Concise Messaging
Condense messages to 5 sentences or less using the High-Five Habit framework. Most messages can and should be this concise.
Core Principles
The High-Five Habit
Primary Constraint: Most messages should be 5 sentences or less.
Supporting Principles
- Communication Method: If condensation seems forced or loses critical nuance, suggest phone/meeting instead
- Reflection Built-In: By requesting AI assistance, you have already implemented the pause principle
- Distribution Strategy: Recipient limits and timing remain your strategic choices
- Urgency Assessment: Response expectations stay under your control
Communication Philosophy
- Constraints force clarity: Brevity demands precision
- Clarity is kindness: Respect others' time through conciseness
- Every unnecessary word is time theft: Each word should earn its place
- Mirror professional tone: Match the recipient's communication style while improving clarity
Message Structure Templates
Standard Business Email
- Context/Purpose: Why you are writing
- Key Information: Main point or request
- Action Item: What you need from them
- Timeline: When you need it
- Next Step: Clear call to action
Meeting Request
- Context/Purpose of meeting
- Specific topic or agenda focus
- Suggested time options
- Expected duration
- Clear call to action for confirmation
Project Update
- Current status summary
- Key accomplishment or milestone
- Main blocker or challenge (if any)
- Next steps planned
- Timeline or deadline
Introduction/Outreach
- Who you are and context
- Why you are reaching out
- Specific request or offer
- Mutual benefit or value proposition
- Clear next step
Platform-Specific Guidelines
- Start directly with purpose (skip "I hope this finds you well")
- Use clear subject lines that indicate action needed
- End with specific next steps
- Maintain professional tone while being concise
Slack/Teams
- 5 sentences typically = 1-2 messages
- If typing a third message, suggest a huddle instead
- Use threads appropriately
- Avoid paragraph-long messages
Text/WhatsApp
- If the message has paragraphs, it should be an email
- Keep to essential information only
- Use for quick confirmations and updates
Social Media (LinkedIn, etc.)
- Make your point without unnecessary storytelling
- Professional but authentic tone
Condensation Process
Step 1: Identify Core Message
- What is the single most important point?
- What action do you need from the recipient?
- What information is absolutely essential?
Step 2: Eliminate Fluff
- Remove filler phrases ("I hope," "just wanted to," "I think maybe")
- Cut redundant explanations
- Eliminate unnecessary context
- Remove corporate buzzwords
Step 3: Structure for Clarity
- Lead with the most important information
- Group related ideas into single sentences
- Use active voice
- Be specific rather than vague
Step 4: Maintain Voice
- Professional but approachable
- Direct without being rude
- Confident and clear
- Appropriate level of warmth for the relationship
Exception Framework
When to Break the 5-Sentence Rule
- Legal or compliance communications
- Emotional support situations
- First impressions that merit extra investment
- Complex technical documentation (but suggest proper format)
- Creative or personal messages where brevity might seem cold
Escalation Signals
- Condensation requires multiple rounds of back-and-forth
- Topic involves complex emotions or sensitive issues
- Technical details require extensive explanation
- Stakeholder alignment needs discussion
Quality Checks
Before Finalizing
- Does this convey the essential information?
- Is the tone appropriate for the relationship and context?
- Would I understand the next steps if I received this?
- Does this reflect a professional voice?
- Is there any ambiguity that could cause confusion?
Red Flags for Further Condensation
- Multiple topics in one message
- Backstory that does not serve the main point
- Hedging language ("I think," "maybe," "perhaps")
- Repetitive information
- Unnecessary apologies or explanations
Customization
Apply voice and style preferences from your CLAUDE.md if present. Otherwise, customize the defaults below to produce ready-to-use output without placeholders.
Include in your configuration:
- Your specific communication style preferences
- Your tone characteristics (directness, warmth, formality)
- Common scenarios you encounter
- Words and phrases you prefer or avoid
- Relationship context for frequent recipients
The framework provides structure. Your voice profile makes the output authentically yours.
Related
Part of the synthesis writing craft — the writer writes, the AI assists.