Does our message reach the right address?

Whether we want it or not, we are constantly communicating with the world around us.

We don’t have to say a single word—communication flows… through a smile, a glance, a gesture, a sigh.

Even without feedback, communication continues—it is a message in itself, and it does not prevent the other side from forming their opinion on the matter.

In short, communication cannot be stopped.

Given this, it would be wise to think about our message and everything that can make it effective—so that it REACHES THE RIGHT ADDRESS.

Here, I would like to share with you some of my experiences in this area and proven tools for creating and delivering effective messages.

You will agree that we are often in meetings, presentations, or conferences, and it matters greatly what kind of message we send to the audience.

Let’s set the FRAMEWORK for crafting an EFFECTIVE MESSAGE.

It is important to define five key points when creating a message:

1. Think about your ROLE—are you entering the communication process as someone who needs to inform others, motivate, sell an idea, convince the interlocutor of your position, point out inappropriate behavior, or perhaps your role is to provide support? This is the starting point for preparing your message.
2. Define the PURPOSE of your message—do you want to praise the interlocutor, provide constructive criticism, share knowledge or experiences, motivate change, inspire others, solve a problem, manage a conflict, sell a product, service, or idea, negotiate, or something else entirely?
3. The next point is to consider WHO the message is for. How well do you know the person on the other side? What might their needs, interests, assumptions, or concerns be? What action or reaction do you expect from them? What communication channel would be the most effective given the topic and the audience? How will you know if your message has reached the right door?
4. WHAT should the message contain, based on your role, purpose, and the profile of your audience? The following questions might help: Is it accurate? Is it helpful to the other side? Does it inspire? Is it necessary for the recipient? How does the message sound—what could it evoke in the recipient?
5. Don’t forget two important factors: WHERE and WHEN to deliver the message. Practice shows that everything previously defined can fall apart if the timing and setting aren’t right. Some messages should be delivered in front of a wider audience, while others are best suited for a private conversation in a quiet setting. The opposite approach can lead to misunderstanding, rejection, and many negative outcomes.

Once we’ve set the framework and defined the key points, it’s time to evaluate the IMPACT of our message.

Will the message REACH the right door? We can answer this by asking ourselves the following:

Is our message CLEAR? Think about whether you’ve presented the idea in a way that the recipient can understand by listening to you or reading your email. Or do they have to read between the lines, rely on assumptions, previous experiences, or seek clarification?

Have we taken a CONCISE approach in crafting the message? It’s best to stick to the point and practice simplicity in presentation. Use short sentences and familiar words so that anyone can understand you—unless you have a different goal. If something can be said in two sentences, avoid using four.

Were we SPECIFIC? A message will reflect specificity if the recipient has a clear understanding of what we’re talking about, with just enough facts and details to keep the focus on the message.

Is our message ACCURATE? The accuracy of the information affects the understanding of the message. Verify the facts you rely on and consider their value to the recipient. Additionally, ensure grammatical and spelling accuracy, as everything reflects on the person sending the message.

Is our message COMPLETE? Review whether the elements of the message are logically structured—are all points connected and relevant to the main topic? Consistency in approach should be evident. It’s important for the recipient to have everything they need to understand and respond to your call to action.

Is the TONE of our message APPROPRIATE? When the message reaches the recipient, how will they feel and what will they think? Will they perceive goodwill, openness, a friendly demeanor, or credibility—or will they detect a note of arrogance, ego, or a passive-aggressive tone?

If we want our message to reach the right address, we must not only focus on our own goal but also step into THE SHOES OF OUR RECIPIENT and consider their interests and needs. By doing so, the tools discussed in this text will serve as our COMPASS and a true SUPPORT in crafting and delivering an EFFECTIVE message.