The inverted pyramid of communication.

A few years ago, I told my manager, “Alright, I wrote the report—it’s been over a week, but no one read it. “Well, what did you expect…? You’ve noticed how busy Sam is. “

So I went on with my life, thinking busy people just don't read instead of thinking about what I could have done differently.

I could have pushed more for a follow-up action or done a one-line summary, but instead, I thought it was out of my power and something I should accept.

One alternative that I later read about is the Inverted pyramid of communication.

The idea is simple: instead of burying the key message deep in the report, you lead with the most important point. Imagine flipping a pyramid upside down. The wide base is your conclusion, followed by supporting information and background or context at the narrow bottom.

In practice, this means your key takeaway or action item comes first. For example, instead of making John sift through three pages of text, I could’ve opened with, “Our system’s latency is up 20%, and here are three ways we can address it.” Sam gets the crucial information immediately and can decide or follow up without wading through unnecessary details.

Here are three reasons why this structure helps:

1. Tailored for Different Audiences

The inverted pyramid allows different readers to take as much or as little as they need. Busy stakeholders, like Sam, can get the key point right away, while team members responsible for execution can dive into the supporting details and background. This structure makes your communication adaptable, ensuring everyone gets the relevant information without losing the critical message.

2. Faster Response Times

By emphasizing the main message or action item first, you empower your readers to act quickly. In the fast-paced world of engineering, speed matters—whether it's escalating an issue, approving a decision, or prioritizing tasks. The inverted pyramid helps remove delays caused by digging through layers of context before getting to the point.

3. Minimizes Misunderstanding

When information is buried or spread throughout a document, key messages can get lost or misinterpreted. The inverted pyramid ensures the most important information is communicated clearly and upfront, reducing the risk of confusion or misaligned expectations. Everyone is aligned on what’s most critical before diving into details.

Since then, I’ve used this approach in various situations, both at work and elsewhere. It’s made a big difference in how I communicate—things are clearer and quicker, and people immediately act on the important stuff.