How to Use Plain Language in Technical Writing
Technical writing can feel like its own language. Full of industry jargon, technical descriptions, and complex terminology, it can be difficult for even the most knowledgeable person to decipher. However, effective technical writing requires more than just an understanding of the subject matter – it also requires the ability to convey information in a way that is easy to understand and accessible to a wide audience.
This is where plain language comes in. Plain language is a style of writing that aims to present information in a clear, concise, and easily understandable way. In technical writing, plain language can help ensure that readers are able to understand complex information and ideas without getting bogged down in jargon or unnecessary detail.
So, how can you use plain language in technical writing? Below are some tips and best practices to help you get started.
1. Understand your audience
The first step to using plain language in technical writing is to understand your audience. Who will be reading your document? What is their level of familiarity with the subject matter? What are their needs and expectations?
By understanding your audience, you can tailor your writing to their specific needs and perspectives. This may mean using simpler language, defining technical terms, or providing more detailed explanations where necessary.
2. Simplify your language
One of the key components of plain language is simplicity. This means using clear, straightforward language that is easy to understand. Avoid using overly technical terms or industry jargon, and stick to language that is commonly used and easily recognizable.
If you do need to use technical terms, be sure to define them in a way that is easy to understand. You can also use examples or analogies to help make complex concepts more accessible.
3. Use active voice
In technical writing, it's common to use passive voice to describe processes or actions. However, passive voice can make your writing more difficult to understand, as it can obscure the actor or action being described.
Instead, try to use active voice as much as possible. This means using sentences in which the subject performs the action, rather than the other way around. For example, instead of saying "The data was analyzed by the software," you could say "The software analyzed the data."
4. Organize your content
Another key component of plain language is organization. Information should be presented in a clear and logical way, with headings, subheadings, and other structural elements used to guide the reader through the document.
When organizing your content, try to break it down into smaller, more manageable chunks. Use headings and subheadings to create a clear hierarchy of information, and use bulleted lists or other visual aids to help break up long paragraphs of text.
5. Avoid unnecessary complexity
Finally, when using plain language in technical writing, it's important to avoid unnecessary complexity. This means avoiding overly complex sentences, convoluted explanations, and unnecessary detail.
Instead, try to present information in a way that is clear and concise. Use simple, straightforward language, and focus on the most important information and ideas.
By following these tips and best practices, you can use plain language to improve the effectiveness and accessibility of your technical writing. Whether you're writing user manuals, technical reports, or other types of technical documents, using plain language can help ensure that your message is clear and easily understood by your audience.