The executive summary is not just for executives
"The single biggest problem in communication is the illusion that it has taken place." George Bernard Shaw
You know I'm a definition guy. It helps me start from a point of clarity (see my first book). Wikipedia does a perfect job of defining the executive summary. "a short document or section of a document produced for business purposes. It summarizes a longer report or proposal or a group of related reports in such a way that readers can rapidly become acquainted with a large body of material without having to read it all." Read more here.
Here are three truths about business today. First, much of what we communicate to our leaders is part of a larger body of work. Second, few, if any leaders have time to 'read it all.' Third, the first two truths exist for everyone, not just leaders. Therefore, using the executive summary format in communicating is a sound approach for everyone you communicate with. Consider this format:
Bottom line up front (BLUF) or problem statement. Make your main point in one sentence. If you could only send one sentence, what would you say? If you are addressing a problem, title your sentence "Problem Statement" (Contact me for some help on crafting a problem statement).
Background information. Use bullets to add some supporting narrative to what you are talking about. Use 3 to 5 bullets. These bullets can be descriptors of a problem or more information related to your bottom line.
Recommendation or directive. Sharpen this statement or directive (previous blog). Be very precise about what you are recommending to a boss or directing of your people. When recommending solutions, always provide more than one solution. Then recommend one.
Next up. This can be a specific item you want to discuss in the next meeting or the next steps you are going to take or desire your team take. 'Call to action' is another good title for this part of your summary.
We are all so busy these days. Conserve time by summarizing. Save your longer narrative for one on one interactions or meetings where you can engage in interpersonal communication instead of playing email ping pong. Communicate to everyone as you would an executive.
Make it Personal!
Rob
Rob Campbell