When you share information with a manager or client, organize your work in a way that’s most useful to them, not just easier for you. Avoid dumping on them—sending a mountain of raw numbers or a long, messy message. Instead, do the mental heavy lifting for them: lead with the three most important takeaways and explain why they matter. This shows that you understand the big picture and respect their busy schedule.
An audience-first communication style builds your strategic thinking. As you move up, your success may depend on briefing executives who only have a few minutes to spare.
Being a great communicator also means to know when to stop typing and start showing. If you find yourself struggling to explain a complex idea in an email, then it’s time to be visual. Sometimes a 5-minute screen-share or a simple chart is more effective than a five-paragraph email. If you find yourself struggling to explain a complex workflow or a set of results, take a moment to get on a video call or meet in a room to sketch it out or use a digital whiteboard. Translate complicated data into a clear visual story to make your ideas much easier to digest. When you make it easy for people to understand your work, they’re much more likely to support your suggestions and trust your judgment.
Put these approaches into practice.
Let’s look at practical ways to do the mental heavy lifting for your audience.
“I used to send my manager every single spreadsheet I worked on, thinking I was showing hard work. She finally told me she didn't have time to find the 'so what.' Now, I spend ten minutes synthesizing the data before I send it. I’ve noticed she actually approves my requests much faster because she doesn't have to do the math herself.”
DON’T send raw data or messy, unorganized messages because it’s faster for you to hit send than to edit.
DO organize your work so it’s most useful to the recipient; prioritize their time over your convenience.
“I started a new habit: every email I send to my Director begins with a bolded section called 'Top 3 Takeaways.' Even if the email is long, she gets the value in thirty seconds. She recently told me that my emails are the only ones she reads the moment they land in her inbox.”
DON’T expect a manager or client to comb through your work to find the important points.
DO lead every briefing with the three most important takeaways and a brief explanation of why they matter to the business.
“I once spent an hour drafting a massive email explaining a technical bug. The reply I got was: 'I'm still confused.' I realized I’d wasted both our times. Now, if I can't explain it in two paragraphs, I ask for a 5-minute huddle. Seeing it on screen solves in minutes what text couldn't solve in an hour.”
DON’T struggle to explain a complex workflow or set of results through a long, confusing email.
DO recognize when you’ve crossed the threshold of "too much text" and pivot to a 5-minute screen-share or video call.
“I was trying to explain a dip in user engagement using a long list of bullet points. No one was following me. I stopped, pulled up a digital whiteboard, and drew a simple flow chart showing where users were dropping off. The team immediately saw the problem, and we had a solution by the end of the meeting.”
DON’T rely on verbal or written descriptions for complex data that is better understood visually.
DO use simple charts, digital whiteboards, or sketches to translate complicated data into a clear visual story.
“I watched an executive cut off a peer because his presentation was too in the weeds. I realized then that my job isn't to show my work—it's to show the result. I started treating every interaction like a '3-minute elevator pitch.' My manager recently told me I have executive presence because I respect the clock.”
DON’T assume you have an unlimited amount of your audience's attention; value their focus as a limited resource.
DO build your reputation as someone who makes ideas easy to digest, ensuring your suggestions get the support they deserve.
Look at the last report or update you sent—if your boss only had 30 seconds to read it, would they actually know what the most important “win” was?
Integrate these professional strategies into your workflow—whether you’re refining your own work or mentoring your team or clients.