- Define Your Purpose: What specifically do you want to achieve with the communication? Is it to inform, persuade, instruct, or something else?
- Know Your Audience: Tailor your language, complexity, and the level of detail to the people you're communicating with. Are they technical experts, project sponsors, or a mixed group?
- Organize Your Thoughts: Outline your key points and the order in which you want to present them. Consider a simple structure (Intro - Main Points - Conclusion).
- Get to the Point: Start with your core message. Avoid long preambles and save supporting details for later if needed.
- Simple Language: Ditch jargon and complex terms whenever possible. Opt for clear, everyday words.
- Short and Sweet: Favor short sentences and paragraphs. This is especially important for emails and written updates.
- Be Specific: Back up claims with data or examples. Instead of "sales are down," say "sales decreased 15% in Q3 compared to Q2.”
- Visual Aids: Charts, diagrams, or simple bullet point lists add clarity and make information easier to digest, especially for complex situations.
- Active Voice: Use the active voice ("The team completed the task") instead of the passive voice ("The task was completed"). It's stronger and more direct.
- The BLUF Technique: "Bottom Line Up Front" is a common practice, especially in busy environments. State your main conclusion or recommendation immediately, then provide supporting evidence.
- The Power of "Because": When making requests, offer a brief reason. "Can you send that report by noon because we have a client meeting this afternoon" is more persuasive than just the deadline.
- Proofread! Typos and errors undermine your credibility. Take the time to proofread important communications.
- Ask for Clarification: When receiving instructions, paraphrase back what you heard to ensure understanding. "Just to make sure I'm on track, you'd like me to..."
- Solicit Feedback: Ask colleagues or stakeholders if a message was clear. Be open to suggestions on how to improve.
- Read Aloud: This helps catch awkward phrasing
- Put Yourself in the Reader's Shoes: Would you understand your own message if you had no prior context?
