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Plain language with long required phrases


Is it good style to use latin phrases in english scientific literature?What counts as a word when dealing with a word limit?Are there books to improve the style?Condensing words, to condense or not?How can I stress a certain word in a medium that doesn't allow for font embellishments?Can basic grammar rules be skipped when writing text for machine safety labels?How to structure the text when describing the steps of a procedure which has simultaneous processes?Structuring a sentence with two phrases qualifying the same endingHow can I make my roleplay sentences more interesting, and less lengthy?Is it okay to use “fell” in one sentence, and “fall” in the next sentence?













8















I am trying to create documentation for an application, and it's for end users who use keyboard (not mouse) and a screen reader.



Some of our conventions require us to always use the full phrase as listed on screen: if we're talking about the category combo box, but the label says "Please pick a Category:" [sic], that's what we have to use.



Another convention is for keyboard shortcuts -- they are always several "words" long, as we use white space (or I go non-breaking-space) between each element of it. So we have CTRL + INSERT + T for tables list.



So as you may have noticed, I have a tendency towards long sentences with many clauses. I'm using Hemingway to check each section for Plain Language, and I'm trying to revise the hard/very hard sentences.



The problem is, my sentences are often very long and it's not my fault!



If I replace a multi-word phrase whether keyboard shortcut or on-screen label with "xx," that usually brings the sentence's word count down that the sentences "pass."



Is this "cheating?" Are these "terms of art" and it's ok to say "Ctrl + INSert + number pad 6" is understood as a "word?"



Should only the keyboard shortcuts count as 1-word, as the users may know them from other uses of the screenreader, (so replacing them mentally with "X" for a plainLang check is ok), but "envelope Send Email checkbox" still has to count as 4 words, as they would be new to the user? Or only the first-usage within a section?



Note: My workplace doesn't allow the use of 2nd person, despite PlainLang encouraging personal pronouns -- I'm already "wasting" words by having to always say "the user" instead of "you."



I'd like to know if other technical writers have a consensus on how to handle these conflicts.










share|improve this question






















  • Lot's of questions here… Is it possible to use inferred 2nd person, where "you/the user" is just skipped?

    – wetcircuit
    12 hours ago











  • Yes, I do use a lot of that. "Press insert+f5, navigate with down arrows to the most accurate option, then press enter to activate it."

    – April
    11 hours ago











  • yeesh, that is a long sentence… And this is necessary every time?

    – wetcircuit
    11 hours ago











  • You might try tricking the software by replacing the spaces in those phrases with some special character you don't normally use; like '^', which you can do a global replace on later with a space (or non-breaking space). So "CTRL^+^INSERT^+^T", and maybe Hemingway will count it as a single word.

    – Amadeus
    10 hours ago






  • 1





    I wonder if there are conventions specific to screen-readers that should factor into this. This question would benefit from input from somebody who regularly uses a screen-reader.

    – Monica Cellio
    10 hours ago















8















I am trying to create documentation for an application, and it's for end users who use keyboard (not mouse) and a screen reader.



Some of our conventions require us to always use the full phrase as listed on screen: if we're talking about the category combo box, but the label says "Please pick a Category:" [sic], that's what we have to use.



Another convention is for keyboard shortcuts -- they are always several "words" long, as we use white space (or I go non-breaking-space) between each element of it. So we have CTRL + INSERT + T for tables list.



So as you may have noticed, I have a tendency towards long sentences with many clauses. I'm using Hemingway to check each section for Plain Language, and I'm trying to revise the hard/very hard sentences.



The problem is, my sentences are often very long and it's not my fault!



If I replace a multi-word phrase whether keyboard shortcut or on-screen label with "xx," that usually brings the sentence's word count down that the sentences "pass."



Is this "cheating?" Are these "terms of art" and it's ok to say "Ctrl + INSert + number pad 6" is understood as a "word?"



Should only the keyboard shortcuts count as 1-word, as the users may know them from other uses of the screenreader, (so replacing them mentally with "X" for a plainLang check is ok), but "envelope Send Email checkbox" still has to count as 4 words, as they would be new to the user? Or only the first-usage within a section?



Note: My workplace doesn't allow the use of 2nd person, despite PlainLang encouraging personal pronouns -- I'm already "wasting" words by having to always say "the user" instead of "you."



I'd like to know if other technical writers have a consensus on how to handle these conflicts.










share|improve this question






















  • Lot's of questions here… Is it possible to use inferred 2nd person, where "you/the user" is just skipped?

    – wetcircuit
    12 hours ago











  • Yes, I do use a lot of that. "Press insert+f5, navigate with down arrows to the most accurate option, then press enter to activate it."

    – April
    11 hours ago











  • yeesh, that is a long sentence… And this is necessary every time?

    – wetcircuit
    11 hours ago











  • You might try tricking the software by replacing the spaces in those phrases with some special character you don't normally use; like '^', which you can do a global replace on later with a space (or non-breaking space). So "CTRL^+^INSERT^+^T", and maybe Hemingway will count it as a single word.

    – Amadeus
    10 hours ago






  • 1





    I wonder if there are conventions specific to screen-readers that should factor into this. This question would benefit from input from somebody who regularly uses a screen-reader.

    – Monica Cellio
    10 hours ago













8












8








8








I am trying to create documentation for an application, and it's for end users who use keyboard (not mouse) and a screen reader.



Some of our conventions require us to always use the full phrase as listed on screen: if we're talking about the category combo box, but the label says "Please pick a Category:" [sic], that's what we have to use.



Another convention is for keyboard shortcuts -- they are always several "words" long, as we use white space (or I go non-breaking-space) between each element of it. So we have CTRL + INSERT + T for tables list.



So as you may have noticed, I have a tendency towards long sentences with many clauses. I'm using Hemingway to check each section for Plain Language, and I'm trying to revise the hard/very hard sentences.



The problem is, my sentences are often very long and it's not my fault!



If I replace a multi-word phrase whether keyboard shortcut or on-screen label with "xx," that usually brings the sentence's word count down that the sentences "pass."



Is this "cheating?" Are these "terms of art" and it's ok to say "Ctrl + INSert + number pad 6" is understood as a "word?"



Should only the keyboard shortcuts count as 1-word, as the users may know them from other uses of the screenreader, (so replacing them mentally with "X" for a plainLang check is ok), but "envelope Send Email checkbox" still has to count as 4 words, as they would be new to the user? Or only the first-usage within a section?



Note: My workplace doesn't allow the use of 2nd person, despite PlainLang encouraging personal pronouns -- I'm already "wasting" words by having to always say "the user" instead of "you."



I'd like to know if other technical writers have a consensus on how to handle these conflicts.










share|improve this question














I am trying to create documentation for an application, and it's for end users who use keyboard (not mouse) and a screen reader.



Some of our conventions require us to always use the full phrase as listed on screen: if we're talking about the category combo box, but the label says "Please pick a Category:" [sic], that's what we have to use.



Another convention is for keyboard shortcuts -- they are always several "words" long, as we use white space (or I go non-breaking-space) between each element of it. So we have CTRL + INSERT + T for tables list.



So as you may have noticed, I have a tendency towards long sentences with many clauses. I'm using Hemingway to check each section for Plain Language, and I'm trying to revise the hard/very hard sentences.



The problem is, my sentences are often very long and it's not my fault!



If I replace a multi-word phrase whether keyboard shortcut or on-screen label with "xx," that usually brings the sentence's word count down that the sentences "pass."



Is this "cheating?" Are these "terms of art" and it's ok to say "Ctrl + INSert + number pad 6" is understood as a "word?"



Should only the keyboard shortcuts count as 1-word, as the users may know them from other uses of the screenreader, (so replacing them mentally with "X" for a plainLang check is ok), but "envelope Send Email checkbox" still has to count as 4 words, as they would be new to the user? Or only the first-usage within a section?



Note: My workplace doesn't allow the use of 2nd person, despite PlainLang encouraging personal pronouns -- I'm already "wasting" words by having to always say "the user" instead of "you."



I'd like to know if other technical writers have a consensus on how to handle these conflicts.







style technical-writing non-fiction






share|improve this question













share|improve this question











share|improve this question




share|improve this question










asked 12 hours ago









AprilApril

2,223635




2,223635












  • Lot's of questions here… Is it possible to use inferred 2nd person, where "you/the user" is just skipped?

    – wetcircuit
    12 hours ago











  • Yes, I do use a lot of that. "Press insert+f5, navigate with down arrows to the most accurate option, then press enter to activate it."

    – April
    11 hours ago











  • yeesh, that is a long sentence… And this is necessary every time?

    – wetcircuit
    11 hours ago











  • You might try tricking the software by replacing the spaces in those phrases with some special character you don't normally use; like '^', which you can do a global replace on later with a space (or non-breaking space). So "CTRL^+^INSERT^+^T", and maybe Hemingway will count it as a single word.

    – Amadeus
    10 hours ago






  • 1





    I wonder if there are conventions specific to screen-readers that should factor into this. This question would benefit from input from somebody who regularly uses a screen-reader.

    – Monica Cellio
    10 hours ago

















  • Lot's of questions here… Is it possible to use inferred 2nd person, where "you/the user" is just skipped?

    – wetcircuit
    12 hours ago











  • Yes, I do use a lot of that. "Press insert+f5, navigate with down arrows to the most accurate option, then press enter to activate it."

    – April
    11 hours ago











  • yeesh, that is a long sentence… And this is necessary every time?

    – wetcircuit
    11 hours ago











  • You might try tricking the software by replacing the spaces in those phrases with some special character you don't normally use; like '^', which you can do a global replace on later with a space (or non-breaking space). So "CTRL^+^INSERT^+^T", and maybe Hemingway will count it as a single word.

    – Amadeus
    10 hours ago






  • 1





    I wonder if there are conventions specific to screen-readers that should factor into this. This question would benefit from input from somebody who regularly uses a screen-reader.

    – Monica Cellio
    10 hours ago
















Lot's of questions here… Is it possible to use inferred 2nd person, where "you/the user" is just skipped?

– wetcircuit
12 hours ago





Lot's of questions here… Is it possible to use inferred 2nd person, where "you/the user" is just skipped?

– wetcircuit
12 hours ago













Yes, I do use a lot of that. "Press insert+f5, navigate with down arrows to the most accurate option, then press enter to activate it."

– April
11 hours ago





Yes, I do use a lot of that. "Press insert+f5, navigate with down arrows to the most accurate option, then press enter to activate it."

– April
11 hours ago













yeesh, that is a long sentence… And this is necessary every time?

– wetcircuit
11 hours ago





yeesh, that is a long sentence… And this is necessary every time?

– wetcircuit
11 hours ago













You might try tricking the software by replacing the spaces in those phrases with some special character you don't normally use; like '^', which you can do a global replace on later with a space (or non-breaking space). So "CTRL^+^INSERT^+^T", and maybe Hemingway will count it as a single word.

– Amadeus
10 hours ago





You might try tricking the software by replacing the spaces in those phrases with some special character you don't normally use; like '^', which you can do a global replace on later with a space (or non-breaking space). So "CTRL^+^INSERT^+^T", and maybe Hemingway will count it as a single word.

– Amadeus
10 hours ago




1




1





I wonder if there are conventions specific to screen-readers that should factor into this. This question would benefit from input from somebody who regularly uses a screen-reader.

– Monica Cellio
10 hours ago





I wonder if there are conventions specific to screen-readers that should factor into this. This question would benefit from input from somebody who regularly uses a screen-reader.

– Monica Cellio
10 hours ago










1 Answer
1






active

oldest

votes


















8














It's possible you're tying yourself in knots with Hemingway which is, perhaps, better for prose writers than technical writers.



Hemingway themselves state:




But what if I want to break the rules?



Rules are meant to be broken. If you know what you're doing, don't let
us stop you. View our suggestions as just that.




I used to write instructional manuals for IBM and Sun Microsystems. For new users, I'd try to emulate the formatting of a Dummies book. Word 2007 for Dummies has a Look Inside for you to see how they handle it.



If you aren't constrained by company formatting, try splitting out the processes with a quick explanation, followed by a numbered list of commands, with the clicks and keyboard strokes in bold, and explanations unbolded. Like this:



IMPORTING A PICTURE INTO A MS WORD DOCUMENT



Importing pictures into Word is very easy, just take the following steps:



  1. Left click the INSERT menu option. A pop up menu appears.


  2. From the pop up menu, select PICTURES. A side menu appears.


  3. From the side menu, select PICTURE FROM FILE.


Stripping each method into numbered lists avoids long, complex sentences with commands embedded in the middle. Of short sentences like this, Hemingway should approve.



I've used mouse clicks in this example, which you would just switch out for keyboard commands. I didn't know the keyboard commands for this example!



HTH, but difficult to advise better when I don't know all the rules you have to abide by.






share|improve this answer























  • No pictures -- these users are visually impaired. Things are already numbered and as short as I can make them.

    – April
    7 hours ago






  • 1





    Then is it possible you've already done a great job and Hemingway is making you doubt your own skills?

    – GGx
    7 hours ago







  • 1





    It may be. I haven't done a tech document before (though I've taught tech writing), and I've never had so much time to proofread/edit the heck out of something. As an instructor, it was write&go (assignment sheets) , or give a few tips in student feedback. We don't have much collaboration in this office, which is partly what I was hoping for.

    – April
    7 hours ago











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1 Answer
1






active

oldest

votes








1 Answer
1






active

oldest

votes









active

oldest

votes






active

oldest

votes









8














It's possible you're tying yourself in knots with Hemingway which is, perhaps, better for prose writers than technical writers.



Hemingway themselves state:




But what if I want to break the rules?



Rules are meant to be broken. If you know what you're doing, don't let
us stop you. View our suggestions as just that.




I used to write instructional manuals for IBM and Sun Microsystems. For new users, I'd try to emulate the formatting of a Dummies book. Word 2007 for Dummies has a Look Inside for you to see how they handle it.



If you aren't constrained by company formatting, try splitting out the processes with a quick explanation, followed by a numbered list of commands, with the clicks and keyboard strokes in bold, and explanations unbolded. Like this:



IMPORTING A PICTURE INTO A MS WORD DOCUMENT



Importing pictures into Word is very easy, just take the following steps:



  1. Left click the INSERT menu option. A pop up menu appears.


  2. From the pop up menu, select PICTURES. A side menu appears.


  3. From the side menu, select PICTURE FROM FILE.


Stripping each method into numbered lists avoids long, complex sentences with commands embedded in the middle. Of short sentences like this, Hemingway should approve.



I've used mouse clicks in this example, which you would just switch out for keyboard commands. I didn't know the keyboard commands for this example!



HTH, but difficult to advise better when I don't know all the rules you have to abide by.






share|improve this answer























  • No pictures -- these users are visually impaired. Things are already numbered and as short as I can make them.

    – April
    7 hours ago






  • 1





    Then is it possible you've already done a great job and Hemingway is making you doubt your own skills?

    – GGx
    7 hours ago







  • 1





    It may be. I haven't done a tech document before (though I've taught tech writing), and I've never had so much time to proofread/edit the heck out of something. As an instructor, it was write&go (assignment sheets) , or give a few tips in student feedback. We don't have much collaboration in this office, which is partly what I was hoping for.

    – April
    7 hours ago















8














It's possible you're tying yourself in knots with Hemingway which is, perhaps, better for prose writers than technical writers.



Hemingway themselves state:




But what if I want to break the rules?



Rules are meant to be broken. If you know what you're doing, don't let
us stop you. View our suggestions as just that.




I used to write instructional manuals for IBM and Sun Microsystems. For new users, I'd try to emulate the formatting of a Dummies book. Word 2007 for Dummies has a Look Inside for you to see how they handle it.



If you aren't constrained by company formatting, try splitting out the processes with a quick explanation, followed by a numbered list of commands, with the clicks and keyboard strokes in bold, and explanations unbolded. Like this:



IMPORTING A PICTURE INTO A MS WORD DOCUMENT



Importing pictures into Word is very easy, just take the following steps:



  1. Left click the INSERT menu option. A pop up menu appears.


  2. From the pop up menu, select PICTURES. A side menu appears.


  3. From the side menu, select PICTURE FROM FILE.


Stripping each method into numbered lists avoids long, complex sentences with commands embedded in the middle. Of short sentences like this, Hemingway should approve.



I've used mouse clicks in this example, which you would just switch out for keyboard commands. I didn't know the keyboard commands for this example!



HTH, but difficult to advise better when I don't know all the rules you have to abide by.






share|improve this answer























  • No pictures -- these users are visually impaired. Things are already numbered and as short as I can make them.

    – April
    7 hours ago






  • 1





    Then is it possible you've already done a great job and Hemingway is making you doubt your own skills?

    – GGx
    7 hours ago







  • 1





    It may be. I haven't done a tech document before (though I've taught tech writing), and I've never had so much time to proofread/edit the heck out of something. As an instructor, it was write&go (assignment sheets) , or give a few tips in student feedback. We don't have much collaboration in this office, which is partly what I was hoping for.

    – April
    7 hours ago













8












8








8







It's possible you're tying yourself in knots with Hemingway which is, perhaps, better for prose writers than technical writers.



Hemingway themselves state:




But what if I want to break the rules?



Rules are meant to be broken. If you know what you're doing, don't let
us stop you. View our suggestions as just that.




I used to write instructional manuals for IBM and Sun Microsystems. For new users, I'd try to emulate the formatting of a Dummies book. Word 2007 for Dummies has a Look Inside for you to see how they handle it.



If you aren't constrained by company formatting, try splitting out the processes with a quick explanation, followed by a numbered list of commands, with the clicks and keyboard strokes in bold, and explanations unbolded. Like this:



IMPORTING A PICTURE INTO A MS WORD DOCUMENT



Importing pictures into Word is very easy, just take the following steps:



  1. Left click the INSERT menu option. A pop up menu appears.


  2. From the pop up menu, select PICTURES. A side menu appears.


  3. From the side menu, select PICTURE FROM FILE.


Stripping each method into numbered lists avoids long, complex sentences with commands embedded in the middle. Of short sentences like this, Hemingway should approve.



I've used mouse clicks in this example, which you would just switch out for keyboard commands. I didn't know the keyboard commands for this example!



HTH, but difficult to advise better when I don't know all the rules you have to abide by.






share|improve this answer













It's possible you're tying yourself in knots with Hemingway which is, perhaps, better for prose writers than technical writers.



Hemingway themselves state:




But what if I want to break the rules?



Rules are meant to be broken. If you know what you're doing, don't let
us stop you. View our suggestions as just that.




I used to write instructional manuals for IBM and Sun Microsystems. For new users, I'd try to emulate the formatting of a Dummies book. Word 2007 for Dummies has a Look Inside for you to see how they handle it.



If you aren't constrained by company formatting, try splitting out the processes with a quick explanation, followed by a numbered list of commands, with the clicks and keyboard strokes in bold, and explanations unbolded. Like this:



IMPORTING A PICTURE INTO A MS WORD DOCUMENT



Importing pictures into Word is very easy, just take the following steps:



  1. Left click the INSERT menu option. A pop up menu appears.


  2. From the pop up menu, select PICTURES. A side menu appears.


  3. From the side menu, select PICTURE FROM FILE.


Stripping each method into numbered lists avoids long, complex sentences with commands embedded in the middle. Of short sentences like this, Hemingway should approve.



I've used mouse clicks in this example, which you would just switch out for keyboard commands. I didn't know the keyboard commands for this example!



HTH, but difficult to advise better when I don't know all the rules you have to abide by.







share|improve this answer












share|improve this answer



share|improve this answer










answered 9 hours ago









GGxGGx

6,74811343




6,74811343












  • No pictures -- these users are visually impaired. Things are already numbered and as short as I can make them.

    – April
    7 hours ago






  • 1





    Then is it possible you've already done a great job and Hemingway is making you doubt your own skills?

    – GGx
    7 hours ago







  • 1





    It may be. I haven't done a tech document before (though I've taught tech writing), and I've never had so much time to proofread/edit the heck out of something. As an instructor, it was write&go (assignment sheets) , or give a few tips in student feedback. We don't have much collaboration in this office, which is partly what I was hoping for.

    – April
    7 hours ago

















  • No pictures -- these users are visually impaired. Things are already numbered and as short as I can make them.

    – April
    7 hours ago






  • 1





    Then is it possible you've already done a great job and Hemingway is making you doubt your own skills?

    – GGx
    7 hours ago







  • 1





    It may be. I haven't done a tech document before (though I've taught tech writing), and I've never had so much time to proofread/edit the heck out of something. As an instructor, it was write&go (assignment sheets) , or give a few tips in student feedback. We don't have much collaboration in this office, which is partly what I was hoping for.

    – April
    7 hours ago
















No pictures -- these users are visually impaired. Things are already numbered and as short as I can make them.

– April
7 hours ago





No pictures -- these users are visually impaired. Things are already numbered and as short as I can make them.

– April
7 hours ago




1




1





Then is it possible you've already done a great job and Hemingway is making you doubt your own skills?

– GGx
7 hours ago






Then is it possible you've already done a great job and Hemingway is making you doubt your own skills?

– GGx
7 hours ago





1




1





It may be. I haven't done a tech document before (though I've taught tech writing), and I've never had so much time to proofread/edit the heck out of something. As an instructor, it was write&go (assignment sheets) , or give a few tips in student feedback. We don't have much collaboration in this office, which is partly what I was hoping for.

– April
7 hours ago





It may be. I haven't done a tech document before (though I've taught tech writing), and I've never had so much time to proofread/edit the heck out of something. As an instructor, it was write&go (assignment sheets) , or give a few tips in student feedback. We don't have much collaboration in this office, which is partly what I was hoping for.

– April
7 hours ago

















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