Considering the Words We Use

An important aspect of policy writing and editing is wordsmithing, i.e., making changes to improve the clarity and style, as opposed to content. The language choices we make can affect a reader's impression of our organization and affect their emotional, as well as intellectual, ability to "hear" the information we're trying to convey.

The words we choose may change over time, as our understanding and appreciation of the impact of our language changes. As my administrative policy office approaches writing and editing new policies and/or updating existing policies, we try to use "new eyes" to view and plan for changes to the words we include, as well as the content we're asked to communicate.

While the wording in an existing or new policy may have been through a number of iterations and appear to still be applicable or agreed upon, it can be useful for policy administrators to review the language for possible updates. Here are some choices to consider:

Inclusive language -- Use inclusive language, replacing oppressive terms with terms that support persons and reduce bias. Inclusive word choices reflect awareness of and respect for the differences inherent in all individuals. Approaching language from a perspective of kindness and respect makes it easier for our audiences to feel safe and more open to accepting the content. It's important to remember that understanding is a function of the heart, as well as the mind.

Plain talk – Plain talk allows readers to find what they need, understand what they find, and be able to use what they find to meet their needs. Even if not mandated for your institution, as it is for federal agencies and Washington state agencies, following plain talk guidelines can greatly increase the usability of your policies and procedures.

Jargon -- Avoid jargon (special words or expressions used by a particular profession or group that are difficult for others to understand), when possible. Define the words when jargon terms must be used. When writing for institution-wide audiences, it's advisable to write your policies and procedures to be read and understood by non-subject matter experts.

Positive vs. negative -- Make positive statements, rather than negative statements, whenever possible. Positive phrasing is easier to understand than negative. And a positive tone affects how readers react to the writing, even just subconsciously.

Useful References

Here are some related references you may find useful:

• Inclusive Language Glossary (Crowdsourced list created by Anti-Racism in Academia (ARIA)):

  https://docs.google.com/spreadsheets/d/1EK39wLk4DgVvye8UagK9l8BnxxaETqioqOuTZ21LNNU/edit#gid=0
  

• Guidelines for Inclusive Language (Linguistic Society of America):
  https://www.linguisticsociety.org/resource/guidelines-inclusive-language
  

• Plain Language Guidelines (Plain Language Action and Information Network, with support from the U.S. General Services Administration):
  https://www.plainlanguage.gov/guidelines