Briefing Your Executive

Being an Assistant comes with a wide array of responsibilities, but one of the most crucial tasks is ensuring your leader is fully prepared for any situation. Whether it’s a high-stakes meeting, an important trip, or a one-on-one with direct reports, your job is to make sure your Executive has all the information they need to succeed. Let’s look at how you can become a pro at briefing your Executive. We will focus on the example of preparing them for an important meeting and touch on other typical scenarios where you will also be briefing your Executive.

What it means to brief your Executive

Briefing your Executives involves providing them with all the necessary information and insights to make informed decisions, engage in productive discussions, and achieve their objectives efficiently.

You should approach this task strategically, considering several key factors before briefing your Executive. First, you need to have strong observational skills, which will enable you to pick up the non-verbal cues of those around you and adjust your brief and how you communicate it to your Executive accordingly.

Understanding the business landscape, including the company’s goals, competitors, and market trends, is crucial. This knowledge allows you to tailor the information you provide, ensuring it aligns with your Executive’s strategic objectives.

Additionally, you must be adept at condensing complex information into concise, digestible formats, making it easier for the Executive to absorb and act upon. Being well-organised, detail-oriented, and proactive in anticipating potential questions or issues further enhances the effectiveness of the briefing. Ultimately, the goal is to empower your Executive with the right tools to navigate any scenario confidently and successfully.

Meeting Agenda for Assistants and Executives

1:1 Meeting Template

The template you need to maximise the time spent with your Executive.

Ensure that when you have a one-to-one meeting with your Executive, you get through all the work you need to cover and maximise your time together.

Briefing example – The important meeting

Let’s look at a few scenarios where a strong brief will help your Executive hit the ground running and where you can add a whole load of value. Firstly, an important meeting your Executive is attending.

Scenario: Your Executive has a critical meeting with a potential partner that could significantly impact the company’s future.

Step One: Identify the key players

  • Identify the crucial nodders whose approval or disapproval could sway the meeting’s outcome. Ensure your Executive knows who these people are and what their positions might be.
  • Brief your Executive on who will support or challenge the company’s ideas. Provide insights into each attendee’s stance and potential questions they might ask.

Step Two: Know the meeting’s objectives

  • Clearly outline the meeting’s goals. What is the primary purpose? What does success look like? Ensure your Executive understands the primary objectives and desired outcomes.

Step Three: Tailor the information

  • If your Executive likes to challenge information, prepare solid data and think about the areas where they might want to pushback. If they prefer a more collaborative approach, provide them with discussion points and open questions that will help aid the discussion.
  • Summarise the main points at the beginning of the brief and provide detailed information as needed. Use bullet points and highlight critical data so your Executive can scan the brief during the meeting if required.

Step Four: Plan for multiple outcomes

  • Prepare your Executive for different outcomes. If the meeting trends positively, outline additional proposals to enhance the original pitch. If the conversation isn’t going as planned, have fallback options that still move the agenda forward.

Step Five: Provide comprehensive context

  • Include background information on the potential partner, recent interactions, and any relevant historical context. This helps your Executive understand the whole picture and make informed decisions based on the meeting’s outcomes.

Other Examples: Trips, client meetings, and one-on-ones with direct reports

Here are a few more examples of activities where briefing your Executive is incredibly beneficial.

Before a trip

  • Provide a detailed itinerary, including flight information, hotel reservations, and meeting schedules. Ensure your Executive has all the logistics down pat.
  • Include information about the destination, such as key contacts, cultural norms, and any relevant local news.
  • Prepare a briefing book with all necessary documents, background information on who they’ll be meeting, and key discussion points. Ensure they understand the context and purpose of each meeting during the trip.

Meeting with clients

  • Provide a dossier on the client, including their business history, recent news, and any prior interactions with your company. Highlight their objectives and interests.
  • Clearly outline the meeting’s goals and what your Executive should aim to achieve, even if they aren’t attending in person.
  • Prepare talking points and potential questions to help guide the conversation and ensure all important topics are covered.

One-on-one meetings with direct reports

  • Provide up-to-date performance data and any recent achievements or issues for each direct report.
  • Set a clear agenda for the meeting, outlining the topics to be discussed. Ensure your Executive understands the main focus points.
  • Include any feedback your Executive should give, as well as areas where they need input or updates from the direct report. Ensure your Executive is aware of ongoing projects and potential concerns.

By developing a comprehensive briefing process, you’ll ensure your Executive is prepared to make informed decisions even if you can’t be present. Remember, your role is crucial in shaping how effectively your leader can perform. For more on communicating confidently and effectively, check out the Confident Communicator Online Course.