It should go without saying, but good government policy should be clear, concise, and easily understandable for all individuals it affects. I say, “should” because I have seen many policies where it takes a team of lawyers to break it down, and explain. I have actually lead Senior Executive Team meeting when we looked over policies and ask, “What the hell is this saying?” I have sat with a group of entry level staff who looked puzzled and lost trying to figure out what the policy means. In every case, I asked one simple question, “If we have no idea what this policy is saying, how can it be implemented?”
Local government policies are a major component of the governance framework. They support the strategic direction of a local government and guide the organization’s decision-making process. When you have a policy written in such a way, when even lawyers don’t understand, you have a horrid policy – no matter the good intentions. Good government policy must be clear, concise, and user-friendly. There needs to be a consistent thread with other policies, an avoid duplication, enable delivery, assign who is responsibilities, and set out clear consequences for any breach of the policy.
Besides the possibility that policies connect with staff, lawyers, and elected government officials, complex policies rarely connect with the public because they are filled with legal terms, technical language, government acronyms, quoting regulations the general public are unable to access, which make the general public, and others, feeling alienated. The Plain Writing Act of 2010 calls for using clear, concise, and well-organized communication to make sure citizens can understand government information – you could say is requires all level of government to follow the “KISS” principle.
Follow the KISS principles:
- Write Like You Talk: Keep sentences short, active, and in simple terms. For example, replace phrases like “pursuant to” with “under” or “statutory requirements” with “legal requirements.”
- Stop the Jargon: Technical terms, acronyms, or legal terms could make sense internally but confuse those you are trying to reach.
- Focus on Readability: Make clear heading, use bullet points, italicize, underline, or bold face. Organize content into sections with clear headings and bullet points.
Adding Visual Elements:
Sometimes words are not enough, and pictures help, because the human brain processes visuals quicker than it can process text, and we remember more of what we see than what we read. Using visuals will simplify complex policies and help you meet plain language standards. Things like diagrams, Infographics, charts, and even videos if the policy on online. For example, when trying to explain budget policies, using a flowchart showing how funding is distributed across departments, agencies, and programs will make the policy and process easier to understand. Keep visuals simple and focused, do not use small fonts, and make the visuals shareable vis social media. Always ask yourself, who is affected by the policy
Simplicity Building Trust and Respect
Yes, meeting the plain language standard is important, and even helps citizens and staff understand policies, but more importantly, it builds trust and respect. When we simplify policies, it communicates clearly and transparently and shows respect for the public’s time and intelligence. It builds credibility, strengthens relationships, and brings about better engagement for all involved.
Simplified communication also reduces misunderstandings and confusion, which can lead to fewer complaints that your staff has to deal with and can encourage constituent participation in more government programs.
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