Clarity and Readability
Concise Language: Avoid unnecessary words. Focus on key instructions. In a crisis, brevity aids quick comprehension.
Simple Vocabulary: Basic terms ensure even those with limited literacy can grasp the gist. If technical terms are needed, define them upfront.
Use Headings and Bullet Points: Structure reduces confusion. Larger Font and High Contrast: Dark ink on light background, or a carved message with clear grooves.
Revising Manuals and Summaries: If you find a better way to do something, annotate the manual or add a supplementary sheet.
Replacing Damaged Pages: Keep spare paper and ink for rewriting pages that get smudged or torn.
Change Outdated Info: Cross out old steps and write corrections clearly. Version Control: Mark documents with version numbers and dates so readers know the latest instructions.
Dovetail With Oral Traditions: If a written manual changes, mention it at the next community meeting so everyone updates their mental model.
Written Communication Strategies
Words endure longer on a page than on the wind. When radio silence sets in, visual signals can only convey limited detail, and memory eventually fades, written documents become the bedrock of clarity and continuity. From brief notes pinned to a doorpost to extensive manuals stored in protected containers, written communications allow complex information to be transmitted, studied, and referenced repeatedly without requiring immediate presence or real-time interaction. By focusing on clarity, durability, and accessibility, you ensure that your written messages —from quick instructions to detailed manuals—remain useful tools that can guide actions, educate learners, and preserve knowledge across generations.
Communication Through Notes and Letters
Mark the spot discreetly so only those who know the code find the message.
Short and Sweet: For quick notes, keep it brief and to the point.
Regular Pickup Schedules: If everyone knows letters are retrieved at noon daily from a certain spot, no guesswork needed.
Written Communication Strategies: Integrating Written with Other Communication Forms
Reference Summaries in Radio Calls: If on radio, say: “Check the green binder, page 2,” directing allies to a known written source if reception is poor.
Multiple Languages or Scripts: If you have diverse allies, print instructions in more than one language or add pictorial aids. Highlighting Cross-References: If a note says “See agricultural guide for details,” ensure that’s easy to find.
Cheat Sheets in Everyone’s Pocket: Distribute small laminated cards with essential steps (like first aid) so each person carries crucial knowledge all the time.
Offline Data Exchange and Archives
Version Control: Mark each new data batch with a version number. Recipients know if they have the latest info or not. Encryption: If exchanging sensitive data, consider simple ciphers before handing off memory cards.
“Information Markets”: Periodically, designate a meeting spot where multiple communities bring their updated notes or new documents to exchange all at once.
Practical Tips for Everyday Use
Keep a quiet corner as a dedicated “reading spot”—less distraction, better comprehension.
If short on paper, erase pencil marks on a sturdy sheet and reuse it multiple times.
Add small drawings next to instructions. Even if text is misunderstood, images guide meaning.
Give a written instruction an identifiable current version
A useful notice states the action, location, date, authorizing contact and period for which it applies. If it replaces another notice, remove or clearly mark the obsolete copy rather than posting the two side by side. Use readable lettering, short sentences and an accessible translation where needed. Ask someone unfamiliar with the subject to explain the notice before distributing it. For private messages, include only the information required by the recipient and use appropriate handling. Written communication preserves details, but an undated or inaccessible record can preserve confusion just as effectively.