Improving Readability of Extension Materials

"The public doesn't understand scientists' secret language. Don't expect them to learn it." That was the message Paul Williams, a plant pathologist at the University of Wisconsin, recently brought to Rutgers University.

The public is my audience in a local, weekly newspaper column, "Strictly Somerset," a free paper mailed to 81,000 households in the county. My articles must appeal to people considering gardening as well as experienced gardeners. Even the latter group may not know the "secret language" of horticultural science.

The goal is to educate people about plants by briefly explaining the science behind a process or a problem and its solution and telling readers we have indepth information if they want it. Sensible Grammar and RightWriter are computer programs that help do this in about 450 words at the ninth grade level.

Grade level ratings are most accurate at the low end. For example, Sensible Grammar rated an article on food safety and pesticide toxicity as 14th grade. This doesn't mean the article was appropriate for an audience of college-educated readers. It means the article was hard to read because of difficult words and complex sentences. "Even highly technical information is best presented using a simple sentence structure and as many common words as possible" (RightWriter User's Guide).

The trade publication, MacWEEK (6/12/90) reviewed four programs that rated readability: Grammatik Mac, Correct Grammar, Sensible Grammar (version 1.5.7), and RightWriter. Sensible Grammar is available for Apple; RightWriter is available for Apple, IBM, and compatibles. Each program costs $100 or less.

RightWriter is easier to use and more versatile than Sensible Grammar, which analyzes all types of writing using the same criteria. RightWriter users select settings for general or technical writing, manuals, or proposals. The program measures features important for Extension materials: readability, strength, and the use of jargon. The strength index recommends: "...active voice, shorter sentences, fewer abbreviations, more positive wording, and fewer weak or wordy phrases." I used this index to learn the secrets of achieving a compelling tone, essential for topics such as pesticide safety.

RightWriter flags common errors such as passive voice or starting too many sentences with "there." However, it's wise to check the recommendations with your editor. RightWriter flagged words from one column-thrive, tolerant, foliage, and pigments-as "not widely understood," but my editor says they're fine for our readers.

The real gain is readability, but I've learned more about grammar. For example, the RightWriter User's Guide explains the four situations when passive voice is justified.

After using these programs, I find it easier to write error- free, readable text. Without them, I'd write sophisticated articles for a small audience of knowledgeable gardeners. The important difference: Rutgers Cooperative Extension wouldn't appear in "Strictly Somerset" because the editor won't publish those articles.