Plain language primer helps researchers communicate clearly

“Writing that is clear and to the point helps improve communication and takes less time to read and understand. Clear writing tells the reader exactly what the reader needs to know without using unnecessary words or expressions.”

The preceding text from the National Institutes of Health “Plain Language at NIH” page establishes the commitment of NIH “to reach all Americans with health information they can use and to communicate in a way that helps people to easily understand research results.”

To that end, the University at Buffalo Clinical and Translational Science Institute (CTSI) — one of more than 60 medical research institutions nationally that receive Clinical and Translational Science Awards (CTSA) Program funding through NIH — has made communication in plain language a priority.

“Plain language is critically important to clearly communicate research to the people who might be interested in participating,” explains CTSI Community Engagement Core Director Laurene M. Tumiel-Berhalter, PhD, Director of Community Translational Research, Department of Family Medicine, Jacobs School of Medicine and Biomedical Sciences. “It is the researcher's responsibility to explain research opportunities in ways that are meaningful to the community so that people can make informed decisions about participating. Plain language also benefits the researchers by increasing recruitment opportunities.”

CTSI activities, which involve members of the Community Engagement Core and Recruitment and Special Populations Core, include the recent release of a unique, in-depth resource designed to help researchers connect with individuals and communities using plain language. The CTSI Community Perspectives on Communicating in Plain Language primer is intended to serve as a resource for researchers when creating materials for the public by providing tips on how to use plain language in academic and scientific research. Excerpts from the primer can be found on the CTSI website, and full-length copies are available upon request.

“The CTSI undertook the creation of a primer and a related research study to overcome obstacles to comprehension by promoting communication in plain language,” CTSI Director Sanjay Sethi, MD, SUNY Distinguished Professor, Senior Associate Dean for Clinical and Translational Research, Jacobs School. “Presenting scientific information in plain language encourages broader participation in studies, which ultimately leads to more representation in research.”

“Making research more accessible and cultivating trust and engagement”

The primer resulted from a qualitative study implemented between February 2023 and August 2024. Interviews and focus groups were conducted with 50 community partners and their community engagement staff from a broad cross-section of individuals in the Western New York region.

“The participants' general views on communication and how they communicate within their communities were explored,” says CTSI Community Engagement Coordinator Grace McKenzie, MEd, one of the co-authors of the primer. “Additional questions aimed to understand participants' preferences and collected ideas for improving communication between their communities and research.”

Analysis of the interview transcripts identified key obstacles to research communication, such as use of technical language, lack of relevance to communities, and inaccessible materials. The findings emphasized the need for clear and visually appealing communication. The primer, then, was created to help researchers better identify community preferences and develop more appealing recruitment materials.

“The primer not only makes research more accessible but also cultivates trust and engagement with communities that have been historically mistreated in the research field,” says McKenzie.

Each chapter includes guidance on connecting with specific communities within Western New York, including methods and words that draw attention, graphic design ideas, and community engagement tips. The primer is designed so it can be used as a whole, by zeroing in on certain sections, or by utilizing resources in the appendix.

“Strengthening communication between researchers and the community”

When the primer is requested, McKenzie meets with the researcher or research staff members to discuss plain language and identify how the primer may be useful to the recipients’ specific needs. This process has been well received. Olivia Tutuska, a research assistant at the Jacobs School, says the primer and accompanying plain language consultation had a positive impact on the planning of a research project studying the use of artificial intelligence to develop hospital discharge paperwork and resources.

“It was very helpful to have CTSI input, and I appreciate the work the team does to strengthen communication between researchers and the community,” Tutuska says.

“People have been very receptive to the primer as a whole,” McKenzie says. “Understanding the background of the research study that framed the plain language primer is important. We have heard that the appendices that offer a community-created recruitment flyer ideas and additional resources on plain language are especially useful. Also proving useful is an extensive list of plain language websites and resources from around the country. The last chapter gives tips on plain language with direct quotes from community members and leaders interviewed in the research study.”

Now that the primer is available for researcher use, CTSI plans include continuing conversations about plain language and how researchers can be more mindful of plain language in their community-facing materials; taking the primer to appropriate community events to open conversation about research; and offering educational presentations on understanding research and research principles that include the importance of plain language.

Have questions about plain language or seeking guidance? Contact EngageUB@buffalo.edu to start your collaboration with the CTSI.