4 Simple Shifts to Instantly Improve Your Workplace Writing

Strong communication isn’t about writing more. It’s about writing smarter. Professionals who stand out as efficient and effective know how to make their messages clear, compelling, and easy to act on.

Here are four simple shifts you can make in your writing that will save time, build trust, and help you get better results at work.

And before we begin, if you want to clean out your inbox right now with efficient and effective messaging, check out my free Fast & Effective Email Checklist here.

1. Write with Emotional Intelligence

The best communicators don’t just send information, they connect. Henry Ford once said, “If there is any one secret of success, it lies in the ability to get the other person’s point of view and see things from that person’s angle as well as from your own.”

In other words, step into the shoes of the person you’re writing for.

When you pause to consider your audience’s perspective, you’re throwing out a line of connection. Your words become more relevant and persuasive.

Try this: Before drafting your message, ask yourself:

• What matters most to my audience right now?

• Why should they care about this?

• How can I connect my request to their priorities?

That shift from “what I need” to “why it matters to them” is a game changer.

2. Add the Right Context

Clear writing always includes the background your audience needs to understand and act on your message. Without it, they may feel confused, disengaged, or forced to come back with follow-up questions. All of which costs precious time and lowers productivity.

Try this: Ask yourself:

• What do I know that they might not?

• How does this tie into the bigger goal?

• Will this extra context make the task easier to complete?

Adding the right amount of context eliminates guesswork and creates alignment. However, adding too much context can create more confusion. Understanding your audience will help you decipher just how much they need to know to get the job done.

3. Choose the Best Platform

With seemingly unlimited options for communication (email, chat, text, video calls, phone calls, etc.), the platform you choose sometimes matters as much as the words you use.

We’ve all been in meetings that could have been an email, or dug through endless chat threads to find one critical detail. Choosing the right channel respects your audience’s time and ensures your message lands.

Try this: Before hitting send, ask:

• Is this the fastest, clearest way to share this message?

• How will it be received on this platform?

• Does this format make it easy for them to respond?

The right platform will always be the easiest one for your audience to understand and act on the message, which may differ from what’s easiest for you. Always put your audience first.

4. Close with a Clear Call to Action

Every strong message ends with direction. Instead of vague sign-offs like “Let me know what you think,” give your reader something specific, time-bound, and achievable.

Try this: Make your CTA:

• Clear — State exactly what’s needed.

• Time-bound — Give a deadline.

• Achievable — Keep it realistic.

• Audience-appropriate — Make sure the recipient has the ability to act.

Examples:

• “Please provide feedback by Friday at 5 p.m.”

• “Can you add the Q3 numbers to the next draft?”

• “When the proposal is finalized, please send it to the client.”

The Bottom Line

Small changes in how you write make a big difference in how you’re received. By writing with emotional intelligence, adding the right context, choosing the right platform, and closing with a clear CTA, you’ll save time, reduce confusion, and strengthen your professional reputation. 

The common thread lies in understanding and respecting the recipient of your message and what they need to act. The more intentional you are with your words, the more effective you’ll be as a leader and communicator.

Want to clean out your inbox in record time with efficient and effective messaging?

Check out my free “Fast & Effective Email Checklist” here.