How do you explain technical information to diverse stakeholders?

1 Know your purpose

Before you start preparing your technical information, you need to define your purpose and goal for communicating it. What do you want your stakeholders to know, do, or feel after hearing your message? How does your information relate to their needs, interests, or expectations? How will your information help them make a decision, solve a problem, or achieve a goal? By clarifying your purpose, you can focus your information on the most relevant and impactful aspects, and avoid unnecessary details or jargon.

2 Know your audience

Different stakeholders have different levels of technical knowledge, background, and perspective. You need to tailor your technical information to suit your audience's preferences, concerns, and questions. To do this, you need to research and understand your audience's characteristics, such as their role, goals, challenges, motivations, and communication style. You can also use feedback, surveys, or interviews to learn more about your audience's expectations and preferences. By knowing your audience, you can adapt your technical information to their language, context, and level of detail.

3 Simplify your information

Explaining technical information can be a challenge, but you can make it more simple and understandable by using plain language and avoiding jargon, acronyms, or technical terms. You can also use analogies, metaphors, or examples to illustrate your technical concepts or processes in a more relatable way. Visuals such as charts, graphs, diagrams, or images can help to show patterns, trends, relationships, or comparisons that may be hard to explain in words. Additionally, stories, anecdotes, or scenarios can connect your technical information to real-life situations or outcomes that your audience can relate to or care about. By using these strategies, you can ensure that the accuracy and validity of your information is not compromised.

4 Structure your information

Explaining technical information can be challenging, but there are several techniques you can use to structure the information logically and guide your audience's understanding. An outline or framework can help you plan your main points and subpoints, such as using the problem-solution-benefit framework to present a solution to a problem with its benefits. Signposts and transitions can link points and sections, such as using words like "first", "next", "then", or "however" to indicate the order, contrast, or consequence of your points. Additionally, summaries and repetition can reinforce key messages and takeaways for your audience to remember and recall. Phrases like "to sum up", "in a nutshell", or "the key takeaway is" at the end of your presentation or document can help highlight main points.

5 Invite feedback and questions

The final step of explaining technical information is to invite feedback and questions from your audience, and to respond to them effectively. Doing so can help you gauge their comprehension, interest, and satisfaction with your information, as well as address any gaps, doubts, or concerns they may have. To invite feedback and questions, you can use phrases like "do you have any questions?", "what are your thoughts on this?", or "how does this apply to your situation?" Acknowledge and appreciate their feedback and questions, expressing your gratitude and respect with phrases like "thank you for your question", "that's a great point", or "I appreciate your feedback". Answer their feedback and questions clearly, concisely, and respectfully, using examples, visuals, or stories if needed. If you don't know the answer to a question, admit it honestly and offer to follow up later with more information. Explaining technical information to diverse stakeholders is a crucial skill for senior leaders that can help build trust, credibility, and influence with their audience. By following these tips and best practices, you can improve your ability to communicate complex technical information in an engaging way that suits the needs of your audience.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?