The Art of Explanation

The Art of Explanation Plot Summary

Introduction

In a world saturated with information, the ability to explain complex ideas clearly is more valuable than ever. Yet many of us struggle to communicate effectively, watching as our listeners' eyes glaze over or feeling frustrated when our carefully crafted emails go unanswered. Whether you're giving a presentation, writing a report, or simply trying to make a point in a meeting, the challenge remains the same: how do you make yourself understood? The good news is that explanation isn't a magical talent bestowed upon a lucky few—it's a skill that can be learned, practiced, and mastered. By understanding the fundamental principles of clear communication and applying specific techniques to organize your thoughts, you can transform how you share information with others. Throughout these pages, you'll discover practical strategies to make your explanations more engaging, more precise, and ultimately more effective, regardless of your audience or subject matter.

Chapter 1: Master the Ten Elements of Great Explanation

Great explanation isn't just about simplifying complex topics—it's about creating clarity through a careful balance of several essential elements. At its core, effective explanation requires both simplicity and precision, delivering just the right amount of information in just the right way. When these elements work in harmony, your message becomes impossible to misunderstand. Ros Atkins, renowned for his ability to break down complex news stories with remarkable clarity, describes this balance as finding "the right words to say precisely what you mean." In his work at the BBC, Atkins developed a system built on ten core elements that make explanations powerful: simplicity, essential detail, appropriate complexity, efficiency, precision, context, lack of distractions, engagement, usefulness, and clarity of purpose. These aren't just theoretical concepts—they form a practical framework that guides every explanation he creates. Consider Atkins' experience covering the Greek debt crisis in 2015. Standing on a rooftop in Athens with the parliament building visible behind him, he found himself needing to explain extraordinarily complex economic and political issues to viewers with varying levels of knowledge. Rather than avoiding the complexities, he confronted them directly. In the tiny office where the team retreated between broadcasts, Atkins created three lists: issues he understood well, elements he was struggling to grasp, and a blank space for new developments he anticipated would emerge. When he reached the limits of his understanding, Atkins didn't hesitate to seek help. He called upon colleagues like Joe Lynam from BBC Business, asking questions and then attempting to reformulate the answers in simple, clear language. Through this iterative process, he developed explanations that were both accessible and accurate. The result wasn't a watered-down version of events, but rather a precise distillation that captured essential complexities while remaining comprehensible. This approach reveals an important truth: great explanation isn't about knowing everything; it's about understanding what matters most and finding the clearest way to communicate it. By embracing complexity rather than avoiding it, you gain the confidence to determine what information is truly essential and how best to present it. The goal isn't to oversimplify but to provide just enough detail for complete understanding without overwhelming your audience. To put these principles into practice, start by asking yourself: "Is this the simplest way I can say this?" for each sentence you craft. Identify what detail is truly essential, which elements of complexity must be included, and whether you're expressing yourself as efficiently as possible. These questions will guide you toward explanations that connect with your audience and achieve your communication goals, whether you're teaching a class, pitching a client, or explaining a policy change to your team.

Chapter 2: Know Your Audience to Maximize Impact

Understanding who you're speaking to fundamentally shapes how you should craft your explanation. Many communicators make the mistake of focusing solely on what they want to say, without considering who will be receiving their message. This oversight can lead to explanations that, while technically accurate, fail to resonate with their intended audience. James Harding, former Director of BBC News, was known for his high-energy presence and laser-focused attention that could easily wander if not captured immediately. When Atkins needed a rare fifteen-minute meeting with Harding in 2014 to discuss changing his presenting commitments and streaming new types of news programming, he knew standard preparation wouldn't suffice. Atkins carefully studied Harding's communication style, observing how quickly he grasped points and moved conversations forward when he felt he understood the concept. Using this insight, Atkins drastically condensed his presentations—forty-five seconds on work commitments and ninety seconds on streaming. He eliminated anything non-essential and practiced delivering only the most crucial information. During the meeting, Atkins could feel Harding wanting to speak toward the end of his ninety-second explanation—a sign that his audience-focused approach was working perfectly. Within weeks, both of Atkins' requests were approved. This level of audience awareness transformed what could have been a forgettable meeting into a career-changing opportunity. By tailoring his communication style to match Harding's preferences, Atkins significantly increased his chances of success. The same principle applies across all communication contexts, from emails to presentations to critical conversations. To apply this approach effectively, ask yourself five key questions before any important explanation: Who exactly am I talking to? What do they already know about this subject? How do they prefer to receive information? How can I signal that this information is specifically for them? And how can I establish credibility with this particular audience? The answers will vary dramatically depending on context. When Atkins hosts a news assembly at his children's primary school, he notices that while older children confidently ask questions, younger ones quickly become fidgety. By calibrating his answers toward the younger children—without losing the engagement of the older ones—he creates an inclusive experience where everyone remains attentive. Begin implementing this approach by creating a quick profile of your audience before your next important communication. Consider their existing knowledge, their primary concerns, and how they typically consume information. Then adapt your explanation accordingly—not by changing your core message, but by presenting it in a way that meets your audience where they are. This small investment in preparation can dramatically increase both comprehension and engagement.

Chapter 3: Structure Your Information Systematically

Information without structure is like a pile of building materials without a blueprint—potentially valuable but essentially unusable. The way you organize your explanation can make the difference between clarity and confusion, between engagement and abandonment. Developing a systematic approach to structuring information is perhaps the most crucial skill in effective explanation. Atkins learned this lesson the hard way during his university years at Cambridge. Each week, he was given complex essay questions on subjects he knew little about, accompanied by reading lists of up to thirty books. Faced with this overwhelming challenge, he developed a methodical approach that would later become the foundation of his explanation system. This process—which he calls the Seven-Step Explanation—begins with gathering information, then distilling it to its essential components before organizing it into coherent "strands." When covering the Dutch elections in 2017, Atkins found himself in Het Plein square near the Dutch parliament. Despite thorough preparation, he struggled to explain the complex political situation fluently. The problem wasn't lack of information—it was that he hadn't organized it into a usable structure. Taking his notes on his phone, Atkins walked around the square talking to himself, working through each strand of the story until he could explain it coherently. This seemingly eccentric behavior reveals a profound truth about explanation: even with all the necessary information at your disposal, you need a system to make that information accessible and meaningful. In Atkins' method, this means breaking your subject into distinct strands, with each strand containing no more than five key elements. These elements might include primary points, supporting facts, contextual information, and questions to address. For example, when preparing for a job interview, you might create strands focused on "Event Management Experience," "Leadership Skills," and "Industry Knowledge." Each strand would contain specific examples and achievements that demonstrate your capabilities in that area. By organizing information this way, you create manageable chunks that can be accessed quickly and delivered confidently. The power of this approach becomes evident when you practice moving between strands using what Atkins calls "bridging phrases"—transitions like "That's one area I'd emphasize, another is..." or "This connects directly to..." These verbal bridges allow you to navigate smoothly between different parts of your explanation, creating a sense of coherence and purpose. To implement this approach in your own communications, start by identifying the main strands of whatever subject you need to explain. For each strand, determine the most important elements to include, keeping the total under five. Practice moving between these strands in different orders, developing your ability to construct explanations that respond to different situations while maintaining clarity and purpose. This systematic structure will provide a foundation that supports even the most complex explanations.

Chapter 4: Craft Compelling Narrative Frameworks

Information alone, no matter how well organized, rarely captures attention or drives understanding. To truly engage others, you must transform raw information into a compelling narrative—a story that not only conveys facts but creates meaning. The best explanations don't just inform; they guide listeners through a journey that makes complex ideas accessible and memorable. In 2021, Atkins created a video explainer about the devastating heatwave in North America. Rather than simply presenting temperature data and scientific analysis, he opened with these words: "This is a story of two heatwaves—that have set record temperatures. That have started wildfires. That have killed people. And that connect to what we're doing to our planet. And how we're tackling climate change." In just fifteen seconds, he established both the immediate crisis and its broader significance, creating a framework for everything that followed. This narrative approach transformed what could have been a dry scientific report into a compelling ten-minute explanation that millions viewed. By framing the information as a story—specifically using what he calls the "zoom out" structure—Atkins created momentum that carried viewers from the immediate impact of the heatwaves to their broader implications for climate change. The effectiveness of narrative in explanation finds support in unexpected places. Professor Pragya Agarwal, a behavior and data scientist, explains in Forbes how businesses use narrative to connect with customers: "Successful brands create a narrative, something that positions them as unique, and creates an emotional connection with the customers. Good storytelling is all about forging an emotional connection." This same principle applies to explanation of all kinds—from teaching to sales presentations to organizational leadership. To implement narrative frameworks in your own explanations, consider these classic structures: chronological (following events over time), problem-solving (establishing a challenge and showing how it was addressed), or block-by-block (building understanding piece by piece). Each provides a different way to organize information while maintaining the narrative thread that keeps people engaged. Music offers another source of inspiration for crafting compelling explanations. Atkins found insight in Joni Mitchell's album "Blue," which critic Ann Powers described as "punishingly precise." This precision—choosing exactly the right words and clearing away distractions—creates emotional impact through careful selection rather than excess. Similarly, in explanation, the goal isn't to say everything possible about a subject, but to say precisely what matters most. Begin applying narrative techniques by identifying the core story within whatever you need to explain. Ask yourself: What journey do I want to take my audience on? Where should I start, and where do I want to end? What transformation or insight do I want them to experience? By answering these questions before crafting your explanation, you'll create a framework that engages interest while conveying essential information—making your message not just understood but remembered.

Chapter 5: Deliver with Confidence and Precision

Even the most carefully crafted explanation can fall flat without effective delivery. How you present information—your pacing, emphasis, confidence, and physical presence—significantly impacts how your message is received. Mastering delivery transforms good explanations into exceptional ones, allowing your ideas to connect with audiences in powerful ways. When Atkins was preparing to host a set-piece live TV debate for the 2013 German election, he faced an intimidating setting: a high-budget production in the grand courtyard of the German Historical Museum in Berlin, with multiple cameras and a large audience. Recognizing the importance of feeling comfortable in this environment, he applied a lesson learned years earlier at BBC Radio 5 Live. The day before the broadcast, while the crew assembled the set, Atkins worked on his scripts right there in the space. He spoke with producers about plans while standing on set and rehearsed his material in the actual location where he would be presenting. This preparation wasn't just about reducing nervousness—it was about creating familiarity that would allow him to focus entirely on communication rather than surroundings. When the director counted down "three... two... one" the next day, Atkins felt nervous but in control, capable of delivering his explanation with confidence and clarity. The same principle applies to any delivery situation, from job interviews to presentations to important meetings. By familiarizing yourself with the environment whenever possible, you remove one potential source of distraction. If you can't visit the space beforehand, at least ask questions about the format, layout, and expectations so you can mentally prepare. Beyond environmental familiarity, delivery excellence requires attention to pace, emphasis, and physical presence. When starting as a radio presenter, Atkins initially spoke too quickly in an effort to seem engaging. Over time, he discovered that slowing down—while maintaining an engaged tone—actually improved his delivery. The audience had more space to absorb information, his breathing improved, and his overall presentation gained authority. Physical elements matter too. Atkins recommends having a "hands plan"—a conscious decision about what you'll do with your hands while speaking. This might mean designating one hand for gesturing while keeping the other still, or planning specific gestures to emphasize key points. Similarly, how you stand affects both how you feel and how others perceive you. Rather than rigid formality, adopt a natural stance similar to how you'd position yourself in conversation. To implement these delivery techniques, practice verbalizing your explanation aloud, paying attention to pace, emphasis, and transitions. Record yourself if possible, or ask for feedback from others. Identify any "creases"—awkward phrasing or stumbling points—and smooth them out through repeated practice. With each iteration, your delivery will become more natural and confident, allowing your explanation to achieve its full impact.

Chapter 6: Adapt to Dynamic Scenarios

Life rarely gives us the luxury of delivering perfectly scripted explanations. More often, we face dynamic scenarios—job interviews, client meetings, Q&A sessions—where we must explain complex ideas while responding to unpredictable questions. These fluid situations demand a different approach to explanation, one that combines thorough preparation with in-the-moment flexibility. In 2002, Atkins attended a BBC training course called "Controlling your two-way," focused on how reporters could explain stories effectively in live interviews. The trainer began with a revolutionary concept: "Today we're going to learn to say what you want to say regardless of what you're asked." This idea—that you could maintain control of your explanation even in unpredictable circumstances—transformed Atkins' approach to communication in all contexts. The secret to this approach lies in preparation that focuses not just on what you want to say, but on how you can access that information flexibly. While covering the Greek debt crisis in 2015, Atkins experimented with a memory technique called "chunking"—organizing information into distinct packages that could be recalled and rearranged as needed. This approach was inspired by his experience playing a memory game called "Simon," where he noticed his brain automatically grouping sequences to make them easier to remember. By applying this technique to his reporting, Atkins created mental "chunks" of information about different aspects of the crisis. Each chunk contained no more than five key elements—a primary point, supporting facts, and essential context. When asked a question, he could quickly identify which chunks were relevant, arrange them in the most appropriate order, and deliver a coherent explanation that both addressed the question and conveyed his key messages. This ability to organize and access information mentally becomes even more powerful when combined with techniques for handling questions. One key strategy is what Atkins calls "picking the question"—identifying the subject as soon as possible and using the rest of the question time to plan your response. For example, if an interviewer begins asking about "managing a team," you immediately know which chunks of information to access, giving yourself valuable seconds to organize your thoughts while they finish speaking. Dominic O'Brien, an eight-time World Memory Champion who works with executives and performers, recommends several memory methods that support this approach. The "journey method" involves mentally placing information at locations along a familiar route, while "memory palaces" associate information with different rooms in a familiar building. These techniques create stable mental frameworks that allow rapid access to information in dynamic situations. To implement this approach, prepare by organizing your information into clear chunks, then practice accessing and connecting them in different combinations. Develop a repertoire of "bridging phrases" that help you move smoothly between topics. Finally, anticipate likely questions and plan how you'll respond using your prepared information. With practice, you'll develop the ability to construct clear, coherent explanations in even the most challenging scenarios.

Chapter 7: Simplify Complex Communications

In our information-saturated world, the ability to simplify without oversimplifying has become essential. From emails and text messages to reports and presentations, we constantly face the challenge of conveying complex ideas in limited space and time. Mastering the art of simplification—knowing what to include, what to omit, and how to structure information for maximum impact—can transform your day-to-day communications. Allan Little, a veteran BBC journalist and masterful script writer, captured this challenge perfectly: "Simplicity is the key to understanding. Short words in short sentences present the listener or reader with the fewest obstacles to comprehension." This insight transformed how Atkins approached explanation, helping him recognize that unnecessary details weren't merely stylistic issues—they were active threats to understanding. This principle became central to Atkins' approach to explanation in all contexts, from complex news stories to everyday emails. He became relentless in hunting down what he calls "obstacles to understanding"—superfluous adjectives, obscure vocabulary, unnecessary detail, and long sentences that make comprehension more difficult. The goal wasn't brevity for its own sake, but rather removing anything that didn't directly support understanding. The impact of this approach becomes clear in examples like Atkins' coverage of the Battle of the Somme. When confronted with a paragraph of historical information, he distilled it to its essential elements: "1 July 1916. British army largest number of casualties ever. 19,200 dead. Around 60,000 wounded or missing. Most fell in first 100m." By stripping away everything non-essential, he created a clear, powerful explanation that anyone could grasp immediately. This same principle applies to everyday written communication. Professor Todd Rogers of Harvard Kennedy School conducted experiments showing that cutting the number of words in a message by two-thirds increased response rates by 80 percent. When writing emails, Atkins recommends explaining the purpose in the first sentence (what the military calls "Bottom Line Up Front"), using short paragraphs, helpful formatting, and bullet points to make information easily scannable. He approaches each message with five realistic assumptions: recipients may not read it at all, may not read all of it, will likely skim rather than read carefully, are approaching it functionally rather than emotionally, and are more likely to engage if the message feels personally relevant. These assumptions guide how he structures even the most routine communications. Consider how Atkins might structure an email about a seminar: rather than lengthy paragraphs, he would use clear headings, bullet points, and separate sections for different groups (speakers, technical team, etc.). This approach respects recipients' time while ensuring they can quickly find the information most relevant to them. To implement these simplification techniques, start by reviewing a recent email or document you've written. Look for sentences that could be shorter, jargon that could be replaced with simpler terms, and information that isn't essential to your purpose. Experiment with formatting that makes key information stand out. Remember Professor Rogers' insight that "no one cares about my email as much as I do"—and that unnecessarily long messages impose an "unkind tax" on recipients' time and attention. By simplifying with care, you show respect for others while dramatically increasing the effectiveness of your communications.

Summary

Throughout these pages, we've explored how clear explanation can transform your ability to communicate in every area of life. From structuring complex information to adapting in dynamic situations, the principles and techniques we've discussed offer a comprehensive approach to making yourself understood. As Atkins eloquently puts it: "It's like cleaning a window. You can see through a dirty window but if you clean the window you can see so much better." This perfectly captures the essence of great explanation—it doesn't change the information itself, but dramatically changes how clearly it can be perceived. Your journey toward becoming a more effective communicator begins with a simple step: choose one aspect of how you communicate in your daily life and apply these principles to it. Perhaps start with how you structure emails, how you prepare for meetings, or how you explain complex topics to colleagues or clients. As you practice these techniques, they'll become more familiar and more effective, gradually transforming how you share information with others. Remember that explanation is both an art and a skill—one that improves with conscious attention and deliberate practice. By making this investment in how you communicate, you create clarity that benefits not only yourself but everyone you interact with.

About Author

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Ros Atkins

Ros Atkins is the presenter of Outside Source on BBC News, and also presents the Media Show on BBC Radio 4. He and his team produce viral explainer videos on topical news stories which have been praised for their effectiveness as a news format. Ros also founded the BBC's 50:50 Project which aimed to achieve greater gender representation in teams across the broadcaster, an initiative which has been replicated in organisations worldwide.

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