Use Plain Language
Skip the jargon and connect with your audience
In professional settings, technical terminology and specialized language are commonplace. We learn these terms as we develop expertise in our fields, and they become part of our professional vocabulary. However, this specialized language can sometimes create barriers when communicating with those who don’t share the same background. I experienced this firsthand when trying to introduce a valuable framework to my team — and discovered that how we communicate can be just as important as what we’re trying to convey.
My Monday Morning Disaster
I started my managers meeting one Monday morning, excited to share what I’d learned over the weekend.
“We need to set up a risk register,” I announced confidently to my team. “We’ll assess probability and impact, define clear mitigation strategies, establish robust reaction plans, and ensure a structured communications strategy to keep our stakeholders informed.”
I could see everyone’s eyes glazing over as I spoke.
Risk registers? Probability and impact matrices? Mitigation strategies and structured communications plans? The silence was deafening, punctuated only by uncomfortable shifting and quiet confusion.
I went on to explain what all of these things were, how they would benefit us, and how we would go about doing them. By the time the meeting was over I had effectively drained the room of every ounce of energy.
Why couldn’t they see the power of risk management? It had been a light-bulb moment for me over the weekend. So many of our fire drills had been avoidable — and some had even been predicted. We just hadn’t been thinking about them the right way or quite doing the right thing about them.
The Plain Language Breakthrough
I spent the rest of the day thinking about what was preventing me from getting this across to my direct reports. And then it hit me:
Language.
More precisely, my very technical language.
So during that week’s one-on-ones with each of my engineering managers, I tried a different approach. Instead of asking about these technical project management terms, I asked things differently:
- What could possibly go wrong with what we’re working on right now?
- How likely is that to actually happen?
- If it does happen, how big of a deal would that be?
- How can we prevent it from happening at all?
- If we can’t stop it entirely, what’s our game plan when it does?
Conversation erupted. Ideas and scenarios flowed naturally. It was a completely different reaction. I had met them where they were, with the natural language they used every day.
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Within a month of having this more plain, natural discussion, we had implemented exactly what I had been trying to achieve, leaving our projects in a healthier state and our stakeholders far better informed.
The lesson hit home: Jargon doesn’t just confuse people — it shuts them down. Plain, everyday language invites them in.
Jargon is Everywhere
But it doesn’t need to be. This isn’t just true for project management. Consider these examples:
A software engineer might say: “We need to implement asynchronous RESTful API endpoints with proper authentication middleware and optimize the JSON payload structure.” Instead, they could simply explain: “We’re creating a secure way for our systems to talk to each other without slowing down the user experience.”
A finance director presenting might declare: “Our EBITDA forecast shows improved working capital utilization after adjusting for depreciation schedules and accounts receivable aging.” What colleagues actually need to hear: “We’re expecting to generate more cash this quarter because we’re collecting payments faster and managing expenses better.”
Even healthcare providers fall into this trap when telling patients they have “idiopathic ventricular tachycardia with potential for myocardial ischemia” rather than explaining: “Your heart sometimes beats too fast for an unknown reason, which might reduce blood flow to your heart muscle.”
When Jargon Makes Sense
It’s important to note that technical language does serve a purpose. Among specialists who share the same expertise, jargon can be precise and efficient. When I’m in a room full of project managers discussing methodology, “risk register” is the perfect shorthand. It conveys exactly what we mean without needing explanation.
The key is recognizing your audience and adapting accordingly. Ask yourself: Will everyone in this conversation understand these terms without mental translation? If not, plain language is the better choice.
Why This Matters Even More Tomorrow
Plain language isn’t just a nice-to-have — it’s a skill that’s becoming more essential every year.
As teams grow more global, distributed, and cross-functional, we’re constantly working with people from different backgrounds — different specialties, languages, and even cultural norms around communication. The language we use can either invite people into the conversation or quietly push them out. Jargon creates distance. Simplicity builds bridges. Plain language helps people contribute without needing a decoder ring.
And this isn’t just about clarity — it’s about leadership. The last decade rewarded people who could navigate complexity. The next one will reward people who can explain it clearly. As decisions become more distributed and teams work more asynchronously, leaders who bring clarity will build trust, alignment, and momentum. Talking like a human isn’t dumbing things down — it’s lifting people up.
A Respected Approach, Not “Dumbing Down”
Using plain language isn’t about oversimplifying complex ideas. It’s about making them accessible, actionable, and clear.
Research from the Nielsen Norman Group reinforces this point. In “Plain Language is for Everyone, Even Experts,” Hoa Loranger shares professionals overwhelmingly prefer clear, concise communication without unnecessary jargon or complexity. Their study shows that plain language doesn’t diminish expertise — it showcases respect for your audience’s time, intelligence, and attention span. Clear communication strengthens credibility, improves engagement, and helps teams act faster and smarter.
Practical Takeaways
- Don’t introduce complex terms when simpler alternatives exist. Say “what might go wrong” instead of “risk register.”
- Avoid technical jargon completely with mixed audiences. If you’re talking to non-experts, always choose words anyone can understand.
- Check yourself: Are you inadvertently excluding people with your word choice? Make clarity your default.
Ultimately, great communication isn’t about sounding smart. It’s about being understood. Drop the jargon, speak plainly, and build alignment, energy, and action.
