Plain Language Design Elements: What Are They?

Plain language design elements are visual features that make information easier to read, understand, and use. They are crucial for effective communication, especially in documents intended for a wide audience. By incorporating these elements, content creators can ensure their message is clear, concise, and accessible to everyone. Let's explore some of the key plain language design elements that can significantly enhance the readability and comprehension of your documents.  

Why Should I Use Plain Language Design Elements?

Plain language design elements are essential because they:

• Improve readability: They make documents more visually appealing and easier to navigate.

• Enhance comprehension: They help readers understand information quickly and efficiently.  

• Increase accessibility: They make information accessible to a wider audience, including people with disabilities.  

• Promote engagement: They encourage readers to interact with the content and stay focused.

How Can Organization and Structure Improve My Documents?

Headings

Use clear, concise headings to organize content and help readers quickly find what they need. Headings act as roadmaps, guiding the reader through the information and highlighting key topics. Think of them as signposts on a highway, directing you to your destination. Well-structured headings improve the overall flow and readability of a document.  

Lists

Use bulleted or numbered lists to break down information into smaller, more manageable chunks. Lists make it easier for readers to scan and digest information, especially when dealing with complex procedures or multiple items. They provide a visual break from large blocks of text, making the content less intimidating.  

Tables

Use tables to organize complex data or compare different options. Tables present information in a clear and concise manner, allowing readers to easily compare and contrast data. They are particularly useful for presenting numerical information or summarizing key features of different products or services.  

White Space

Use white space generously to avoid overwhelming the reader. Adequate spacing between paragraphs, around images, and in margins makes the page less intimidating and allows the reader's eyes to rest. White space gives the content room to breathe and prevents the page from looking cluttered.  

What Visual Cues Can I Use to Make My Documents More Effective?

Bolding

Use bolding to emphasize key words or phrases. Bolding draws the reader's attention to important information and helps them quickly identify key takeaways. It can also be used to highlight headings and subheadings, further improving the organization of the document.  

Italics

Use italics for titles, emphasis, or to set off foreign words. Italics can also be used to indicate thoughts or inner dialogue in narrative text. They provide a subtle visual cue that helps to differentiate certain words or phrases from the rest of the text.  

Font Size and Type

Choose a font size and type that is easy to read. Generally, serif fonts (like Times New Roman) are easier to read in printed documents, while sans serif fonts (like Arial) are easier to read on screens. The font size should be large enough to be easily read but not so large that it takes up too much space.  

Color

Use color sparingly to highlight important information or to create visual interest. Too much color can be distracting and overwhelming. Choose colors that are easy on the eyes and provide good contrast with the background.

How Can Images and Graphics Enhance My Documents?

Diagrams

Use diagrams to illustrate complex concepts or processes. Diagrams can provide a visual representation of information that is difficult to explain in words alone. They can simplify complex ideas and make them easier for readers to understand.  

Charts and Graphs

Use charts and graphs to present data in a visual way. Charts and graphs can make data more engaging and easier to interpret. They can also help to identify trends and patterns that may not be immediately apparent from raw data.  

Illustrations and Photos

Use illustrations and photos to add visual interest and break up text. Visuals can help to capture the reader's attention and make the document more engaging. They can also be used to illustrate concepts or provide real-world examples.  

What Other Considerations Are Important for Plain Language Design?

Chunking

Break long blocks of text into smaller, more manageable "chunks" of information. Chunking makes it easier for readers to scan and digest information. It also helps to improve the visual appeal of the document by breaking up long, intimidating blocks of text.  

Callouts and Sidebars

Use callouts and sidebars to highlight important information or to provide additional details. Callouts and sidebars can be used to draw attention to key information or to provide additional context without interrupting the flow of the main text.  

Captions

Use captions to explain images and graphics. Captions provide context and help readers understand the purpose of the visual. They can also be used to provide additional information or to highlight key takeaways.  

Additional Resources:

• PlainLanguage.gov: https://www.plainlanguage.gov/

• The Clarity Editor: https://theclarityeditor.com/

• Plain Language Network: https://plainlanguagenetwork.org/