If there’s one thing I’ve seen time and time again, it’s that compliance can often feel like wading through a sea of words. Procedures become over-complicated, documents get too wordy, and before you know it, people are lost in the jargon, unable to find the real guidance they need to do their jobs effectively.
When we over-complicate compliance, we don’t just risk confusion—we risk losing effectiveness. Our attention spans are shorter than ever, and if compliance documents are filled with unnecessary words and overly detailed instructions, they simply won’t get read or followed properly. That’s why one of the most important lessons I’ve learned in my career is this: simplicity is key.
In my role as a consultant, I work with teams to cut through the clutter and bring clarity to compliance. Let’s dive into how you can streamline your compliance processes and make sure that your people aren’t drowning in a sea of words.
Less Is More: Review, Revise, and Consolidate
When was the last time you reviewed your compliance documents with a critical eye? It’s easy for documents to grow in length as new policies or changes are added. But sometimes, all that extra information doesn’t serve any real purpose. Instead of adding more words, we should be asking ourselves: Does this really need to be here?
To keep things simple, I recommend regularly reviewing and revising your compliance materials. As you do, ask these questions:
- Does anyone actually need or read this document, section, or sentence?
- Does this content genuinely affect the quality of the product, service, or process?
- Is this redundant? Could I simply refer to another document or section where it’s already stated?
- Can this information be added to a form or flowchart, eliminating the need for a lengthy work instruction?
By consolidating or eliminating unnecessary content, we can streamline the document and focus on what truly matters. Simplicity doesn’t just make compliance easier to follow—it also makes it more likely that people will actually engage with it.
Keep Your Audience in Mind
One of the biggest mistakes I see in compliance is the tendency to over-explain. There’s a fine line between being thorough and overwhelming your audience. Remember, you’re guiding people, not over-defining every detail for them.
Ask yourself: Does this section really need to be defined, or am I over-complicating it? You don’t need to spell out every single step if the people reading the document are already well-versed in the basics. In many cases, it’s better to guide your audience with clear instructions rather than bog them down with over-explanation.
Consider the reader’s perspective:
- Are they already familiar with this topic, and do they need this level of detail?
- Would a flow diagram, picture, or other alternative format be more helpful than a long block of text?
- Is there a more direct way to communicate this point?
By putting yourself in the reader’s shoes, you can be sure your compliance materials are appropriate for the audience, guiding them rather than overwhelming them.
Actionable Language: Clear and Concise
Another common pitfall in compliance documents is passive language. Passive writing can be vague and unengaging, making it harder for people to understand what’s required of them. Instead, use active language that directly tells the reader what to do.
For example:
- Passive: All equipment is to be checked and tested.
- Active: Check and test all equipment.
Starting each step with an action word (e.g., locate, inspect, assemble) gives people clear instructions and makes your document easier to follow. Sequence your ideas logically, keeping sentences short and concise. A good rule of thumb is to choose your words carefully and consider the reader’s experience—what do they really need to know, and how can you communicate that in the simplest way possible?
Refer, Don’t Repeat
A common problem I see in compliance documents is unnecessary repetition. Instead of describing how to fill out a form in the body of a procedure, just refer to the form. Let the form speak for itself! Similarly, if information is already covered elsewhere, link or refer to that section rather than repeating the same details multiple times.
One question I often ask teams is: Is this just mumbo-jumbo that doesn’t actually tell anyone what to do? If the content doesn’t add value or clarity, it’s better left out. Qualify exceptions when necessary (e.g., if, when) but avoid adding unnecessary complexity.
Simplifying Complexity
Now, I’m not saying that compliance is always simple. Some processes are inherently complex, and there’s no getting around that. However, even when things are complicated, it’s our job as leaders to help our teams break down those complexities into simple, understandable terms.
I’ve worked with some incredibly smart and analytical people who tend to overcomplicate things. The result? Compliance gets lost in the complexity, and people become disengaged. When we make compliance materials overly complicated, we lose sight of the goal—guiding people to follow the rules and confirm the quality and safety of our products, services, or processes.
The trick is to strike a balance. Even complex information can be presented in a way that is clear and actionable. Remember, your audience isn’t going to wade through a 50-page manual if they can’t get past the first five pages.
Wrapping It Up
Ultimately, compliance shouldn’t be something that weighs your organization down. By keeping things simple, revising and consolidating where needed, and using clear, active language, you can turn your compliance processes from a sea of words into a clear and effective guide for your team.
If this blog resonantes with you or your organization, I offer an in-depth training on this very topic, helping organizations of all sizes improve their compliance materials so they’re easier to understand and follow. Whether you’re leading a team or managing compliance for an entire company, streamlining your processes can make a huge difference.
If you’re interested in learning more or would like to discuss how I can help your organization simplify compliance, reach out! Let’s make sure you’re not lost in a sea of words.