Clarity In Written Communication

Found this 1980 ad about writing clearly. 65 years later, it's still the best writing advice I've ever seen: 1) Know exactly what you want to say before you start Most people start writing and figure it out as they go. That's why most writing sucks. Thompson says outline first, write second. Revolutionary concept, apparently. 2) Start where your readers are, not where you are Don't assume people know what you know. Meet them at their level of understanding, then bring them along. Most "experts" write for other experts and wonder why nobody gets it. 3) Use familiar word combinations Thompson's example: A scientist wrote "The biota exhibited a one hundred percent mortality response." Translation: "All the fish died." Stop trying to sound smart. Start trying to be clear. 4) Arrange your points logically Put the most important stuff first. Then the next most important. Then the least important. Seems obvious, but most people do it backwards. 5) Use "first-degree" words Thompson says some words bring immediate images to mind. Others need to be "translated" through first-degree words before you see them. "Precipitation" => "Rain" "Utilize" => "Use" "Facilitate" => "Help" 6) Cut the jargon Thompson warns against words and phrases "known only to people with specific knowledge or interests." If your mom wouldn't understand it, rewrite it. 7) Think like your reader, not like yourself Thompson asks: "Do they detract from clarity?" Most writers ask: "Do I sound professional?" Wrong question. TAKEAWAY: This ad is from 1960. The internet didn't exist. Social media wasn't even a concept. But the principles of clear communication haven't changed. Most people still can't write clearly because they're trying to impress instead of express.

Many accountants email the balance sheet and income statement to their CEOs and think,   “Job done.”  But here’s the problem: Your CEO is not necessarily trained in reading financial statements. Even if they were, you've just given them an assignment to "figure it out" If your boss doesn’t understand the numbers, then you haven’t communicated. You’ve just forwarded a report.  🚨 A financial statement without context is just data.   📊 Your job is to turn that data into insights.  How to Present Financials the Right Way  📌 1️⃣ Give a One-Page Summary 🔹 Highlight key figures—Revenue, Profit, Cash Flow, and Key Ratios.   🔹 Include clear takeaways (e.g., “Revenue grew 10%, but margins dropped due to rising costs.”).   🔹 Avoid technical jargon—simplify complex metrics.  📌 2️⃣ Answer the Big Questions   Your CEO doesn’t want numbers—they want meaning. Help them understand:   🔹 What changed? (“Profit dropped 5% due to higher shipping costs.”)   🔹 Why did it happen? (“Fuel prices increased 20% this quarter.”)   🔹 What should we do next? (“We should renegotiate supplier contracts.”)  📌 3️⃣ Use Visuals   🔹 Graphs > Tables—a well-designed chart can explain in seconds.   🔹 Use color-coded trends (e.g., 🔴 Negative, 🟢 Positive).   🔹 Keep it clean—no clutter, no distractions. 📌 4️⃣ Speak the CEO’s Language   🔹 Skip the accounting terminology—focus on impact.   🔹 Tie financials to business goals:     - Sales grew 15% → “We’re expanding market share.”     - Cash flow dipped → “We need to tighten collections.” ✅ Financial statements don’t speak for themselves—you do.   ✅ Numbers are useless without insights.  If your CEO isn’t making better decisions because of your reports, then your job isn’t done.  💡 Don’t just report numbers—explain them. That's how you add value and impact.

"Turning Information Overload into Structured Communication" Ever found yourself buried under a mountain of information, struggling to extract the key points and communicate them effectively? I’ve been in that exact situation countless times, and I know how overwhelming it can be. With so much data coming at us from every direction, it’s easy to get lost and fail to convey our message clearly. Here’s how I tackle this challenge: 🖊️Prioritize Key Points When faced with a flood of information, I start by identifying the most critical points that need to be communicated. Ask yourself: “What is absolutely essential for my audience to know?” Focus on these priorities to keep your message clear. 🖊️Use the “Less is More” Principle It’s tempting to include every detail, but that can overwhelm both you and your audience. I’ve found it’s more effective to distill complex information into concise summaries that highlight only the most relevant aspects. 🖊️Create an Outline Before diving into communication, I organize the information into a clear outline. Breaking it down into sections or bullet points helps to see the structure and flow of the message, making it easier to convey. 🖊️Employ Visual Aids Visual aids like charts, graphs, or slides can simplify complex information and make it more digestible. They’ve been incredibly useful for me in presenting data-driven insights clearly and effectively. 🖊️Rehearse and Refine Practice makes perfect. I always rehearse my main points and how I plan to present them. This helps me refine my message and ensures I’m not overwhelmed by the sheer volume of information. By following these strategies, I’ve managed to turn the chaos of information overload into structured, impactful communication. It’s all about focusing on what matters most and presenting it in a way that’s easy for others to understand. How do you handle #information overload? Share your strategies and let’s learn from each other! LinkedIn Guide to Creating LinkedIn News India

𝟴𝟬 𝗣𝗮𝗴𝗲𝘀 𝗼𝗳 𝗥𝗲𝘀𝗲𝗮𝗿𝗰𝗵. 𝟮 𝗣𝗮𝗴𝗲𝘀 𝗼𝗳 𝗔𝘁𝘁𝗲𝗻𝘁𝗶𝗼𝗻 In public policy, most reports are 60–80 pages long. But here’s the uncomfortable truth: Most decision-makers only read the first 2. And sometimes? Just the executive summary. As a research analyst, that realization changed everything about how I structure my work. Here’s what I’ve learned about making sure your research drives action, not just collects dust: ✅ Write for the reader, not for the writer. Don’t write to show how much you know, write to show what they need to decide. ✅ Lead with what matters. Start with the “So what?” before the “What.” Policy leaders want outcomes, not background theory. ✅ Use a “3-30-3” format. Your report should offer: → 3 seconds of clarity (title/executive summary) → 30 seconds of insight (key charts/headlines) → 3 minutes of direction (recommendations & next steps) ✅ Assume scanning, not reading. Use bolded insights, clear section headers, and takeaway boxes. They’re not cosmetic, they’re functional. ✅ One page = one message. If a page has three ideas, it has no anchor. Keep it focused. Make it memorable. 🧠 Research doesn’t create impact. Readable research does. We’re not in the business of writing reports. We’re in the business of helping people make better decisions, faster. 💬 Tag a peer who’s ever had to condense 6 weeks of work into 6 bullet points. And if you want more behind-the-scenes frameworks on how research drives real-world change, follow for more. LinkedIn LinkedIn News India #PublicPolicy #ResearchToImpact #ResearchCommunication #ExecutiveSummaries #PolicyDesign #DecisionSupport #LinkedInForAnalysts

Don't try to sound smart. Try to be useful. 3 years ago, I deleted my most "impressive" newsletter. 2,000 words. Multiple frameworks. Industry jargon everywhere. 14 drafts. It felt "professional." It felt "high-level." It felt wrong. That week, a CEO guest spoke to me before our podcast: "You know why I listen to your show? Because you make things simple." Then she paused. "But your newsletter... sometimes I need a dictionary." That changed everything. I opened my analytics that night. The pattern was clear: My "smartest" content performed worst. My simplest advice spread fastest. I had been: • Writing to impress peers • Stacking jargon on jargon • Trying to sound "intellectual" • Hiding behind complexity So I started over. New rules: 1. Write like I talk 2. No words I wouldn't use at dinner 3. Every piece needs a clear "do this" Example: Before: "Contemporary market dynamics necessitate strategic pivots in content optimization." After: "Test what works. Double down on what people love." That decision? It built my entire business: • The podcast grew exponentially • The newsletter became my main lead generator • Sponsorship deals rolled in • Speaking opportunities opened up Best feedback I get: "Used your advice. Landed the client." "Finally, someone who makes this simple." "Implemented this today. It worked." The truth about expertise: • Rookies hide behind jargon • Veterans embrace simplicity • Masters focus on impact This philosophy drives everything: • How I write • How I speak • How I teach • How I coach Because here's what I learned: Value beats vocabulary. Always. 3 questions before publishing: 1. Would my mom get this? 2. Can someone use this today? 3. Did I remove all the fluff? Remember: Your audience's success is your scorecard. Not your vocabulary. Today? That decision to choose simplicity over sophistication was worth millions. But more importantly: It actually helped people. // Agree? Simple or complex content - which actually helps you more? Share below. #ContentCreation #Podcasting #Writing #ValueFirst

The Ultimate Board Meeting Pack Checklist I've sat through countless board meetings in my career working with fast growing companies... and if there's one thing I've learned, your board deck serves a critical purpose - empowering your board to understand your company's financial health, performance, and direction. So what makes a great board pack? Let me break it down for you 👇 ➡️ EXECUTIVE SUMMARY Your exec summary needs to pack a punch with just one page. I always include: -A snapshot of company performance with key wins -Any concerns that need immediate attention -Strategic updates in bullet-point format -High-level financial highlights No fluff, just what matters most. Board members should get the full picture in under 30 seconds. ➡️ FINANCIAL OVERVIEW This is where the numbers tell their story: -P&L Summary showing actuals vs budget/forecast (MTD, QTD, YTD) -Cash position with current balance, burn rate, runway -Balance sheet highlights focusing on key shifts in assets/liabilities When I present these, I always color-code variances so problems jump off the page. ➡️ VARIANCE ANALYSIS Don't just show the numbers, explain them: Focus on top 3-5 significant deviations from budget -Get to the root causes behind variances -Include action items to address issues -Use visuals like bar charts to highlight the biggest gaps My favorite approach? Waterfall charts that show the journey from forecast to actual. ➡️ OPERATIONAL METRICS Numbers beyond the financials matter just as much: -Customer metrics (growth, churn, retention, NRR/GRR) -Sales pipeline and conversion stats -Product/feature engagement for tech companies I like to show 6-month trends for these metrics so the board can spot patterns, not just points. ➡️ STRATEGIC INITIATIVES & ROADMAP The board wants to know where you're going: -Status updates on key projects or product launches -Hiring progress versus the plan -Strategic priorities for next quarter Use simple red/yellow/green indicators to show status at a glance. ➡️ RISKS & CHALLENGES Every company has risk. It's how you communicate & plan for that risks that makes all teh difference in the world -Outline key risks across financial, operational, legal areas -Share your mitigation plans for each -Be transparent - boards value this more than sugar-coating ➡️ ASK FROM THE BOARD Be crystal clear about what you need: -Funding requirements -Strategic advice needs -Hiring referrals -Feedback on potential pivots ➡️ APPENDIX Keep the meeting focused, but have backup: -Detailed financials (P&L, BS, CF) -Org chart with key hires highlighted -Detailed KPIs for those who want to dig deeper === That's my complete board pack checklist - but everyone does it differently. What's your approach to board packs? What sections do you find most valuable? Join the discussion in the comments below 👇

If you're aiming for the C-suite, clarity around your value is non-negotiable. Too often, I see smart, capable leaders stumble in interviews or on paper—not because they lack experience, but because they haven’t taken the time to reflect. Before you make your next move, spend real time thinking through: What business challenge were you hired to solve? How did that challenge evolve over time? What metrics were you accountable for? How did you deliver against those KPIs? What is your target role or company truly looking for? In what ways have you already demonstrated that you're the right person to meet those needs? What have you consistently achieved across your career? What are you known for? What differentiates you from other high performers? What’s the most innovative initiative you've led in the talent space? How large were the teams you led—and how did you retain and grow them? What were your employee engagement scores? Are you proud of those results? What did you learn from them? This exercise isn’t quick. It may take several focused hours. But this kind of reflection is what sharpens your narrative and elevates your positioning. Self-awareness is a competitive advantage. The "easy way" isn’t the fast way—it’s the intentional way. Put in the strategic work before you hit "apply" and you'll move faster, attract better-fit opportunities, and present yourself with the clarity and confidence of a true executive. #executivepresence #careerstrategy #resume #leadership #valueproposition

A lot of the disenchantment with LLMs these days is simply this: if you provide a poorly written prompt, the LLM will behave poorly. To illustrate this point, imagine you're teaching a robot how to make a peanut butter and jelly sandwich. You might give the instructions: 1. Take a slice of bread 2. Put peanut butter on the slice 3. Take a second slice of bread 4. Put jelly on that slice 5. Press the slices of bread together These instructions seem clear but they could result in the robot taking a slice of bread, putting the jar of peanut butter on top of the slice, taking a second slice of bread, putting the jar of jelly on top of that slice, then picking up both slices of bread and pushing them together. Technically, that's not wrong, right? Being explicit removes a lot of non-determinism and uncertainty. A more explicit, better set of instructions would be:  1. Take a slice of bread 2. Open the jar of peanut butter by twisting the lid counter clockwise 3. Pick up a knife by the handle 4. Insert the knife into the jar of peanut butter 5. Withdraw the knife from the jar of peanut butter and run it across the slice of bread 6. Take a second slice of bread 7. Repeat steps 2-5 with the second slice of bread and the jar of jelly. 8. Press the two slices of bread together such that the peanut butter and jelly meet Being explicit is important. LLMs require us to think a little differently about the way we author things.

I have a hypothesis about why some salespeople sound like robots. They sell complex products, so they think they need a lot of specialized jargon to explain them. I also suspect salespeople believe they need to sound professional. The problem? Jargon and corporate-speak are counterproductive. They confuse your message. As Donald Miller says, “When you confuse, you lose.” How can we make the “sales voice” go away? Notice the difference between this sentence: “Our onboarding process ensures a comprehensive understanding of our product’s capabilities.” And this sentence: “We’ll walk you through everything to make sure you’re comfortable and ready to roll.” Before: “You may customize your dashboard settings to align with your specific preferences.” After: “Set up your dashboard just the way you like it.” Before: “Our platform provides a 360-degree view of customer interactions, enabling comprehensive insights and streamlined data access.” After: “See everything about your customers in one place.” Imagine explaining your product to a friend over coffee—not a room full of executives. Use short sentences, plain language, and words they’d actually say in real life. Instead of “optimize efficiencies,” try “make it easier.” Instead of “comprehensive insights,” say “see the big picture.” The goal is clarity, not complexity. When your message is easy to understand, people feel like you’re talking with them, not at them. And that’s when trust—and sales—happen.

This writing advice is 45 years old. And it still beats AI by a mile... Since this article was published, the world has become a very different place. We can now generate anything we can imagine in mere seconds. But faster rarely means better. When it comes to writing, AI defaults to jargon-filled, abstract, cookie-cutter language.  (The exact kind of writing this article advises against.) So, whether you're writing from scratch or using AI to speed up the process, these principles are still the gold standard for producing clear, effective content. Here's what Edward T. Thompson (former Editor-in-Chief of Reader's Digest) identified in 1980: 1. Outline what you want to say Know where you're going before you start writing.  Use index cards, bullet points, whatever works. 2. Start where your readers are Consider how much they already know about the subject.  Don't write over their heads or beneath their intelligence. 3. Avoid jargon Don't use phrases that only people with specific knowledge will understand.  If you can say it simply, say it simply. 4. Use familiar combinations of words Don't invent awkward phrases when clear ones already exist.  But remember: Bad grammar can be just as unclear. 5. Use "first-degree" words Choose words that immediately bring an image to mind.  Concrete will always beat abstract. The fundamentals of clear writing haven't changed a bit. These principles were true in 1980, and they're still true now. In fact, they matter even more today. AI can generate thousands of words in seconds.  But it defaults to abstract, corporate language. If you don't know what clear writing looks like, you won't catch it. You'll edit for grammar and call it done.  But the writing will still feel empty. So in a world where AI slop is ruining the internet... Let clear, articulate writing be your competitive advantage. What's your best piece of timeless writing advice? --- I'm fascinated by writing and creativity in the era of AI.  If you are too, give me a follow Katharine Gordon! And repost to share this article with your network!