The useful starting point
Imagine a colleague receiving a handover after joining a project. They may need to know the current decision and the next action, rather than every discussion that preceded it. Write down what that reader already knows and what they need to do with the message.
A small step to try
Draft a one-sentence purpose before the message itself. Keep supporting background available, but do not let it hide the action. Ask a reader unfamiliar with your draft to describe what they should do next. Their answer can reveal a missing explanation. Plain-language guidance supports this audience-first approach; it does not guarantee that one draft will suit every recipient.