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Beyond the plain language edit Editors’ Association of Canada conference June 7, 2014 Tracy Torchetti and Claire Foley.

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Presentation on theme: "Beyond the plain language edit Editors’ Association of Canada conference June 7, 2014 Tracy Torchetti and Claire Foley."— Presentation transcript:

1 Beyond the plain language edit Editors’ Association of Canada conference June 7, 2014 Tracy Torchetti and Claire Foley

2 Agenda Introduction Audience Plain language Punctuation Verbs Exercise Readability Conclusion

3 Canadian literacy statistics 42% of adult Canadians have low literacy skills. More than 15 million Canadian adults will have low literacy skills by 2031, up 25% from 2001.

4 Canadian diversity 17% of the Canadian population are immigrants. 32% of Canadians don’t have English as a first language.

5 What is plain language? the art and science of writing clearly clear organization and layout reader-centred writing and design

6 Writing techniques Use the active voice. Write directly to your reader. Use a positive tone wherever possible. Use short words and simple sentences. Use common words instead of jargon. Use lists.

7 F ormatting and style Watch alignment. Use lots of white space and short paragraphs. Keep lines of text short. Use meaningful titles, headings and subheadings. Use minimal emphasis (bold, all caps, italics, colour). Choose the right font.

8 Clean presentation Use layout to make the information easy to find and use. Use visuals to make concepts easier to understand. For online information: ◦limit the number of levels ◦avoid too much information on a page ◦make links easy to see and understand

9 Accessibility audiences with different abilities AODA compliance web accessibility standards (WCAG 2.0)

10 Punctuation Use minimal punctuation. Good punctuation still matters!

11 Fussy marks colon (:) semicolon (;) asterisk (*) ellipsis (…) footnote symbols

12 Bulleted lists Before Offer lots of high fibre foods, including: breads, cereals, pastas and rice made from whole grains; fruit, especially berries, dried fruit and citrus fruit; and vegetables, especially broccoli, carrots, corn and leafy greens.

13 Bulleted lists After Offer lots of high fibre foods, including: breads, cereals, pastas and rice made from whole grains fruit, especially berries, dried fruit and citrus fruit vegetables, especially broccoli, carrots, corn and leafy greens

14 Parentheses Good You need to take a different drug for your diabetes (starting Monday). Better You need to take a different drug for your diabetes. You start the new drug on Monday.

15 The ESL perspective contractions verb tenses idioms phrasal verbs

16 Contractions Some contractions are easier than others. Easier I’m, can’t, don’t, you’re, who’s, what’s, where’s Harder could’ve, will’ve, shouldn’t, isn’t, aren’t, weren’t, doesn’t, didn’t

17 Verb tenses Use more common verb tenses. Simple present tense You have diabetes. Present continuous Are you taking medication?

18 Verb tenses Use more common verb tenses. Simple future You will go to the hospital tomorrow. You are going to the hospital tomorrow. Simple past Did you take medication yesterday?

19 Verb tenses The present works for both present and future situations. Examples I take my medication at noon today. I take my new medication tomorrow.

20 Verb tenses The present works for both present and future situations. Before When you go to the hospital, the doctor will take your blood and will do other tests. After When you go to the hospital, the doctor takes your blood and does other tests.

21 Verb tenses Use the present instead of present continuous. Before I am taking medication for my heart. After I take medication for my heart every day.

22 Verb tenses Use will or be going to for the future. Examples I am going to have my procedure at the hospital next week. I will have my procedure at the hospital next week. (I have my procedure at the hospital next week.).

23 Verb tenses Use regular verbs in the past. Examples I talked to the doctor yesterday. I spoke to the doctor yesterday.

24 Idioms Are you feeling under the weather? You seem on the ball. This will cost an arm and a leg. Let’s get the ball rolling! Keep an eye out for these symptoms.

25 Phrasal verbs A phrasal verb is a verb followed by a preposition or an adverb. The combination creates a meaning different from the original verb.

26 Phrasal verbs take over put offwork out call off check outcut out cut down onend uprule out figure outgo onget over

27 Exercise

28 Readability best practices  Know your audience  Print (average: grade 8)  Web (average: grade 6 to 8)  Context  Subject matter  Testing

29 Readability formulas SMOG, or Simplified Measure of Gobbledygook Fry Readability Formula Gunning-Fog Index Flesch Reading Ease and Flesch-Kincaid Grade Level New Dale–Chall Readability Formula readability-score.com specially designed software, such as Readability Calculations, Readability Plus, Readability Studio checklists, such as SAM (Suitability Assessment of Materials)

30 What formulas get wrong Examples Dr. Smith said I should call if my child has a temperature of The order of words doesn’t matter at all. All at matter doesn’t words of order the.

31 Benefits of reading formulas  They’re objective and easy to use.  The scores get people’s attention.  They show improvements that result from editing.

32 Conclusion Know your audience. Apply plain language principles. Learn more about literacy. Think about the second language perspective.

33 Questions? Claire Foley @thecrimpqueen Tracy Torchetti @torcherama


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