Make Your Message Clear: The Role of Information Design in Plain Language

Simple Steps to Help People Understand You Faster

Why Plain Language and Design Go Hand in Hand

If you want people to get your message, plain language and smart design are key. Our last post, The Power of Plain Language, spoke about why plain language matters and how it can help you communicate more effectively.

We also introduced you to the Plain Language Association International (PLAIN), whose membership is committed to promoting clear communication in any language. They set the bar for the rest of us to follow.

Building on our last post, this post is all about Information Design—organizing your message so it makes sense right away. When you put plain language and good design together, your ideas are way easier for people to spot, understand, and act on.

Before Information Design

After Information Design

What is Information Design?

Information design is about organizing your content, so it’s easy for people to find, read, understand, and use. Instead of dumping all your information in a big block of text, you break things up, use visuals, and guide your reader step by step. It’s what turns raw data into something people can use, transforming facts and figures into insights that make sense.

PLAIN describes clear communication the following way:

“A communication is in plain language if its wording, structure, and design are so clear that the intended audience can easily find what they need, understand what they find, and use that information."

Notice that “design” is right there alongside “wording” and “structure”. The association includes design as a key part of plain language, because how your message looks is just as important as the words you choose.

Think about a financial statement laid out as a dense spreadsheet versus an infographic that highlights the key numbers and trends. Which one would you rather read?

Designing with a Purpose

The people you’re hoping to reach should be at the centre of everything you do. So, before you put pen to paper, or fingers to keyboard, it’s smart to stop and ask yourself a few key questions to help you stay focused on them.

Here are some must-ask questions that will set you up for audience-centred communication:

• Who’s going to read this? Are you writing for busy parents, high-school students, or small-business owners? Think about your readers from the get-go, so your words speak to them.
• What do they need to know? Cut straight to what matters most for your audience. Leave out side-details or fancy jargon that could trip them up. Focus on clear, need-to-know information.
• How will they use this? Are people making a quick decision, following step-by-step instructions, or just looking for the big-picture view? Knowing how your information will be used helps you shape your content in a user-friendly way.
• Where will they see it? Will your readers be checking your message on their phones, scrolling on a laptop, or reading a print-out on the job? Make sure your layout and design work for the real-world setting where your audience will find your information.

When you design and write with your readers in mind, you help them find what they need faster and feel more confident taking action. That’s the heart of good information design and plain-language communication.

Practical Tips for Written Content

When designing your information, try the following:

• Organize your content: Use headings/subheadings, bullet points, short paragraphs and white space. Group related ideas together.
• Use visuals: Diagrams, tables, and images can help break up text and make important points stand out. It can also make data much easier to grasp.
• Keep it uncluttered: Don’t overload your slides or pages. Less is often more when you want people to focus.
• Always expand acronyms when you first use them.
• Keep it simple: Avoid big words and industry jargon (unless your target audience is only that industry).

Designing for Presentations

When you’re putting together your slides, keep things simple and easy to follow.

• Use short headings, clear subheadings, bullet points, and visuals to help guide your audience through your main ideas.
• Don’t just read from the slides—instead, make speaking notes for yourself so you know what you want to say.
• Pick fonts that are easy to read and make sure they’re big enough for everyone to see.
• Before your presentation, send everyone a copy of your slides and any other documents you’ll mention, so they can follow along and make notes. And don’t forget to bring extra copies just in case someone needs one.

Designing for Emails

When it comes to designing emails, remember that sending and receiving messages is a big part of our work. Emails can easily be misunderstood, so take a moment to say what you really mean and keep things straightforward.

Even though emails are often rushed through or overlooked, they’re still important documents, so use plain language to make sure your message gets across clearly.

• Use a clear subject line: Use a short phrase that shows what the email’s about. This helps people spot your message and find it later.
• Start with a greeting: Try “Dear [Name]” or “Hello [Name]”. Keep it friendly and polite.
• Get to the point quickly: Keep your message short and focused. Break up big chunks of text and if there’s a lot to explain, call first and then send a quick follow-up email.
• Put requests up front: If you need something, list it near the top so it’s easy to see.
• Be clear and simple: Skip slang or words that might confuse. Use full sentences, good grammar and periods at the end of sentences.
• Watch your tone: Jokes and sarcasm don’t always land in emails, so keep things straightforward.
• State your reason early: Say what you want or why you’re writing right away. Don’t hide your main point in the middle or end.
• Use bullet points for details: If you’ve got a few topics or questions, break them out in a bulleted list. It makes things easier to read.
• Check before you send: Take a minute to look for typos or mistakes. Proofreading makes you look professional.

Getting Feedback and Improving Your Work

After you’ve put your message together, take a step back and review it. Read it aloud. Does anything sound awkward or confusing? Ask someone else to look it over. Feedback from others can catch things you’ve missed and show you where your message isn’t clear.

There are also great tools and AI editors that help spot hard-to-read sentences or jargon. If you’re working on a website or a report, usability testing can be a game-changer. It lets you see how real people interact with your content and where they stumble.

Wrapping Up: Make Plain Language and Design Your Go-To Tools

Combining plain language with thoughtful design can transform how people receive your message. Whether you’re writing, speaking, or creating digital content, these principles help ensure your ideas are clear, accessible, and actionable.

Give it a try, your audience will thank you!