Brevity in Business: The McKinsey writing hacks that'll make you more effective

When it comes to business writing, less really is more. Whether you’re drafting an email, writing a report, or preparing a presentation, the ability to communicate your point clearly and concisely can make a world of difference. Lawyers, bankers, and consultants often work with complex information, but that doesn’t mean your writing has to be complicated. In fact, clear, concise communication is more effective—and more respected—than long-winded, jargon-filled messages.

In this post, we’ll explore why brevity is so essential in business communication, common pitfalls that lead to overly complicated writing, and practical tips for saying more with less.

Why Brevity Matters in Business Writing

In fast-paced work environments, no one has time to sift through pages of unnecessary words. The more direct you are, the easier it is for your audience to understand your message, act on it, and move forward. Brevity helps you:

• Save Time: Your reader can quickly grasp what they need to know and move on.
• Boost Clarity: Stripping away unnecessary words helps your main point stand out.
• Show Respect: You respect your reader’s time by not burdening them with filler or fluff.

For lawyers, bankers, and consultants, clear and concise communication isn’t just nice to have—it’s crucial for getting deals done, providing sound advice, and conveying complex information in a way that others can act on.

Common Pitfalls of Overcomplicated Writing

Professionals often fall into traps that make their writing unnecessarily long or complex. Here are a few common mistakes and how to avoid them:

1. Using Too Much Jargon: Industry-specific terminology can be useful, but overusing it makes your writing inaccessible to those outside your field.
   • Tip: Use simpler language whenever possible and consider whether your audience really needs the jargon to understand your message.
2. Writing in the Passive Voice: Passive constructions can make your writing vague and less engaging.
   • Tip: Try to write in the active voice. Instead of saying, “The report was reviewed by the team,” say, “The team reviewed the report.”
3. Burying the Lead: Sometimes, the most important information is hidden deep in the text.
   • Tip: Put your key points upfront. Busy readers want to know the bottom line right away.
4. Over-Explaining: Adding too much background or unnecessary details can make your writing cumbersome.
   • Tip: Focus on what your reader needs to know to take action or make a decision. Cut out anything that doesn’t serve that purpose.

Practical Tips for Writing with Brevity

1. Know Your Audience: Tailor your message to your reader’s needs. Ask yourself: What do they already know? What do they need to know?
2. Use Simple Language: Avoid complex vocabulary when simpler words will do. For example, instead of saying “utilize,” just say “use.”
3. Edit Ruthlessly: After writing a draft, go back and remove any words or sentences that don’t add value. Look for redundancies and phrases that can be shortened.
4. Limit Each Sentence to One Idea: Long sentences can overwhelm readers. Stick to one key idea per sentence to keep your writing clear.
5. Get to the Point: Start with the main message and then provide supporting details. This helps readers quickly understand your point and decide if they need more information.

Examples: Before and After

To see how brevity can transform business writing, let’s look at an example:

Before:

"At this point in time, we are currently in the process of evaluating multiple options that could potentially allow us to improve our service offerings in a manner that would be advantageous to our clients."

After:

"We are evaluating options to improve our services for clients."

The second version is clearer, more direct, and saves your reader’s time.

The Bottom Line

Brevity isn’t about cutting out information—it’s about making sure every word serves a purpose. When you write with brevity, you respect your reader’s time, boost clarity, and make your message more impactful. Lawyers, bankers, and consultants who can communicate effectively are not only more efficient but also more persuasive.

Ready to Improve Your Business Writing?

If you want to master the art of brevity and make your business writing truly impactful, check out our Power Writing course at powerwriting.co. Learn how to communicate with clarity and precision, and take your professional skills to the next level.

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