PLAIN July 10, 2013

 “Annually, publish on the plain writing section of the agency’s website a report on agency compliance with the requirements of this Act.”

 Explain what specific type of agency communications you’ve released by making them available in a format that is consistent with the Plain Writing guidelines.  List the ways you’ve provided information on the Act to your staff.  Describe training efforts.  List the ways you intend to stay in compliance with the Act.  Provide information on your Plain Language webpage and include links to it.  Provide documentation on how you have measured the effectiveness of your use of Plain Writing in your communication with the public both by hard copy and through posting information on your Agency’s website. Provide feedback as to user experience in identifying any noticeable change in comprehension and improved level of service

 Guides, checklists, etc.?  Requests for review?  Thanks and shout-outs?  “AHA!” moments?

 Performance reviews noting how well employees use Plain Language?  Job announcements and descriptions listing Plain Language as a requirement?  Newsletters and web writing in Plain Language?  “Plain Language” featured in newsletters and on your website?

Example Plain Language Elements Clarity: Acronyms defined correctly? Are they necessary? Style: Headings Bullet Points Resources: USCIS Plain Language Guide: Making Sure Our Audience Understands Us the First Time Document Checklist

Example USCIS Plain Language Guide: Making Sure Our Audience Understands Us the First Time Using Plain Language to Communicate Effectively

Requests for Review Hi Karen, I’m sending this draft report on behalf of ********. I understand that you will be able to proofread it for plain language and identify any formatting issues or concerns. Thanks for developing the hybrid memo, *****! Let’s coordinate with Karen Gray for a plain language review and to ensure there are no grammar or punctuation mistakes. The ******* Program is writing an information paper to present to leadership, and, if possible, would like you to review it for plain language, grammar, and punctuation. Can you squeeze us in?

Requests for Review We are working out some kinks in this process and *** will let everyone know, but I think it’s a good idea, before these come to me, that the originator weighs in after Karen puts it through her plain language/proofreader lens. Thanks!

Standard Operating Procedures Monthly Report of Accomplishments — Narrative Section Rewrite entry, if necessary. Edit for plain language, grammar, usage, and consistency within the entry and throughout the Report, etc. Proofread for spelling, punctuation, formatting of dates, usage of acronyms and abbreviations, etc. Format (e.g., font [style, size, color], line spacing, tabs, bullet points).

“AHA!” Moment From: **, ******** * Sent: Monday, February 04, :00 PM To: Gray, Karen M (CTR) Subject: FW: USCIS Leadership Guidance #13-13 Didn’t know if you saw this as part of Plain Language? From: --- Sent: Monday, February 04, :00 PM To: Gray, Karen M (CTR) Subject: FW: USCIS Leadership Guidance #13-13 Didn’t know if you saw this as part of Plain Language? --- USCIS Office of Security and Integrity OSI Connect Website #### Office 202--#### Mobile (Fridays) #13-13 Improved Forms Available Now From: INTERNAL COMMUNICATIONS, USCIS Sent: Monday, February 04, :51 AM Subject: USCIS Leadership Guidance #13-13 Leadership Guidance February 4, 2013 #13-13 Improved Forms Available Now Throughout the year, USCIS will publish improved forms in easier-to-use formats and with new data collection technologies. The form improvements include:

“AHA!” Moment A two-column, Adobe fillable format designed to improve the application intake process and reduce customer errors. When completed electronically, this format restricts incorrect entries and provides informational pop-up boxes to assist customers. Clear and comprehensive instructions in plain language and user-friendly formatting. Centralized filing locations for certain forms at USCIS Lockbox facilities. We will also launch a new USCIS Form Improvements Initiative Web page, linked from the left- hand side bar of our forms main page. This page will introduce recently published and upcoming forms and link to each form’s landing Web page. You’ll also find information related to form improvement initiatives, including enhanced Web content (i.e., posting filing addresses and detailed fee information on form landing pages) and filing tips.forms main page The USCIS Leadership Guidance is a product of the USCIS Office of Communications. To submit questions or cleared items, or to access previous Leadership Guidance, USCIS Internal Communications.USCIS Internal Communications

Shout-Outs Happy Friday Kathryn and Karen, Guess which site I am using today? Yup you guessed correctly…. I am on the “Plain Language” web site gathering some pointers for a few documents I have to edit here. Thanks for the hard work put into the site – signed a faithful user. *** ****** Program Assistant National Science Foundation Directorate for Mathematical and Physical Sciences Karen, Thanks so much for providing comments on the *** Survey. I love the plain language approach…I just don’t practice it as often as I should!

Newsletters Featuring Plain Language/ Plain Language Featured in Newsletters

Newsletters Featuring Plain Language/ Plain Language Featured in Newsletters

Newsletters Featuring Plain Language/ Plain Language Featured in Newsletters “I Can See Clearly Now”

The End

Encore!

Show your compliance with the Plain Writing Act. Spot, track, pursue, analyze, document, and report use of plain writing in agency communications. Promote Plain Language in your communications and processes. “Write all new publications, forms, and publicly distributed documents in a clear, concise, well- organized manner.”* *Plain Writing Act of 2010.

Let’s continue the discussion… Karen Gray Senior Security Analyst—Policy Support Alutiiq Business Services, LLC U.S. Citizenship and Immigration Services Office of Security and Integrity Executive Staff