Download Structured Communication Consulting Best Practices

Structured Communication refers to the organization and presentation of information in a logical, clear, and consistent manner. This can include the use of visual aids, such as charts, graphs, and diagrams, as well as the use of headings (e.g. "headlines"), bullet points, takeaways (e.g. "bumpers"), and other formatting techniques to help clarify and organize the information being presented.

Structured Communication frameworks and techniques are prevalent in art and science of presentation design & development. It is important in presentation development, because it helps to make the information being presented more understandable and easier to follow. It also helps to ensure that the audience is able to retain and recall the information more easily.

Structured Communication can help to engage and persuade the audience; and can make the presentation more impactful overall. Therefore, it is important to consider the use of proven Structured Communication techniques when developing a business presentation in order to communicate information effectively and accurately, leading your audience to arrive at the decision you desire (or whatever the intended outcome is).

Some popular Structured Communication frameworks include Barbara Minto's Pyramid and MECE (mutually exclusive and collectively exhaustive). Minto's Pyramid suggests information should be organized from most general to most specific, with the most important information presented first. This helps to ensure that the audience is able to understand the overall context before diving into the details. The information is visually depicted in a pyramidal shape, hence the name. MECE suggests information should be organized in a way that is both mutually exclusive (meaning that each piece of information stands on its own) and collectively exhaustive (meaning that all relevant information is covered). This helps to ensure that the information is complete and easy to understand.

Both of these techniques, among many others, are pervasively used by management consultants. Consulting firms also have very specific rules around slide design and content structuring. Effective consultants fully understand and appreciate the importance and power of a good PowerPoint presentation. For a consultant, the presentation is not only a powerful communication tool, but also the final work product delivered to the client.

The shift towards remote and hybrid work environments has significantly impacted the way organizations communicate internally and externally. This transition necessitates a reevaluation of traditional communication strategies to ensure effectiveness in a digital-first world. The challenge lies in maintaining clarity, engagement, and cohesion in communication across dispersed teams. Asynchronous communication tools and digital collaboration platforms have become vital, yet they introduce complexities in maintaining structured communication.

To address these challenges, organizations are adopting a mix of synchronous and asynchronous communication methods tailored to different scenarios. For instance, video conferencing for real-time collaboration and decision-making, and project management tools for progress updates and documentation. The key is to establish clear guidelines on which communication channels to use for various types of messages and interactions, ensuring that information is organized, accessible, and easy to digest.

Recommendations for executives include investing in training for employees on effective digital communication practices, incorporating visual aids and structured formats in digital documents, and regularly reviewing communication channel effectiveness. Additionally, leveraging data analytics can provide insights into communication patterns and help identify areas for improvement. Establishing a culture that values clear and structured communication, regardless of the medium, is essential for operational excellence in the digital age.

The integration of Artificial Intelligence (AI) into communication strategies represents a significant trend, with the potential to transform how information is organized, analyzed, and delivered. AI can automate routine communication tasks, personalize messages at scale, and provide insights into the effectiveness of communication strategies. However, this integration comes with challenges, including ensuring the accuracy of AI-generated content and maintaining the human touch in communications.

To effectively leverage AI, organizations should start with clear objectives, such as enhancing customer engagement, streamlining internal reporting, or automating responses to frequently asked questions. Implementing AI tools requires careful planning to ensure they complement existing communication frameworks without overwhelming or alienating stakeholders. Training for staff on how to use AI tools effectively and ethically is also crucial.

Executives should consider partnering with technology providers that offer AI solutions specifically designed for communication purposes. These tools can help in analyzing communication patterns, optimizing message delivery times, and even predicting the impact of certain communication strategies. It's important, however, to maintain oversight on AI-driven communication initiatives to ensure they align with the organization's values and objectives, and to remain compliant with data protection regulations.

Storytelling has emerged as a powerful tool in structured communication, enabling organizations to connect with their audience on a deeper level. By weaving key information into narratives, companies can enhance engagement, facilitate understanding, and drive action. The challenge lies in crafting stories that are authentic, relevant, and aligned with the organization's strategic objectives.

To incorporate storytelling effectively, organizations should focus on identifying core messages that resonate with their target audience and finding real-life examples or scenarios that illustrate these messages. Training for leaders and communicators on storytelling techniques can also enhance the impact of their presentations and written communications. Additionally, leveraging multimedia elements can bring stories to life, making them more memorable and engaging.

Executives should encourage a culture where storytelling is valued as a communication tool, promoting the sharing of success stories, lessons learned, and customer experiences across the organization. This approach not only improves internal and external communications but also contributes to building a strong, cohesive brand identity. Regularly collecting feedback on the effectiveness of storytelling initiatives can help refine strategies and ensure they continue to meet the evolving needs of the audience.