Reading the reader's mind

A busy week of business travel behind me, I will resume posts soon.

This cartoon is an apt representation of my work as a plain language consultant: http://www.comics.com/comics/fminus/index.html.

Different strokes for different folks

A single post by Megan Casey offers several examples of adapting the delivery of a single message for readers with different needs or information processing styles.

Framing Your Message

Framing Your Message
Help your reader get the picture...

Make your communication more effective but paying attention to more than vocabulary and grammar.

By filtering out distractions and barriers to effective communication, some writing techniques ensure that your message is received as sent. Plain language process also produces content that is easily accessed. One way this can be assured is framing your message.

In-text message framing uses word or phrase "frames" that situate your message in a context as an aid to comprehension. Framing creates a structure or framework to hang your message on. A good frame is the underpinning that helps your message get built and stay built. Words or strings of words that are used to define, repeat or reinforce your message are called in-text framing... Read the full article

Beware the AutoAntonym

Today's post is inspired by a recent Word of the Day from dictionary.com

Word of the Day Archive
Wednesday December 19, 2007

discursive \dis-KUR-siv\, adjective:
1. Passing from one topic to another; ranging over a wide field; digressive; rambling.
2. Utilizing, marked by, or based on analytical reasoning -- contrasted with intuitive.

Discursive comes from Latin discurrere, "to run in different directions, to run about, to run to and fro," from dis-, "apart, in different directions" + currere, "to run."

Wikipedia

A word that can be used, depending on the circumstance, to mean both of two opposite concepts.

• Auto-antonyms are the same words that can mean the opposite of themselves under different contexts or having separate definitions
  • enjoin (to prohibit, issue injunction; to order, command)
  • fast (moving quickly; fixed firmly in place)
  • cleave (to split; to adhere)
  • sanction (punishment, prohibition ; permission)
  • stay (remain in a specific place, postpone; guide direction, movement)

Sanctions are frequently called for on the politcial stage and in the law. Sanction is one of those duplicitous words-- it can can mean both reward and punishment.

This is a type of word to avoid. You cannot count on you reader giving the same interpretation to the circumstances that you do. So you cannot be sure your meaning will be understood. Far better to choose a simpler word.

Remember you have readers, not just viewers

I wan to share this report form the Publicity Hound:

Thanks to Publicity Hound Meryl K. Evans for reminding us not to use YouTube or podcasting as a replacement for any written content we currently provide.

"If you do, you could neglect a small but important audience-- those with disabilities. The deaf, like me, can't follow the video unless it's obvious from visuals. The blind miss out on visual cues."

She said [a] reporter in Dallas, includes a link to his video in every newsletter, "but thankfully he continues to provide content in the same newsletter."

The number of people with disabilities has grown, especially with Baby Boomers losing hearing and eye sight as a result of getting older...

Reprinted from "The Publicity Hound's Tips of the Week," an ezine featuring tips, tricks and tools for generating free publicity. Subscribe at http://www.publicityhound.com/ and receive by email the handy list "89 Reasons to Send a News Release."

Diversity series - 3

Get to know your readers

Your aim is a document planned so you can give the same answer to each of these three questions

* Who is able to read this?

* Who is likely to read this?

* Who needs to read this?

Working with limited funds or public funds, you may try to write for "the widest possible audience". "Everybody" or "anybody" is a difficult audience. There is no "general public" for plain language writing. Just try to picture a member of the general public. Some probing questions and basic investigation will help you narrow the focus of your project and get your real readers in mind.

You need to explore your intended audiences' characteristics, needs and expectations. With the information you gather, you can write and design your document to

* reflect the readers' concerns and daily life

* use familiar words, phrases and ideas

* use an acceptable tone that suits the reader and the message

You want to discover these features of your audience:

age range gender issues

first language family structure

education cultural traditions

reading abilities math abilities

familiarity with the subject matter biases, sensitivities

familiarity with any special language self-image

attitude toward topic motivation

physical, mental or emotional challenges specific interests and concerns

One man's brevity is another woman's impatience

Plain language, and any good writing, is all about knowing your audience and meeting their needs. So this comment is helpful confirmation that we all appreciate brevity and suffer from information overload--even the billionaires:

At Seth's Blog

How to write for a billionaire

“I’m sometimes frustrated by the long stories,” Rupert Murdoch says about the Wall Street Journal."