Is your point getting across or getting lost?
Choose the right approach for a clear, brief message.
When you communicate strategically, you get better at making quick decisions and focusing on what matters. As you advance in your career, you may need to share information with busy executives who appreciate clear and concise messages.
Good communication is not only about your words, but also how you deliver them. Before sending an email, take a moment to consider if it’s the best option. For simple questions, a direct message often works better. If the issue is complex or sensitive, a quick call or in-person conversation can help avoid long, confusing exchanges.
Choosing the right way to communicate shows you value people’s time and want to be clear. In meetings, start with your main point instead of explaining how you got there. If others want more details, you can share them later. This helps your message stand out and makes it easier for coworkers to understand you quickly.
Put these approaches into practice.
Let’s look at practical ways to build the logical foundation you need to brief busy executives.
“I once sent a ten-paragraph email trying to explain a project delay. It sparked a 20-email thread of confusion. My mentor pulled me aside and said, ‘Next time, just call me.’ We solved the next issue in a three-minute phone call. Now, I always ask myself: 'Is this a chat, a call, or an email?'”
DON’T default to email for every interaction, especially for quick questions or highly sensitive, complex problems.
DO pause before hitting send and ask, “Is this the best choice?” Use direct messages for speed and face-to-face chats for complexity.
“In meetings, I used to give a play-by-play of my entire week before getting to my results. I noticed people checking their phones while I talked. I switched to: ‘We hit our target by 12%—here are the three reasons why.’ Suddenly, everyone was engaged. Leading with the headline made me sound like a leader, not just an observer.”
DON’T tell a long story about how you reached a conclusion before stating your main point, which risks your message getting lost in the noise.
DO lead with your main point or recommendation first. Offer the supporting details only if the audience asks for them.
“I thought long emails proved I was working hard. A manager eventually told me, ‘I don't have time to find the point of this.’ I started using bold headers and bullet points. Not only did I get faster responses, but I also became the person people wanted on their projects because I communicated so clearly.”
DON’T assume that more words equal more value; don't bury your request in a wall of text that makes the reader work to find the "ask."
DO value brevity and logic to show you respect everyone’s busy schedule, making your ideas instantly easier to understand.
“I used to be a 'reply-all' offender until I realized I was cluttering 50 people's inboxes. I stopped. Now, I only reply to the specific people who need the update. I’ve noticed that because I don’t spam the team, people actually pay closer attention when I have something important to contribute.”
DON’T reply-all to massive threads with "Thanks!" or "Got it!" unless it is absolutely necessary for the group to know.
DO filter your outgoing communication to reduce "digital noise," ensuring that when you do speak or send a message, people know it contains value.
“I was asked to fill in for my boss at a VP meeting. Because I had been practicing the 'Bottom Line Up Front' method, I was able to answer the VP's questions in thirty seconds flat. He was so impressed by my logic that he asked me to stay for the rest of the strategy session. Strategic communication opened a door I didn't even know was there.”
DON’T wait until you are in a senior role to practice concise communication; don't let a lack of logic stall your career progress.
DO treat every interaction as a chance to build your strategic thinking, preparing yourself to brief executives who only have a few minutes to spare.
Look at the next long email you’re about to send—could you delete the first three sentences and still get your main point across?
Integrate these professional strategies into your workflow—whether you’re refining your own work or mentoring your team or clients.