In Canada, we seem obsessed with Official Languages. Canada has two languages, don't ya know. Well three, sort of.
2001 Census
English: 59% / 17.5 Million
French: 22.9% / 6.8 Million
Chinese: 2.9% / 872,400
As the trend toward less English, less French, more everything else continues, Canada approaches a historically common commons crisis. Am I being unclear? Or perhaps you're not an anglophone? Chances are it's a bit of both. This combination of audience-unaware English usage and un-English audiences is causing lots of headaches. It is forcing the language used in the public sphere (the commons mentioned above) to be pushed in many directions at once, but primarily toward simplification. But is this such a bad thing? Is simplicity even worth exploring? I mean what's so complex about being simple?
I'd like to play a word game or too.
Instead of focusing on Official Languages why don't we focus on the official's language? I am not suggesting we disregard
national policy. Instead, I'm choosing to focus on the inverse of the Confederation's agreement, i.e. the individual servants and administrators who sustain the Act through daily procedure. Sometimes this takes the form of publications and press releases, but its most common and vital forms are: meetings, phone calls, emails, letters by post, and other emerging forms of instant messaging. How does the official's (use of) language reflect the originating intentions of
the Act? How does usage reflect public service values while shaping public perception (of the PS)? How have government communications been affected by trends toward natural and necessary simplification (of diction/synonym usage/metaphor/legal terminology)? Why is simplification a good thing and how can it assist in the widely shared agenda of
public service renewal?
In April 2010
I blogged about Sir Ernest Gowers and his work,
The Complete Plain Words (1954).
Gowers was a lifelong civil servant. He retired in 1930 and took up various posts until after World War II, when in 1948 at the invitation of the H.M. Treasury Gowers authored
Plain Words, a guide to the use of English. During 1948 and 49 Gowers' work was received so well and so widely in Britain that the Treasury invited him to produce a second work,
The ABC of Plain Words. In 1954 these two works were combined, published as
The Complete Plain Words. This amalgamated work was then republished and printed by Pelican in 1962, 1963, 1964, 1966-1972, republished by H.M. Stationery Office in 1973, with several re-printings in the years following, including twice in 1975. How did his teachings promulgate clarity, concision, and simplicity? How were these teachings assistive in the administration of government departments? What, if any, were the renewing affects of the reified language that Gowers promoted? How can the Canadian Public Service adapt various concepts held by Gowers and his contemporaries, given our unique situation of one space, two languages?
Gowers began his life as a servant around 1910, just two years after the publication of
The King's English. One section that must have grabbed Gowers was titled
How to Write Plain English. Of course there are infinite ways by which to write plainly. But according to the Fowlers brothers, there are approximately five principles that will give you direction and set you on your way.
Gowers cites these rules in his work. But to the Fowlers Five he adds a simple phrase. "Be short, be simple, be human." This phrase was the foundation of a short booklet,
The Written Word, issued by the Civil Service Department of the UK (abolished in 1981). On pages 38 and 39, Gowers includes a chart summarizing the advice given to its staff by the then Ministry of Housing and Local Government.
"...directed to the composition of minutes and memoranda as well as letters of all kinds."
YOU MUST KNOW
Before you begin to write make sure that you:
(a) have a clear understanding of the subject; your subject
(b) know why you are writing - what does your correspondent want to know and why does he want to know it? your reason for writing
(c) adapt your style and the content of the letter or minute to suit your correspondent's needs and his present knowledge of the subject. your reader
YOU MUST BE
When writing you should:
(a) make your meaning clear; arrange the subject in logical order; be grammatically correct; not include irrelevant material; clear
(b) use the most simple direct language; avoid obscure words and phrases, unnecessary words, long sentences; avoid technical or legal terms and abbreviations unless you are sure that they will be understood by the reader; be as brief as possible; avoid 'padding'; simple and brief
(c) be as accurate and complete as possible; otherwise further correspondence will follow, resulting in extra work and loss of time; accurate and complete
(d) in your letters to the public be sympathetic if your correspondent is troubled; be particularly polite if he is rude; be lucid and helpful if he is muddled; be patient if he is stubborn; be appreciative if he is helpful, and never be patronising; polite and human
(e) answer promptly, sending acknowledgements or interim replies if necessary - delays harm the reputation of the Department, and are discourteous. prompt
CHECK YOUR WRITING
Look critically at your written work. Can you answer 'yes' to the following questions about it?
Is it (a) clear?
i/ Can the language be easiliy understood by the recipient?
ii/Is it free from slang?
iii/ Are the words the simplest that can carry the thought?
iv/ Is the sentence structure clear?
(b) Simple and brief?
i/ Does it give only the essential facts?
ii/ Does it include only essential words and phrases?
(c) Accurate?
i/ Is the information correct?
ii/ Do the statements conform with rules, policy, etc.?
iii/ Is the writing free from errors in grammar, spelling and punctuation?
(d) Complete?
i/Does it give all the necessary information?
ii/ Does it answer all the questions?
(e) Human?
i/ Is the writing free from antagonistic words and phrases?
ii/ Is it, where appropriate, tactful, helpful, courteous, sympathetic, frank, forceful?
iii/ Will the tone bring the desired response?
"There is surely no writer, official or other, who will not write better if he follows this advice."
We might write better, but will we administer better? Will we engage better? Will participation and consultation be more genuine?
Gowers had many contemporaries throughout his career, and I suspect George Orwell was among them, though arriving late. In
The Complete Plain Words reference is made to Orwell no less than three times, including admonishment on p. 74 to memorize Orwell's recommended inoculation against
meiosis, "A not unblack dog was chasing a not unsmall rabbit across a not ungreen field."
Two years before the Treasury commissioned Gowers, Orwell published an essay titled '
Politics and the English Language' in
Horizon. It was published a second time in 1947, in
Modern British Writing.
First, he suggested that effects can become causes.
Now, it is clear that the decline of a language must ultimately have political and economic causes: it is not due simply to the bad influences of this or that individual writer. But an effect can become a cause, reinforcing the original cause and producing the same effect in an intensified form, and so on indefinitely. A man may take to drink because he feels himself to be a failure, and then fail all the more completely because he drinks. It is rather the same thing that is happening to the English language. It becomes ugly and inaccurate because our thoughts are foolish, but the slovenliness of our language makes it easier for us to have foolish thoughts. The point is that the process is reversible. Modern English, especially written English, is full of bad habits which spread by imitation and which can be avoided if one is willing to take the necessary trouble. If one gets rid of these habits one can think more clearly, and to think clearly is a necessary first step towards political regeneration: so that the fight against bad English is not frivolous and is not the exclusive concern of professional writers.
Toward the end of the article, Orwell offers his own list of guiding principles.
i. Never use a metaphor, simile or other figure of speech which you are used to seeing in print.
ii. Never use a long word where a short one will do.
iii. If it is possible to cut a word out, always cut it out.
iv. Never use the passive where you can use the active.
v. Never use a foreign phrase, a scientific word or a jargon word if you can think of an everyday English equivalent.
vi. Break any of these rules sooner than say anything outright barbarous.
Simplicity is the thread uniting these Englishmen, not political thought. In closing, Orwell takes a more explicit, clear and concise stance than Gowers, though of Orwell's manners, Gowers would approve, me thinks.
Orwell, 1946, Politics and the English Language
I have not here been considering the literary use of language, but merely language as an instrument for expressing and not for concealing or preventing thought. Stuart Chase and others have come near to claiming that all abstract words are meaningless, and have used this as a pretext for advocating a kind of political quietism. Since you don't know what Fascism is, how can you struggle against Fascism? One need not swallow such absurdities as this, but one ought to recognize that the present political chaos is connected with the decay of language, and that one can probably bring about some improvement by starting at the verbal end. If you simplify your English, you are freed from the worst follies of orthodoxy. You cannot speak any of the necessary dialects, and when you make a stupid remark its stupidity will be obvious, even to yourself. Political language —and with variations this is true of all political parties, from Conservatives to Anarchists — is designed to make lies sound truthful and murder respectable, and to give an appearance of solidity to pure wind. One cannot change this all in a moment, but one can at least change one's own habits, and from time to time one can even, if one jeers loudly enough, send some worn-out and useless phrase — some jackboot, Achilles' heel, hotbed, melting pot, acid test, veritable inferno or other lump of verbal refuse — into the dustbin where it belongs.
I have attempted to implicitly demonstrate how the renewal of simplified English can improve public administration, and by association, politics. But more writing remains. Like Gowers would say, "Out with it man!" Problem is, being devoid of ample public service experience, I'm unsure right now what explicit connections exist between daily routines, language restoration, and the goals of Canada's Privy Clerk. First, more conversations. To be continued.
Gowers, 1948, Plain Words, a guide to the use of English
Let us therefore agree, before we go any further, that a reasonably good standard of writing is a mark not of preciosity but of good sense, not of prissiness but of efficiency; that such a standard can be attained by anyone with a little effort; that the effort is well worth while (or, if I must put it this way to convince the sort of man whose soul I seek, that significant results in terms of cost-effectiveness are anticipated to stem from the resource-input); that it requires neither hair-splitting nor self-consciousness but merely a willingness to acquire good habits; and, finally, that a writer with good habits may be allowed to make an occasional slip, just as a good doctor or lawyer may occasionally give the wrong advice or a good cashier the wrong change, without incurring eternal damnation.
If we cannot agree on these propositions we had better part company at this point.