Visual Hierarchy

Remote Communication: Written

When working remotely, written communication becomes the primary way to collaborate, share information, and align with your team. The tools you’ll likely use include:

• Messaging platforms (e.g., Slack)
• Collaboration tools (e.g., Google Workspace: Gmail, Docs, Sheets, Calendar)
• Project management software (e.g., Asana, Notion, ClickUp)
• Documentation systems (e.g., internal wikis, process guides)

Since so much of remote work relies on written messages, structuring your communication effectively is critical. One of the most powerful ways to do this is by using visual hierarchy.

What is Visual Hierarchy?

Visual hierarchy is a design principle that determines how information is presented so that the most important details stand out. It’s about guiding the reader’s eye, making it easy to scan and understand key points quickly.

Good visual hierarchy:
✔ Communicates information clearly and efficiently
✔ Directs the reader’s focus from one piece of information to the next

While this concept is often discussed in design, it’s equally important for written communication. Whether you’re drafting an email, documenting a process, or sending a Slack message, how you structure your message affects how well it’s understood.

Visual hierarchy in writing primarily involves text formatting—things like headings, bolding, italics, bullet points, and spacing.

How to Use Visual Hierarchy in Writing

Applying visual hierarchy isn’t just about making things look nice—it’s about ensuring your message is clear, scannable, and actionable. Here’s how you can do that:

1. Use Headings to Organize Content

Headings act as signposts, helping readers navigate your message quickly. They should be:

• Descriptive – Clearly state what the section is about.
• Consistent – Follow a logical pattern (e.g., large font for main headings, smaller for subheadings).
• Scannable – Readers should get the gist just by reading the headings.

💡 Example: Instead of writing a long paragraph explaining three different ideas, break it into sections with headings so the reader knows what each part is about.

2. Emphasize Key Points with Bold and Italics

Strategic emphasis helps important details stand out.

• Use bold for critical details, like deadlines or action steps.
• Use italics for emphasis or to highlight subtle distinctions.
• Avoid overusing both—too much formatting makes text harder to read.

💡 Example:
❌ We need to submit the report by Friday and ensure all changes are approved.
✅ Report deadline: Friday – Please finalize all changes before submission.

3. Structure Information with Bullets and Lists

Breaking text into lists makes it easier to absorb.

• Use bullet points for unordered lists (ideas, reminders, action items).
• Use numbered lists when order matters (steps in a process).
• Keep lists structured – each point should follow a similar format.

💡 Example:

❌ Long paragraph: We have three main priorities for the next sprint. First, we need to finalize the content strategy. Second, we should prepare the email sequences. Lastly, we need to test automation workflows.

✅ Bullet points:

• Finalize content strategy – confirm messaging by Thursday.
• Prepare email sequences – draft and review by Friday.
• Test automation workflows – troubleshoot and refine next week.

4. Keep It Concise but Thorough

Effective writing balances clarity and completeness.

• Get to the point. Avoid unnecessary words, but don’t omit key details.
• Use short paragraphs. Large text blocks are overwhelming.
• Write for skimming. Most readers scan before deciding to read fully.

💡 Example:
❌ Too wordy: Just a reminder that the team meeting is scheduled for tomorrow at 10 AM, and I wanted to make sure everyone knows that we’ll be discussing project updates, feedback from the last sprint, and some new ideas we’re considering.

✅ Clear and concise: Team meeting – Tomorrow, 10 AM

Agenda:

• Project updates
• Sprint feedback
• New ideas discussion

5. Focus on the Who and the What

Before writing, ask yourself:

• Who is this for? Tailor your tone and level of detail accordingly.
• What is the key message? Every sentence should reinforce it.
• What action do I need from the reader? Make next steps clear.

💡 Example:
❌ Vague request: Hey, when you have time, can you look at this and let me know what you think?
✅ Clear request: Feedback needed by Wednesday – Please review the draft and leave comments on any unclear sections.

Exercise: Applying Visual Hierarchy

When you’re developing this skill, start by writing everything down without worrying about structure. Once the information is on the page, refine it using visual hierarchy principles.

Example: Before vs. After

❌ Before (Unstructured Text)

Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur.

Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur.

✅ After (Structured with Visual Hierarchy)

What is Known?

• Lorem ipsum dolor sit amet
• Ut enim ad minim veniam
• Duis aute irure dolor in
• Excepteur sint occaecat

What is Unknown?

• Lorem ipsum dolor sit amet
• Ut enim ad minim veniam
• Duis aute irure dolor in
• Excepteur sint occaecat

Real-World Example: Writing a Clear Request

❌ Before (Unclear Message)

Hey, I’m trying to figure this out, but I want to make sure I’m doing it right. Can you look at it and let me know your thoughts? I also want to make sure it aligns with the brand, and I see three options, but I’m not sure which is best.

✅ After (Clear, Actionable Message)

What I Need from You:

I’m working on this but want to ensure I’m on the right track. Please respond to each question separately.

1. What is your gut reaction?
2. If I were to make a recommendation, I’d say we don’t proceed. What do you think?
3. Here are three options and their tradeoffs:
   • Option 1: [Details]
   • Option 2: [Details]
   • Option 3: [Details]

Final Thoughts

Mastering visual hierarchy in written communication will:
✔ Make your messages clearer and easier to act on
✔ Reduce misunderstandings and back-and-forth clarifications
✔ Improve how quickly and efficiently your team absorbs informationNext time you’re writing a message, take a moment to structure it intentionally—your team (and your future self) will thank you!