Great communicators tailor their approach to suit their audience. The more sophisticated and senior the audience, the more important it is to start with the conclusion first. Then and only then can they decide if they want to hear more. Sometimes, you can stop right there.
The more junior audiences will be interested in the facts and detail, and how you got to the conclusion. They will have the patience, desire and need to learn more on the topic.
Be conscious of which kind of audience you have and tailor your message.
Some of the best meetings we had with senior level clients were either paperless, or practically paperless. Instead, they were conversations on key topics where we were well-versed enough to talk extemporaneously.
The first time I met with the President of our company, I made the mistake of putting together a big binder of material (my crutch and safety blanket) and then compounded it by starting with all the basic facts with the intention of building up to the conclusion.
I had gotten through about a minute of it (which is an excruciatingly long time if you’re drowning in a meeting) when my boss mercifully stepped in and showed me how it’s done.
His script went something like, “On the question of XYZ, we’ve concluded that the firm’s best strategy is to stay the course. There are 3 reasons for this recommendation: A, B, C.” The meeting then went on for another 10 minutes or so where we basically answered questions and got the President’s sign off.
Getting to the point was magical and made the whole meeting more efficient and effective. Plus, my boss didn’t need all the papers, he had the 3 key points in his head and all the supporting facts in neat virtual “brain files” behind each points.
That embarrassing lesson remains with me, and to this day, I still remind myself to “get to the point” in business meetings and organize my thoughts into the 3 key points I want to make. It works!
Today, before every meeting or formal communication (oral and written), gather your thoughts into 3 key points. This is called the “rule of 3”, according to my friends at McKinsey, which refers to the observation that the human brain can only retain 3 ideas simultaneously.
In the meeting, start with those points you want to make right upfront. You’ll come across as more organized and strategic, and the meeting will have a better chance of a successful outcome.
What was your experience in getting to the point?
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May is an executive coach, speaker, advisor, and author of the #1 international bestseller VISIBLE: How to Advance Your Career Without Playing Politics, Selling Your Soul, or Working Yourself into the Ground. She’s a seasoned business executive with a passion for helping leaders be the best they can be.
As an executive coach and mentor, May brings 24 years of front-line corporate experience and expertise, most recently as COO of Morgan Stanley Europe, to help professionals overcome (often hidden) obstacles, advance to the next level in their careers and reach their full potential.
