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Use plain language

 

User fewer words and shorter sentences​

Make procedures quicker and easier to read and follow by using simpler words, shorter sentences, and eliminating unnecessary jargon and filler words.

Ensure everyone onboard, including non-native English speakers, fully understands critical procedures by using plain, controlled language.

Unfortunately, many procedrures are written in a complex and unclear language:

The complex sentence

"If for any reason the Inert Gas System (IGS) cannot be operated or the oxygen content of cargo and slop tanks cannot be reduced to, or maintained below 5% by volume, the Master must ensure all cargo and/or tank cleaning operations are suspended until the situation can be remedied"

 

Can be written simply as:

 

Write instead

  1. Monitor IGS and oxygen content in cargo and slop tanks. Maintain > below 5%

  2. If IGS fails: Stop all cargo/tank cleaning operations

 

When done systematially this can greatly reduce the amount of text in the procedures and make them quicker to read and understand. As an example, an office fire instruction was reduced from 189 to 94 words while greatly improving the readability and usability.

Standard text elements​

Use standard text elements like Notes and Warnings to improve the layout and make the text easier to read.

Warning!

Do not touch helicopter grounding cable before it has touched the deck

Enhance Compliance​

Meet industry requirements and regulations (like the ISM Code, TMSA 3, DryBMS) that increasingly call for user-friendly, plain language in SMS documentation.