By GREGORY SMITH
Business Columnist

I get a lot of stuff sent to my e-mail inbox. Recently, someone goofed (maybe it was intentional) and sent me this important government document.

President Clinton is always quick to jump on the bandwagon on important issues such as natural disasters, national crises and Cuban exiles and yes... interns. We all know our president is concerned about making America a better and safer place for democracy.

Obviously from this important government document he is also concerned about another issue of major proportions — plain writing in the Office of Personnel Management.

According to the bureaucrat who wrote this document, plain writing ranks right up there with motherhood and national safety. Frankly I am glad OPM is taking this problem head-on. Plain writing is a major problem we all need to take seriously. I think they need to create a national plain writing day. Maybe it will be a holiday like the Fourth of July?

“Last year, President Clinton directed the federal government to write in plain language. This is an important task that directly helps OPM provide better service to our customers - including the public, other agencies, and federal employees and annuitants.

“Many of you are already contributing to real change in the way we write. For example, you worked on teams to revise health benefit brochures, to create award-winning Family Friendly program guidance booklets, to prepare new marketing materials, and to issue new regulations in user-friendly question-and-answer format. Thank you for taking writing plainly to heart.

“We can, however, do more. Each of us can contribute — by thinking of clear writing first, every time we write or review a document. To help you, I am taking the following actions:

“Plain language checklist. Under separate cover, you will receive a list of plain language tips and a clip that you may use to attach the list to your computer. Please use it to help you write every document clearly so that your reader can understand it easily.

“Training Plan. Every associate director and office head must assess your plain language training needs. I know many - but not all - of you had plain language training in the past. Many of you do write plainly. But I want every writer at OPM to acquire and improve his or her plain writing skills. Your supervisors will arrange appropriate training soon.

“Employee performance appraisals. I have instructed your supervisors to review your success in writing plainly where it is appropriate as part of the communications element of your performance appraisal.

“Regulations. Write all regulations in plain language. Otherwise, I will return them.

“Director's decision summary. I have attached a reformatted DDS that includes a plain language box. This will provide the reviewing official with a way to tell me that he or she has reviewed the document for plain language.

“Reward good writing. I have instructed each associate director and office head to reward individuals who excel in writing plainly - and I intend to recognize top examples myself.

“If we all commit to improving our own writing, we will make a lasting change in the way OPM does business. Thank you for what you have done so far. I know I can count on you to move us forward.”

Feel free to use this document to formulate your own “plain writing” policies for your office.

Gregory P. Smith shows businesses how to build productive and profitable work environments that attract, keep and motivate their workforce. He speaks at conferences and is the president of a management consulting firm called Chart Your Course International in Conyers, Ga. Phone him at 770-860-9464 or send an e-mail at greg@chartcourse.com. More information and articles are available at www.ChartCourse.com.

Free by e-mail/fax: For more tips or information on Smith's new book, “TNT for Teams: Dynamic Ideas to Reward, Energize and Motivate Your Team,” fax your letterhead or e-mail with the words “TNT” to 770-760-0581/greg@chartcourse.com.

Gregory P. Smith, author of “The New Leader,” and “How to Attract, Keep and Motivate Your Workforce.” He speaks at conferences, leads seminars and helps organizations solve problems. He leads an organization called Chart Your Course International in Conyers, Ga. Phone him at 770-860-9464 or send an e-mail at greg@chartcourse.com. Information and articles are at www.chartcourse.com.

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