Since Jan. 2023, I’ve been looking back at decades of learning, thinking and working, to see what left a lasting mark.
Diane MacGregor’s ‘Rethink, restructure, reword, redesign’ is one of those things that left a lasting impression.
It captures, in a few short, memorable words, good steps to really improve a document.
Notice how ‘rethink’ and ‘restructure’ come before ‘reword’? That’s key, too. We need to take the time to think before we jump in and make any changes.
- Rethink: Before jumping in and making any changes, take the time to think. Ask, for example: Why do we ned this document? Do we really need it? Who will use it, when, where, how, to do what? What are the goals, the challenges? You may realise that you don’t actually need the doc. Or if you need it, you’ll be better equipped to make decisions.
- Restructure: Reconsider how elements are grouped. Consider the order and flow. Make sure the key message is visible. Make the structure easy to see and easy to navigate, using headings, vertical lists, etc. You may notice that you don’t even need that whole paragraph, there. It’s definitely better to realise it before you spend a lot of time polishing it.
- Reword: After rethinking and restructuring, now’s the time to pay more attention to the sentences and words, to find better ways to say things.
- Redesign: Improve the visual hierarchy, layout, illustrations, etc.
Some of my fave memories from work come from thinking first, instead of just doing what I was asked. Like the time I was asked to review a new Web page, realised the team had started duplicating info we already had, and convinced them to stop duplicating and start removing extra stuff, instead. Yeah!
More comments, based in part on discussions with colleagues:
- Testing: As a shocked colleague remarked: ‘But there’s no testing step in that process!’ True, but you can add testing before, after or during these steps, of course, as needed.
- Reword and redesign: A very experienced (and brilliant!) colleague mentioned that he tended to combine the ‘reword and redesign’ parts of the process. Works for him, could work in your context too.
- What I especially love about that process: Notice how ‘reword’ is only the 3rd step? We’re too often tempted to just jump in and start fiddling with the words. The sequence ‘Rethink, restructure, reword, redesign’ reminds us that there’s some work to do before fussing with the wording.
I first heard about the ‘rethink, restructure, reword, redesign’ process ages ago, on the old PLAIN discussion forum, in a post from Diane MacGregor, a wonderful editor and plain-language specialist from Halifax, Canada. Diane also presented it, with examples from her work, at one of PLAIN’s international conferences (Vancouver 2013, I think).
I’ve often mentioned it and thought about it through the years! You can make it yours too.
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Related posts:
- One way to ‘rethink’ a doc: This communication will be a success if…
- ‘Rethink, restructure, reword, redesign’ applied to scientific posters: The Better Poster initiative: creating change
- Process as one of the 3 components of clear communication
See a list of all posts about clear communication (clear writing, plain language), translation, organizational culture and more.
Dominique Joseph, April 2024
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