Communicate Clearly in Quick Moments

At Reach Partners, we talk about communication a lot. We know the value of the ideal message, the kind that’s carefully crafted, reviewed by others, and sent with intentional timing. The goal is to deliver a message that is thoughtful, clear, and polished. It’s a beautiful thing.
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And yet, we know there are situations where we don’t have time to carefully polish the messages we need to send.

Think about the times you need to communicate something quickly. These messages tend to be a few sentences or maybe even a few words that go out to a group of people. Group texts, Slack messages, Teams chats, or updates in a group app are where we post these types of messages. These tools are fast and informal. They’re great for simple updates like when a meeting time or location has changed because of a scheduling conflict.  

But even when delivering these quick messages, we need to be intentional. Clarity matters.

Here’s why:

Recently, I was part of a group that received a text. Unfortunately, the message wasn’t clear and confusion followed. The issue was a mismatch between what the sender communicated and what the audience actually needed to know.

That moment reminded me that even quick messages require thoughtfulness. Here are some things to think about as you improve your fast communication:

1. Changes Require Clear Communication
My recent experience was about change communication. More information is needed when you ask people to do something different, even if the change is small – like you’re meeting a half hour earlier than scheduled. What’s changing? Why? When? What should your group do now? Providing context and a clear call-to-action, with as much lead time as possible, helps your audience follow through without frustration.

2. Relationships Shape Reactions
How people respond often depends on their relationship with the sender. If there’s trust, the audience is more forgiving of missing details; they assume you have a good reason for what you're asking. However, if the relationship is new or trust is still being established, the message needs to do more work. It’s not just about communicating a change; it’s also about building credibility and connection.

3. People Need the “Why”
Context helps people respond with understanding rather than frustration. Without it, people make up their own stories to fill in the blanks, and those assumptions can lead to unnecessary negativity. A simple explanation can prevent misunderstanding and keep things on track. For example: Is this a one-time change in meeting location, or is it permanent? Don’t make people guess.

4. Even Short Messages Need Reviewing
Every message you send should be reviewed, even if it’s short and urgent. Before you fire off a group message, pause for a moment. This isn’t a time to worry about punctuation and proper grammar. Instead, take a moment to confirm your message is effective. Read it and then ask yourself: Does this make sense to someone who doesn’t know what I know? That 30-second check-in might save everyone a lot of time and stress.

Remember:  even quick, one-off messages can build connection. When these messages are rushed and unclear, you’re more likely to get resistance, frustration, or mistrust instead of cooperation. When done well, they can make change easier and smoother for everyone involved.
It’s worth taking the time to do them well.
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– Anita