Less is more: The art of writing internal comms that stick

A practical guide to cutting through the noise and making your messages matter

#1. Navigating modern internal comms

Writing internal comms can feel a lot like packing for vacation. At first, it’s tempting to bring everything — just in case.

That extra pair of shoes? Might need them.

A backup raincoat? Better safe than sorry.

Before you know it, your suitcase is way too heavy, can barely zip up, and becomes a disorganized mess the moment you arrive at your destination.

The same thing happens with internal communications. Overwriting is like overpacking — it makes everything more stressful and less effective. When we overload messages with too much information, jargon, or unnecessary details, they become cluttered, overwhelming, and easy to ignore. Employees don’t have time to sift through paragraphs of content to find what’s important.

The power of “less is more”

Great communicators know that less is more. Just like an experienced traveler packs only the essentials — choosing versatile outfits and rolling clothes for maximum efficiency — strong internal comms should be:

1. Focused: Stick to the essentials. What does the reader really need to know?
2. Compact: Cut the fluff. Every word should earn its place.
3. Easy to navigate: Use structure, formatting, and clear takeaways to help employees skim and understand instantly.

By applying the “pack light” mindset to your internal communications, you ensure that your message is clear, effective, and memorable — without the baggage.

Now, let’s unpack the key principles of writing internal comms that actually stick.

What you’ll learn in this guide:

1. Techniques to write concise, high-impact messages
2. Examples of great internal comms writing
3. Visual tips to make content more digestible

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#2. The science behind shorter messages

Our attention span is shrinking. If your key message isn’t immediate, it’s lost.

You’re competing with overflowing inboxes, endless notifications, and workplace distractions — so if your message isn’t short, structured, and engaging, it’s simply ignored. The way we consume information has changed, and your internal comms need to adapt.

The psychology of information retention

• Cognitive overload: Employees process over 120 emails a day, plus chats, notifications, and meetings. Too much information leads to decision fatigue, stress, and disengagement.

• The rule of processing fluency: Our brains prefer simple, easy-to-digest information. When content is clear and structured well, it feels more credible, persuasive, and memorable.

• The serial position effect: People remember the first and last things they read — but forget the middle. If your key message is buried, it won’t stick.

If your message takes more than a few seconds to process, employees will move on.

Over 90% of people read their text messages within 3 minutes of receiving them — while it takes 90 minutes for emails to get read.

Flimp

Why concise, well-structured messages increase engagement

• Less text = more readership: When messages are brief and scannable, employees are more likely to engage and act. We see this in our personal lives, too: Over 30,000 field experiments with The Washington Post and Upworthy showed that readers prefer simpler headlines over more complex ones.

• More clarity = more trust: Research shows that simpler language increases credibility. Employees trust and engage with messages that get to the point.

• Skimmable = actionable: Well-structured messages increase retention because they mirror how the brain processes information. Using features like headings, bolding, and bullet points improves readability.

TLDR: Welcome to the era of Insta-grade comms

Shorter, well-structured internal comms don’t just respect employees’ time — they actually drive higher engagement and action. If your message can be read and understood in under 10 seconds, you’re doing it right.

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#3. The 8-second rule of internal comms

Picture this: Your employees are glancing at their phone between tasks, skimming their inbox, or checking messages on the go. In those few seconds, they see a new email or internal feed post alert pop up, and they have to decide whether to engage with your message — or ignore it.

While the idea that humans have an actual 8-second attention span has been debunked, the reality is that attention is fleeting, and distractions are everywhere. If your key message isn’t clear immediately, it gets lost in the noise.

So, how do you write like every second counts?

Write a snack rather than a meal

Employees don’t sit down to consume internal messages like a three-course meal — they graze. They snack on bits of information throughout the day, picking up what interests them and moving on.

Employees only read 28% of words on a screen, and 55% of emails are skimmed for under 10 seconds.

Nielsen Norman Group

Assume employees will only glance at your message. If they can’t understand the point in a few seconds, they’ll move on.

Craft strong subject lines and headlines

Your subject line or headline is the first thing employees see — and often, the only thing they read. It needs to grab attention and deliver instant value.

• Be specific: Instead of “Important update,” say "New PTO policy: What you need to know.”
• Use action words: “Action required: Complete your training by Friday!”
• Keep it short: 6-8 words is the sweet spot.

Use plain language & action-oriented writing

To drive engagement and action, make your messages effortless to read. Aim for an 8th-grade reading level or below — this ensures clarity and accessibility for everyone, including non-native English speakers.

Keep it simple and direct:

• Choose familiar words: Say “use” instead of “utilize,” “help” instead of “assist,” or “fix” instead of “rectify.”
• Make actions clear: Swap “We hope you take advantage of this opportunity” for “Sign up now!”

When employees can quickly read, understand, and act, your communications become more effective — and more inclusive.

TLDR: What can you say in 8 seconds?

Next time you write an internal message, set a timer for 8 seconds and read it out loud. If you can’t get to the main point in that time, revise.

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#4. When in doubt, keep it BRIEF

You’ve probably heard the old saying KISS: Keep It Simple, Stupid.

While it’s memorable, internal comms teams deserve a smarter, more practical approach — one that reflects the fast-paced, message-saturated reality of today’s workplace.

When employees are flooded with messages, clarity isn’t just nice to have — it’s necessary. That’s where the BRIEF method comes in: A simple, effective framework to ensure your internal communications are concise, engaging, and actionable.

Bottom-line first

Remove fluff

Include essentials

Embrace formatting

Feature one action

If you can apply these five steps, your messages will cut through the noise and actually stick.

B: Bottom-line first

Employees don’t have time to hunt for the key message. Lead with what matters most:

• Start with the “so what?” If they read only the first sentence, they should know the takeaway.
• Use BLUF (Bottom Line Up Front): Instead of building up to the key point, start with it.

R: Remove fluff

Every extra word makes your message weaker, not stronger:

• Cut jargon, filler words, and redundant phrases (“at this point in time” → “now”).
• Write for clarity, not formality (“utilize” → “use,” “commence” → “start”).
• Stick to one key idea per message — if you’re cramming in multiple topics, break it up.

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Quick tip: Before you send it, read your message out loud. If you wouldn’t say it that way in conversation, change it.

I: Include essentials

Employees will only remember one or two things from your message — make them count:

• Stick to the who, what, when, and why — cut the rest.
• If details are necessary, link to a resource instead of cramming everything in.
• Use bullet points to highlight the must-know facts.

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Quick tip: If you can remove a sentence and the message still makes sense, delete it.

E: Embrace formatting

Employees skim before they read — help them find key info fast:

• Use bolding, bullet points, and spacing for readability.
• Avoid long paragraphs — stick to 1-2 sentences per block.
• Use emojis or icons (sparingly!) to draw attention in digital comms.

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Quick tip: Design your message like a social media post — scannable, engaging, and to the point.

F: Feature one action

If you ask employees to do multiple things, they’ll do none:

• Every message should drive one clear action.
• Place the call to action (CTA) at the end — make it specific and easy to follow.
• Lead action verbs: For example, “Update your profile by Friday” is a lot more compelling than “If you could update your profile before the end of the week, that would be great.”

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Quick tip: If your message has more than one action, split it into separate comms.

TLDR: BRIEF is better

Employees don’t need more communication — they need better communication. Applying the BRIEF method will help your internal comms stand out, be remembered, and most importantly — be acted upon.

Now, try this: Take a recent internal email or message and apply the BRIEF method. Can you make it 50% shorter without losing meaning?

#5. The evolving role of visuals

A well-placed image, GIF, or micro-video can convey information faster and more effectively than a wall of text. Employees are bombarded with messages daily — so making your comms visually engaging isn’t just nice to have, it’s a must.

Images, icons, emojis

• To simplify complex information… Incorporate charts or infographics.
• To add personality and emotion… Throw in a GIF or emoji — especially for executive communications, these can make a message feel more human.
• To direct attention… Use a well-placed arrows highlight, or icon
• To reinforce brand and culture… Include team photos, event snapshots, and user-generated content

Try this: Instead of sending a long email about a new policy, post a 30-second video from leadership or an animated explainer — it’s faster, more engaging, and easier to remember.

75% of employees prefer visual aids, like videos or infographics, over text-based internal communications.

Ragan Communications

Micro-videos & interactive elements

Employees are used to short-form content — think TikTok videos and Instagram stories and reels. Wherever possible, internal comms should embrace this quick, visual format to create an engaging employee experience that rivals social media platforms.

Good use cases for micro-videos include:

• Leadership updates: A quick 1-minute message from the CEO beats a long email.
• Policy changes: An animated explainer and visual aids can make complex information much easier to digest.
• Employee recognition: A fun, shareable shoutout video is more engaging than a text announcement.

TLDR: Show, don’t tell

If a picture’s worth 1,000 words, then a well-placed image, GIF, or video can save your employees a whole lot of reading.

Next time you craft a message, ask yourself: Could this be a visual instead? If so, make the switch — your employees will thank you.

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#6. Right message, right place

You wouldn’t send a virtual meeting invite via a printed flyer. So why would you rely on a one-size-fits-all approach to your internal comms strategy?

Different messages belong in different places — and using the right channel can mean the difference between being seen and being ignored.

Match the message to the medium

Consider the best-fit channel for the message or content you’re planning to share. What channels do you have at your disposal — and where do you think employees are most likely to engage with you?

• Short-form, high-impact updates? Post them in your internal news feed or Stories.
• Team-specific reminders? Drop them in a group message.
• Company-wide announcements? Send via a scannable email — or, even better, a video or recorded live stream!
• Need engagement or feedback? Use interactive polls or quick emoji reactions.

As a general rule of thumb, the shorter the message, the more dynamic the format should be.

80% of the global workforce does not sit behind a desk to do their jobs.

O.C. Tanner

Why multi-channel comms matter

• Employees consume content differently: Some prefer mobile updates, others check email. And beyond preferences, content engagement will likely vary based on where, when, and how they work. Your workers on the frontline will see your messages in a much different way than your remote employees or office-based staff.

• Repetition increases retention: Seeing a message in multiple places boosts awareness. Dismiss a “one and done” mindset — get creative sharing the same update or information in different ways across multiple channels!

• Urgency varies: A chat notification or message marked as a Mandatory Read may get an instant response, while an email detailing a policy update or new benefit might sit unread.

TLDR: Even the best message will be ignored if it’s in the wrong place

Your workforce isn’t sitting at a desk refreshing email all day. The more you adapt your message to the right channel, the more likely it is to be seen, understood, and acted on.

Next time you send an update, ask yourself: Am I using the right channel for this message?

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#7. Measuring your success

Writing concise, scannable internal comms is only half the battle — the real test is whether employees read, understand, and act on your messages. Here’s how to track the impact of a “less is more” approach and continuously refine your strategy.

(Keep in mind: Not all internal comms platforms are made the same. Take a close look at which insights you’re able to glean from your tool of choice. If your platform can’t capture helpful internal comms insights, it may be time to make a change!)

#1. Open rates: Are employees clicking?

What to measure:

• Email open rates: Are employees even opening your messages?
• Push notification click-through rates: Do mobile alerts drive engagement?
• Intranet post views: Are employees interested in your intranet content?

Try this: Compare open rates for long-winded subject lines vs. punchy, action-driven ones (e.g., “All-staff meeting agenda” vs. “🚀 Big updates: Here’s what’s next”). Track whether shorter, clearer emails lead to higher engagement.

9 in 10 employees want weekly communication from their company — and 1 in 3 want daily communication.

Harvard Business Review

#2. Engagement: Are employees interacting?

What to measure:

• Read time: Are employees skimming or fully reading?
• Likes, comments, shares: Do they engage with the content?
• Survey completion rates: Are they responding to quick polls or feedback requests

Try this: Post two versions of the same message — one long, one short — to see how it impacts engagement. And be sure to keep all other factors (such as publishing time, day, and channel) the same in order to compare your messages in a true A/B test format.

#3. Feedback loops: Are messages hitting the mark?

What to measure:

• Employee feedback surveys: Do employees feel well-informed?
• Pulse checks: Send a one-question poll (e.g., “Was this message clear?” 👍👎)
• Manager check-ins: Are teams receiving and acting on important updates?

Try this: Make it interactive by adding a quick emoji reaction option to messages to gauge sentiment. Or create a “Too long? Too short? Just right?” poll to see what format employees prefer.

TLDR: If you can’t measure it, you can’t improve it

The best internal comms strategies evolve. Keep testing, measuring, and refining. If engagement improves, double down on what works — if it doesn’t, adjust and experiment.

Remember: The goal isn’t just to send messages — it’s to make sure they’re read, understood, and acted on.

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#8. Final thought: Less is more, every time

TLDR: It’s time to TLDR your own content

You’ve learned that less really is more when it comes to internal comms. Whether it’s writing scannable messages, using visuals to replace dense paragraphs, or crafting bite-sized, memorable updates, the goal remains the same: Make it easy for employees to read, understand, and act.

Great internal comms aren’t about saying more — they’re about saying the right things, in the right way. The next time you write a message, ask yourself:

• Would I actually read this?
• Is this eye-catching enough?
• What can I cut without losing meaning?

Now, it’s your turn to put these strategies into action.

Your challenge: Try this in your next message

The next time you write an internal communication, challenge yourself to:

1. Give it a headline of 6 words or less
2. Include a relevant image, GIF, or video
3. Try shortening the message by 30%

Mastering concise, high-impact internal comms won’t just make your messages better — it’ll make your workplace more connected, engaged, and informed.