We’ve all done it—opened a lengthy email that starts with “Dear ___, I hope this message finds you well,” only to scroll straight to the part that actually matters. The truth is, much of the way we communicate in business today is still rooted in outdated habits—from email etiquette to how we write reports. These patterns may have made sense in a pre-digital world, but in today’s fast-moving work culture, they’re slowing us down.
Communication doesn’t have to be cold to be clear. And when it comes to efficiency, small shifts in how we write, respond, and structure our messaging can lead to serious gains.
Here are five ways to improve business communication:
1. Ditch the Long-Winded Email Structure
Let’s be honest—nobody has time to read emails that read like formal letters. Phrases like “I hope this email finds you well” or “Kind regards” don’t add much value, and they often bury the point of the message. The longer it takes someone to find your actual request or question, the longer it takes to get a response.
This isn’t about being impolite—it’s about being efficient. Especially with internal emails, your team will thank you for getting to the point quickly. Try opening with the main action or decision needed, followed by any relevant context. Use bullet points when you can, and make subject lines meaningful so people know what they’re opening. This approach is key to improve business communication.
The modern inbox is overflowing. A clear, concise email cuts through the noise and sets a new, more productive tone for how your team communicates.
2. Automate Your Email Replies for Everyday Requests
If your day is filled with replying to the same types of messages—meeting requests, document follow-ups, project status updates—automation is your new best friend. Using templates, scheduled replies, and auto-responders can save you from retyping the same information dozens of times.
Platforms like Gmail, Outlook, and Microsoft Teams offer built-in automation tools that make it easy to create smart replies or redirect routine inquiries. You can even schedule responses to go out at optimal times, ensuring you’re present without being constantly available. This is a powerful way to improve business communication.
This doesn’t just save time—it reduces mental load. You’re no longer switching focus every few minutes to answer emails that could be handled on autopilot. To get started, check out this guide on how to schedule emails and responses to streamline communication without sacrificing professionalism.
3. Start Using Microsoft Copilot to Write Smarter
As leaders, we spend a large portion of our day writing—emails, presentations, summaries, reports. Microsoft Copilot is one tool that’s making that process smarter and faster. Built into Microsoft 365 apps like Word, Outlook, and Excel, Copilot uses AI to draft, rephrase, and even organize content for you.
Let’s say you need to summarize a meeting or pull highlights from a data set—Copilot can help you generate clean, structured notes in seconds. Writing an update for your team? Feed it a few bullet points and let it build a polished version for review. Utilizing AI tools can significantly improve business communication.
The more familiar you get with getting the most out of Microsoft Copilot, the more it feels like having an assistant built into your workflow. It’s not just about saving time—it’s about shifting your focus to where your leadership is needed most.
4. Embrace Chat-First Culture for Speed and Clarity
We’ve relied on email for decades, but it’s no longer the fastest way to communicate—especially for quick updates or internal decisions. Chat platforms like Microsoft Teams or Slack create a space where you can send and receive short messages in real time, reducing back-and-forth and keeping projects moving.
Switching to a chat-first approach for internal communication improves responsiveness and cuts out the fluff. You don’t need long greetings or sign-offs—just the question or update and a response. It’s especially helpful for distributed or hybrid teams that need to stay aligned throughout the day.
Of course, not every conversation belongs in chat. But when used thoughtfully, it complements email by reducing overload and creating a faster, more agile workflow. Encourage your team to use chat for what it’s best at—collaboration, not correspondence.
5. Rethink Reports as Action Tools, Not Essays
Too many business reports still follow the structure of university essays—long introductions, full paragraphs, and conclusions that repeat what’s already been said. But in most professional settings, your audience doesn’t have time for that. They want to know what’s important, what’s at risk, and what happens next.
Consider flipping the format. Put the key takeaways at the top, followed by bullet points or graphs that support the data. Use headings to break down insights and highlight any action items clearly. Think of your report as a decision-making tool, not a writing exercise.
You’re not dumbing anything down—you’re making it easier to engage with. When reports are streamlined, they’re more likely to be read, understood, and acted upon. That’s how information becomes impact.
Today’s work environment moves fast, and your communication should too. Outdated habits might feel familiar, but they’re holding you and your team back. Lead the shift, and your team will follow. By implementing these strategies, you can significantly improve business communication across your organization.
