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What are the best practices for writing clear and concise digital messages?

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Digital communication is essential for many aspects of work and life, but it can also be challenging to get your message across clearly and concisely. Whether you are sending an email, a text, a social media post, or a chat message, you need to consider your audience, your purpose, and your tone. Here are some best practices for writing effective digital messages that can help you communicate better and avoid misunderstandings.

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Emma Paterson

Associate Partner at Dentons Global Advisors- Digital Specialist
Anik Vigneault

Marketing and Communications Specialist./ Spécialiste en marketing et communication.
Hayley L.

MSW Student at the College of St Scholastica

1 Know your audience

In order to write a clear and concise digital message, it is essential to understand the audience you are writing to. Different audiences may have different preferences, needs, and levels of familiarity with you and your topic. For instance, a formal email to a client may necessitate a different tone and format than a casual text to a friend. To know your audience, ask yourself questions such as what is their relationship to you and your topic, what is their level of knowledge and interest in your topic, what is their preferred mode and style of communication, and what are their goals and expectations from your message? Answering these questions will enable you to tailor your message to the audience's needs, thus avoiding confusion, frustration, or offense.

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Anik Vigneault

Marketing and Communications Specialist./ Spécialiste en marketing et communication.
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The voice is the distinct personality of your brand, whereas the tone refers to the moods and attitudes of specific content pieces. The tone can change depending on the channel, the situation and the audience.

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Jacques Foul

Digital Communications Consultant & Trainer | Boosting your visibility online and turning executives into thought leaders
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A friendly message to a colleague should be different from an email you send to a client with a proposal. Knowing who you're talking to helps you figure out what to say and how to say it.

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2 Define your purpose

To write a clear and concise digital message, the second step is to define your purpose and the desired outcome. This can help organize your thoughts, select the right words, and eliminate unnecessary details. Ask yourself what is the main point or idea of your message, what action or response you want from your audience, what information or evidence is needed to support your point or idea, and how to structure the message to make it easy to follow and understand. Answering these questions will allow you to craft a message that effectively conveys your purpose and persuades your audience.

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Jacques Foul

Digital Communications Consultant & Trainer | Boosting your visibility online and turning executives into thought leaders
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Starting your messages by explaining what you want and what you expect helps grab your reader's attention and makes your writing more powerful and memorable.

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3 Use simple and precise language

To write a clear and concise digital message, it is important to use simple and precise language that can effectively and efficiently communicate your meaning. Avoid ambiguity, jargon, and errors that can confuse or mislead your audience by using short and simple sentences and paragraphs that express one idea at a time. Additionally, opt for active voice and strong verbs that show who is doing what and how, as well as specific and concrete words and phrases that accurately and vividly describe your topic. Make sure to use correct spelling, grammar, and punctuation that follow the norms and rules of your mode and style of communication. Lastly, use acronyms and technical terms only when necessary and explain them when you first use them. Following these guidelines will help make your message clear and concise.

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Jacques Foul

Digital Communications Consultant & Trainer | Boosting your visibility online and turning executives into thought leaders
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Complicated writing is a nightmare for readers. Write shorter sentences, use active voice and read your writing aloud to make your writing sharper.

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Kush Rajde

Tech Consultant by Profession, Public Speaker by Passion
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Enhance your language with various AI tools that can be used to rephrase your sentences in a better way! You may want to rephrase and find various options to the text message that you are creating digitally and there's good news for you - it can be done at the tips of your fingers! Unlike in the 2000s, various Grammar AI tools can be utilized to improve your digital communication. Here are to name a few: - Wordtune - Grammarly - Ginger - Writesonic - ContentBot

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4 Be polite and respectful

In order to write a clear and concise digital message, it is essential to be polite and respectful of your audience and their feelings, opinions, and perspectives. This will help you build rapport, trust, and goodwill with your audience while avoiding conflict, criticism, or offense. To accomplish this, you should use appropriate salutations and closings that match your mode and style of communication and your relationship with your audience. Additionally, using positive and courteous words and phrases that express gratitude, appreciation, or praise can help. Modals and qualifiers such as please, thank you, could, would, might, or perhaps can also soften your tone and show politeness. Emoticons and emojis should be used sparingly when they match your mode of communication and tone. Lastly, try to avoid using sarcasm, irony, or humor that can be misunderstood or misinterpreted. Following these etiquette will ensure you are being polite and respectful of your audience's communication preferences.

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Jacques Foul

Digital Communications Consultant & Trainer | Boosting your visibility online and turning executives into thought leaders
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I have a rule in my writing: Don't write something a reporter would release as news. Keep your writing clear, positive, and polite.

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5 Check and revise your message

Before sending your digital message, it is important to check and revise it to catch any mistakes, errors, or inconsistencies. To do this, you can read your message aloud or use a text-to-speech tool to hear how it sounds and flows. Additionally, use a spell checker or a grammar checker tool to identify and fix any spelling, grammar, or punctuation errors. A readability tool or a word count tool can also help measure and improve the simplicity and brevity of your message. Moreover, having a friend, colleague, or peer review your message and provide feedback can be beneficial in ensuring its clarity and conciseness. Finally, you should make any necessary changes or adjustments based on the tools or feedback you receive to improve your message.

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Hayley L.

MSW Student at the College of St Scholastica
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As professionals, we all want to create content that resonates with our target audience. It's important to tailor our writing style and information to the level of comprehension of our intended audience. Imagine trying to explain how to bake a cake to a kindergarten class - using complex scientific jargon wouldn't make sense. Let's keep it relevant and accessible for everyone.

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Jacques Foul

Digital Communications Consultant & Trainer | Boosting your visibility online and turning executives into thought leaders
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Before you hit the send button, I'd recommend giving your writing a quick check with the Hemingway app, Grammarly, and ChatGPT to make sure it's clear and concise.

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6 Use visual aids when appropriate

When crafting a clear and concise digital message, it is important to use visual aids when appropriate. This could include images, graphs, charts, diagrams, videos, or animations that illustrate, explain, or emphasize your point. To ensure the visual aids are relevant and of high-quality, you should use those that are easy to see, read, and understand by your audience. Additionally, use visual aids sparingly to avoid clutter or confusion. If necessary, include captions, labels, or references to explain or cite your visual aids as well as alt text or transcripts to make them accessible and inclusive for all audiences. In doing so, you can make your message more engaging and memorable.

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Emma Paterson

Associate Partner at Dentons Global Advisors- Digital Specialist
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One tip someone gave me was assume your post copy will never be read, which means your image, video or graphic needs to convey your message just in less space. This bit of advice always makes me think about how the visual needs to compliment but also tell the story standalone.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Sonam Bhargava

Digital | HSBC | Banking | IIM | NIT
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Above mentioned best practices are the "must have" for a clear and concise digital message. In my view, some of the additional best practices to draft a message would be : ? Start with the main point: Get to the crux of your message upfront to grab attention and avoid confusion. ? Structure logically: Organize your message with clear transitions and paragraphs to guide the reader through your points. ? Use active voice: This creates a more direct and engaging message. ? Adapt your tone: Be formal in professional settings, friendly in casual ones, and consider cultural norms when appropriate. ? Use emojis sparingly: They can be helpful for adding personality or emphasis, but overuse can be unprofessional or misinterpreted

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What are the best practices for writing clear and concise digital messages?

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1 Know your audience

2 Define your purpose

3 Use simple and precise language

4 Be polite and respectful

5 Check and revise your message

6 Use visual aids when appropriate

7 Here’s what else to consider

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