Use Clear Language to Improve Municipal Communications Canadian Association of Municipal Administrators (CAMA) Canadian Union of Public Employees (CUPE)

Clear language is an approach to communication that: puts the reader first focuses on action Use Clear Language to Improve Municipal Communications What is Clear Language?

BEFORE: WHEREAS the Municipal Government Act prescribes certain requirements and makes certain provisions with respect to meetings of City Council, and further provides that council may make rules and regulations with respect to its meetings and proceedings, the conduct of its members, the appointment of committees and the transaction of its business; AND WHEREAS the Council has been conducting its procedure in accordance with Bylaw No. 6295, as amended, and it is deemed desirable to enact a new bylaw; NOW THEREFORE the Municipal Council of the City of Edmonton duly assembled enacts as follows: (93 words) Use Clear Language to Improve Municipal Communications What does clear language look like?

AFTER: The Council of the City of Edmonton enacts the following: (10 words) Use Clear Language to Improve Municipal Communications What does clear language look like?

Can lead to: Communication breakdown Unsafe workplaces Bureaucratic culture Disengaged citizens Use Clear Language to Improve Municipal Communications Communications that are not clear

People with too much to read and too little time People with lower levels of literacy and education People learning English and French Young people and new employees People with visual or learning disabilities Use Clear Language to Improve Municipal Communications Who benefits from clear language?

Use Clear Language to Improve Municipal Communications Greater transparency in municipal government An inclusive, service-driven municipal workplace A democratic union with an informed membership How do municipalities benefit from clear language?

Know your audience and purpose. Organize from the reader’s point of view. Use meaningful headings and sub-headings. Use bulleted lists. Speak directly to the reader. Use Clear Language to Improve Municipal Communications Clear writing tips

Use strong, active verbs. Explain specialized language. Keep sentences and paragraphs short. Don’t let the design get in the way. It must be right for the audience and the purpose of the document. Test your document. Use Clear Language to Improve Municipal Communications Clear writing tips

Policy Practices Training Documents aimed at the public Documents aimed at employees Websites and intranets Concerns and interests Use Clear Language to Improve Municipal Communications What the Clarity Audit © looks at:

Put your ideas here! Use Clear Language to Improve Municipal Communications Next steps

This presentation is part of: The Clarity Kit: Effective Communications for Municipalities © 2006 Canadian Association of Municipal Administrators (CAMA) and the Canadian Union of Public Employees (CUPE) ISBN :el/cope491 Use Clear Language to Improve Municipal Communications