to improve people�s health, and that won�t happen unless we clearly communicate the results of our research to our �customers��the public, our grantees, physicians, the Congress, and others.� NIH already does an excellent job of communicating with the public�many of our consumer publications are first-rate as evidenced by the outstanding products submitted for the recent Plain Language award ceremony. I want NIH to get credit for the things we�re doing well and improve those areas that have room for improvement.

7. SLIDE 7 Title: Why Use Plain Language? 1. Writing in plain language helps the reader find and understand information, quickly and efficiently. 2. It improves compliance �In an article in the August 18, 1999 issue of JAMA, the authors found that providing eligible patients ( age >65) an easy-to-understand brochure about the benefits of pneumococcal vaccination increased the rate of vaccination. 3. Using Plain Language reduces follow-up letters, memos, telephone calls, or conferences ( e.g., outcome of peer review committee, waiver denial, EEO process) -- and thus saves time, effort, and money. 4. It eliminates barriers between citizens and their Government - Using the same language as the reader avoids creating barriers between us and the people for whom we are writing � it eliminates the image of a heartless bureaucrat writing legalistic, jargon-filled documents that make no sense and that either frustrate or infuriate the reader. SLIDE 7 Title: Why Use Plain Language? 1. Writing in plain language helps the reader find and understand information, quickly and efficiently. 2. It improves compliance �In an article in the August 18, 1999 issue of JAMA, the authors found that providing eligible patients ( age >65) an easy-to-understand brochure about the benefits of pneumococcal vaccination increased the rate of vaccination. 3. Using Plain Language reduces follow-up letters, memos, telephone calls, or conferences ( e.g., outcome of peer review committee, waiver denial, EEO process) -- and thus saves time, effort, and money. 4. It eliminates barriers between citizens and their Government - Using the same language as the reader avoids creating barriers between us and the people for whom we are writing � it eliminates the image of a heartless bureaucrat writing legalistic, jargon-filled documents that make no sense and that either frustrate or infuriate the reader.

8. SLIDE 8 Title: Federal Plain Language Initiative Let me give you the history of the Federal Plain Language Initiative. Former President Clinton�s June 1998 Memorandum to Government Departments established deadlines for phasing in the Plain Language Initiatives: Deadline Action October 1, 1998 All new documents that explain benefits or how to comply with regulations January 1, 1999 All new regulatory documents January 1, 2002 All other documents, even old ones We are now at this point with the initiative This initiative was started as part of the National Partnership for Reinventing Government, and this an an initiative that transcends Administrations Secretary Thompson strongly supports plain language and is insistent that all HHS agencies use �plain language and avoid both jargon and highly technical language� in all documents SLIDE 8 Title: Federal Plain Language Initiative Let me give you the history of the Federal Plain Language Initiative. Former President Clinton�s June 1998 Memorandum to Government Departments established deadlines for phasing in the Plain Language Initiatives: Deadline Action October 1, 1998 All new documents that explain benefits or how to comply with regulations January 1, 1999 All new regulatory documents January 1, 2002 All other documents, even old ones We are now at this point with the initiative This initiative was started as part of the National Partnership for Reinventing Government, and this an an initiative that transcends Administrations Secretary Thompson strongly supports plain language and is insistent that all HHS agencies use �plain language and avoid both jargon and highly technical language� in all documents

9. SLIDE 9 Title: NIH Communication Types & NIH Audiences I�m not going to try and convince you that implementing of plain language at NIH is going to be easy. It is not � We have an almost endless variety of types of communications. Fact Sheets Patient Consent Forms Letters to potential trainees Requests and instructions for extramural grant proposals Responses to colleagues requesting a cell line Position Descriptions and Vacancy Announcements The charge to a committee Speeches and information for consumer advocates And we have an equally large variety of audiences. I have listed a few on the slide. I�d like to take a minute right now to stress that Plain Language does not mean �dumbing down� what we say --one size does not fit all--a message to the general public will be written differently than a message to scientific colleagues. But�using plain language will improve the clarity of any communication. Clarity and precision usually go hand-in-hand. If your reader needs specific technical or legal details, put them in. But think carefully about what�s really necessary. It was Einstein who said, �Most of the fundamental ideas of science are essentially simple, and may, as a rule, be expressed in a language comprehensible to everyone.�SLIDE 9 Title: NIH Communication Types & NIH Audiences I�m not going to try and convince you that implementing of plain language at NIH is going to be easy. It is not � We have an almost endless variety of types of communications. Fact Sheets Patient Consent Forms Letters to potential trainees Requests and instructions for extramural grant proposals Responses to colleagues requesting a cell line Position Descriptions and Vacancy Announcements The charge to a committee Speeches and information for consumer advocates And we have an equally large variety of audiences. I have listed a few on the slide. I�d like to take a minute right now to stress that Plain Language does not mean �dumbing down� what we say --one size does not fit all--a message to the general public will be written differently than a message to scientific colleagues. But�using plain language will improve the clarity of any communication. Clarity and precision usually go hand-in-hand. If your reader needs specific technical or legal details, put them in. But think carefully about what�s really necessary. It was Einstein who said, �Most of the fundamental ideas of science are essentially simple, and may, as a rule, be expressed in a language comprehensible to everyone.�

10. Slide 10: What is NIH�s Plain Language Action Plan What is the NIH plan to write in plain language? We are doing this as simply as we can -- we don�t want this to become another �bureaucratic hurdle.� We do want to improve what we write -- by informing you of the requirements, providing training options and guidance, and recognizing those who achieve the most. I firmly believe that when you understand the benefits of writing in plain language, you�ll never want to use anything else. Plain Language goes far beyond controlled correspondence, and the purview of my office, so we established the NIH Plain Language Coordinating Committee (PLCC) to promote plain language, provide resources and monitor our progress in implementing it. It is composed of representatives from each IC and OD Office (Jane DeMouy is the representative for NIDDK) What have we done so far? The word is out - The Catalyst, The NIH Record, and the Washington Post have had articles on plain language. I�ll continue doing presentations like this and posters (like the one I am presenting to Dr. Hammond) and bookmarks like those you will receive today are all available to remind NIH staff of plain language. There is a Training and Resource List of available training options listed on the Exec Sec Web site (www1.od.nih.gov/execsec/plainlanguage.htm). The PLCC has developed written plain language guidelines for NIH and copies of these are in your hand-outs today. We won several government wide awards from NPR and we have developed our own award program at NIH. We just concluded our 2nd annual �Celebrating Plain Language at NIH� award ceremony recognizing 87 excellent products. This years winners included Web sites, brochures, CDs, manuals, and press kits to name a few. The top scoring product was a CD geared towards extramural grant applicants. NIDDK was honored for 11 individual products. I would like to encourage you to start thinking about submitting and nominating NIDDK products for the 2002 plain language award program. What�s next? We are in the process of developing a plain language computer based training for all NIH employees and hope to have it available by the end of the year. Slide 10: What is NIH�s Plain Language Action Plan What is the NIH plan to write in plain language? We are doing this as simply as we can -- we don�t want this to become another �bureaucratic hurdle.� We do want to improve what we write -- by informing you of the requirements, providing training options and guidance, and recognizing those who achieve the most. I firmly believe that when you understand the benefits of writing in plain language, you�ll never want to use anything else. Plain Language goes far beyond controlled correspondence, and the purview of my office, so we established the NIH Plain Language Coordinating Committee (PLCC) to promote plain language, provide resources and monitor our progress in implementing it. It is composed of representatives from each IC and OD Office (Jane DeMouy is the representative for NIDDK) What have we done so far? The word is out - The Catalyst, The NIH Record, and the Washington Post have had articles on plain language. I�ll continue doing presentations like this and posters (like the one I am presenting to Dr. Hammond) and bookmarks like those you will receive today are all available to remind NIH staff of plain language. There is a Training and Resource List of available training options listed on the Exec Sec Web site (www1.od.nih.gov/execsec/plainlanguage.htm). The PLCC has developed written plain language guidelines for NIH and copies of these are in your hand-outs today. We won several government wide awards from NPR and we have developed our own award program at NIH. We just concluded our 2nd annual �Celebrating Plain Language at NIH� award ceremony recognizing 87 excellent products. This years winners included Web sites, brochures, CDs, manuals, and press kits to name a few. The top scoring product was a CD geared towards extramural grant applicants. NIDDK was honored for 11 individual products. I would like to encourage you to start thinking about submitting and nominating NIDDK products for the 2002 plain language award program. What�s next? We are in the process of developing a plain language computer based training for all NIH employees and hope to have it available by the end of the year.

11. SLIDE 11 Title: Tips and Techniques for Plain Language Communications Let�s talk about Tips and Techniques. First Identify the reader � Put yourself in their place ...In journalism classes, they call this �knowing your audience.� - Why does the reader need your document? Is your reader a decision-maker / influencer / implementer? � What is your reader�s knowledge of the subject? (no matter what the level of knowledge, always avoid jargon and unnecessary legal or technical terms) _ What is the best approach for that reader? For example, do you expect the reader to be receptive or resistant to your message? Anticipate the reader�s questions � what does your reader want to know? These questions could include: � Why are you sending this to me? How does this affect me? What am I supposed to do? Organize your writing to answer those questions SLIDE 11 Title: Tips and Techniques for Plain Language Communications Let�s talk about Tips and Techniques. First Identify the reader � Put yourself in their place ...In journalism classes, they call this �knowing your audience.� - Why does the reader need your document? Is your reader a decision-maker / influencer / implementer? � What is your reader�s knowledge of the subject? (no matter what the level of knowledge, always avoid jargon and unnecessary legal or technical terms) _ What is the best approach for that reader? For example, do you expect the reader to be receptive or resistant to your message? Anticipate the reader�s questions � what does your reader want to know? These questions could include: � Why are you sending this to me? How does this affect me? What am I supposed to do? Organize your writing to answer those questions

12. Slide 12 Title: Tips and Techniques (continued) Plain Language �Hallmarks�� will help you deliver your message better I can�t stress this enough � Use common, everyday words [non-technical, non-bureaucratic] whenever possible. I�ve included a chart in your hand-outs that gives you some word choices. For example: Use These Instead of These Ease, reduce, lessen Alleviate Begin, Start Commence If you do not... Failure to� � Use personal pronouns: �you� for the reader and �we� for NIH This is a real change for government writers. --Pronouns pull readers into the document and make it relevant to them. �Pronouns reduce the need for the reader to �translate� and allow you to eliminate wordiness (i.e., write to one reader) Let me show you and an example to illustrate this - Slide 12 Title: Tips and Techniques (continued) Plain Language �Hallmarks�� will help you deliver your message better I can�t stress this enough � Use common, everyday words [non-technical, non-bureaucratic] whenever possible. I�ve included a chart in your hand-outs that gives you some word choices. For example: Use These Instead of These Ease, reduce, lessen Alleviate Begin, Start Commence If you do not... Failure to� � Use personal pronouns: �you� for the reader and �we� for NIH This is a real change for government writers. --Pronouns pull readers into the document and make it relevant to them. �Pronouns reduce the need for the reader to �translate� and allow you to eliminate wordiness (i.e., write to one reader) Let me show you and an example to illustrate this -

13. Slide 13: Example Original Version To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate (28 words). Rewritten using personal pronouns To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate (23 words). That�s only a difference of 5 words, but it�s much clearer.Slide 13: Example Original Version To establish eligibility for a grant, an applicant must show that the applicant is an Indian and that the present housing of the applicant is substandard and inadequate (28 words). Rewritten using personal pronouns To establish eligibility for a grant, you must show that you are an Indian and that your present housing is substandard and inadequate (23 words). That�s only a difference of 5 words, but it�s much clearer.

14. Slide 14 Title: Tips and Techniques (continued) Next, get rid of the passive voice (often a cover for fuzzy thinking) and use the active voice -- Passive voice disguises the actor (the person who is doing something) and creates ambiguity about responsibility (�The application must be completed.� VS �You must complete the application.�) -- Passive voice - the actor follows the verb. Example: �The reports are prepared by Dr. Hill.� VS �Dr. Hill prepares the reports.� Slide 14 Title: Tips and Techniques (continued) Next, get rid of the passive voice (often a cover for fuzzy thinking) and use the active voice -- Passive voice disguises the actor (the person who is doing something) and creates ambiguity about responsibility (�The application must be completed.� VS �You must complete the application.�) -- Passive voice - the actor follows the verb. Example: �The reports are prepared by Dr. Hill.� VS �Dr. Hill prepares the reports.�

15. Slide 15 Title: Tips and Techniques (continued) Limit the length of sentences and paragraphs whenever possible --Short sentences and paragraphs often avoid needless confusion and complexity Use easy to understand design features --For example - plenty of white space, introductions, headings, vertical tables and lists Evaluate your writing --Carefully edit your own work --Get feedback from a second reader or test documents going to a broad, public audience by using focus groups, as appropriate.Slide 15 Title: Tips and Techniques (continued) Limit the length of sentences and paragraphs whenever possible --Short sentences and paragraphs often avoid needless confusion and complexity Use easy to understand design features --For example - plenty of white space, introductions, headings, vertical tables and lists Evaluate your writing --Carefully edit your own work --Get feedback from a second reader or test documents going to a broad, public audience by using focus groups, as appropriate.

16. Slide 16: Focus Outward--On the Reader Focus Outward -- on the Reader (another way of identifying the reader) This is the single most difficult adjustment for people used to the old way of Government writing� Think! --What does the reader need to know? Not: What do I want to say? --How can I serve the reader�s interests? Not: How can I protect my interests? --What can I clearly express to the reader? Not: What can I do to impress you?Slide 16: Focus Outward--On the Reader Focus Outward -- on the Reader (another way of identifying the reader) This is the single most difficult adjustment for people used to the old way of Government writing� Think! --What does the reader need to know? Not: What do I want to say? --How can I serve the reader�s interests? Not: How can I protect my interests? --What can I clearly express to the reader? Not: What can I do to impress you?

17. SLIDE 17 Title: What can YOU do to Implement Plain Language? We need your help - this goes far beyond controlled correspondence and touches virtually everyone who writes or speaks at NIH The most important thing you can do is to write all new documents in plain language. Then revise existing documents that are still in use. Know and support your PLCC Member (Jane DeMouy) and work with her to implement plain language throughout your Institute. Use available resources and encourage staff training --�Clear and to the Point: Guidelines for Using Plain Language at NIH� --NIH Plain Language Training and Resource List The resource list includes plain language training from the NIH Training Center and a variety of other options. We will keep you appraised of the status of the new computer based training module that the PLCC is developing ES is available to help�We can offer specialized presentations and training --We provide resources available on our Web site at URL: www1.od.nih.gov/execsec/plainlanguage.htmSLIDE 17 Title: What can YOU do to Implement Plain Language? We need your help - this goes far beyond controlled correspondence and touches virtually everyone who writes or speaks at NIH The most important thing you can do is to write all new documents in plain language. Then revise existing documents that are still in use. Know and support your PLCC Member (Jane DeMouy) and work with her to implement plain language throughout your Institute. Use available resources and encourage staff training --�Clear and to the Point: Guidelines for Using Plain Language at NIH� --NIH Plain Language Training and Resource List The resource list includes plain language training from the NIH Training Center and a variety of other options. We will keep you appraised of the status of the new computer based training module that the PLCC is developing ES is available to help�We can offer specialized presentations and training --We provide resources available on our Web site at URL: www1.od.nih.gov/execsec/plainlanguage.htm

18. SLIDE 18 - Title: Quintilian Plain language is nothing new. Let me quote Quintilian, who lived a very long time ago and said: �One should not aim at being possible to understand, but at being impossible to misunderstand.� Plain language is something I�ve always believed in, something that Dr. Kirschstein believes in, and, something the Secretary believes in. I�d like to conclude with a quote from Secretary Thompson.SLIDE 18 - Title: Quintilian Plain language is nothing new. Let me quote Quintilian, who lived a very long time ago and said: �One should not aim at being possible to understand, but at being impossible to misunderstand.� Plain language is something I�ve always believed in, something that Dr. Kirschstein believes in, and, something the Secretary believes in. I�d like to conclude with a quote from Secretary Thompson.

19. Slide 19: Quote from �Power to the People� When he was the Governor of Wisconsin, Tommy G. Thompson wrote this in his book, Power to the People, : �If ordinary people don�t understand what Government is doing, then what Government is doing probably isn�t right. Government doesn�t have to be complicated.� Plain language is here to stay, and I�d like to make sure NIH is as well-known for the clarity of its writing as the results of its research. Thank you for having me -- do you have any questions?Slide 19: Quote from �Power to the People� When he was the Governor of Wisconsin, Tommy G. Thompson wrote this in his book, Power to the People, : �If ordinary people don�t understand what Government is doing, then what Government is doing probably isn�t right. Government doesn�t have to be complicated.� Plain language is here to stay, and I�d like to make sure NIH is as well-known for the clarity of its writing as the results of its research. Thank you for having me -- do you have any questions?