An interesting Ted talk (TedxO'Porto) by Sandra Fisher-Martin about keeping documents simple and easy to understand. If you've got time watch the video (it's 15 minutes long and in Portuguese with English subtitles).
Her aim is to simplify the language used in contracts and other official documents so that they are easy to understand by everyone, rather than only by experts. The main message of the talk is to ''write for your grandmother'' by following these 3 rules:
- Your 'grandmother' is busy and doesn't have time to read loads of pages so start with the most important message
- Use short sentences so your 'grandmother' doesn't forget the point you're trying to make
- Use simple language that your 'grandmother' already knows
The idea of having a particular audience in mind when writing is a useful practice and helps you to focus your writing. Legal and business documents tend to focus on getting very exact and precise points across to defend a position or state a claim upon which a lot depends. However, this often comes at the cost of clear, concise language - making these documents appear less "human".
However, Sandra clearly believes that the two aren't mutually exclusive, and we'd agree with her. For example, when we write our reports we strive to make sure that they speak our clients' language and are as usable as the practices that we preach. We feel that we've failed if a report isn't easily understood by our clients. There's no reason that other businesses shouldn't adopt this exact same belief.