Communication Preparation
A structured tool for preparing critical conversations, negotiations, stakeholder syncs, or escalation discussions. Focuses on clarity, leverage, empathy, and optionality.
1️⃣ Define Success
Question
Your Input
🎯 What outcomes must this conversation unlock?
e.g., Sign-off on X, Realign scope, Resolve deadline dispute
🎯 What signals will tell you it's going well?
e.g., They ask clarifying questions; Volunteer timeline info
🪤 What roadblocks do you anticipate?
e.g., Scope disagreement, Budget discomfort, Power dynamics
2️⃣ Align Your Position
🧱 Your Non-Negotiables
🧊 Where You Can Flex
E.g., Must launch by Aug 30
Timeline can slide within 5 working days
E.g., Legal must approve usage rights
Co-branding style negotiable
3️⃣ Decode the Counterpart
🎭 What is their mindset?
🔥 What are their internal pressures?
👀 What signals will they give if they’re not aligned?
e.g., Risk-averse, defensive
e.g., Pressure from VP to cut costs
e.g., Redirecting conversation, silence, defensive posture
4️⃣ Design the Strategy
🎯 Strategic Framing
✨ Strategic Moves
e.g., Reposition timeline as quality assurance
Let them choose between 2 acceptable options
e.g., Frame scope as cost-containment, not cut
Use a third-party testimonial as neutral leverage
e.g., Emphasize mutual upside
Ask a diagnostic question to expose their true priority
5️⃣ Clarify Alternatives (BATNA-style)
✅ If It Goes Well...
🚪 If No Agreement Is Reached...
Move forward on agreed scope by next Monday
Explore parallel vendor/partner path
Secure approval and ownership alignment
Escalate for executive alignment
6️⃣ What Are You Asking Them to Do?
Break it down into small, actionable commitments:
Approve updated scope doc
Book technical review
Share internal blocker for budget
Reply with timeline commitment
Assign point-of-contact
Provide written confirmation
7️⃣ After-Action Debrief (Do Not Skip)
Reflection Prompt
Notes
✅ Did I achieve my key outcome?
🤝 What trade-offs were accepted?
😕 What moments felt misaligned or tense?
🧪 What tactics would I test differently next time?
📊 Score this conversation (1–10):
🎯 8️⃣ Tone & Presence Prep
🔍 What emotion do you want to lead with? (e.g., calm confidence, curiosity, decisiveness)
💬 Opening line you will use to set the tone:
“I really appreciate us taking time for this — my goal is to make this decision clear and collaborative.”
