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Are you using plain language in your work?

4/24/2015

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Picture
Over the last several weeks, many of us have been gathering documents, filling out forms, and calculating figures for our taxes.  But documents can be difficult to decipher, and how do you know if you have everything you need?  There are countless resources available to assist with this annual tax preparation, but these can also be intimidating to navigate and difficult to comprehend.

The principle of plain language is to communicate clearly and concisely so that as many people as possible will understand your message.  The Canadian government has a requirement to use plain language on drug labels, and a recommendation for public communication (Canada Revenue Agency, are you listening?).  The plain language movement is important because it saves time and improves accessibility and assimilation of information.  Using plain language reduces the chances that your message will be misunderstood.  Putting instructions into plain language improves compliance because it is easier to follow them correctly.  When your message is easier to understand, you will reach more people, enhancing your service and their experience.
 
Are you using plain language in your work?  Do you review promotional materials, reports, and even your e-mails for clarity?  These extra steps are especially important for information meant for language learners or individuals with lower literacy skills.  Try these tips to simplify text:

  • Organize your message into main points and secondary points
  • Use common words or phrases.  Avoid metaphors, jargon, and clichés
  • Review long sentences to make sure that your point is clear
  • Design your document for ease of reading:  use a straightforward font and enough open space to avoid crowding
  • Avoid passive sentences.  For example, replace “It is requested that participants bring I.D.” with “Please bring I.D.”
  • Use graphics to illustrate a concept where appropriate
 
Plain language is no threat to colloquial terms, elaborate phrases, and colourful vocabulary.  English is a vibrant, vital language that benefits from continuous evolution and additions.  However, your business communications probably aren’t the place for language play!  Plain language isn’t oversimplified or condescending.  It is simply a reminder to consider what message you want to send, whom you are targeting, and how they will receive and perceive the information.

Katie Andruschuk
Community Literacy Coordinator
Columbia Basin Alliance for Literacy - Windermere Valley


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3 Things I Learned From Connie

4/15/2015

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PictureConnie & Margaret at the library
We’re right in the middle of Adult Learners’ Week (April 11th – 19th), and I've been thinking about Connie. Connie was in the class on my first day volunteering in the adult literacy program in my community. She was an older Portuguese lady, always busy cooking, looking after her husband and helping with her grand-kids. She had come to the literacy program some years before when her husband was blinded by a brain tumour and she needed to learn to drive, and pay the bills, and all the other things we do in life that many of us take for granted.

The next year I was hired to run the program and Connie was with me every step of the way. She became my literacy tutor, making sure I did a good job running the program and generally keeping me in line. In literacy, we often talk about learners taking ownership for the program. Well, let me tell you, Connie “owned” that program and she wasn't afraid to take me to task if she thought I was doing something wrong!

I learned three important lessons about adult learning from Connie:

1. You’re never too old to learn. Connie worked with her literacy tutor into her eighties, until she didn't have the energy to keep it up.

2. It's not the outcomes that matter. Connie never did learn to read and write very well. She didn't have any formal education in her first language, or English, and she was severely dyslexic. But she sure made good use of the skills she did have!

3. Relationships count. Connie and her literacy tutor continued to meet long after they quit working on Connie’s reading and writing. Her tutor would go over and help Connie with her bills, and her taxes, and anything else that came up. And it was Connie’s tutor who called to let me know that Connie had passed away. She had called to Connie to check in, but it wasn't Connie who called her back.

Connie’s been gone almost a year now and I think of her often. She tried my patience, pushed me out of my comfort zone, and made sure I was doing the best job I could. If she ever thought anyone wasn't treating me well she made sure everyone knew she had my back.

Connie always said, “I’m glad I got to go to the literacy program. I learned a lot, but mostly it made me a better person.” Well Connie, you made me a better person. At times, you were a hard literacy tutor to have but I wouldn't change it for anything. Thank-you!

Margaret Sutherland
Program Manager
Columbia Basin Alliance for Literacy

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 What is Workplace Literacy?

4/1/2015

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PictureLisa Bjarnason
Workplace literacy refers to the skills and abilities you need to function effectively, efficiently and safely in the workplace. Workplace literacy skills involve reading, writing, and math skills as well as other skills like critical thinking skills, computer use and the ability to work with others.

Did you know?

·         According to a recent study, almost half of Canadians do not have the necessary literacy skills to function effectively in today's society
·         Literacy affects employment stability and opportunities
·         Low literacy skills represent a massive loss of productivity
·         Low literacy levels cost businesses in Canada over $4 billion, and in society as a whole, it amounts to a loss of $10 billion
·         In order to stay competitive, the workplace is demanding higher levels of literacy from the workforce
·         Those with higher literacy skills tend to have higher incomes
·         Those with higher literacy skills tend to be more involved citizens

How do you know if people need to assess their workplace literacy skills?
Do they …

·        Take reports home to complete?
·         Get coworkers to fill out forms for them?
·         Have trouble filling out time sheets?
·         Have trouble with spelling and grammar?
·         Have trouble expressing themselves in writing?
·         Have trouble following instructions correctly or reading safety manuals?
·         Get hurt even though there are signs indicating danger?
·         Hesitate to participate in meetings?
·         Fear the implementation of computers?
·         Fear being trained on new equipment?
·        Seem to stay in the same position within the company for many years but not show an interest in advancement?
(http://www.llsc.on.ca/node/26)

If you answered yes to any of these questions, they may need to improve their workplace literacy skills. CBAL offers assessment, employment workshops and individual/group tutoring throughout the Columbia Basin to help people improve their workplace literacy skills. All of these programs are FREE!

Through my work as an employment workshop facilitator I have found that improved workplace literacy leads to greater skills and confidence. Greater skills and confidence leads to increased job satisfaction. It is very rewarding when workshop participants contact me to share their successes in finding a job or overcoming a barrier. Their beaming smiles and enthusiasm are evidence of the personal growth achieved through participation in employment workshops!  

By Lisa Bjarnason
Community Literacy Coordinator
Columbia Basin Alliance for Literacy – Nakusp

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