How to Speak to an Executive
Most of us have been asked the old cliché, scenario. “what would you say if you were in the elevator with the CEO of your company and you had to pitch him/her an idea but only had the time from when the elevator left the lobby to when it reached their floor?”
The ability to get your point across concisely and artfully to executives can mean the difference between moving up in your career or getting stalled where you are at. While oversimplified, the situation described above correctly characterizes the approach you should take when talking with an executive.
Despite the influence and responsibility they have, it is important to remember that often executives revert to almost being child-like when they reach that top level of corporations. Attention spans almost completely disappear and it is hard for them to focus on doing anything administrative without the help and support of an assistant. Every day they are bombarded with information and have to shift focus in the blink of an eye, as they have a number of areas of responsibility and lead organizations that working on many projects. When you have the opportunity to present a powerpoint deck to them or speak with them about an idea you have, you must consider their frame of mind.
That said, here are some keys things you must keep in mind in order to be successful speaking with top executives:
- Be Brief– When speaking with an executive, get to the point. Don’t plan on going through a lot of detail on every little part of the process you went through to arrive at your recommendation. Work under the assumption that if they want to know, they will ask you. Think of it like a funnel. What you communicate to an exec is analogous of the small funnel opening. Only communicate what is essential and be able to have background information and logic on why you reached certain conclusions. The process of presenting is not about you sharing every detail, but is about you getting your main points across and getting their buy-in and support. Additionally, at meeting scheduled for 1 hour may end up being 15 minutes if the executive is late leaving another meeting and may have other commits that have come up last minute that cut the time even shorter. This happens regularly to me.
- Be Insightful– Don’t tell an executive something they already know. Be unique and share something new. They don’t have the time to go over the same topic and details over and over. Teach them something new. When you consistently do this, then execs will know you are a go-to person and will come to you for guidance in the future. Using stories and analogies are good as well. I remember one presentation where I compared our companies operational complexities to ordering a steak at a restaurant but being expected to tell the waiter the internal temperature of the steak you wanted, the amount of salt, pepper and other spices you wanted along with the angle you wanted the grill lines to be at. It seemed to get the message across.
- Be Prepared to Go Off-Track– I do not think I have ever talked through a presentation without being interrupted. More accurately, I don’t think I have ever gotten more than 30 seconds into a presentation without being stopped by an executive to ask a question, say on opinion or move ahead to a more specific part of my presentation. It happens. Be familiar with your presentation and able to start and stop anywhere while being able to seamlessly go back to important areas that were skipped as you follow-along the executive’s thought process. Executives see things in a unique way and may not learn a concept the same way you did.
- Be Ready to Answer Questions– Be prepared to answer any question. While you want to keep presentations short and to the point, make sure to have a ton of back-up information. You will undoubtedly be asked something unique and need to have reference-able evidence to back-up what you are saying. Just as important, if you don’t know the answer, admit that you don’t, commit to finding an answer and then follow-up with the executive with the answer you find.
- Be Sure to Follow-up– While it would be ideal to get a direct and clear answer from an executive after presenting, this is often not the case. Execs need time to process what you recommended and tie it in with the other dozen priorities they are juggling. Ensure that you follow-up to confirm buy-in and get approval on the best path forward. Often you will have to drive this because if you wait around for them to get back to you, you may be waiting forever.
I regularly present to executives at my company about new and exciting technologies and strategies to build revenue. While at first I was very concerned with getting my point the way I wanted to explain it, I soon learned that I had to build my analyze specifically for the executive I was reading out to, almost like I had to write in a different language I knew they understood. Being flexible is so important.
A good way to learn how to effectively communicate to executives is to treat all your interactions with co-workers like they are with an executive. They will appreciate how you value their time and you will get much better at getting your point across.
Now the next time you are in an elevator with an executive you know what to do: be brief, be insightful, be prepared to go off-track, be ready to answer questions and be sure to follow-up. And even if you are not limited to an elevator ride’s amount of time, take ownership of your communication and treat everyone with the respect that you would give an executive from your company. It will help you go far in your career, not matter what your chosen field is.
Does Anyone have any stories about interactions they have had with an executive or tips of their own?
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Posted on November 16, 2012, in Tips & Tricks, Young Professionals and tagged Aaron McDaniel, Advice, Best Practices, communication, Leadership, Mentality, Millennials. Bookmark the permalink. Leave a comment.