We often hear about countries, politicians and even executives "sending a message". This seems to mean they have encoded the message in some other communication in the expectation that others will hear it and correctly interpret the meaning. Perhaps this is effective at the political level (I have doubts), but for managers, sending encoded messages invites misunderstandings.
Stating things clearly starts with our being entirely clear in our own minds. Thinking-out-loud works fine in informal situations such as brainstorming sessions. When you must deliver important information, know exactly what it is you want people to know or understand. Then, focus on that throughout the communication effort - whether on paper or email, or in a meeting.
If you are a bit unsure about how to present the information, plan ahead. Think about who is your audience - all staff, supervisors, managers, clients, the public, etc. Consider their possible reactions to the information and be sure your communication addresses the underlying issues.
Keep your language simple and straightforward. While avoiding insulting bluntness, phrase your communication in a way that the content will be understood in one pass - either for listeners or for readers. Particularly with negative information, clarity and simplicity are required because your audience may react emotionally before they can coolly analyze your words.
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