How Plain Language Boosts Digital Content Management

In an age where digital information flows through countless channels, ensuring that the message is understood by everyone is becoming increasingly important. Plain language plays a central role in making digital content more comprehensible and accessible, especially on government websites.

By combining plain language with modern content management tools like headless CMS, and by considering universal design, both private and public actors can enhance their digital presence and make content easier to find, understand, and use.

Why Plain Language Is Important for Content Management

Plain language is to write clearly, comprehensible, and user-friendly. In a digital world where users quickly scan through information, it’s crucial to present content in a way that makes it easy for readers to find what they need.

This is especially true for government websites, where complicated or ambiguous information can prevent people from accessing important services or making informed decisions.

Public and private organizations that write clearly will save time and resources. When users can easily find and understand information, the need for customer support is reduced, and costly errors and misunderstandings are minimized.

Plain Language and Structured Content

Structured content is about organizing information in a logical and consistent way, making it easier for users to find and understand what they are looking for. Plain language makes this even more efficient by making information clear and comprehensible for all audiences.

For example: If a municipality is explaining how to apply for social assistance, it’s important that the content is divided into clear steps with simple headings, bullet points, and concise explanations. By using plain language, it becomes easier for users to understand the process, while well-structured content ensures that they can find the information quickly.

Tip: Use plain language to clarify metadata, headings, and meta information, which contribute to better search engine optimization (SEO) and improved user experience.

Plain Language and Headless/Composable CMS

A headless content management system separates content from presentation, giving greater flexibility to distribute content across channels like websites, apps, and other digital platforms. Plain language fits perfectly into such an architecture because it ensures that the content remains clear and comprehensible no matter where it’s published.

Plain language also shines in a composable architecture, where different systems are integrated to create customized solutions. By using plain language, content becomes easier to reuse across multiple platforms, saving time and resources.

For example: A municipality can use a headless CMS to publish guides on building permit applications both on websites and in apps. By using plain language, the municipality ensures that the information is equally comprehensible, regardless of the format and size of the channel the citizen uses.

Tip: When implementing plain language in a headless CMS structure, make sure the language is clear, with short and simple words. Users on large screens won’t mind it, and users on mobile screens will thank you for keeping it brief and concise in what may be a busy situation.

Plain Language and Front-end Frameworks

A flexible approach to front-end frameworks means that content can be presented through different technologies without relying on a specific framework like Next.js, React, Vue, or Angular. Once again, plain language is useful because it ensures that the content remains comprehensible and accessible, regardless of how it is presented.

When content is written in plain language, it can easily be adapted and displayed in different front-end frameworks without losing its clarity. This is a big advantage when organizations need to deliver content on multiple platforms while meeting universal usability requirements.

For example: A public website using React can be just as user-friendly as one using Vue, as long as the content is written in plain language. Readers will understand the information just as easily, regardless of the technology used in the front end.

Tip: Combine plain language with good UX principles to ensure that the user experience is seamless, no matter what framework the website uses.

Public Requirements: Universal Design and Plain Language

Public organizations in some countries are required to follow universal design guidelines, which ensure that websites and digital services are accessible to all users, including people with disabilities. Plain language is a key part of universal design because it makes information accessible to everyone, regardless of cognitive or linguistic challenges.

Plain language also makes it easier for content to be adapted for assistive technologies like screen readers, and it makes digital services more accessible for users with low digital literacy.

For example: A public website offering form guides in simple and clear language not only meets the requirements for universal design but also ensures that users understand how to fill out forms correctly.

Tip: Conduct regular readability tests and include plain language as part of a universal design strategy for digital services.

How to Implement Plain Language in a Digital Content Strategy

To effectively implement plain language in a digital content strategy, it must be integrated into all phases of content management, from planning to publishing. This involves close collaboration between content creators and developers to ensure that content is clear and comprehensible across all platforms.

For example: A government agency can create a plain language style guide to be used in all digital channels, whether it’s websites, apps, or internal systems. The style guide will ensure consistent communication and make content easier to maintain.

Tip: Use tools that can measure the readability of your texts and set up guidelines to ensure that all content follows plain language principles.

Plain Language As a Competitive Advantage

In addition to being legally required for public organizations, plain language is a competitive advantage for private actors. Clear and accessible information builds trust, increases user engagement, and can lead to higher conversion rates.

For example: An online store that uses plain language to explain return and delivery terms will experience fewer customer service inquiries and increased customer satisfaction.

Tip: Use plain language as a target in KPIs for content management to measure its impact on user engagement and understanding.

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Plain language is a crucial piece for creating comprehensible and accessible content online. When combined with modern tools like headless CMS, and when used to meet the requirements for universal design, plain language strengthens content management in a way that is both flexible and user-friendly.

This not only makes the content easier to understand but also easier to reuse and distribute across channels and platforms.

Whether you work in a public or private organization, plain language will be an important factor for success in the digital age.