Mission: Protect the Vulnerable, Promote Strong and Economically Self- Sufficient Families, and Advance Personal and Family Recovery and Resiliency. Charlie Crist, Governor Robert A. Butterworth, Secretary Plain Language Initiative Achieving clear, concise communication

2 Agenda Introduction Governor Crists Executive Order Plain Language Overview Organizing, writing and reviewing Moving Forward Information and Resources The people of Florida are entitled to clear, plain language that enables understandable communication with state government. Governor Crist

3 Executive Order The Executive Order States: Clear language that is commonly used by the intended audience Only the information needed by the recipient, presented in a logical sequence Short sentences written in the active voice that make it clear who is responsible for what Layout and design that help the reader understand the meaning on the first try

4 Florida Face to Face January 4, 2007 Beth Switzers interview with Governor Crist [Video is available on the website]

5 …documents sent by my Office and these agencies contain clear and concise instructions and information. –Executive Order The Department of Children and Families: Recognizes the importance of Plain Language Established Plain Language Workgroup Developed the department-wide implementation plan Completed statewide document inventory Developed document conversion plan Developed Plain Language training

6 Secretary Butterworth April 2007 Secretary Butterworths Endorsement [Video is available on the website]

7 Overview Common features: Logical organization Active voice Short sentences Common, everyday words Use of pronouns Readable design Clear, concise communication

8 Logical Organization Put the main message first Divide your material into short sections Group related ideas together Put material in an order that makes the best sense to the reader Use informative headings

9 Active and Passive Voice To know whether you are writing in the active or passive voice, identify the subject of the sentence and decide whether the subject is doing the action or being acted upon. Active Voice: the subject does an action to an object. Mr. Doe (subject) completed (action) the application (object). Passive Voice:the subject is the receiver of the action. The application (subject) was completed (action) by Mr. Doe.

10 Short sentences, common words Before: The following summary is intended only to highlight certain information contained elsewhere in this report After: This summary highlights information contained in the report Wordy: It is obvious that any modification will require a new application. Shorter: Obviously, any change will require a new application.

11 Pronouns Before: This Summary does not purport to be complete and is qualified in its entirety by the more detailed information contained in the Proxy Statement and the Appendices hereto, all of which should be carefully reviewed. After: Because this is a summary, it does not contain all the information that may be important to you. You should read the entire proxy statement and its appendices carefully before you decide how to vote.

12 Design and Layout Steps to make your documents visually appealing Few characters in a line. Flush left alignment Sentence case Descriptive headers White space.

13 Handouts Preferences Clutter and Wordiness Words and Phrases to Avoid

14 Before and After Review of handouts Before Plain Language After Plain Language

15 Readability Scores To see the readability scores, before spell checking your document: 1.Click Tools on the MS Word toolbar 2.Select Options 3.Select Spelling & Grammar 4.Under the Grammar heading, place a check mark in the box next to Show Readability Statistics and run the Spell Check.

16 Moving Forward Document conversion Where do we go from here?

17 Information and Resources Plain Language Guide Associated Press Stylebook 2006 Microsoft Word readability score CFOP 15-1 Correspondence Management

18 Call to Action What is your role? Share the information Use the Plain Language website Promote Plain Language