Whether it be in person, on the phone, or via email, people (especially those higher up in the company) have many plates they are juggling and greatly appreciate you getting to the point.
So, let me get to my point and share the 4 steps we teach to “brief your boss:”
1. Re-establish priority and importance. A couple of examples of this would be “You asked me to…” and “I have completed the project you assigned me…”
2. State the most important findings at a high level. Keep it limited to no more than 4 or 5 main points. Examples include “The 3 main opportunities are…” and “Outcomes would be, one…”
3. Share details that make a difference. This is where you expand upon the headlines with pertinent information that helps your boss make a decision. “Let me share key details now about each of the 3 opportunities…” or “Would you like to know more details about the outcomes or should I continue?”
4. Outline the next steps. Clearly and concisely state your recommendation, what next steps should be, or even raise other questions/concerns. “Next I recommend we…” “I also think we need to be concerned about… because…” and “Through this I also learned…” are possible examples.
Don’t hesitate to coach your team members on being briefer when they miss the mark. This precise and to-the-point technique is an art that takes practice to effectively master, but it is sure to make you shine in the eyes of management when you use it. Don’t underestimate the power of the art of effective - and brief - communication.