Alternatives to “dumb it down” at work
Why it can fall flat
“dumb it down”
Say “dumb it down” and the other person may hear that you think they or their audience can't keep up. Usually you just want plainer words, fewer details and a clearer main point.
Say this instead
- 01
Could you walk me through that in simpler terms? I'm not familiar with the technical side yet, and plain language would help me follow.
Coworker · Chat
Use this with a colleague who relies on jargon, since it asks for a clearer explanation and doesn't suggest they explained it badly.
- 02
Could we simplify the deck before Thursday? I think plain language and fewer charts will land better with the client.
Boss · Email
Putting the change in terms of the client's experience lets your boss hear a suggestion instead of criticism of the deck.
- 03
Could you send a shorter, plainer version of the proposal? I'd like to share it with our finance team, who don't work with the technical details.
Client · Email
Giving a practical reason, like sharing with finance, keeps the request polite and specific for a client.
- 04
Can you rework this report for the sales team? Skip the jargon and lead with the three main points.
Someone you manage · Chat
Direct instructions work with someone you manage because the audience and the changes, no jargon and three main points, are clear.
- 05
Could you explain the role in plain terms? Parts of the job description are hard for me to follow, and I want to be sure I understand it.
Recruiter / HR · Email
Try this when a job posting is full of buzzwords and you need a straight description of the role.
- 06
Hi Jules, here are the steps again as a short numbered list in plain words. Tell me if any step is still unclear.
Customer · SMS
Send this to a confused customer who needs something quick to follow instead of another long explanation.
- 07
Can we rewrite the technical section in plainer language? Readers outside our team will need the main idea first, with the detail after.
Coworker · Email
Reach for this when a document is written for specialists but a wider group will read it, since it puts the main idea first.
Examples
Hi Bronwen, Thanks for the draft. The content is solid, but the technical section may be hard for the wider team to follow. Could you rewrite it in plainer language, with the main point first and the detail after? I'm happy to look at a revised version tomorrow afternoon. Thanks, Patrick
Thanks for the update, Oscar. Could you give me the short, plain-language version? I need to explain it to the sales team this afternoon.
What to avoid
- Words like “dumb”, “idiot-proof” or “for beginners” are best left out when you talk about people or their audience.
- Hinting that the other person is too slow to understand backfires, so say what the audience needs instead.
- Vague requests like “make it better” leave people guessing, so name what to cut, shorten or explain.
- Asking in front of a group can embarrass the writer, so raise it privately first if you can.