Your Message IS Your Presence: Leading Distributed Teams Through the Written Word

Writing is the often unseen infrastructure that holds modern organizations together when people can’t share the same room. A single clear, human message can cut through distance and noise to remind people why their work matters. When leaders show up consistently in writing- with honesty, warmth, and vision- their words become handrails that turn confusion into direction and isolation into connection.

When physical presence is removed from the equation, writing becomes the infrastructure that holds your organization together. In cities, counties, and public institutions, where team members are dispersed across departments, districts, and sometimes even working remotely, the written word often becomes the single most persistent form of leadership. It's where decisions are explained, tone is modeled, and expectations are set. A well-crafted message doesn't just share information - it shapes how that information is received, interpreted, and acted upon.

In my work within startups, I’ve seen firsthand how a manager’s weekly note can carry more weight than a formal memo. Not because it has more authority, but because it has more humanity. When leaders take the time to write with clarity and intention, it signals care. It bridges the distance between levels of hierarchy, and it gives staff something to hold onto amid the noise of their day. Research shows that organizational communication significantly impacts employee engagement and trust, especially during periods of change or crisis^1. In the absence of face-to-face time, your messages become your presence.

Messaging as a Leadership Tool

Messaging is not just about what you say, but when and how you say it. Timing is often everything. A delay in acknowledging a crisis, or even a perceived silence, can erode trust and internal morale. Effective leaders understand that message cadence builds rhythm, and rhythm builds confidence. When staff, residents, or partner organizations know what to expect and when to expect it, they’re more likely to stay engaged and aligned. Consistent messaging habits are critical to building this foundation.

One practical strategy is to establish recurring communications that people can count on - a monthly department update, a Friday wrap-up email from leadership, or a quarterly performance snapshot. These become anchors in the organizational calendar. They create space for transparency, celebration, and course correction. Research shows that routine communication from leadership increases feelings of inclusion and job satisfaction among employees^2. You don’t always need a major announcement or a new initiative to justify a message. Sometimes, the message itself is the initiative - a reinforcement of values, a spotlight on good work, or a transparent moment of reflection.

The Emotional Intelligence of Tone

Tone is often the most overlooked aspect of messaging, but it’s also the most powerful. Especially in written communication, tone determines whether your words connect or create distance. Trust is foundational and team morale deeply shapes the quality of your service. The tone you use can either reinforce your mission or work against it. A message that reads cold or overly formal can unintentionally signal detachment, even when the intent is purely functional. But a warm, clear tone can motivate action and strengthen connection.

This doesn’t require abandoning professionalism. It means writing as if you respect your reader’s intelligence and value their time. Use plain language. Avoid jargon. Be specific about what you’re asking and why it matters. According to the Center for Plain Language, clear communication boosts compliance, reduces misunderstandings, and increases public satisfaction with government services^3. Tone is where your values show up - not just in what you say, but in how you choose to say it.

Messaging Through Crisis and Uncertainty

During moments of uncertainty, messaging becomes more than communication - it becomes stabilization. Whether it's a public health emergency, a budget shortfall, or a high-profile incident, the initial messages from leadership often set the emotional and operational tone for the entire response. Clarity, speed, and empathy are essential. A delayed or overly cautious message can create a vacuum that speculation or misinformation will quickly fill.

In my experience, the most effective crisis messages follow a simple framework: acknowledge what is happening, communicate what is known (and what is not), explain the response steps being taken, and express a human perspective. This last point is critical. Even in the most technical of updates, people want to hear from people. Harvard Business Review highlights that leaders who communicate with empathy and clarity during crises are more likely to maintain trust and organizational cohesion^4. In high-stakes moments, writing is not just a deliverable - it's your leadership in action.

Building Culture Through Everyday Messaging

Culture isn’t created in retreats or slogans - it’s built in the way people communicate daily. Hiring messages, onboarding materials, performance feedback, internal newsletters - these are the places where culture is either reinforced or diluted. Every message is a culture-carrying artifact. Especially in distributed or hybrid teams, writing is the connective tissue that signals what matters, how we treat one another, and what success looks like here.

One way to embed culture into messaging is through intentional language choices. Celebrate wins using language that reflects your organization’s values. Frame challenges in a way that invites shared responsibility. Make space for storytelling - whether it’s a staff spotlight or a short narrative about a successful initiative. When employees see themselves in the stories being told, they’re more likely to feel part of something meaningful. According to a Gallup report, employees who strongly agree that their organization communicates effectively are 4.5 times more likely to be engaged at work^5. Writing is not just a method of information transfer - it’s a method of cultural transmission.

Practical Tips for Stronger Media and Messaging

For those working in leadership, communications, or program delivery, here are a few practical strategies that can elevate your writing and messaging impact. First, always write for your audience, not your department. Ask yourself what they need to know, what action you want them to take, and what they might be feeling as they read your message. This audience-first mindset leads to clearer, more empathetic communication.

Second, develop a voice guide for your organization. This doesn’t need to be a complicated branding manual. A simple one-pager that defines your preferred tone (e.g., direct, welcoming, trustworthy), common phrases to use or avoid, and formatting standards can dramatically increase consistency across teams. Third, treat your recurring messages like publications. Create templates, plan content themes in advance, and track engagement metrics over time. This elevates internal messages from afterthoughts to strategic assets, and helps institutionalize a culture of intentional communication.

Bibliography

1. Clampitt, Phillip G., and M. Lee Downs. "Employee Perceptions of the Relationship Between Communication and Productivity: A Field Study." Journal of Business Communication 30, no. 1 (1993): 5-28.

2. Men, Linjuan Rita, and W. Timothy Coomb. "Employee Engagement in Relation to Employee–Organization Relationships and Internal Reputation: Effects of Leadership Communication." Public Relations Journal 8, no. 2 (2014): 1-22.

3. Center for Plain Language. "Why Plain Language Matters." Centerforplainlanguage.org. Accessed April 2024. https://centerforplainlanguage.org/why-plain-language-matters/

4. Gallo, Amy. "Communicate Better with Empathy." Harvard Business Review, March 2020. https://hbr.org/2020/03/communicate-better-with-empathy

5. Gallup. "State of the American Workplace Report." Gallup.com, 2017. https://www.gallup.com/workplace/257578/state-american-workplace-report-2017.aspx