[This article is part of the monthly Communicate Smarter: Your Guide to Better Work Conversations series from Public Affairs. Find the full series in the Public Affairs space as articles are published.]
In today’s workplace, we send a lot of messages! From quick chats to important emails, clear writing is key.
Badly written messages can lead to confusion, wasted time, and missed information. Good writing gets your point across fast and effectively.
Tips for Writing Clear Messages:
- Strong Subject Lines (Emails): Your subject line should tell the reader exactly what your email is about. Make it clear and concise, like “Meeting Agenda for Project X” instead of “Info.”
- Get Straight to the Point: Don’t bury your main message. Start with the most important information. Why are you writing? What do you need?
- Use Short Paragraphs and Sentences: Long blocks of text are hard to read. Break your ideas into smaller paragraphs and use shorter sentences. This makes your message easier to scan and understand.
- Use Bullet Points and Lists: When you have several pieces of information or action items, use bullet points or numbered lists. They make information easy to digest.
- Proofread, Proofread, Proofread: Before you send, always re-read your message. Check for typos, grammar mistakes, and unclear sentences. A quick check can save you from misunderstandings.
- Consider Your Audience: Who are you writing to? Adjust your tone and language. You might write differently to your manager than to a close team member.
Your action steps: put it into practice!
- Review Your Last 3 Emails: Look at the subject lines and first sentences. Did they clearly state your purpose? How could you make them even clearer?
- Use a Bulleted List Today: When you need to share three or more pieces of information in a message, use bullet points.
- Ask a Colleague to Proofread: For an important email, ask a trusted colleague to quickly read it over before you send it. A fresh pair of eyes often catches mistakes.
For more support in your email writing, check out Public Affairs’ Effective Emails Toolkit In the Communicating Effectively wiki on UCOR Hub.
