Spot Hidden Issues with the Plain Language App
Meet Anika, a Communications Officer at a central government department. She’s responsible for unifying reports from various agencies—each with its own writing style. Anika must ensure every document remains consistent and understandable, especially when presented to policymakers and the public. Using the Plain Language App’s “Review content” prompt, she can easily detect unclear passages and harmonize the overall tone of the documents before they go live.
The Challenge: Crafting Clear and Professional Reports
Anika was tasked with drafting a report on public transportation enhancements for senior government officials. The report needed to:
- Clearly communicate complex policy details.
- Use plain language for accessibility.
- Align with relevant Style Manual guidelines.
How the Plain Language App Pinpoints Inconsistencies
Step 1: Submit Content for Review
Anika accessed Microsoft Teams and clicked on "View Prompts." She then selected Review content, which pre-populated the prompt:
Review content
Anika must then paste or type the content requiring review into the prompt. Below is an example of content that needs analysis:
The draft report for senior officials aims to provide a detailed explanation of the public transportation strategy. Key points involve new policies for fiscal allocation to urban transport, leveraging cutting-edge technological solutions, and enhancing stakeholder communication. This will inevitably support broader metropolitan objectives. The language and tone aim to be technical yet partially accessible, prioritizing detail over simplicity.
Step 2: Request Detailed Feedback
To gain deeper insights, Anika followed up with the prompt:
Provide a detailed critique of the revised content, focusing specifically on how effectively the examples and terms (e.g., 'smart traffic management systems' and 'key stakeholders') enhance clarity and engagement. Highlight any additional opportunities for improvement in accessibility or alignment with the intended audience's expertise level. Suggest refinements to ensure the revised content maintains a balance between technical depth and reader-friendliness.
Step 3: Ensure Comprehensive Understanding
After reviewing the initial feedback, Anika asked:
Summarize in 1-2 sentences how the revised content achieves clarity and consistency for senior officials.
Watch the 'Review content' prompt in action:
Why This Matters
By using the Plain Language App, Anika:
- Accelerates the review process without sacrificing quality.
- Maintains a consistent, reader-friendly tone across multiple documents.
- Gains insights on how to present complex content more cohesively.
Try the Plain Language App Today!
Ready to unify your departmental reports under clear, consistent guidelines? The Plain Language App makes it simple to detect and correct hidden inconsistencies. Try it today to streamline your review process.