“Communication is the engine that drives your business success”

                                                                                 - Roberta Prescott

NEWSLETTERS

Cut To The Chase -- PLEASE!
by Roberta Prescott

Do you take too long to explain an issue or make a point? Do you ever get to the point? Do you know so much about a topic that you don't know what to leave out -- so you talk faster to try and get it all in?

EXCESS WORDS DILUTE YOUR IMPACT.

Why do people over explain?

• They get mired in details
• They talk while they’re thinking
• They feel they’re not being thorough if they don’t tell you everything
• It’s easier.  A short focused message takes time to design

At many high level meetings, the key listeners are NOT interested in:

• A lengthy background
• How it works
• How you figured out a solution
• All the facts and data

What they want are:

• The most pertinent and essential details in order to make a decision
• What’s the business outcome
• What’s your interpretation of the facts
• What are your conclusions

It takes discipline to be succinct.  You must synthesize information and condense, not expand; and you need a crisp delivery style to reinforce your message.

1. DESIGN A LEAN CLEAR MESSAGE

• Think it through, or write it down, before speaking.
• Let go of the details.  Edit, edit, edit.
• Give us the 2-minute synopsis, not the 10-minute monologue.
• Get to the nub of the issue quickly and make your point.
• Address these questions:
  
  
• What is my position / opinion / point of view?
• What's in it for them?  The benefits?
• What do I want?  Buy-in?  A decision?  Input?
• What action is required?
  
  
• Put your core message in headline form.

• "I see no risk to the program right now."
• "We are not in a cost plus business"
• "We have 2 years to maintain a strategic advantage."
• "I'm dealing with 3 crises, and I need your help on 2."
  
  
• Use key phrases to flag important information.
  
  
  • "Here's what I did, and this is what I learned."
  • "Our overall results are ... 
  • "The significant point is ... "
  • "This is what I think, and why I'm thinking that way ... "
  • "This is what needs to be done, and here's why ... 
  • "The cost savings will be ... 
  • "The engine / product is ready to go because ... "
  • "This is what we need to do, how we're going to do it, what resources we'll need and how much it  will cost.”
    
    
• Don't

• Go off on tangents.  You'll be perceived as rambling.
• Go through a list of tasks item by item without differentiating the ones that are mission critical

2.    DELIVER YOUR MESSAGE CRISPLY

• Shorten the length of your sentences.  (On average 14-17 words).
• Add short punchy sentences among your longer ones.
• e.g.,  " ... our research indicates that our 3 strongest competitors plan to buy new business short-term by lowering their price.  HERE'S WHAT WE NEED TO DO ... "
  
• Kill the connectors “and”, “but” and “so”.  They cause endlessly long sentences.
• Eliminate filler phrases such as "to say that another way ... "
• Pause to set up an important point.  e.g.,  "This is what we've done ... AND IT SAVED ...

These tips will give your words impact and authority.

© The Prescott Group