[Becky Budgeter]

I have guides, emails and web copy that I want to make clearer and more welcoming, but I’m not a tech person. Can AI reasonably evaluate the readability and inclusivity of my materials and suggest practical fixes?

I’m hoping for simple, actionable advice. In particular, I’d love to know:

• Which beginner-friendly tools or services work well for this?
• What kinds of prompts or inputs give the best feedback?
• How should I interpret scores or suggestions (when to trust them, when to double-check)?
• Any privacy or bias concerns I should watch for?

If you’ve tried something useful, please share the tool, a short prompt you used, or a quick example of a helpful change you made. Real-world experiences and simple tips will be most helpful—thank you!

[Jeff Bullas]

Quick answer: Yes — AI can quickly spot readability problems and highlight inclusivity gaps in your documents so you can fix them before they reach an audience.

Why this matters: clear, inclusive writing boosts understanding, trust and engagement. For people over 40 who may not be technical, AI is a tool — not a replacement — that speeds up the work and gives practical suggestions.

What you’ll need

• A copy of the document (Word, plain text or PDF).
• An AI assistant you can type to (chatbox or app) and/or a readability checker (many are built into word processors).
• Time: 20–60 minutes for an initial pass and fixes.

Step-by-step: use AI to assess readability & inclusivity

1. Paste a short section (300–800 words) into the AI. Don’t paste confidential data — use a representative sample if needed.
2. Ask the AI for a readability score and plain-language rewrite. Request grade level (e.g., “Grade 8”) and shorter sentences.
3. Ask for inclusivity checks: gender-neutral language, cultural sensitivity, jargon explained, and accessibility notes (alt text, headings, list use).
4. Review AI suggestions. Keep the voice and accuracy; accept changes that preserve meaning and clarity.
5. Run a second pass after edits to confirm improvements and catch new issues.

What to expect

• Fast, actionable suggestions (rewording, sentence shortening, jargon flags).
• Examples of inclusive alternatives and accessibility tips (e.g., write descriptive alt text for images).
• Not perfect: you still review for accuracy and tone.

Example (before → after)

Before: “The programme will utilise stakeholders to facilitate multifaceted engagement initiatives.”

After: “The program will work with partners to run clear, simple engagement activities.”

Common mistakes & fixes

• Too much jargon —> replace with plain words and short definitions in parentheses.
• Unclear sentences —> split into two sentences, aim for 15–20 words each.
• Exclusive language —> use gender-neutral terms (e.g., “chairperson” or “chair”).
• No alt text for images —> add a concise, descriptive alt line.

Copy-paste AI prompt you can use

“Please analyze the following text for readability and inclusivity. Give a Flesch-style grade-level estimate, list 5 specific ways to simplify language or shorten sentences, flag any potentially exclusive or biased terms and suggest inclusive alternatives, and provide 3 accessibility improvements (alt text, headings, lists). Then rewrite the passage in plain English at approximately Grade 8 level while keeping the original meaning.”

Simple action plan (next 30 minutes)

1. Pick a representative 300–800 word section.
2. Run the AI prompt above and review suggestions.
3. Apply the top 3 changes and re-run the check.
4. Save the edited version and repeat for other sections.

Small, consistent edits make your writing clearer and more welcoming. Use the AI for quick wins, then trust your judgement for the rest.

[aaron]

Nice starting point: asking whether AI can assess readability and inclusivity is exactly the right question — it moves the conversation from tools to measurable outcomes.

The core problem: most teams assume readability = simple vocabulary. They miss structure, bias, cultural assumptions, and accessibility needs. That leads to documents that confuse, exclude, or fail to convert.

Why this matters: poor readability and non-inclusive language cost time, customer trust, and conversions. For compliance-heavy or public-facing docs, the risk is reputational and legal.

Experience — short lesson: I’ve used AI to audit hundreds of pages. The most valuable results come from combining automated checks (reading grade, jargon density, alt-text presence) with rule-driven human review for context-sensitive items (tone, cultural references).

1. What you’ll need
   • Your document (Word, Google Doc, PDF text extracted).
   • An AI text tool (any GPT-class model) or an accessibility checker.
   • A simple scoring sheet (Excel/Google Sheet) with these metrics: grade level, sentence length, passive voice %, jargon terms, inclusive-language flags, alt-text present).
2. How to run the assessment — step-by-step
   1. Paste the document text into the AI and run this prompt (copy-paste below).
   2. Capture the AI’s outputs: reading grade, list of complex sentences, jargon, tone issues, and inclusivity flags. Export to your scoring sheet.
   3. Apply a quick human review: verify top 10 flagged items for context and false positives.
   4. Prioritize fixes: safety/compliance, clarity (short sentences), inclusivity, then style.
   5. Re-run AI on the revised document to confirm improved scores.

Copy-paste AI prompt (use as-is)

“Act as an accessibility and plain-language editor. Analyze the following text and return: (1) Flesch-Kincaid grade level; (2) average sentence length; (3) percentage of passive voice; (4) list of jargon/complex terms with simple alternatives; (5) any phrases that may be non-inclusive or culturally biased, with suggested rewording; (6) checks for missing alt-text or accessibility markers; (7) a prioritized list of 10 edits that will most improve clarity and inclusivity. Present outputs as short numbered lists.”

Metrics to track

• Reading grade target (e.g., <= 8th grade for consumer docs).
• Avg sentence length (target < 18 words).
• Passive voice % (target < 10%).
• Number of inclusivity flags resolved per document.
• Completion time: audit -> revise -> re-audit (target < 2 hours per 1,000 words).

Common mistakes & quick fixes

• Relying on AI blindly — Fix: always spot-check top 10 AI suggestions for context.
• Fixing vocabulary only — Fix: restructure long sentences and break up paragraphs.
• Ignoring visuals — Fix: add clear alt-text and captions for charts.

One-week action plan

1. Day 1: Select one high-impact document and extract text.
2. Day 2: Run the provided AI prompt; populate the scoring sheet.
3. Day 3: Human review of top 10 flags; implement priority fixes.
4. Day 4: Re-run AI; confirm metric improvements.
5. Day 5: Roll the process to next document and document the time per doc.

Your move.

[Jeff Bullas]

Good point — asking whether AI can assess readability and inclusivity is the exact right place to start. AI won’t replace your judgment, but it can surface quick wins and consistent problems you might miss.

Why this matters: Clear, inclusive documents reach more people, reduce confusion, and build trust. AI speeds up the first pass so you can focus on final human judgement.

What you’ll need

• Your document (copy-paste or upload).
• An AI tool that accepts text prompts (e.g., a writing assistant or ChatGPT).
• A simple checklist for readability and inclusivity to review AI suggestions.

Step-by-step: quick assessment you can do today

1. Paste a section (200–800 words) into the AI tool.
2. Run this copy-paste prompt (below) to get a readability score, problematic sentences, and inclusive-language flags.
3. Review suggested plain-language rewrites and pick the ones that match your voice.
4. Scan inclusivity flags—decide which to accept, adjust, or ignore (with reason).
5. Apply the changes and do a final human read for tone and accuracy.

Practical, copy-paste AI prompt

Please analyze the following text for readability (report a grade level and a short summary), identify sentences that are complex or hard to follow, suggest plain-language rewrites, and flag any language that could be non-inclusive (gender, age, ability, culture, socioeconomic). Provide: (1) one-paragraph summary, (2) a short list of issues with line references, (3) suggested rewrites, and (4) a final revised version. Keep tone professional and friendly.

Worked example

Original sentence: “Participants of a variety of demographic backgrounds experienced disparate outcomes due to differential access to resources.”

AI plain-language rewrite: “People from different backgrounds had different outcomes because they didn’t all have the same access to resources.”

Inclusivity note: consider naming specific groups only if needed and avoid passive phrasing that hides responsibility.

Common mistakes & fixes

• Do not blindly accept every AI rewrite — check facts and tone.
• Avoid jargon removal that removes essential meaning — ask AI to preserve technical terms when needed.
• Fix overcorrections: AI may overgeneralize inclusive language; tailor it to your audience.

Checklist: Do / Do not

• Do use AI for first-pass scoring and plain-language suggestions.
• Do keep a human in the loop for context-sensitive edits.
• Do not rely solely on AI for legal or medical wording.
• Do not ignore flagged inclusivity items without a reason.

7-day action plan (quick wins)

1. Day 1: Run one key document through the prompt above.
2. Day 2–3: Apply simple rewrites and track changes.
3. Day 4: Get feedback from one colleague from your audience.
4. Day 5–7: Iterate and make a short internal guideline (5 items) for future docs.

Start with one document, learn from the results, and make small improvements each week. AI accelerates the process — your judgement shapes the outcome.

[Fiona Freelance Financier]

Nice summary — I like emphasising AI as a first pass that surfaces quick wins while keeping human judgment central. That’s the low-stress approach: let the tool do the heavy lifting, then you decide what fits.

What I add is a simple, repeatable routine so this stays manageable. Start small, aim for one short section at a time, and use a checklist so decisions are consistent instead of ad hoc.

What you’ll need

• Your document (a key paragraph or 200–800 words to start).
• An AI assistant you can paste text into.
• A one-page checklist for readability and inclusivity (5–7 items).
• A simple tracking file (a spreadsheet or notes file) to record changes and rationale.

How to do it — step by step

1. Choose a single section of the document (200–800 words).
2. Ask the AI for three things: a grade-level readability estimate, a short list of complex or unclear sentences, and suggested plain-language rewrites for those sentences. Also ask for inclusive-language flags (gender, age, ability, culture, socioeconomic) with brief notes.
3. Compare the AI rewrites to your preferred voice: accept, adapt, or reject each suggestion. Record the reason for each decision in your tracking file.
4. Apply accepted rewrites and do a final human read for accuracy and tone; check any technical terms the AI might have simplified too far.
5. Keep one sentence in the document unchanged as a control to see how edits affect flow; review with a colleague if possible.

What to expect

• Outputs: a readability estimate, 3–10 flagged sentences, suggested rewrites, and a short list of inclusivity notes.
• Time: plan 20–40 minutes for a single 300–word pass (AI run + human review).
• Pitfalls: AI may remove necessary jargon, overgeneralise inclusive language, or miss context-specific sensitivities — that’s why the human check matters.

Prompt variants to keep things flexible (conversational, not copy/paste)

• Quick: Ask for grade level, three hardest sentences, and one-sentence rewrites that keep meaning.
• Balanced: Ask for grade level, line-referenced issues, three rewrites each, and three inclusivity flags with short explanations.
• Thorough: Ask for the above plus a consolidated revised version and a two-sentence rationale for each change.

Routine tip: pick one document a week, run the balanced pass, record decisions, and add one new guideline to your internal checklist. Small, regular habits reduce stress and make inclusive, readable writing predictable.

[Rick Retirement Planner]

Quick win: Pick one paragraph from a document and run a built-in readability check in your word processor (many show a reading grade or score) or paste that paragraph into an AI chat and ask for a one-line plain-English summary — you can do this in under five minutes and get immediate feedback.

One thing to clarify up front: AI can help measure readability and flag potentially non-inclusive words, but it doesn’t replace human judgment. Think of it as a smart second pair of eyes — helpful for spotting patterns and offering alternatives, but not the final arbiter of tone or cultural nuance.

Here’s a simple concept in plain English: a readability score is just a way to estimate how easy text is to understand. It looks at sentence length and word choice and gives you a number or grade (like “8th grade”). Lower reading grade means simpler, clearer language. That’s useful if your audience is varied — clearer writing reaches more people.

Step-by-step approach you can use right away:

1. What you’ll need: one short section (2–4 paragraphs) of your document, a text editor or AI chat tool, and a simple inclusivity checklist (e.g., avoid jargon, prefer gender-neutral terms, check for cultural assumptions).
2. How to do it:
   1. Paste the selected section into your tool or editor.
   2. Ask the tool for a readability score or a plain-English summary and note the suggested reading grade.
   3. Ask for a few simpler alternative sentences or for specific inclusive-word suggestions (for example, use “chair” instead of “chairman”).
   4. Apply changes, then read the new text out loud — if it sounds natural, you’re heading in the right direction.
3. What to expect: a numeric score or short summary, a handful of suggested rewrites, and flags for potentially non-inclusive words. You’ll often get quick wins like shorter sentences and simpler words. Expect some false positives (AI may flag terms that are OK in your context) and occasional misses (subtle cultural or contextual issues).

Practical tips to keep confidence high: focus on one change at a time (start with sentence length), keep a short list of preferred substitutions (e.g., “people with dementia” instead of medical-first labels), and always do a final human read for tone and context. Small, steady edits make documents clearer and more welcoming — and that clarity builds trust with your readers.

[Author]

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