I was on a podcast!

I recently spoke to Bob Milstein, host of the Top of Their Game podcast. 

"Meet Vijayalaxmi Hegde: a writer and plain language specialist, and one of the leading voices advocating for clear communication in India. 

With hundreds of languages and extraordinary cultural diversity, India demonstrates why plain language is critical to ensuring everyone can participate in the world's largest democracy. 

In this episode, Vijayalaxmi shares the state of the plain language movement in India, the push to reform legal and government communication, and how AI and international standards could shape its future. It's a fascinating conversation about language, inclusion, and the power of clarity."

 

The Fowler Brothers: Still relevant, still ignored

“Prefer the familiar word to the far-fetched. 

Prefer the concrete word to the abstract. 

Prefer the single word to the circumlocution. 

Prefer the short word to the long. 

Prefer the Saxon word to the Romance.”

This was the advice the Fowler brothers gave in their book, The King’s English, more than a century ago. 

Take a moment to mull over their words. Is there anything that sounds illogical?

Not really, if you ask me. It’s the soundest advice aspiring writers can get. Yet even today we find it difficult to follow. 

“Prefer the familiar word to the far-fetched.”
Why do we want to use highfalutin words when we can inform more easily with everyday words? Why does every piece of writing become an opportunity to impress, not express? Even a specialist audience would rather not have to deal with jargon. Supreme Court Justices D Y Chandrachud and A S Boppanna sent back a verdict by the Himachal Pradesh High Court and said it was “incomprehensible” and “difficult to navigate through”. 

“Prefer the concrete word to the abstract.”
Concrete words paint a picture to the reader more than abstract words can. I remember Jyoti Sanyal would often tell us in journalism school, “Show, don’t tell.” He meant that we must use words to describe the scene to the reader in such a way that they can “see” what we are talking about as if they were physically present. Great writing often makes you feel this way.  Among the recent texts I’ve read, William Dalrymple’s The Age of Kali reminded me of Sanyal’s edict:

“Then, quite suddenly, a carved wooden temple rath appeared in the centre of the principal ceremonial avenue from a side passage, pushed by a swarm of half-naked figures. Their progress was lit by a succession of temple priests holding brightly burning yellow splints dipped in camphor oil. In a silken tabernacle at the top of the rath lay the golden image of the goddess herself, garlanded and draped in cloth-of-gold her nose-jewel flashing in the flames of the priests’ burning splints.”

I could almost see the goddess’ gleaming nose ring. That’s the power of descriptive, tangible words. 

“Prefer the single word to the circumlocution.”
The sooner you can get to the point, you do everyone a favour. But mind you, it is not easy to write succinctly.  As someone famously said, “I’d have written a shorter letter, but didn’t have the time.” Writing briefly requires that you understand fully well the subject of your text and can express it lucidly, without reaching out for crutch words. 

“Prefer the short word to the long.”
We read and understand shorter words faster. They are also usually simpler and more familiar. Longer words are not banned but must be used only if necessary. Feel no shame in using everyday words – in fact, your readers will thank you! 

“Prefer the Saxon word to the Romance.”
Here, the Fowler brothers meant that writers in England must prefer English words more than Latinate words, which weren’t really in daily parlance and only served to intimidate readers and bloat the ego of the writers. In the Indian context, we must prefer words from the regional language or our mother tongues rather than Sanskrit words. Our official documents are replete with Sanskrit words that nobody understands. Whenever I see any attempt to translate from English to a regional language [pdf], it is almost always Sanskritized. Again, knowledge of Sanskrit seems to be something to show off. 

Note that all the statements start with “prefer”. Meaning, that these are guidelines in the truest spirit and not an attempt to straitjacket writing. 

Plain language and design rethink: UIDAI

This post is about how the UIDAI website can be more human-centric using plain language (PL) and design principles. This is not a comprehensive critique. I have picked eight examples to show how these principles can make life easier for the site’s users.

I am happy to be publishing this post just a couple of days before International Plain Language Day. I hope we can pick up the momentum here in India on writing more clearly and humanly.

The Universal Identification Authority of India is a government agency responsible for issuing citizens the Aadhaar card / number. This number is unique to each individual and is key in accessing governmental services. It is also a highly preferred document to open your bank account, rent a house, get a gas connection – in short, to live your life in India.

#1 Avoid wordiness.

Aadhaar Mitra, the bot, that pops up on the home page says:

“Welcome to Aadhaar!

Hi, I am your Aadhaar Mitra.

How May I Help you!!

Ask me anything about Aadhaar!”


It could have simply said, “Hi, I am your Aadhaar Mitra. How may I help you?”

Using fewer words saves everyone’s time. A chat bot’s messages have no business being wordy, as it must cater to immediate requests from users.

#2 Use lists when talking about a number of things.

Identity and address proof documents mentioned on this page can be better presented with a list and sub-heads:


What to submit?

For proof of identity and address:

• Ration card

• Voter identity card

• Government-issued identity card/certificate having address

• Indian Passport

For proof of identity:

• PAN card

• Driving license

• Secondary or Senior School mark sheet/ School leaving certificate having photograph

• Government-issued identity card/ certificate

For proof of address:

• Electricity/water/gas bill (last 3 months)

• Bank / Post Office passbook

• Rent/ lease/ leave & license agreement

#3. Use “you” and other pronouns. Speak directly.

And

#4: Cut the bloat.

Below is the introductory paragraph on the grievance and feedback page and a possible rewrite. The original paragraph prefaces and rambles. I have implemented two important PL principles in this example: use pronouns like you would in a conversation with human beings and eliminate unnecessary words.

Strangely, it seems like as if this page is only for grievances related to the update process.

Original
Aadhaar, as the most commonly used digital identity, is used to avail of numerous subsidies, benefits and services. In view of the same, for maintaining the accuracy of the Aadhaar database, UIDAI had initiated an exercise for update of documents and Aadhaar information. In the course of activities undertaken to keep the Aadhaar database updated, intimations are issued from time to time to Aadhaar number holders. In this connection, it is clarified that no Aadhaar number has been cancelled. In case any Aadhaar number holder has any grievance in this regard, they may submit their feedback here. Any such grievance will be duly addressed.

Rewritten in plain language
To maintain the accuracy of your Aadhaar information, we ask you to update your documents from time to time. We wish to clarify that we have not cancelled any Aadhaar number in the updating process.

If you have a complaint about your Aadhaar update, please fill in the form here.

In the rewrite, I have:

• Used pronouns such as “you” and “we”. This speaks directly to the user and makes it an interaction between human beings. It invokes trust, is shorter, and easier to understand than the distant-sounding passive phrases which eliminate the need to use a pronoun.

• Deleted prefacing sentences, such as the first one in the original paragraph.

• Deleted phrases like “In view of the same”, “in this connection”, and “in this regard” which merely add flab and have no real purpose.

• Deleted repetitive information couched in different words. The phrase “In the course of activities undertaken to keep the Aadhaar database updated” refers to what has already been stated in the previous sentence.

• Tightened up the copy: Use “if” instead of “in case”.

• Got rid of officialese such as “duly addressed”. Scratch that. I got rid of all of the last sentence. If I fill in a grievance form, I obviously expect it to be addressed.

#5. Use common and accurate words.

“Demographics” is a word that comes up often on the site. Demographic refers to anything related to population or the different groups in it. When the UIDAI site says “Update demographics data”, it simply means “Update your data”.

While “demographics” is not a common word that most people visiting the UIDAI site can easily understand, it is not even the correct word in this context. Using inaccurate words has a further repercussion when you bring in machine translation (MT). In the machine-translated Kannada version of the website, demographics becomes ಜನಸಂಖ್ಯಾ ಮಾಹಿತಿ, which is the literal translation of the word. It means population information. Not helpful.

Same goes for the word “grievance”. “Complaint” is a more commonplace word.

#6. Create a glossary.

Following from the last point, a glossary or a terminology database is necessary for terms used on the website. The glossary must state the meaning of the term in the context of the website. This can be used to train MT engines and can serve as a reference for professional translators as well.

A glossary can help avoid the many mistakes that can crop up with translation down the line and the ensuing need for corrections. While this is not a strictly plain language recommendation, it is conducive to it.

And while we are on the subject of MT, the disclaimer about MT accuracy needs to be visible when someone opens the translated versions of the website. It’s currently at the very bottom of the main site.

#7. Keep accessibility in mind.

The UIDAI site uses a carousel to highlight new features. It moves pretty fast from slide to slide. I usually find it hard to read from carousels and am constantly trying to keep up. It isn’t just me though.

The W3C (Web Accessibility Initiative) has this to say about carousels:

“Carousels are disputed from a usability perspective because their content can be hard to discover.”

And

“For any moving, blinking or scrolling information that (1) starts automatically, (2) lasts more than five seconds, and (3) is presented in parallel with other content, there is [must be] a mechanism for the user to pause, stop, or hide it...”

(Text in square brackets is mine.)

Carousels make it distracting for people with difficulties reading or focusing. They also don’t seem to take into account the fact that people read at different speeds. We have data to show that carousels are ignored by most users: only 1% interact with a carousel at all, and 89% of them only with the first slide.

When they must be used, carousels must have a pause button. The carousel on the UIDAI site does have a pause button, but is hard to find as it’s right in the middle of the slide and I missed it on my initial visits. It didn't seem to work either when I clicked it and the carousel kept playing.

Carousels do help in packing a lot of information in a smaller space. But a government website is better off helping citizens accomplish their objective, rather than confuse or distract them in an effort to save space.

The good news, however, is that carousels are missing from the subdomains of the site.

The UIDAI website carries a certification stamp from the Guidelines for Indian Government Websites and Apps (GIGW). These guidelines quote from the very same W3C guideline on carousels in Section 5.2.25. Yet, the message seems to be lost.

#8. Clear the clutter.

The whole set of links under the About Aadhaar button can be moved off the main navigation. Same goes for the Ecosystem links. These are obviously not for the lay user, but for the people or agencies who work for UIDAI or for media personnel who seek additional information.



As I said before, this is not a comprehensive clarity audit. What did you notice that can be improved? Share in the comments.

Plain language: a portal to translation, accessibility, user experience

Plain language intersects with many other professions. It can be an enabler of better translation, better accessibility, and better user experience (UX).

Let me explain how. And, at the end of the article, I also talk about how all four areas of work can and should come together to enable a better experience of the web for anyone.

I write this article because I have worked in the translation industry and I am a plain language writer and editor. Yet, I often see that professionals in both fields work in parallel, but hardly together. Such bubbles also perhaps exist between accessibility and plain language, and UX and plain language. This article is an attempt to show that together is better.

Plain language and translation

Plain language is, in actuality, an act of translation. A plain language editor converts mystifying mumbo-jumbo into information that the intended audience can understand and use. If you compare the before and after versions, it might just feel like two different languages!

A translator also needs to be a plain language writer and editor. At least, a good translator does.

When a translator first encounters a chunk of text in the source language, they must first understand it. If this is text is not in plain language, the translator – whether or not they acknowledge it – mentally does the plain language editing. Only then, can they proceed to write the text in the target language.

As Dominique Joseph, translator and plain language trainer, puts it, “[Translators] translate the meaning, not the words.” She goes on to describe a number of steps that she takes as a translator to make the text “easy to read, easy to understand, easy to use.” She has put it wonderfully and you should head over to her blog to read it in full.

As I went through her steps, I realized that what she is describing is about “helping readers find what they are looking for, understand it, and then take action based on that information.” And that, my friend, is plain language.

When plain language moves from being a mental process of the translator to being an explicit step in translation, or better still in authoring, translation improves.

Marie-Elise Georgelin, plain language trainer at Labrador Language Services, writes in the latest PLAIN E-journal, “...using plain language means:

• messages can sink in faster

• there are fewer misinterpretations

• translations will be quicker, more effective, and more accurate.”

When Labrador’s translation team worked on plain source text, they produced translations which also had a high plain language score and fewer words. “The quality of the source text systematically improved the translation by the same amount,” Georgelin writes. She says plain language in the source text can also similarly improve machine translation output.

Plain language and accessibility

Plain language is an essential part of the accessibility tool kit. The Washington Post says, “Writing in plain language makes our content more accessible to a wide variety of people, including those with cognitive disabilities, lower reading literacy and less background knowledge of the topic or concept being covered. This also matters in the design of user interfaces.”

A more targeted version of plain language is available for people with reading and learning disabilities. It is called Easy to Read. It helps “people with intellectual disabilities learn new things and take part in society,” to name a few benefits.

A few years ago, I worked for an online entertainment magazine where I would re-write popular news items into easy-to-read articles. I would first re-write them in plain language and then do an easy-to-read version. Doing the plain language re-write was the bulk of the work, I observed. Easy-to-read was just taking care of a few more technical things from that point.

Again, you don’t always have to be disabled to appreciate how plain language can make text more accessible to you. Imagine going through a dense paragraph filled with jargon and big, confusing words when you have a splitting headache.

Plain language and user experience (UX)

UX is at the very heart of the plain language movement. Plain language was born to serve only one purpose: help the user achieve their objective. “User” may not be the particular word they used back in the 1970s when the first efforts began to write in plain language. But whether you call them the reader, consumer, or citizen, it is still the same thing.

When a user is on your website, you cannot hem and haw, throw fat slabs of gobbledygook at them, and expect them to be still hanging around. The user is on your website for a purpose. And, the plain reality is that your content must help them achieve that purpose.

Plain language lets you have that conversation with your user without getting in their way, without alienating them. It is about sharing information they are seeking and came to your website for.

By writing in plain language, you also hit the right spots with SEO. People almost always use plain language when they are searching for something. If your content is already embedded with these keywords, your potential users will find you right away.



Not to forget that all of the above areas of work – translation, accessibility, and UX – also have several overlaps and that none are enough on their own, not even plain language.

For instance, translation increases accessibility. Let’s remember that the purpose of accessibility is to ensure “...social inclusion for people with disabilities as well as others, such as older people, people in rural areas, and people in developing countries”. (Emphasis added.) Or, as Alba Villamil, user researcher from HmntyCntrd, says, plain language is not enough when designing for immigrants or people with English as Second Language (ESL).

Let’s say you have plain language and translation. However, if you have elements on your website that disrupt the user, it’s lose-lose. Large, persistent ads on some Indian newspaper sites come to my mind. I often lose the thread as I am reading on these sites when paragraphs are divided up by huge blocks of ads or distracting, garish video ads display right next to the article.

There possibly are other areas of work with which plain language intersects to enable fulfilling human experiences. Do write in if you think of any.