Learn how to avoid jargon and ambiguity in your internal communication. This article shares tips for writing clear and concise messages that suit your audience and purpose.

Take a tip from the US military with their BLUF communication principle: Bottom Line Up Front. Say the most important thing first. Say it clearly and briefly and make it outrageously easy to understand. For example, if you're sending an email and you want someone to sign the attached form, then the first line of your email should read "Please sign the attached form", rather than 4 paragraphs explaining about what the form is about. People usually bury the "ask" at the bottom of a long email - please do us all a favour and put the bottom line up front and let us get on with our day!

How do you avoid jargon and ambiguity in your internal messages?

How do you avoid jargon and ambiguity in your internal messages? If you want to communicate effectively with your colleagues, clients, and stakeholders, you need to write clear and concise messages that convey your purpose, expectations, and feedback. In this article, we will share some tips for writing better internal messages in the context of internal communications.

1 Know your audience

Before you write any message, you need to consider who you are writing to and what they need to know. Different audiences may have different levels of familiarity with your topic, project, or organization. You should tailor your message to suit their needs, interests, and preferences. For example, if you are writing to a senior manager, you may want to focus on the main outcomes and benefits of your work, while if you are writing to a technical expert, you may want to provide more details and evidence.

Add your perspective

Kristi White
Report contribution
In my role I have lots of different audiences to consider: external, internal, colleagues unfamiliar with the topic, leadership, vendors -and so many more. The first question I ask myself is who is my audience? Do I know them well enough to effectively communicate my message? Am I making sure I’m writing to them? Know your audience. Learn what you need to know and be sure to tailor your voice to them. Even though your voice should be authentic, remember it’s not about you!

Like

2 Use plain language

One of the most common pitfalls of internal communication is using jargon, acronyms, or technical terms that your audience may not understand. This can create confusion, misunderstanding, or frustration for your readers. To avoid this, you should use plain language that is clear, simple, and precise. Plain language does not mean dumbing down your message, but rather choosing words that are appropriate for your audience and context. You should also explain any terms that may be unfamiliar or ambiguous to your readers, or provide a glossary or a link to more information.

Add your perspective

Carolyn Bowick, FCIM, CMktr, Chart.PR

Marketing Strategy Specialist | Driving Brand Growth with Data-Driven Insights & Storytelling | Mentor for Marketers at All Career Stages | Wordsmith and Data Nerd
Report contribution
If you have a mix of languages spoken in your organisation, you might also want to consider getting your message proofread by someone whose first language isn't English - ask their opinion on how easy it is to understand, whether they know what action they need to take based on the message etc. You should also consider your message's content for those who may be neurodiverse - does it have jargon or phrases that ND people will struggle with? You might need to get a comms ambassadors support group to help you in the longer term, or you might want to think about translating your messages into other languages or graphic representations if this would help critical messages (eg health and safety) be more easily understood.

Like
Jennifer Lesinski

Vice-President, Marketing for St. John's Senior Services
Report contribution
In my role as a corporate communicator for over 25 years, one of the most important pieces of counsel I have given colleagues and mentees in crafting internal communications is to keep it simple. It can be very tempting to use sesquipedalian language when crafting leadership communication as a means to be respected as authority; however, quite the opposite objective of reaching staff with your message is achieved. Always remember the target audience and to determine how best to reach them with your communication. Comprehension by the receiver is the ultimate goal!

Like

3 Be concise and specific

Another way to improve your internal communication is to be concise and specific in your messages. Concise means using the fewest words possible to convey your meaning, without sacrificing clarity or accuracy. Specific means providing enough details and examples to support your points, without being vague or general. Being concise and specific can help you avoid unnecessary repetition, filler words, or irrelevant information that may distract or bore your readers. It can also help you highlight the most important or urgent aspects of your message.

Add your perspective

Joanna Parsons

The Internal Comms Gal. Wrote the book on internal communication. Top 10 LinkedIn Creators in Ireland. Consulting, training and speaking: joanna@thecuriousroute.com
Report contribution
Take a tip from the US military with their BLUF communication principle: Bottom Line Up Front. Say the most important thing first. Say it clearly and briefly and make it outrageously easy to understand. For example, if you're sending an email and you want someone to sign the attached form, then the first line of your email should read "Please sign the attached form", rather than 4 paragraphs explaining about what the form is about. People usually bury the "ask" at the bottom of a long email - please do us all a favour and put the bottom line up front and let us get on with our day!

Like

4 Structure your message

A well-structured message can help your readers follow your logic, understand your main points, and take action if needed. You should organize your message into clear sections, headings, and paragraphs, and use transitions and signposts to guide your readers. You should also use formatting tools, such as bullet points, lists, tables, or charts, to make your message more readable and scannable. A good rule of thumb is to start with a clear introduction that summarizes your purpose, context, and main points, and end with a clear conclusion that summarizes your message, provides a call to action, and invites feedback.

Add your perspective

Load more contributions

5 Proofread and edit your message

Before you send or publish your message, you should always proofread and edit it for any errors, inconsistencies, or gaps. You should check your spelling, grammar, punctuation, and tone, and make sure your message is clear, concise, and coherent. You should also ask yourself if your message is relevant, accurate, and complete, and if it meets the needs and expectations of your audience. You may want to ask a colleague or a friend to review your message and give you feedback, or use a tool like Grammarly or Hemingway to help you improve your writing.

Add your perspective

Olubunmi Adeleye

Leading Innovative Business Solutions | Corporate Communications | Advertising | Brand Strategy | Integrated Marketing Strategy
Report contribution
One thing I’ve found helpful is to look out for redundancies. Ask yourself, “does this sentence still make sense after I take this piece out of it?” If yes, then that bit is redundant. Take it out.

Like

How do you avoid jargon and ambiguity in your internal messages?

1

2

3

4

5

1 Know your audience

2 Use plain language

3 Be concise and specific

4 Structure your message

5 Proofread and edit your message

Internal Communications

Rate this article

Thanks for your feedback

More articles on Internal Communications

More relevant reading

How do you avoid jargon and ambiguity in your internal messages?

1

2

3

4

5

1 Know your audience

2 Use plain language

3 Be concise and specific

4 Structure your message

5 Proofread and edit your message

Internal Communications

Rate this article

Thanks for your feedback

Explore Other Skills