How do you make your messages easy to read and use?

1 Know your purpose and audience

Before you start writing, you need to define your purpose and audience. What is the main goal of your message? What do you want your audience to do, think, or feel after reading it? Who are your audience members? What are their needs, interests, expectations, and preferences? How much do they know about your topic? How will they access and use your message? Answering these questions will help you tailor your message to your specific context and avoid irrelevant or confusing information.

2 Use plain language and active voice

One of the best ways to make your messages easy to read and use is to use plain language and active voice. Plain language means using simple, common, and precise words that your audience can understand. Avoid jargon, acronyms, technical terms, or vague expressions that might confuse or alienate your audience. Active voice means using sentences where the subject performs the action, rather than being acted upon. Active voice makes your sentences more direct, clear, and engaging. For example, instead of saying "The report was submitted by the team", say "The team submitted the report".

3 Organize your information logically

Another message design principle is to organize your information logically. This means using a clear and consistent structure that guides your audience through your message. Start with an introduction that states your purpose, main points, and key takeaways. Then, use headings, subheadings, paragraphs, and transitions to divide your message into sections and sub-sections. Use a logical order that suits your purpose and audience, such as chronological, problem-solution, cause-effect, or compare-contrast. End with a conclusion that summarizes your message and provides a call to action or a next step.

4 Use visual elements and white space

Visual elements and white space can also help you make your messages easy to read and use. Visual elements include images, graphs, charts, tables, icons, or colors that complement and enhance your text. They can help you attract attention, illustrate complex or abstract concepts, or emphasize important information. White space refers to the empty space between text and visual elements. It can help you create contrast, balance, and harmony in your message. It can also help you reduce clutter, increase readability, and guide your audience's eyes.

5 Check your tone and style

The tone and style of your message can affect how your audience perceives and responds to it. Tone refers to the attitude or emotion that you convey through your word choice, punctuation, and sentence structure. Style refers to the conventions or rules that you follow for grammar, spelling, punctuation, and formatting. You need to check your tone and style to make sure they are appropriate for your purpose and audience. For example, you might use a formal tone and style for a professional report, but a casual tone and style for a social media post.

6 Review and revise your message

The final message design principle is to review and revise your message. This means checking your message for accuracy, clarity, consistency, and completeness. You need to make sure that your message conveys your intended meaning, has no errors or gaps, follows your chosen structure and format, and meets your communication objectives. You can use tools like spell checkers, grammar checkers, or readability tests to help you identify and correct any issues. You can also ask for feedback from someone else who can provide a fresh perspective and constructive suggestions.

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?