As I was packing my bags to return to Sydney I realised there was a parallel between my packing process and communicating.


Read on or skip to the three ideas at the bottom for the ‘TLDR'.

Packing for the return trip was vastly easier than when we left for our one month away.

On the way out it was quite an effort.

I wasn't sure what the weather would be like: the forecast kept changing for the Pacific North West, so it seemed smart to be ready for anything.

I also wasn't sure exactly what we would be doing. Did I need mainly casual clothes, or to factor in some smarter nights out? How much hiking would we do? Not sure.

I was also in a rush as I left it late to pack.

The answer was to think carefully – and quickly – about multi-purposing and coordinating each item.

This meant items went in and out of the bag, and quite a few things were added at the last minute.

This made for a full looking bag that wasn't as organised as it could have been.

The reason it was easier to pack for the return was that there was no more thinking to do.

I knew exactly what to pack.

Unsurprisingly, the bag is neater and looks less ‘stuffed' too.

But … what on earth does this have to do with preparing communication?

We encourage clients to separate thinking from writing and ‘PowerPoint-ing' to ensure the end communication works.

This way, the ideas in the final communication aren't ‘thrown in' anywhere, the story isn't overstuffed with excess baggage with the overall message being muddled.

When the thinking is done, it's super easy to ‘pack' ideas into a well-synthesised, logical and engaging piece of communication.

To that end, here are three ideas to help you nail your thinking so it is super fast to prepare a high-quality document.

  1. Consider your first draft (possibly several) to be written for yourself, not your audience.
  2. Commit to containing the high-level messaging to a single page before you prepare any final documents.
  3. Socialise that one-pager with peers and key stakeholders before you prepare your document.

That's right … nail the messaging before you open the Board paper template, PowerPoint … or whatever medium you are using.

I hope that helps. More next week.




Davina has helped smart people all over the world clarify and communicate complex ideas for 20+ years.

She began this work when she joined McKinsey & Company as a communication specialist in Hong Kong where she helped others use the Minto Pyramid Principle.

She continued helping others when living in New York, Tokyo and now back in Australia where she was approved by Barbara Minto herself to teach Pyramid.

Her clients include experts across many disciplines across Australia, Asia Pacific, New Zealand, the UK and the US. She currently coaches a number of C-suite executives as well as many mid-level folk and the occasional graduate.

Get her 4 Tips for Communicating Complex Ideas here.