From Complex to Clear: Transforming ‘Engineer Speak’ into Content Employees Can Understand

 By Hannah Thran

When I began reviewing source content for a recent project, one sentence jumped out at me:

“Disposal is completed via evaporation and controlled seepage from constructed wetlands for indirect discharge into the river.”

I had to reread it a few times to understand what it meant. I kept thinking, isn’t there a simpler way to say that—one that doesn’t make the reader work so hard to figure it out?

A clearer version could be:

“The treated water is mostly evaporated or slowly filtered through wetlands before eventually reaching the river.”

This version keeps the core message but is far easier to understand.

Why ‘Engineer Speak’ Isn’t Always Appropriate

That sentence is just one of many I’ve come across while creating training materials for my local city government. When it comes to safety manuals, operations and maintenance manuals, and similar documents, it’s essential that they are written for the people using them—namely, city employees with varying levels of education, technical background, and job responsibilities.

There is a time and place for technical engineering language, especially in design documents or reports meant for other engineers. But training materials and reference documents used daily by system operators, equipment technicians, and public works staff are not the place. If the content isn’t understandable, it’s not usable.

My Process for Turning Jargon into Plain Language

Over time, I’ve developed a consistent process for transforming complex source material into practical, plain-language content. It looks something like this:

This process allows me to get a basic grasp of a concept, ask clarifying questions, learn about common misconceptions, and rewrite it with this question in mind, “if I knew nothing about this topic, what would be the best way to explain it to someone?”

Let’s consider some examples of how ‘engineer speak’ can be rewritten so it still conveys the key message, but in a way that is clear, direct, and easy for all team members to understand.

Examples of Simplifying Without Losing Meaning

Here are two examples of how technical content can be rewritten to be more reader-friendly:

Why it Matters

You might be thinking, “Sure, writing clearly is nice - but why does it really matter?”

Because clear, practical content leads to action. 

When safety procedures, job duties, and maintenance steps are explained in plain language, they’re more likely to be understood, followed, and retained. That means:

• Documents are actually used, not forgotten on a shelf.

• Employees feel empowered, not confused.

• Teams can work independently, making informed decisions without waiting for answers.

• Buy-in increases because people trust tools that work.

• There is a decrease in errors and training costs-while helping retain employees who feel capable and supported.

Empowering Employees

Training documents should help employees do their jobs better. By stripping away unnecessary jargon and focusing on the end user, we can create tools that will truly support employees. 

There is absolutely a need for technical documents written in precise, discipline-specific language that engineers rely on. But when materials are meant for a broader operational audience, such as city staff, field crews, or maintenance personnel, clarity should take the lead. The goal isn’t to “dumb down” the content—it’s to translate it into something practical, clear, and easy to understand without adding unnecessary cognitive load for the reader.

In the words of author and researcher, Brené Brown, “Clear is kind. Unclear is unkind.”