How to make your complex communication, simple

You’ve done the groundwork. You’ve researched, refined, and pulled together a project or change initiative that could make a real impact. Maybe it’s a business case, a new tech rollout, or a change in how your organisation operates. You’ve thought of everything… except one thing: how to communicate it in a way that actually resonates.

Too often, messages packed with valuable insights fall flat, and not because they’re wrong, but because they’re hard to follow. When communication is overloaded with detail, jargon, or assumptions, people will just… switch off. And when people don’t understand, they don’t engage.

One of the most powerful things we can do as communicators is simplify our messaging without dumbing down. It’s not about stripping away meaning necessarily, but about making sure meaning is clear. Think: short, sharp and shiny! But, how do you do this?

Think visually

When people are short on time (and attention), they don’t want to read walls of text. Which is why a strong visual, like a diagram, timeline, or simple sketch, can do all the heavy lifting you need to show relationships, flow, and key takeaways instantly. Though you’ll need to try and keep it purposeful because if your audience has to decode five colours, eight icons and a dozen acronyms before they get the point, it’s time to dial it back.

Design with clarity in mind: one message per visual, logical groupings, and consistent style. If there’s one element you want people to focus on, make it obvious. Let the design guide the story.

Reframe the ask

Sometimes, how we position information is just as important as what we’re saying. Take the same message and shape it around what matters to your audience. For instance, instead of asking for ten hours of someone’s time a year, invite them to spend just one hour a month. It’s the same commitment, but it feels different. Think about the current ‘girl math’ trend; if you sell an item on Marketplace for $20, and then buy an item for $15, you’ve actually made $5. Girl math.

You can also reframe with impact. Instead of sharing abstract stats, make them relatable. “28% of people do X” might sound clinical. But, “one in four people you meet today” feels real.

Tap into analogies

Abstract or technical concepts can be more readily understood when you give some  comparison - which is exactly where analogies shine. Think of all the times your leaders have compared a new process to a relay race or used a famous business story to highlight a risk; these analogies help people connect unfamiliar ideas to something they already understand. They’re memorable, visual, and human.

Give people a concrete reminder

Long documents rarely stick. But a one-pager? A reference guide? That’s something people can glance at when they need it. Summarising key points in a clear, accessible format (think flowcharts, checklists, or FAQs) helps your audience retain and apply what they’ve learned. And it’s not just about post-meeting materials. These kinds of tools can support engagement during a conversation, helping people follow along and focus on the essentials.

Get some flow

Even the best ideas can get lost if the message is all over the place, which is why structure matters. Frameworks like “What? So what? Now what?” or a simple “Then / Now / Next” timeline can make your content feel more like a story, and less like a data dump. When your ideas follow a logical path, your audience doesn’t have to work as hard to stay with you. Which makes your message more persuasive and easier to act on.

Use plain language

It’s tempting to use big words and technical terms to show expertise but simplicity is key. In fact, simplicity shows you understand your content well enough to explain it clearly. Corporate speak and complex sentences only create distance. Plain language, on the other hand, builds trust. Instead of saying “optimise operational efficiencies,” say “make better use of what we already have.” It’s straightforward and far more likely to land.

Go digital

Tools like AI can help you simplify text, brainstorm visual ideas, or test how a message might land with different audiences. If you're stuck, these tools can offer a fresh perspective. Think of them as a sounding board for clarity, not a replacement for your expertise.

In the end, simplifying complex information isn’t just about being clear, it’s about being kind. It shows you’ve thought about your audience’s time, brainpower, and what they truly need to understand. And when you do that, your message doesn’t just land, it leads to action.