Many Americans, puzzled and frustrated by incomprehensible communications from their government, suspect that the feds invented gobbledygook—and they’re right. The word “gobbledygook” was first used in the 1930’s by Maury Maverick, a two-term congressman. He coined the term to describe the confusing bureaucratic language he heard in the House of Representatives, which reminded him of the gobbling of wild turkeys back home in Texas.

Last week we completed our series of 6 Steps to Better Compliance Documentation with the final step, Create Reusable Information. Each step in the series featured tips and ideas you can use to create documents that support employee performance while meeting the requirements of regulators. The 6 Steps are more than just good advice—they’re proven strategies distilled from the principles of the Information Mapping® methodology. Our professional services consultants use the 6 Steps on a daily basis to help clients across a wide range of industries improve the quality and effectiveness of their compliance documentation.

Step 6: Create reusable information

If you visit the Information Mapping offices, in our hallways you’ll see several big blue bins. They’re usually full of paper that’s waiting to be picked up for recycling. You probably have similar bins in your offices, since nowadays most organizations are doing their best to be good corporate citizens. Many of us recycle glass, plastic and metal at home, as well. Recycling these materials represents cost-effective and efficient use of resources.

Step 5: Guiding your users to the information they need

Have you ever gone on a white-water rafting trip? If you like outdoor adventure, it’s a great experience. The river is wild and beautiful, the rapids are thrilling, and paddling is excellent exercise. You can enjoy it all without ever wondering about where you’re going or which route will get you there. You don’t need to think about that because your raft is steered by a guide, an expert whose job is to make sure you enjoy the trip and reach your destination safely.

Step 4: Check for Consistency

Lewis Carroll’s Alice in Wonderland is a tale built on inconsistencies. In Wonderland, nothing is quite what it seems to be, and nothing remains the same for very long. Even Alice herself undergoes changes—the poor girl can’t keep from growing and shrinking. All the inconsistencies contribute to the story’s wonderfully disorienting “through the looking glass” feel. They help make Alice the timeless classic that it is.

Step 3: Organize Information from the user’s perspective

Have you ever noticed how easy it is for two people to look at the same situation, and yet see things very differently? Of course, if you’re married you know exactly what we’re talking about. If you’re unattached, all you need to do is turn on the news—this is a presidential election year, and the candidates’ differences of perspective are feature stories every day.

Imagine for a moment that you’re a chef, and your specialty is preparing dishes without knowing which ingredients you’re using. How many customers do you think will patronize your restaurant? How long will it be until you’re offered your own cooking show on television?

Step 2: Categorize information by type and purpose

Would you enjoy being served a meal that was prepared by a chef who had no idea which ingredients he was using? None for me, thanks—it would probably upset my stomach. Of course, if you’re a writer who creates a document without understanding the different types of information you’re working with, you’re putting your readers into much the same situation. Except that instead of indigestion, the result will probably be non-compliance.

Cutting your way through the tangle of today’s compliance regulations is like hacking a path through a jungle. Finding your way is challenging, but we’ve developed a route that can lead you to success.

Last week we listed key features of successful compliance documentation for you to keep in mind when evaluating your documents. This week, the discussion continues as we introduce the first in a series of 6 Steps to Better Compliance Documentation.

Step 1: Understand the Needs of Your Audience(s)

“One size fits all” is great for baseball caps, but it usually doesn’t work for compliance documents. Your compliance documentation can—and probably will—fail if you insist on writing it using a “one size fits all” approach that doesn’t take into account the needs of different audiences. If your goal is to create clear, effective documentation, “one size fits all” can be a very bad idea.