The power of legal design in HR documentation

I think there is no reason why legal text of any kind should be dense and complex. Clarity should be the primary objective. Nevertheless, many employers all over the world still rely on verbose, legalistic HR documentation. Contracts, handbooks, and data protection notices can be so dense that employees give up on reading them. Confusion mounts, people spend hours clarifying basic rules, and potential disputes simmer. Legal design challenges this status quo.

What is legal design, and why does it matter
Legal design bridges design thinking and legal practice to create user-friendly HR documents. The goal is simple: retain all key legal elements while eliminating unnecessary jargon. By focusing on employee needs, organisations can transform dense, inaccessible policies into tools that are easy to understand, boosting engagement and reducing confusion.

User-centric approach
At the heart of Legal Design is a user-centric approach. This involves a deep focus on understanding the needs, experiences, and behaviours of the end-users. Whoever prepares or re-designs the text must understand the users’ challenges and pain points.  Here are some practical steps to achieve this:

• Identify the target audience: Who is my target audience?
• Define the primary goal: What is the primary goal of this text?
• Focus on relevance: Does the content focus on what’s relevant to the audience, without unnecessary details?
• Simplify understanding: What does the reader find difficult in understanding the key message? How can I ease the pain of understanding this text?
• Anticipate questions: What questions might the reader have after reading my text?

More elaborate and effective way of getting to this understanding is through methods such as interviews, surveys, and observations, which provide valuable insights into the users’ perspectives. If employees don’t understand the rules, that’s not their failure – it’s the peoples’ who wrote them.

Simplification
Another key principle of legal design is simplification. Legal documents should be clear and understandable, which can be achieved by using plain language. Consider the following:

• Have a point: What’s the key message of this section? Does it stand out properly?
• Eliminate density: Do I really need this point or section? Does it add any value?
• Use plain language: Is my text written in plain language? Are there any unnecessary words or sentences? Would a 16-year-old understand my text?
• Clarify action points: Are the action points or the next steps clear to the reader?
• Enhance readability: Does the layout support readability (spacing, font size and alignment)?

Simplification doesn’t mean dumbing things down. It means making them smart enough to actually work.

Clarity and visual aids
In legal design, clarity reigns. Short, active sentences and everyday Polish (plus parallel English, if needed) help employees grasp essential meaning. The main text stays focused on the worker’s perspective. A remote-work policy might begin with a simple statement – “You can work from home if you follow these steps” – rather than burying guidelines in multi-page legalese. Let’s be real – most employees would rather read a TikTok caption than their HR handbook. Why not learn from what works in communication today?

Visual aids strengthen comprehension. Where appropriate, you could use icons, flowcharts, tables and other visual tools to simplify complex legal information, making it more accessible to users. There is no reason why they cannot be put in legal documents like internal policies, regulations etc. Whatever helps reader understand the rules and the key messages should be allowed. Icons draw attention to vital rules, and flowcharts help understand a process – for example, how to report sick leave. Tables help compare contract types, highlighting differences in probation or severance etc. The aim is not to decorate the page but to speed up orientation and reduce confusion. Quick scanning works best when layout is logical, headings stand out, and fonts are readable.

Make it simple
Many assume legal texts must be complex, but that’s a myth. Almost everything can be simplified. By structuring details in a clean, approachable format, you reinforce compliance. Paradoxically, making documents shorter often leads to better adherence. Employees, managers, and new hires no longer have to interpret endless paragraphs.

A simple example.

It’s 51 words against 26 and an almost 51% reduction in text. Numbers speak for themselves.

Another example.

Track progress
Data helps legitimise legal design. After overhauling your HR documents, it is good practice to track HR inquiries: did questions about leaves, pay, or disciplinary processes drop after introducing clearer documents? Ask employees through short surveys whether they feel more confident in interpreting their contracts or guidelines. Note any dip in formal grievances. Confirm with line managers if they spend less time clarifying routine matters. Over time, these metrics can show real progress. A thorough design overhaul may reduce legal disputes, save HR resources, and boost trust. While intangible, such improvements shape workplace culture. Employees who understand their rights and responsibilities are likelier to feel respected and engaged, rather than suspicious or confused.

Iterative process
Legal documents do not live in a vacuum. Legal design is inherently iterative. This means that prototypes of legal documents should be created and tested with users to gather feedback. Based on this feedback, the prototypes should be continuously refined and improved. This iterative process ensures that the final product is well-aligned with the users’ needs and expectations.

How to simplify your HR documents today
A practical rollout of a legal design process follows certain steps:

• Audit current HR documents: Identify which ones are outdated, too long, or contradictory.
• Gather feedback: Invite employees or managers to share their experiences. What do they find hardest to understand?
• Form a team: Include HR, legal counsel, and possibly a designer to draft simplified texts.
• Simplify language: Check that mandatory clauses remain, but rewrite them in plainer language. Consider adding icons or short summaries.
• Test and refine: Test these pilot documents with a department or newly hired staff. Gather feedback and refine as needed.
• Broader rollout: Once confident, announce a broader rollout. Provide brief training or Q&A sessions so managers can explain changes.
• Periodic reviews: Set a schedule for periodic reviews to keep up with evolving laws.

You don’t need any special tools or training to start legal design. Begin by focusing on plain language and user feedback.

Embracing the future
Don’t bury crucial rules under mountains of text. Refocus your attention on how people actually read and apply your policies. Use concise and visually engaging formats. Break free from archaic drafting and balance formality with readability. Legal design offers an approach that respects statutory demands yet speaks directly to employees. Rewrite in plain language, use visuals to highlight key points, and test documents with real users. The payoff is a workforce that feels genuinely informed and less prone to conflict. Ready to transform your HR documents? Start by auditing one key policy today.

How to Simplify HR Documents – checklist
Do:

• Use short, active sentences.
• Replace legal jargon with plain language.
• Include icons, diagrams, and tables.
• Test documents with employees for feedback.
• Audit documents regularly.

Don’t:

• Overload documents with unnecessary visuals.
• Remove essential legal clauses for compliance.