Our words hold power by shaping each situation with details and context. We make meaning via communication, so how we shape our messages matters, and how those messages are interpreted is correct.

According to Oxford Languages, “context is the circumstances that form the setting for an event, statement, or idea, and in terms of which it can be fully understood and assessed.” Context allows us to influence the interpretation of actions and emotions when needed.

Providing limited information and little to no detail (context) when we write or speak may result in a misunderstanding or misinterpreting of what is being said. Context is the glue that brings concepts together by giving background information or necessary details that help us better understand a situation or an event. Providing essential details such as who, what, when, where, and why is important for understanding. Including these context clues can help avoid misinterpretations and help you articulate your idea successfully. Below are some examples that leave out crucial details:

Sentence example: The ball was kicked. (past action)

The reader knows the ball was kicked but needs to know who kicked it or why it is crucial. Is there some reason why or how the ball kicked mattered? Was this appropriate or inappropriate? What now?

Revised sentence: The ball was kicked by Julia at practice. (past action)

Or even better, “Julia kicked the soccer ball during a practice she was invited to with the USA Soccer team.”

(See how changing this sentence to active voice and adding more details clarified the situation and why it was important?)

We must especially include context in our professional communication, adding especially important details like deadlines, situational details, names, places, and other identifiable information. Be sure you include contextual information when you recap meetings, share a project update, or prepare a media relations pitch! Explaining the context helps our audience better understand and prioritize our messages in order of importance.

Sentence example: We have a meeting.

The reader is left confused and with questions. When is the meeting? Why are we having a meeting? What needs to happen before the meeting or needs to be drafted in preparation?

New sentence: We have a team meeting at 11 a.m. via Zoom this Friday to discuss updates on client work.

The reader can now prepare for a team meeting on Friday and gather any updates and essential notes to share with the team during the meeting. Providing context helps individuals in the conversation to know crucial details, assist, and offer ideas in support based on the information gathered.

Context is essential in our work because not including details can lead to missing deadlines, missing vital notes that can impact the course of a project, delayed meetings, or may even have legal implications. To avoid making these mistakes, actively listen for context clues and relay all of the details to share a complete message. Context matters and can impact what actions we do (or don’t) take.