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Plain English How NALA’s Plain English Training is being applied in Waterford and Wexford.

Table of Contents Page

Content

04

Why we created this booklet

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Contributors

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What is plain English?

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Application of plain English in Waterford and Wexford

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Samples

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Testimonials

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Voices of Impact:

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Tips for writing in plain English

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Adult Literacy for Life’s free online course – Let’s talk about plain language

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Acknowledgements 3

Why we created this booklet In 2024 WWETB’s Regional Literacy Coordinator, organised plain English training for 75 participants in Waterford and Wexford. This training was delivered by the National Adult Literacy Agency (NALA) and funded by Adult Literacy for Life.

WWETB is delighted to highlight the progress being made in the region to implement plain English.

This booklet illustrates how participants, across Waterford and Wexford, are applying their learning and improving their communications using plain English guidelines.

The booklet spotlights progress – there are always improvements we can make. WWETB hopes these samples and testimonies: inspire you to learn about plain English, encourage you to apply plain English guidelines, support you to champion plain English in your organisation, and help you become a more literacy friendly organisation.

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Contributors 1. Aneta Kiedrowska, Waterford and Wexford Education and Training Board (WWETB) 2. Catriona Warren, South East Technological University (SETU) 3. Christina Manning, Local Authority Integration Team (LAIT), Waterford City and County Council 4. Damien O’Reilly, Waterford and Wexford Education and Training Board (WWETB) 5. Eleanor Gaffney, Respond Housing 6. Eliz O’Halloran, Waterford and Wexford Education and Training Board (WWETB) 7. Jean Rawson and Anne McDonnell, Waterford and Wexford Education and Training Board (WWETB) 8. Liam O’Reilly, Department of Social Protection 9. Lisa Brennan, Waterford and Wexford Education and Training Board (WWETB) 10. Louise Murphy, Waterford and Wexford Education and Training Board (WWETB) 11. Marie Esmonde, Waterford and Wexford Education and Training Board (WWETB) 12.Samantha Richards, Turas Nua 13. Suzanne Nolan, Health Service Executive Social Inclusion South East 5

What is plain English A communication is in plain language... ‘... if its wording, structure, and design are so clear that the intended readers can easily find what they need, understand what they find, and use that information.’

Advantages of plain English It makes good business Using plain English saves you time and money. It increases the chance that everyone will understand your message, which saves time and avoids misunderstandings.

It’s effective When you use plain English, your reader can better understand your information. Organisations want to communicate well, and people accessing your service want information that is quick and easy to understand.

It’s fair When you use plain English, more people can understand your information and make informed judgements. Most people do not want to be forced to read material more than once to understand the message and decide what to do next. This is important for people who may struggle with reading and understanding information.

Source: NALA and International Plain Language Federation 6

Use plain English to ensure your organisation is more accessible to people with unmet literacy needs.

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Application of plain English in Waterford and Wexford

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Eliz O’Halloran WWETB

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Eliz O’Halloran, WWETB

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Eliz O’Halloran, WWETB

What is different?

Images replaced text

Learner approach

Include white space

Fewer words

Simpler language

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Use colour in text

Clear font

Eliz O’Halloran, WWETB

Aneta Kiedrowska WWETB

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Examples of how the plain English course improved my writing and communication skills I use active voice when I can, and it is appropriate to use it.

I am more personal

Your absence has been amended to self-certified sick leave.

An email was sent to you on 25 March 2025.

Instead, I use:

Instead, I use:

I changed your absence to self-certified sick leave.

I sent you an email on 25 March 2025.

I use everyday words more often Your employment commenced on 06 September 2024.

Instead, I use: Your contract started on 06 September 2024.

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Aneta Kiedrowska, WWETB

Lisa Brennan WWETB

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Lisa Brennan, WWETB

What is different?

Images replaced text

Learner approach

Include white space

Fewer words

Simpler language

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Use colour in text

Clear font

Lisa Brennan, WWETB

Louise Murphy WWETB

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Sample type of email written before plain English training Hi Margaret, I was just looking through the teams and noticed that the Signs of ADHD in the classroom one and two are restricted access? So I cant get in to read them.

Kindest regards, Louise

Sample type of email written after plain English training Hi Margaret I hope you are well.

I have been using the laptops with different students over the last few days and we have had some issues: Two laptops would not allow other users to log in; I left them with Jana in reception.

We need to use the sound as there are listening sections in their online support and the sound would not work on one.

The internet was extremely slow on all of them.

We will be using them on Mondays and Fridays for the next few weeks. Can you have someone check them before then please?

Any queries at all, please just let me know.

Kindest regards,

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Louise Murphy, WWETB

What is different?

More relevant detail

Warmer tone

Include white space

Shorter sentences

Simpler language

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Using bullets

Clear font

Eliz O’Halloran, WWETB

Christina Manning LAIT, Waterford City and County Council

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‘I found the training extremely helpful. This leaflet contains plain English techniques, such as the use of clear images, graphics and barcodes to our websites. We tried to implement the training when creating this document.’ Christina Manning

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Christina Manning, LAIT, Waterford

Suzanne Nolan HSE Social Inclusion South East

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Original English Script re RSV: From this September to the end of February next year, all mothers will be offered a needle for their newborn babies to protect them against RSV. RSV is a very serious virus that can make new born babies very sick, with 1 in 2 babies getting RSV in the first year of life. We know Roma babies may have a higher risk of getting RSV due to overcrowding. So it’s important we protect them as much as we can. The virus can make it hard for babies to breathe, with some babies needing to go to the hospital and could end up in intensive care. The needle is very effective and safe. It is not a live vaccine and will protect your baby for six months. The needle will be offered to mothers in the maternity ward after you have given birth. The needle is done just once into the baby’s leg and will protect them over the wintertime, when RSV is at its highest. If you have any questions, ask your midwife at the hospital for more information. You can also contact the Cairde Roma Info Line on 087 126 4606 for information.

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Suzanne Nolan, HSE, Social Inclusion SE

Revised Script using plain English Collated RSV resources for Travellers, Roma and migrants including translated resources.

In this short video, we will talk about how you can protect your baby from a serious virus called RSV. After you give birth, your midwife or doctor will ask you if you would like your baby to receive a medicine to protect your baby. If you say yes, your baby will receive the medicine in an injection.

What is RSV? RSV (respiratory syncytial virus) is a common virus that causes coughs and colds. It is the main cause of serious breathing difficulties in very young children.

RSV is a very serious virus that can make babies very sick.

It can make it hard for babies to breathe.

Babies may have to go to hospital and sometimes go to intensive care.

One out of two babies get sick with RSV in the first year of life.

We know Roma babies have a higher risk of getting RSV due to living in large groups or living with a lot of people. So it is important we protect them as much as we can.

How can we protect babies from RSV? There is a long lasting, very effective and safe medicine which we call immunisation - it involves giving the baby one injection in their leg.

This medicine will protect your baby for six months from RSV. Your baby can only get this in hospital when your baby is born. Babies born before the end of February 2025 need this medicine due to the winter season.

Any questions?

If you have any questions you can: ask your midwife at the hospital for more information, or contact the Cairde Roma Info Line on 087 126 4606 for information.

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Suzanne Nolan, HSE, Social Inclusion SE

What is different?

More empathy with reader

Include white space

Explaining technical words

Bullets to break up text

Simpler language

Headings to organise content

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Suzanne Nolan, HSE, Social Inclusion SE

Anne McDonnell, WWETB Jean Rawson, WWETB

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Versions 1 and 2 First and second versions used before plain English training Initially learners used to get a copy of the timetable given to tutors.

We changed to this version to make it easier to read.

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Jean Rawson and Anne McDonnell, WWETB

Then, after doing plain English training, Anne McDonnell suggested this third version. It is still used today.

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Jean Rawson and Anne McDonnell, WWETB

What is different?

Tables for details

Easy to read design

Include White Space

Using more ‘you’ language

Cutting down on detail

Simpler Language

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Clear Font

Jean Rawson and Anne McDonnell, WWETB

Eleanor Gaffney Respond Housing

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Eleanor Gaffney, Respond Housing

Guidelines I am following Simple poster

Chunking phone numbers

Key details only

Images to catch attention

Short sentences

Accessible colour

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Samantha Richards Turas Nua

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Original Employability Service Trifold format

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Samantha Richards, Turas Nua

New sample pages of Employability Service Booklet format.

Following their plain English Training, Turas Nua hired NALA to redevelop three documents in plain English.

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Samantha Richards, Turas Nua

What is different?

More empathy with reader

Include white space

Explaining technical words

Bullets to break up text

Simpler language

Headings to organise content

38

Damien O’Reilly WWETB

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Sample slides from a ‘Marketing Mix’ PowerPoint created before plain English training.

‘Here you may identify too much text per slide, a classic example of, “Death by PowerPoint”, where the Teacher/Tutor unknowingly is trying to cover to much information, cramming far too much text & points of note into one slide, where the practice is repeated over & over again.’ Damien O’Reilly

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Damien O’Reilly, WWETB

Sample ‘Why Good Communication Matters’ PowerPoint presentation created after plain English training and applying better teaching strategies.

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Damien O’Reilly, WWETB

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Testimonials

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‘The Plain English Training was a great source of information and learning that made me think a lot about how I communicate with my residents and colleagues.

My internal posters are very plain and just give the information that is needed. Before the training I would have been trying to get lots of information, pictures and colours on the page. I am hoping it is working.

I have introduced 4 notice boards to communal hallways in John’s College where I can keep my residents informed of any programmes I am running and other local events.

My emails to colleagues and residents have also improved as once again I am sticking to the point and giving clear information. If a sentence shows up with a blue line under it, I am not impressed.

I continue to work with colleagues in how we communicate with our residents and to ensure inclusion from every level of education.’

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Eleanor Gaffney, Respond Housing

‘The biggest thing that I took from the Plain English Training was to use clearer and more direct language when dealing with our customers.

The Department of Social Protection use a lot of abbreviations and jargon when talking about our dayto-day work and my area of Employment Services in no different in this. But our customers don’t always understand this and it is really important that we use language that our customers can easily understand and to check that our customers are clear about what we are telling them.

This is something that I have discussed with my Team who deal with customers every day and I will continue to remind them about it as I think we need to keep a focus on it.

In my own work when I am writing to customers, I am trying to do the same thing and to avoid using more formal language to ensure that my message is clear and easy to understand. While I feel that my communications in writing and in person has improved following the Plain English Training I also know that I need to keep working on this.’

Liam O’Reilly, Department of Social Protection 45

‘I am more careful in my word choice, sentence structure and spacing of text.

The point about naming the 'link' stands out the most. I used to use 'click here' or 'here' now I name the link.

I am also more aware of contrast for colour on posters, texts and slides.

It was a very useful course and thanks for the opportunity to attend it.’

Catriona Warren, SETU 46

My National Adult Literacy Agency (NALA) learning journey to date

I would highly recommend NALA training courses to all. The NALA Plain English Training enabled me to pause and evaluate other people’s perspective and their interpretation of information. Often when communicating a message, it may be the readers first time they see or read it, and it is important that the key information is readily available. Adult literacy is an issue in Ireland that we can collectively help people to overcome, most importantly by not placing any barriers in their way.

There are several items to consider which I now prioritise such as: Planning what I am going to write Tone of the message and who the message is for The words chosen and the amount of them used Content structure and formatting The use of white space, paragraphs and line spacing Signposting, headings and subheadings

Choice of font, text size, bold, colour, backgrounds, justification, bullets, graphs, images, tables, QR codes Calls to action, next steps or what I require from the reader Being mindful of acronyms, abbreviations or jargon Use of everyday words Active voice, being direct, concise, and inclusive 47

Marie Esmonde, WWETB

Voices of Impact Feedback from people who engaged with our revised, plain English communications.

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“Simple is best.”

“The simplest explanation or understanding is often the most accurate.”

“Hi Aneta, I brought up the topic of plain English at a recent National Government Body training seminar, where a discussion was held in relation to the difficulties applicants encounter when completing the application form. The staff delivering the session were not aware of “Plain English” and took my suggestions on board, which I had learned from you. When the revised form was circulated nationally at the start of July, I was delighted to see it had been amended to make it much easier to read and complete.

Well done!”

"As an art therapist, presenting the information in a visual way really helped me to understand complicated ideas and planted them in my memory." [Kasia, 2023] While no tenant made an actual comment on the posters I found I did not get any calls asking questions about days and times. I hope this proves the poster was very clear in communicating what was on offer. The only calls I got was from residents who wanted to sign up. "... so bright and friendly looking...makes everything much clearer to understand when I'm reading [material] outside of class" from a learner in New Ross.

"Much clearer and easier to follow - the plain English really makes a difference.”

“This version is much easier to read and it’s so handy to have all the information I need about the course on the one document.”

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Tips for communicating in plain English

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Tips

Some tips for writing in plain English Imagine your readers and speak directly to them.

Use the active voice.

Use everyday words - the words of your readers and cut jargon and explain technical words.

Keep sentences short, use 15 - 20 words.

Use the inverted pyramid of writing to put key messages first.

Use at least 12-point type.

Make important points stand out clearly by using a bigger size or bold. Do this sparingly!

Choose a readable font. It is best to use easy-to-read, sans serif fonts like Arial, Helvetica or Poppins.

This booklet uses Poppins.

If you are using 12-point text, the recommended line spacing is 1.5 spacing.

National Adult Literacy Agency

NALA and Adult Literacy for Life writing and design checklist This checklist offers a quick way for you to review if your content uses plain English and is easy to follow.

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Adult Literacy for Life’s free online course – Let’s talk about plain language

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Try Adult Literacy for Life’s short free online course Let’s talk about plain language A course to introduce plain language Who is it for?: People who communicate with the public.

How long?: 95 minutes

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Acknowledgements

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Acknowledgements Thank you to everyone who participated in the plain English training.

A special thank you to Sean Driver from NALA, who, as always, expertly facilitated the plain English training for our 75 participants. I am also grateful for his support in proof reading this booklet.

Thank you to the contributors who shared their samples for this booklet, showing how they are applying their plain English training, working to make their communications clearer and literacy friendly plus identifying the impact on their service users.

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