“Can you give us a quick update on where things are at?”
Whether you’re sitting around a boardroom table or staring into a grid of faces on a screen, that question shows up constantly, and more often than we’d like, it catches us off guard.
We’re expected to respond instantly – clearly, concisely, and confidently – even when the situation is complex. The result? Rambling updates, confused listeners, and meetings that stretch far longer than they should.
The good news: clarity is in reach; it’s about using structure.
Why Structure Matters Now More Than Ever
Communication dominates the workday. The average office employee spends 3 hours and 43 minutes every day communicating through video calls, phone calls, and messaging apps. That’s nearly half the workday spent exchanging information, often verbally – and the quality of that communication matters.
A study by Wharton found that keeping verbal messages simple and core‑focused encourages brain alignment and higher retention.
Communicating more clearly has also shown that it can have direct results on efficiency in the workplace. The Center for Creative Leadership found that teams with effective verbal communication are 20% more likely to complete projects on time and within budget. In short: how clearly we speak directly affects how well work gets done.
The Hidden Challenge: Hearing Isn’t Listening
One of the biggest myths in workplace communication is that if someone is quiet, they’re listening. In reality, listeners are often distracted, mentally editing, or jumping ahead to their own conclusions.
That’s why unstructured updates fail. When people don’t know where you’re going, they don’t know what to listen for. When your message lacks structure, the brain struggles to follow it – but structure changes everything.
The Rule of Three: Simple, Not Simplistic
Structure creates momentum, and at the heart of all of this is a simple principle: the rule of three.
For example, one of the most effective ways to deliver a clear update is to use time as your organizing principle. It works because it mirrors how our brains naturally make sense of information.
Think in three parts:
- Where we were before
- Where we are now
- Where we’re going next
Before you share the details, tell your listener the structure upfront. For example: “Let me give you a quick update by walking you through where we were before, where we are now, and where we’re headed next.”
That one sentence does something powerful: it prepares the listener to listen. Now they’re not guessing; they’re tracking. When listeners know the signposts, they can follow your logic, even if they momentarily drift (and they will drift – we all do!).
That’s also why a summary at the end matters; it reinforces what you want remembered and leaves people with the three key points that matter most.
In high-stakes or fast-moving conversations, clarity isn’t about adding more detail, but about packaging information so it can be received clearly by your listener.
Clarity Within Reach
This approach isn’t only useful when you’re the one giving the update. It’s a gamechanger when you’re running the meeting.
One common frustration in meetings is inconsistency; one person speaks for 30 minutes, another says, “everything’s fine,” and the group disengages, and time disappears.
Instead, imagine setting expectations like this:
“I’ll come to each of you for a five-minute update. Please cover where you were at our last meeting, what you’re working on now, and where you expect to be by the next one.”
Suddenly, updates are consistent, the meeting moves faster, and people stay engaged – all thanks to a structured approach.
The Think on Your Feet® Solution: Structure
At the heart of the Think on Your Feet® approach is a simple but powerful principle: Prepare your listener before you deliver your message.
When information is grouped into three clear points, people are far more likely to remember it. It reduces cognitive load, increases comprehension, and helps listeners retain what matters.
Clear, structured communication doesn’t just save time; it improves outcomes.
Learn more about Think on Your Feet®, our powerful communications-skills training with tools for confident and clear communication, even in the trickiest off-the-cuff situations.
Ready to experience the training for yourself? Join an upcoming public workshop full of practical tools that you can use immediately.
By: Ava Rice