Challenges and Value Added In Rewriting the Second Crisis and Emergency Risk Communication Manual Into Plain Language

Background: CDC’s 2002 Crisis and Emergency Risk Communication (CERC) manual is a mainstay in the recently-emerged field of the same name. This manual, originally written by CDC’s Barbara Reynolds, has been in widespread use since its publication. The manual is written to train public information officers (PIOs) and others who handle public communication activities in response to crises, emergencies, and disasters. This manual is used by a wide range of professionals involved in emergency response and related training, including PIOs in and outside of the U.S., personnel in nongovernmental organizations, and university researchers.

Program background: After a decade, understanding of CERC theory and practice has expanded. This includes analysis of the use of new technologies such as social media, new accounts of successes and failures in crisis communication, and greatly expanded scientific research into the field. Because of these expansions and refinements to the CERC body of knowledge, communication leaders at CDC decided to create a second edition of this manual. This second edition will fill the same needs as the first edition, but will be updated on a regular basis, to maintain its real-world applicability.

In keeping with the clear communication principles outlined in this manual, and in response to federal plain-language requirements, CDC communication personnel made the decision to translate the second CERC manual into plain language before submitting it to CDC’s clearance process. Presenting complex information in a plain-language format can be editorially challenging, but, in theory, enhances the value of the information by making it more easily learned by the reader.

Evaluation Methods and Results: N/A

Conclusions: The editing and rewriting team that performed this plain-language conversion learned many lessons in performing this task. Writing in plain language is intended to present equivalent information with simpler sentence structures and more basic word choices. In the experience of this team, it is very difficult to preserve the exact meaning of each piece of information. However, preserving the content was a requirement because this is a training manual designed to provide critical information needed to successfully handle communication efforts during an emergency. Plain-language sentences often convey information that is approximately the same, but not identical. This may slightly decrease the accuracy of the information being presented, but it may also improve its quality. Disagreements over alterations in meaning can arise within the team. The CDC team benefitted by having access to personnel who worked on the original document, and who could approve editorial refinements. The plain-language version of this manual is significantly more reader-friendly.

Implications for research and/or practice: Extrapolating from this team’s experience to general principles leads to a few key points worthy of further discussion. 1) If at all possible, create the information product in plain language from the beginning. 2) If converting to plain language, firmly establish ground rules for alterations or removals of points of information. 3) Firmly establish an agreed-upon writing style. 4) Select a team and team leader who are trained in plain-language writing or have a related background, and are comfortable with collaborative writing and editing.