Communicating with Executives Effectively

Communicating with Executives Effectively

Working in executive protection undoubtedly requires good communication skills – particularly with busy executives. To effectively communicate with executives in person, on the phone, via text messages, and through emails, consider these strategies:

General Tips:

  • Remember they are busy – prepare yourself, consider giving context to remind them of what it is so they don’t have to ask, but keep it short, almost to the point of being curt.
  • Consider if you can ask someone else prior to engaging a busy executive – start at the bottom and work your way up.
  • Send text messages during appropriate hours to respect the executive’s time and schedule.​ (Established Church Leader)​.
  • Use their preferred method of communication. (start by matching their initial form – if they emailed you, reply to the email, don’t call)

In Person:

  1. Understand Their Perspective: Executives view the organization holistically. Focus on how your message fits into their broader goals. Highlight high-level outcomes rather than detailed processes​ (The Muse)​.
  2. Get to the Point: Executives value brevity. Structure your communication to quickly address the main points, and be ready to provide additional details if asked​ (Thrive Global)​.
  3. Be Confident: Show conviction in your proposals. Executives need to see that you believe in your ideas and are prepared to stand by them​ (The Muse)​.

On the Phone:

  1. Respect Their Time: Start with a clear agenda and stick to it. This shows respect for their time and helps keep the conversation focused​ (Lori Howard Coaching)​.
  2. Be Succinct: Provide concise answers to their questions. Long-winded explanations can be frustrating and counterproductive​ (Thrive Global)​.
  3. Prepare for Questions: Anticipate potential questions and prepare your answers. This demonstrates your thorough understanding of the topic and readiness​ (The Muse)​.

Text Messages:

  1. Keep It Professional: Use text messages for quick, informal updates or confirmations. Avoid lengthy explanations or discussions​ (Established Church Leader)​.
  2. Be Clear and Direct: Ensure your message is straightforward and easy to understand. Avoid using text slang or overly casual language in a professional setting​ (Established Church Leader)​.
  3. Provide Options: When asking a question, providing the potential answers makes it easy for a busy executive to respond – even consider labeling them 1, 2, 3or A, B, C, etc.


  1. Structured and Concise: Use bullet points and clear headings to structure your email. Begin with the main point and provide essential details upfront​ (Lori Howard Coaching)​​ (Established Church Leader)​.
  2. Data-Driven: Support your points with relevant data and metrics. Executives often rely on data to make informed decisions​ (Lori Howard Coaching)​.
  3. Follow Up: Conclude with clear next steps and timelines. Indicate when you will follow up and what actions you expect​ (The Muse)​.

By tailoring your communication style to the preferences and expectations of executives, you can ensure your messages are well-received and impactful. These strategies will help you build trust, demonstrate your value, and effectively convey your ideas.

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