When your project hits a critical issue, getting executive support is key. But how do you communicate effectively when time is short and stakes are high?
When your project hits a critical issue, getting executive support often means distilling complex problems into clear, actionable updates. But how do you communicate effectively when time is short and stakes are high?
Henry Hunter has seen it all when it comes to executive updates. As a consultant project manager moving between organizations and sectors, he's developed a communication approach that works whether he's updating Fortune 500 leaders or startup founders.
"You have to imagine your executive is 30,000 feet in the air in their airplane headed somewhere," Henry explains. "They're not going to land the airplane to check out the problem…Somebody's going to have to send them some type of summary that details at a very high level without getting into the weeds."
What do executives need? A high-level summary of the situation. What they don't need? "They don't need to know 'Oh my God, Johnny sucks as a developer, we can't get this stuff delivered'—they don't need to know all that."
Through years of experience, Henry has developed a template that helps PMs communicate effectively with executives during project crises. Here's how it breaks down:
Provide a quick snapshot (2-3 sentences) that helps stakeholders understand:
This section should include enough background so the executive can grasp the situation without getting lost in technical details.
What have you discovered or confirmed during troubleshooting? Focus on:
This section could include data analysis, observations, or conclusions drawn from research or investigating an issue.
What's standing in your way? For each issue, note:
Clearly outline the problems affecting project progress, budget, or quality. "What's the issue?" is one of the first things executives need to know, according to Henry.
What's influencing our success? Consider:
Using bullet points, identify external and internal elements influencing the project's success or failure. This could include resources, stakeholders, market conditions, technology, regulations, and more. The goal is to help executives understand the broader context of the challenges.
What do you propose? For each recommendation:
This is critical. As Henry emphasizes, executives need to know "What's your recommendation?" Present clear, actionable solutions that address the issues identified during the project.
What will this take? Be clear about:
Use this section to describe the amount of time, resources, and work required to complete a task or achieve a particular objective within the project. Level of effort helps estimate the overall workload and resource allocation needed for project activities.
When it comes to timelines, Henry advises transparency: "We can't really give you a date, but we're going to spend this amount of time – we'll spend three days, one week working through it and give you an update along the way."
What happens now? List 3-5 clear action items with:
Henry stresses the importance of addressing "who needs to be involved in terms of support to make it happen?"
Remember: Keep it concise, focus on what executives need to know, and make sure every section drives toward action.
Different stakeholders require different approaches. "For government stakeholders, I use formal, data-driven language to address accountability," Henry notes. "In education, I employ a more collaborative and supportive tone. The key is understanding each group's motivations while remaining authentic and focused on project objectives."
Your executives may be at 30,000 feet, but with the right communication framework, you can give them exactly what they need to make informed decisions. Henry’s template isn't just about crisis management – it's about building confidence that when issues arise, you can deliver clear, actionable updates that keep projects moving forward.
Take this template, make it your own, and keep it close. Because in project management, the next turbulent situation is never far away – and having a proven communication approach might just be your best navigation tool.
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