Plain language: a way of improving interoperability Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Interoperability shortfalls in current NATO-led operations between 06/2009 and 04/2010 Whilst all NATO posts specify the minimum requirements for English fluency, many people filling these posts were perceived to have insufficient English language skills to meet the mission needs. The necessity for English language has increased dramatically, extending even to the tactical patrol level. The documents used for the daily conduct of operations were considered to be too lengthy and the writing styles too complex for many non-native English speakers to comprehend (indeed, even for native English speakers to comprehend!). The content and intensity of language training courses vary significantly, possibly falling short of STANAG 6001 requirements. Many native speakers with no previous experience of working in a multi-national environment were not proficient in communicating in such circumstances. Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Readability = an interplay between text and reader Those features of the reader that make reading easy are: Prior knowledge Reading skill Interest Motivation Those features of the text that make reading easy are: Content Style Design Organization Source: Smart Language, Readers, Readability, and the Grading of Text © 2007 William H. DuBay (bdubay@impact-information.com) Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Flesch Reading Ease Score Notes 90 – 100 Easily understood by an average 11-year-old student 60 - 70 Easily understood by 13- to 15-year-old students 0.0 – 30 Best understood by university graduates Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Source: http://www.nald.ca/library/research/readab/readab.pdf ALTERNATIVE TABLE WITH MORE INFO Source: http://www.nald.ca/library/research/readab/readab.pdf Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

What is plain English? - Martin Cutts, Oxford Guide to Plain English The writing and setting out of essential information in a way that gives a co-operative, motivated person a good chance of understanding it at first reading, and in the same sense that the writer meant it to be understood. - Martin Cutts, Oxford Guide to Plain English Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Analyzing Cockpit Communication: the Link Between Language, Performance, Error, and Workload J. Bryan Sexton & Robert L. Helmreich The University of Texas Team Research Project Department of Psychology The University of Texas at Austin Austin, Texas USA NATIONAL DEFENCE UNIVERSITY FINNISH DEFENCE LANGUAGE CENTRE

Why communication enhances outcome NASA researchers analyzed the causes of jet transport accidents and incidents between 1968 and 1976 (Cooper, White & Lauber, 1980; Murphy, 1980) and concluded that pilot error was more likely to reflect failures in team communication and coordination than deficiencies in technical proficiency. No differences were found [Ruffell Smith, 1979] between the severity of the errors made by effective and ineffective crews, rather, it was the ability of the effective crews to communicate that kept their errors from snowballing into undesirable outcomes. Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

HOW something is said affects outcome Flight engineers who used a high number of words to communicate (…) performed better and made fewer errors. Flight engineers who used relatively low rates of large words [more than six letters long] tended to perform better. Establishing predictable patterns of behavior during initial interactions affects outcomes later on. The ability to communicate concisely could include the ability to apply a short and succinct vocabulary. Conceivably, those individuals who use their cognitive resources to speak more elaborately (using bigger words) do so at the expense of situational awareness. Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

When language proficiency is a problem: an example from the Federal Aviation Administration Language Errors in Aviation Maintenance, Final Report C. G. Drury, J. Ma & C. V. Marin University at Buffalo, the State University of New York August 2005 Prepared for: Federal Aviation Administration The study was based on the Secretary of Transportation’s recommendation: “The FAA should establish a method for determining whether language barriers result in maintenance deficiencies.” http://www.tc.faa.gov/logistics/grants/pdf/2002/02-G-025.pdf Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

AMT = aviation maintenance technician Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Plain in action Standard English and NATO English are two separate things. Purpose: What do you want your reader to do after they have read the document? When it is essential to convey information, it is more important to be clear than sound impressive. Waffle does not bring authority. Avoid turning verbs into nouns (esp. those who have a Romance language as their mother tongue!). When you write in passive, people have to guess who is doing what. And it doesn’t make you sound any more objective. Tell your reader the relevant things first. So not necessarily the legal or historical background. The longer a document is, the less people will read it. First statement gross simplifcation, of course. Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Some other useful plain language references Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Plain language worldwide Sweden: www.sprakkonsulterna.se/, www.sprakradet.se/klarspråk Norway: www.sprakrad.no Netherlands: www.texamen.nl UK: www.clearest.co.uk/ USA: www.plainlanguage.gov/index.cfm Australia: www.plainenglishfoundation.com/ New Zealand: www.plainenglish.org.nz/ South Africa: www.simplified.co.za Canada: www.plainlanguagenetwork.org/ Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

An example of what can be achieved using a plain language approach http://www.em.gov.au/Emergency-Warnings/Documents/EmergencyWarningsChoosingYourWordsEdition2.pdf Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

The (U.S.) Army’s “corporate standard” for writing http://www.mc.edu/rotc/files/5413/1471/9566/MSL_202_L06b_Effective_Writing.pdf Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

Laura Murto-Linden, Language Specialist Finnish Defence Language Centre

THANK YOU FOR YOUR ATTENTION! NATIONAL DEFENCE UNIVERSITY FINNISH DEFENCE LANGUAGE CENTRE