The Importance of Plain English in International Teams

I worked remotely for years as part of an international team for a multinational medical device company. Our team's job was to draft information leaflets for surgeons and patients regarding a specific implant. The team was cross-functional and international, with only a small percentage of us being native English speakers. We communicated via Teams, chat, and email. The content we drafted was highly technical and precise. The instructions for surgeons were just that: step-by-step instructions for how to conduct surgery. You get the picture—language needed to be crystal clear and precise, with no ambiguity. We also had to understand each other's written messages. There were so many opportunities for misunderstanding and mishaps.

Even though I was an experienced linguist and a business English and academic writing professor, this is where I sharpened my English skills. This is where Plain English became mandatory. Unfortunately, not many team members were trained in Plain English. Much time was wasted in extra meetings and additional emails going back and forth for clarification. Here, I realized the importance of clarity.

Clarity doesn't just happen; we don't inherit clarity. One needs to be trained in it. And so, I plead the case for Plain English training for international team members.

What is Plain English?

There seems to be some confusion about what Plain English (PE) is. First, this is what PE is NOT: using very basic words as if the other person has limited ability.

Now, this is what PE IS: Plain English is saying exactly what you mean in a clear, simple, and well-structured way. It means choosing words that are easy to understand the first time someone hears or reads them. This helps the reader quickly grasp what is expected and what will happen next.

Let your words be few and your meaning clear.

Traditional English proverb

In practice, PE usually includes:

• A limited amount of adjectives

• Short, direct sentences

• One idea per sentence

• Clear verbs instead of abstract nouns

• Active voice

• Logical structure

• Specific details instead of vague expressions

• No adverbs

  
  

Don't think that Plain English is informal or unprofessional. It's a sign of high professional skill that applies to both non-native and native speakers. In fast-moving business environments, everyone is under time pressure. We've all experienced reading an email several times and having to ask for clarification of the message.

Why Plain English Matters in International Teams

In international teams, communication is more demanding than in local teams. Team members need to process language, culture, tone, and hidden meaning simultaneously. This requires much more mental energy, an advanced level of English, and training in PE and cultural intelligence. When someone listens in their second or third language, their brain works harder. Add technical content, emotional tension, or time pressure, and the risk of misunderstanding rises quickly. Even small ambiguities can lead to big problems.

Different cultural communication styles can complicate matters. Some cultures value direct language, while others prefer indirect wording to maintain harmony. There are cultures that will ask for clarification and others that avoid it to save face. When vague English is used in such mixed settings, people interpret the same sentence in very different ways. Erin Meyer, author of The Culture Map, explains that misunderstandings increase when people assume that speaking the same language means the same for everyone.

Unclear language can damage trust in global teams when team members feel ignored, excluded, or blamed for mistakes created by vague instructions. Over time, this weakens team cohesion. Plain English reduces this risk because it lowers the number of hidden messages. When there is no more guessing and everyone receives the same message, there is a feeling of fairness and inclusion.

In this sense, clarity is a form of professional respect.

Professional English that Sounds Good but Confuses Everyone

Many years ago, long, elaborate phrases, sentences, and paragraphs were the norm in professional business communication. The result was language full of abstract nouns, corporate buzzwords, idioms, and overly polite and vague expressions—often with empty meanings. The message was embedded in the content, leaving many professionals guessing the meaning.

Here are a few common examples:

• "Let us touch base on this."

• "We will revert shortly."

• "This might be challenging."

• "Let us align on this offline."

• "We should consider this at a later stage."

  
  

The list above would likely be from native speakers, but for non-native speakers, these sentences are confusing. What does "touch base" mean? When exactly is "shortly"? Does "might be challenging" mean a small problem or a serious risk? Does "consider later" mean next week or next year? These expressions can hide responsibility. Who will do what and by when? No one is sure. Everyone nods. And later, everyone is surprised that nothing happened.

Idioms should be avoided. When a native speaker says, "Let's get the ball rolling," or "This could be a sticky point," they don't realise how difficult such phrases are to interpret literally. The listener may understand the general idea, but uncertainty lingers. I can relate to this as a non-native French speaker!

Speed should be controlled. Native speakers can speak very fast in meetings. They shorten sentences and leave out key information because it feels obvious to them. For international colleagues, this creates stress and fatigue. Important details may be missed simply because the pace is too fast.

When people don't fully understand, they stay silent. The result? A room full of polite agreement and confusion later.

This isn't a language problem. It's a clarity problem.

The Real Business Cost of Unclear English

A lack of clarity is expensive. It costs time and money. International companies lose countless hours every year because of misunderstandings. My example in the introduction only confirms this.

Think about how often you have seen these situations:

• Several follow-up emails to clarify a simple request

• Meetings that end without clear decisions

• Tasks that are done twice because the first version was not what was expected

• Tension between colleagues because intentions were misunderstood (a classic!)

  
  

The ability to simplify means to eliminate the unnecessary so the necessary may speak.

Hans Hofmann

Research from usability and communication experts shows that people act faster and more accurately when information is clear and well-structured. Simply put, clarity increases efficiency.

Plain English improves trust. When people understand what is expected, they feel more secure. Clear, simple communication is credible.

Plain English supports inclusion. We know that native speakers have an unspoken advantage. They move faster in discussions and use humour and nuance more easily. But others may feel left behind. This leads to non-native speakers not feeling as part of the group. However, when staff are trained, this allows everyone to participate more readily and promotes group cohesion. As researcher Amy Edmondson explains, psychological safety is about creating clarity so people can perform without the fear of making avoidable mistakes.

Your Role as Leader and Manager

In international teams, you, as a leader, have a special responsibility for communication. The way you speak sets the tone for the entire group. If you use vague or overly complex language, others will copy this style. If you use Plain English, clarity becomes part of the team culture. Plain English leadership means being precise and respectful. It means saying what you mean without hiding behind soft words.

Leaders who use Plain English:

• State expectations clearly

• Name responsibilities directly

• Confirm understanding

• Invite questions without judgement

• Summarise decisions and next steps

  
  

Also, the use of this sentence: Please stop me if this isn't clear. is a simple invitation that lowers the barrier for asking questions across cultures. Good to keep in mind!

When you speak plainly, you reduce the fear of getting things wrong and protect teams from unnecessary stress. This makes it easier for people to focus on doing good work instead of decoding hidden messages.

I classify Plain English as a leadership skill as much as it is a language skill. If all leaders mastered PE, the world of work would be more efficient and less stressful.

Practical Plain English Guidelines for International Teams

Now that you know what PE is and its importance, let's have a look at a few simple guidelines that work well across cultures. You can apply them directly.

General Rules

• Use short sentences

• Share one idea per sentence

• Prefer verbs over abstract nouns (English likes verb usage)

• Say who will do what and by when

• Avoid idioms, slang, and cultural references

• Replace vague words with specific terms

  
  

Instead of:

"We should look into this soon."

Say:

"Please check this by Wednesday and send me your recommendation."

Meeting Rules

• Start with a clear purpose

• Say what the meeting should achieve

• Summarise key points regularly

• End with clear decisions and actions

• Send short, written follow-ups after the meeting

  
  

Email Rules

• Use clear subject lines

• Put the main action in the first two lines

• Use bullet points for tasks

• Set apart important details in a box or separate line

• Always include deadlines

• Use sufficient white space to promote readability

  
  

Listening Rules

• Ask clarification questions

• Paraphrase important instructions

• Do not assume understanding

• Invite others to restate next steps

  
  

These small habits save much time and frustration in the long run.

Plain English as a Cultural Skill

Plain English is also about cultural awareness. We interpret messages through our own cultural filter. PE recognises that not everyone is comfortable with indirect or vague politeness, as some Asian cultures prefer. In high-context cultures, much meaning is read between the lines. In low-context cultures, meaning is expected to be stated directly, as the US and Germany prefer. PE makes key information visible, with no implications. PE supports cultural intelligence because it encourages speakers to slow down, to think about how their words may be interpreted, and to adjust their message according to the needs of the listener.

A well-balanced communication mindset requires us to know our own style of communication and to align our word choice to fit the situation. When you choose Plain English, you communicate with care rather than habit.

Culture lives in the space between what is said and what is understood. Plain English reduces that space.

Can Plain English Thrive in a Digital and AI-Driven Workspace?

I would say PE is needed more than ever. Remote and hybrid work have changed the way teams communicate. Much of today's communication is written. Messages travel across time zones (and cultures!). People read emails late at night between meetings. Our attention span is reduced and limited. We often read by skimming. It makes our heads spin just thinking about this.

This is why Plain English is more important than ever.

Written messages leave no room for clarification. Misunderstandings stem from vague wording, resulting in readers skipping important details.

Technology adds another layer. Many companies now use translation tools and AI-supported writing. These tools work best when the original language is clear and well-structured. The simpler and more direct the source text, the better the translation quality. The use of PE in the source text helps technicians produce better results.

Plain English as a Competitive Advantage

Finally, if you use Plain English, you will have a serious business advantage.

Teams that communicate clearly:

• Work faster

• Make fewer mistakes

• Build stronger trust

• Include more voices

• Deliver better results

  
  

International teams fail because expectations are unclear, responsibilities are vague, and messages are misunderstood. When you speak and write more plainly, you experience precision, fairness, speed, and foster stronger human connections across cultures.

Conclusion

How do you start using Plain English? You can start small, perhaps by improving one email per week or leading one meeting with clearer structure and including one clarification question.

Once you experience clarity and its benefits, there's no turning back. PE brings a form of strength and leads to better business relations.

Coming back to my story, if all team members had received training in Plain English, many hours of editing and clarification meetings would have been avoided. Time wasted could have been used for the following project. No wonder we were always late submitting our documents to the authorities for validation!

Linda Salamin

Executive Communication Coach and Cross-Cultural Trainer

www.cmnca.ch

Helping Professionals Speak and Write with Clarity, Confidence, and Cultural Agility.