How to Speak to Executives About Projects: Translate Project Speak into Business Value
As a PMO leader or project manager, you know the importance of keeping your projects on time, within scope, and on budget. But what happens when you need to communicate these critical details to executives? If their eyes glaze over when you dive into project specifics, you’re not alone.
In this week’s episode of the PMO Strategies Podcast, I’m joined by
Lenka Pincot, Chief of Staff at the Project Management Institute (PMI), who shares her expert insights on how to bridge the communication gap between project managers and executives. In her role, Lenka leads global transformation efforts and oversees the enterprise PMO, making her uniquely qualified to help you rethink how to approach executive conversations.
Why It’s Important to Rethink How You Talk to Executives
Executives are often overwhelmed with decisions, and they need clear, concise information to make quick, impactful choices. However, many project managers fall into the trap of speaking “project language”—focusing on deliverables, timelines, and risks—without connecting the dots to business outcomes.
Key takeaway: Executives don’t want to hear about every project detail; they want to know how your project is driving business success. Are you helping the organization grow? Are you meeting customer needs? Are you contributing to long-term strategic goals? These are the questions you need to address.
Lenka shares an important lesson from her experience: “It’s not that executives don’t care about your projects—they do. But what they care about most is how your project impacts the overall business.” Your job is to translate the technical details of your project into the language of business, making it easier for executives to understand why your project matters and what decisions they need to make.
How to Talk About Projects in a Way Executives Understand
Here are three essential steps to ensure your conversations with executives resonate:
1. Understand What Your Executives Care About
Before you walk into any meeting with an executive, make sure you understand their priorities. Are they focused on increasing revenue, improving customer satisfaction, or reducing risk? Knowing what drives them allows you to frame your project updates in a way that aligns with their goals.
2. Translate Technical Jargon into Business Value
Executives don’t need to know the technical details of how a project will get done; they need to know how it will move the needle for the business. Instead of focusing on metrics like Earned Value Management or IT specifics, explain how the project will lead to growth, efficiency, or competitive advantage.
Lenka shares this tip: “Be the translator between the technical and business worlds. Your ability to make that connection will help executives make better, faster decisions.”
3. Filter the Noise and Focus on What Matters
It’s tempting to present all the data to prove the importance of your project, but that can overwhelm executives. Instead, highlight the critical decisions that need executive input and own the rest. This builds trust and ensures that you’re not bogging them down with unnecessary information.
Lenka suggests, “Bring only the ‘red flags’—those issues that genuinely need executive attention—and handle the rest as the project manager. This will help you maintain a strong, trusted relationship with your leadership team.”
The Role of the PMO in Elevating Project Conversations
The PMO plays a crucial role in coaching project managers on how to communicate effectively with executives. Whether it’s through pre-meetings, coaching sessions, or providing strategic insights, PMO leaders can help project teams understand the business objectives behind each project and translate their updates accordingly.
Lenka emphasizes the importance of being a “business translator” and coach: “At PMI, we hold prep sessions before every executive project review, coaching project teams on how to present their updates in a way that aligns with our strategic goals. This preparation makes a huge difference in the outcomes of those conversations.”
Key Takeaways from the Episode
- Business Acumen is Critical: To have effective conversations with executives, you need to understand the business goals and how your project aligns with them.
- Translate Project Details into Business Value: Speak the language of the C-suite by focusing on outcomes, not just project metrics.
- Filter and Prioritize Information: Only escalate critical issues to executives, and handle the rest yourself to build trust and credibility.
Final Thoughts: Speak the Language of Business to Drive Results
Being able to effectively communicate with executives is a critical skill for PMO leaders and project managers. By focusing on business outcomes, translating technical jargon into clear value, and filtering out unnecessary details, you’ll position yourself as a trusted partner in driving organizational success.