Clear, concise communication isn’t just a buzzword—it’s the key to a productive workday. Let’s face it: who really wants to spend their morning slogging through a meeting that could have been an email, or reading an email that reads like a modern-day “War and Peace”? Not me!
The truth is, in our fast-paced world, time has never been more important. Every minute spent deciphering a cryptic message is a minute lost that could have been spent on more important things, like enjoying a cup of tea or finishing that project on time. So here are my top tips for emails, messages, and meetings that might just save you (and your colleagues) from endless communication chaos:
Emails and Messages – top tips!
Firstly, it’s important to write a clear, descriptive subject line. It’s like the headline of a newspaper—if it doesn’t grab attention, who’s going to read it? Next up, keep it brief! Aim for a message that could be read over a quick coffee break. If it starts to look like an epic novel, trim it down – you could always pop it into a generative AI tool to help you condense it! Finally, try to be direct and action-oriented. Clearly state what you need, why it’s important, and state any deadlines.
One last point – if you can, stick to one, pre-agreed platform for communication. Whether it’s email, Teams, or Slack, using a single communication channel helps avoid the confusion of switching between WhatsApp, Messenger, text, or even smoke signals. Your colleagues (and your sanity) will thank you.
The recipe for a marvellous meeting.
If possible, only call a meeting when it’s truly necessary. If a quick email will do, then that’s probably the best route! Meetings via Zoom or Teams can be quick and convenient (and provide the opportunity to record and transcribe meetings more easily, if everyone agrees to being recorded). When a meeting is a must, there are a few simple tips to help keep things moving! Firstly, set a clear agenda in advance. This gives everyone a chance to prepare and keeps the discussion on track. Next, try to keep meetings short and focused. Aim for efficiency—if you can wrap it up in 30 minutes instead of an hour, do it! Everyone has a to-do list as long as a double decker bus, so is likely to appreciate the additional time! Finally, try to summarise key points covered in the meeting at the end and follow up with a brief email, as this ensures everyone is on the same page and knows what’s expected next, as well as acting as a helpful reminder in the days and weeks to come.
By adopting these simple measures, you can help transform your day-to-day communications from time-consuming marathons into crisp, effective exchanges. After all, in a world where every minute counts, why waste time wading through endless words when you could be getting on with the work that really matters?
So next time you’re drafting that email or scheduling a meeting, remember: clarity is key. Keep it short, keep it sweet, and above all, keep it effective. Here’s to fewer meetings, shorter messages, and more time for what truly counts!