Effective written communications have the power to elevate your workplace progress and productivity. Since work moves swiftly, making sure your written communications are clear and succinct is a must.

“Make your written messages as long as necessary and as short as possible,” advises author Paul B. Thornton in a recent SmartBrief article. While this guidance may seem conflicting, Thornton recommends these key steps to follow, helping you to achieve optimal workplace communications:

• Begin by knowing your audience and your objective. Spend time before writing, identifying who will receive your message and what you want them to learn.
• Make your communications organized and succinct. Lead with the key message or request and include clear next steps.
• Use features like bullets or numbered lists. Make your messages easily digestible so your audience can absorb the maximum content in a minimal amount of time.
• Be precise. Include specific deadlines and targets, and name individuals responsible for follow-up.
• Edit and revise. Editing is an essential part of the writing process. Read your message out loud to objectively hear what’s being conveyed, or engage a colleague to review your messaging before it’s distributed.

For more advice, read the article “8 ways to improve your written communications.”