The Foolproof Download
If I had more time, I would have written a shorter letter
(Mark Twain)
One of the more difficult challenges in the workplaces is
the seemly simple task of sharing information-updating your boss, posting your
manager, dropping by a colleague’s desk, leaving a voice mail for a vendor, or
just chatting in the hallway about a project in queue.
The Download versus the joke
Jokes are effective because they set up an audience with
suspense before delivering a punch line at the end. Joke follows a rote path:
setup, filler, and punch line. The download is the exact opposite- it leads
with the punch line.
The goal of a joke is to create suspense and maximize
surprise. The goal of the download is to front-load key information and
minimize surprise, confusion, or misunderstanding. If your download sounds more
like a joke (unintentionally), then this chapter is for you.
Think of the download as an omelet. The punch line is the
finished product, the dish itself. The supporting details or highlights are the
key ingredients and the steps need to make the dish. When you give someone an
update, you shouldn’t start by telling them about the eggs and cheese and
butter or milk. Instead, you’d start off expounding the virtues of your
fabulous omelet and then go into the details of what’s in it and how it’s made.
The download is no different. Start with the big picture, the finished product,
the main idea. Then narrow yourself down to talk about the ingredients and the
details-the reasons why or the way in which something is happening or has
happened.
1. The status update-sharing information that is new,
important, or different.
2. The persuasive argument-making your case to move someone
to action
3. Missing/Outstanding Information-sharing news in the face
of imperfect information
The strategy: Status
Update
(1) the punch line
(2) key facts/supporting highlights
(3) forward momentum
(1) Think about your objective-what are you hoping to get
out of the conversation? Are you sharing information or do you need
information? Are you hoping to drive your boss to action or are you simply
trying to keep everyone informed? Are you making a recommendation, reporting
back on good news, or asking for permission or guidance to move forward with something?
To come up with your punch line, think though what is new,
different, or important and consider answering these questions for your
listener:
What do I need to know?
Why do I need to know it?
Who is doing that?
What should I be
doing?
What is the timing?
What other information is outstanding?
(2)an easy way to think about the key facts and supporting
highlights is to ask yourself, What are the reasons why or qys in which
something has happened? Why or how is some piece of information new, different,
or important? Another easy way to think aobut reasons why and ways in which is
to simply use because to prompt your thinking. If you are making a statement,
arguing your case, or sharing information, be sure you have the “because” ready
and waiting as backup for the follow-up questions that will inevitably come
your way. Hot being able to answer the why or how is a surefire way to leave
your boss thinking you’ve done an incomplete job.
The meetin has been canceledàbecause the team is stuck n Memphis.
Our web traffic is up thirty percentà because of last month’s guest
blog post for Yahoo! Shine.
We’re not moving forward with the August press releaseà
because it was cost-prohibitive
Gut Check: Be concise, be clear and be consistent
(3) Forward Momentum
“I will come back to you next week with several ideas for
next month’s blog.”
Once you’ve shared the important information and supporting
details, then move on to the follow-up or action items.
The strategy: The Persuasive Argument
(1) The punch line: Make your case
(2) Key facts/supporting highlights
(3) Forward momentum
Nancy, I’ve spent some time thinking through the Kupon offer
and doing some market research, and I think we should move forward with the
promotion. ( make your case)
The team spent a lot of time on this and we’re all in
agreement- the upsides in marketing and promotion are significant and far
outweigh the eligible impact to our P and L. (reason why)
Once you’ve had a chance to look at everything, let’s
regroup. I’d like to get a call scheduled with Kupon shortly if we do want to
move forward. (next step)
(1) Nancy, we’ve
spend
The strategy:
outstanding inform
(1) the punch line: status update
(2) outstanding items
(3) forward momentum
Hi, Aaron, I just wanted to drop by to let you know that …is
complete. Do you have a minute to catch up? (Punch Line)
Legal counsel has signed off and the last outstanding item
is distribution-we are ready to begin thinking about getting the report into
the right hand. We have initial interst from both A and B. (Outstanding item)
I am reading out to Jack at … this week to discuss next
steps. (Forward Momentum)
(1)I want to update you on…/I want to catch you up on …
(2) the big issue now is…/the next hurdle is to …
(3) I’m working on the first draft of …you should see a copy
within the week.
Once you’ve had a chance to review the report, we can sit
down and talka bout our distribution strategy
I’m working on
setting up meetings to discuss distribution. I hope to have a rough sketch of a
plan by Friday.
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