The PREP framework for communicating with your manager
PREP- Point, Reason, Examples, Point
#096
Hey 👋🏻
Trust your week is coming along nicely.
It’s so good to be back talking with you on a weekly basis (fingers crossed 🤞)
Last week, I shared why I left Mastercard and how I got back to managing people.
In this post, I share a framework I use in communicating upwards and wish all my direct reports would use when speaking with me.
Related Posts:
In today's fast-paced work environment, your manager’s time is the most scarce resource.
When you get to speak with your manager, you want to make the most of it. You want to present yourself in the best light.
You want to present only as many details as needed without wasting anyone’s time.
In this post, I talk about a framework I use called PREP:
P- Point
R- Reason
E- Example (or Evidence)
P- Point, again
Let’s get started!
The PREP Framework
I have been guilty of rambling when speaking to busy executives.
My intentions are good. I want them to “understand,” so I end up over-explaining. This wastes their time and also waters down my points.
Over the years, I have tried different approaches/frameworks. I happen to like the PREP framework a lot for its structure and simplicity.
This framework is particularly useful for proposals, addressing concerns, or when you need buy-in.
Let’s work through the PREP framework using an example: Let’s say you’re trying to convince your manager to invest in a new CRM software.
Point: Start by stating your main point or assertion clearly and concisely. What is the core idea you want to convey?
Example: "I believe we should invest in the new CRM software."
Reason: Explain the primary reason(s) why you are making this point. What is the justification for your assertion?
Example: "Our current system is outdated, leading to inefficiencies in customer data management and missed sales opportunities."
Examples (or Evidence): Provide specific examples, data, evidence, or anecdotes to support your reason(s) and illustrate your point. This is where you make your argument tangible.
Example: "Last quarter, we lost an estimated 5% in potential revenue due to tracking errors. Furthermore, the sales team spends, on average, an extra hour per day on manual data entry that the new software would automate. Competing firms X and Y, who adopted similar systems, saw a 15% increase in sales productivity within six months."
Point: Conclude by restating your main point, often with a slight rephrasing to reinforce the message and, if appropriate, suggest a call to action.
Example: “I believe that investing in a new CRM software will increase revenue and improve funnel conversion.”
That’s it. That’s all. Structured, yet simple.
Your manager is busy.
Whenever you get to speak with him or her (verbally or in writing), show you respect their time by:
giving a high-level summary first (use the PREP framework)
giving details on demand
This presents you as someone who communicates effectively and understands “executive time.”
See you next week,
— ❤️ Azodo.
Dear Azodo,
You may have shared this for communicating with managers, but I’ve been thinking of a quick acronym to keep in mind whilst I structure paragraphs for my exams and essays without having to do much thinking about the traditional formula (topic sentence, supporting statements and conclusion).
I think this is it. PREP: Point, Reason, Example, Point. Once I’m done with my thesis statements, I’ll use PREP as the formula for each supporting paragraph.
Thank you for writing.