10 tips: Writing for a Linguistically & Culturally Diverse School Audience

Around the World in 10 Tips

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Communicating simply, thoroughly, and clearly is a challenge in any context, even for native English speakers. It can be surprising how often the shortcuts we take, the use of colorful or flowery language, and the reliance on field-specific jargon can confuse—and even exclude—non-native speakers. What may seem like a natural way of speaking or writing can create barriers for those who aren't as familiar with the nuances of English. Being mindful of these tendencies is essential to ensure that our communication is inclusive and accessible to everyone. Here are some tips when writing your next communication to parents and guardians.

Tips

1. Use Simple Sentence Structure
Why: Simple sentence structures are easier to understand and reduce the cognitive load on readers who may be less proficient in English. Complex sentences with multiple clauses can be confusing and harder to follow.
Example:

• Complex: "Considering that the parent-teacher conference was delayed, we decided to reschedule the student award ceremony to a time that would not conflict with other events."

• Simple: "The parent-teacher conference was delayed, so we rescheduled the student award ceremony."

2. Avoid Idioms and Colloquialisms
Why: Idioms and colloquial expressions often do not translate well and can be confusing for non-native speakers. These phrases may not be understood in different cultural contexts.
Example:

• Idiomatic: "Let's hit the ground running and make this school year the best one yet!"

• Clearer: "Let's start the school year with enthusiasm. Let’s make our school year the best yet!"

3. Be Careful with Polysemous Words (Words with Multiple Meanings)
Why: Words with multiple meanings can lead to confusion, especially if the reader is unfamiliar with the context that determines the correct meaning.
Example:

• Ambiguous: "The teacher will address the students tomorrow." (Does "address" mean "talk to" or "physical location"?)

• Clearer: "The teacher will speak to the students tomorrow."

4. Prefer Active Voice over Passive Voice
Why: Active voice is usually clearer and more direct than passive voice, making it easier for non-native speakers to understand who is doing what in a sentence.
Example:

• Passive: "The homework was completed by the students."

• Active: "The students completed the homework."

5. Limit the Use of Jargon and Technical Terms
Why: Specialized language can be difficult for non-native speakers to understand, especially if they are not familiar with the specific field. When jargon is necessary, provide a brief explanation.
Example:

• Jargon-heavy: "Our PLCs are working on UDL.  It has been a great success this quarter."

• Simplified: "Groups of teachers are working on Universal Design for Learning (UDL). It has been a great success this quarter."

6. Use Consistent Terminology
Why: Consistency in word choice helps readers build familiarity with terms and reduces confusion. Switching between synonyms can make it harder for readers to follow the text.
Example:

• Inconsistent: "The assembly was well-organized. The event was appreciated by all."

• Consistent: "The assembly was well-organized. The assembly was appreciated by all."

7. Keep Paragraphs Short and Focused
Why: Shorter paragraphs are easier to read and digest, especially for readers who may be translating as they read. A single idea per paragraph helps maintain clarity.
Example:

• Long Paragraph: "Our school has been recognized for excellence in academics and extracurricular activities. Next month, we will hold an event to celebrate these achievements, and we hope all families can attend."

• Short Paragraphs: "Our school has been recognized for excellence. We will celebrate this award next month. We hope all families can attend."

8. Provide Context for Pronouns and References
Why: Pronouns like "it," "this," or "that" can be ambiguous if the reference is unclear. Providing context ensures that all readers understand what is being referred to.
Example:

• Ambiguous: "The art project in the new studio was successful, and it will be shared with the school board." (What will be shared—the project, the studio, or the success?)

• Clearer: "The project was successful. The project will be shared with the school board."

9. Use Visual Aids When Possible
Why: Visuals like charts, graphs, and images can help convey information more effectively than text alone, especially for readers with limited English proficiency.
Example:

• Text-only: "Attendance has improved by 10% this semester, and student participation in after-school programs has doubled."

• With Visual Aid: Include a bar chart showing the percentage increase in attendance and student participation.

10. Review and Simplify Your Language
Why: Reviewing your text to remove unnecessary words or complex language helps make your writing more accessible. Simplifying your language ensures that your message is clear and understandable.
Example:

• Original: "Due to the fact that student enrollment is increasing, we plan to hire additional teachers."

• Simplified: "Since student enrollment is increasing, we plan to hire more teachers."

Making It Happen

These tips should help ensure that your school communications are clear, accessible, and effective for an international audience with varying levels of English proficiency. However, if the proper practices are not put into place, purposeful attention to how we communicate is forgotten. Consider the following tools and practices when writing your school communication. 

• Team Up: It takes a team to create great communication. Ask someone to review your work using the tips mentioned above. You might even need different people for different aspects—one person to check for thoroughness, another for simplicity, and yet another for grammar and mechanics.

• Focus & Plan: Continuously focus on the tone, style, ease, and frequency of your communication. Make it a priority, whether you’re working alone or as part of a team. How you communicate is just as important as the decisions you’ve made and what you choose to highlight. A communication plan can help maintain this focus and assign point people for various tasks.

• Tools for Ease: You probably have district-preferred tools for connecting with families and students, but don’t underestimate the power of AI for refining your communication. It can help with readability, identifying idioms, ensuring brevity, and maintaining a friendly tone. Embrace these tools to boost your productivity.

• Alternative Mediums: Think about using alternative forms of communication besides text. Videos can be easily shared via text, e-newsletters, or email. Sometimes, verbal communication is easier for non-native speakers to understand.

• Student Involvement: Time is valuable, so consider involving students in writing, producing, and distributing communications. They’ll gain a sense of ownership and pride in contributing to the school community.