Renovating Your Forms: Step 1
Gather and Assess Your Forms
The first step to making government forms better is for your department or division to take a close and critical look at the forms you use to administer your various programs.
Assess your forms closely with an eye to the following common problems and potential solutions:
| Problem | Solution |
|---|---|
| The form… | You can… |
| collects information already gathered by other forms | combine two or more forms within or across program areas |
| asks for information that is not really needed or is no longer relevant | remove the unnecessary questions |
| is not clearly identified by source | use the DIY Templates |
| does not clearly state what it is for | give your form a title that states its subject and purpose |
| does not look like other forms in our division or department | apply Better Forms standards to all forms |
| does not give clients enough space to record the required information | follow Better Forms standards—a two-page form with room for responses is better than a one-page form without enough space |
| is crowded with too much information and too many graphic elements | follow Better Forms Standards—a two-page form that is spacious is better than a crowded one-page form |
| is printed in a small type size that is difficult to read | follow Better Forms Standards—a readable two-page form is better than a one-page form that requires magnification |
| is laden with technical or legal language | follow Nova Scotia Plain Language Guidelines in this resource; consult your communications advisor |
| does not provide clear instructions for completing and submitting the form | give concise instructions at the end of the form, as shown on the Better Forms templates |
| does not identify if or what other forms or information must be submitted | state what other forms and information the client must submit with the form |
| does not tell the client how they can get help with the form | give the name and contact information for a staff person clients can call for help |
| is not available online | create an electronically fillable PDF and upload it to the appropriate web site |
| is available online but is difficult to find | simplify the online pathway to your form and make sure it is labeled the same way everywhere it appears |
| is available in different versions in different locations | assign a version number/revision date to the form; ensure that the most recent version is posted online and stocked at distribution points; recall and shred obsolete versions, except a copy for archives |