Briefing Your Executive

As Assistants, one of the most impactful ways we can support our Executives is by making sure they are fully prepared for anything that comes their way. Whether it’s a high-stakes meeting, an important trip, or a one-on-one with their team, briefing your Executive ensures they have everything they need to succeed. In this guide, we’ll explore how to master the process of briefing your Executive, using an important meeting as our example while also covering other key scenarios where your briefings will add immense value.

What It Means to Brief Your Executive

Briefing your Executive isn’t just about handing over documents or summarizing information. It’s about providing context, insights, and the key details they need to make informed decisions. It requires us to think strategically, anticipate their needs, and distill complex information into clear, actionable points.

To do this effectively, we need to:

  • Observe how our Executive processes information and tailor our briefings accordingly.

  • Understand the business landscape, including company objectives, competitors, and industry trends.

  • Present information in a concise, digestible format that allows them to absorb key points quickly.

  • Anticipate potential questions or roadblocks so they are never caught off guard.

When done right, briefing your Executive positions you as a trusted advisor and ensures they walk into any situation feeling confident and well-prepared.

1:1 Meeting Template for Executives and Assistants

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

The 1:1 Meeting Template for Executives and Assistants gives you the steps to 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: Preparing for an Important Meeting

    Let’s take a real-world example of briefing your Executive for a high-priority meeting.

    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

    • Who are the decision-makers in the room? Make sure your Executive knows their names, titles, and influence.

    • Provide insights into who is likely to support or challenge the company’s position.

    • Include any previous interactions or history that could be relevant.

    Step Two: Clarify the Meeting’s Objectives

    • What’s the main goal of the meeting? Is it to negotiate terms, build rapport, or secure a deal?

    • Define what success looks like so your Executive walks in with a clear focus.

    • Highlight any potential challenges and outline strategies to navigate them.

    Step Three: Tailor the Information to Your Executive’s Style

    • If they prefer hard data, provide statistics, reports, and supporting evidence.

    • If they value a conversational approach, prepare discussion points and open-ended questions.

    • Structure the brief so that the most important information is at the top, with supporting details easily accessible.

    Step Four: Plan for Different Outcomes

    • If the meeting is going well, what additional proposals or talking points should your Executive have ready?

    • If the conversation takes a negative turn, what backup plans can help move things forward?

    • Anticipate any roadblocks and provide solutions so they are never caught unprepared.

    Step Five: Provide Comprehensive Context

    • Include background information on the potential partner, their business goals, and any recent developments.

    • Outline key discussion points from past conversations.

    • Ensure your Executive has the full picture before walking into the room.

    Other Key Scenarios for Briefing Your Executive

    Briefing your Executive isn’t just for big meetings. Here are a few other times when a solid briefing will make a huge difference.

    Before a Business Trip

    • Provide a detailed itinerary with flight details, accommodations, and meeting schedules.

    • Include local contacts, cultural insights, and any key talking points for meetings.

    • Prepare a digital or physical briefing book with all relevant documents and notes.

    Meeting with Clients

    • Offer a short dossier on the client’s company, their recent news, and previous engagements.

    • Outline what your Executive should aim to achieve in the conversation.

    • Prepare talking points, potential questions, and areas of mutual interest.

    One-on-One Meetings with Direct Reports

    • Provide performance updates and any recent accomplishments or concerns.

    • Set a clear agenda so the conversation stays focused and productive.

    • Ensure your Executive is aware of ongoing projects and any key issues that require their attention.

    Making Briefing Your Executive a Habit

    To be truly effective, briefing your Executive should become second nature. Here’s how to make it a seamless part of your routine:

    • Create a briefing template that you can use for different types of meetings and events.

    • Develop a system for gathering and organizing relevant information quickly.

    • Schedule time to prepare and deliver your briefings well in advance, so your Executive never feels rushed.

    • Stay adaptable and refine your approach based on what works best for your Executive.

    By consistently delivering high-quality briefings, you reinforce your value, deepen your strategic partnership, and ensure your Executive always walks into every situation fully prepared.

    For more insights on communication and executive support, check out The EA Campus Confident Communicator Online Course. Let’s continue mastering the art of briefing your Executives and setting them up for success!

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    Nicky Christmas

    I'm Nicky, the Founder and CEO of The EA Campus. Let’s continue the conversation over in our communities.

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