In a world constantly bombarding us with information — from emails and meetings, to social media notifications — our brains are working overtime to keep up. The headache that sets in during information overload isn’t just a nuisance: it’s your brain telling you it’s had enough. Our minds are simply not built for clutter.
When faced with too much information, the brain doesn’t prioritize; it freezes. So, what does that mean for internal communication? The answer is simple: simplicity is not just a design choice, it’s a fundamental need for effective communication.
The Brain on Information
Let’s start with some basic neuroscience. Our brains have a limited capacity to process and store information, a concept known as cognitive load. Research has shown that the average person can only hold three to five pieces of information in their working memory at once. This means that when you overload someone with data, they can’t process it all. The result? They ignore, forget, or misinterpret the message entirely.
Moreover, when overwhelmed with information, we experience decision fatigue. The more choices we face, the more difficult it becomes to make decisions. This can lead to procrastination, or worse, inaction. Have you ever been frozen by the sheer number of tabs open in your browser? That’s your brain rejecting the overload.
Why Simplicity Boosts Clarity and Retention
Here’s where simplicity comes in. Neuroscientific research suggests that simple, clear language activates familiar neutral pathways, making information easier to process, remember, and act on. When you streamline your message, you lower cognitive load, making it more likely that your audience will absorb and retain the information you’re sharing.
Simplicity doesn’t just help with understanding — it also boosts engagement. When you break up complex ideas into digestible chunks, whether with bullet points, short sentences, or clear and short headings, you make it easier for the brain to map and retain those ideas.
Additionally, the human brain is wired for storytelling. Using metaphors and storytelling can activate different regions of the brain, making the message more engaging, emotionally resonant, and easier to remember. This is why the best communicators balance using simple, relatable language and vivid, evocative phrasing: it creates connections in the brain that increases retention and understanding.
What This Means for Internal Comms
Now, let’s take all this neuroscience and apply it to internal communications in the workplace. When internal comms teams overload employees with jargon or long-winded messages, it’s easy for the real message to get lost.
Your employees are busy. They’re juggling meetings, tasks, and constantly shifting priorities. To cut through the noise, your internal comms need to be direct, clear, and simple. And this doesn’t mean dumbing things down: it means crafting messages that are easy to understand and act on.
For example, subject lines should be short and to the point. Emails should focus on one message at a time, with clear calls to action. And where possible, avoid unnecessarily complex language or jargon — no need to ‘foster enhanced synergy across cross-functional teams’... ‘help teams work better together’ will do.
How to Apply it at Work
If you want to implement the power of simplicity in your internal comms, here are a few simple strategies:
- Use F-shaped reading patterns: most people skim emails or documents (yes, even the important ones). Ensure that the key information is at the top and in the left margin to align with how people read.
- Stick to one call to action: whether it’s an email or a post in your intranet, focus on one thing you want employees to do — don’t overwhelm them with multiple actions to take.
- Make use of short, punchy sentences: keep your messages concise. If it’s longer than a few lines, break it up into smaller chunks.
- Test your content: if you’re particularly long-winded, use tools like Grammarly’s Clarity Checker to ensure your writing is clear and easy to read.
- Use storytelling where appropriate: help your employees stay engaged with stories or metaphors that illustrate your point.
Simplicity isn’t dumbing down — it’s good strategy
At the end of the day, simplicity doesn’t mean reducing the depth of your message, it means increasing its impact. By embracing a simpler, clearer communication style, you make your messages more accessible, memorable, and actionable. When your internal comms are designed with the brain in mind (no pun intended), you’re not just making your job easier, you’ve giving your employees the clarity they need to succeed.
