Making the business case for investing in technology

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The document is from Risk Masters Inc. and provides guidance on effectively communicating technical IT issues to leadership. It advises presenting information clearly and succinctly, stating the impact, and presenting alternatives while using language the audience understands and without jargon or ambiguity. It includes examples of unclear communications using IT terms and suggests rephrasing to avoid misunderstanding. The document emphasizes explaining issues relevance to the business, presenting facts over emotions, and ensuring the audience understands through feedback.

Technology Education

RMI Risk Masters, Inc.

Communicating the Message that Matters…
Technical Skills, Business Experience

Allan M. Cytryn
Principal

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

1

Your Are Presenting IT Issues to Leadership…

RMI

Your role is to…
• Explain clearly (and succinctly)
• State the impact
• Present alternatives
• Lead a discussion to a positive
outcome
Leadership expects you to show…
• Knowledge of the business
• Knowledge of the subject matter
• Thoughtfulness

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

2

To Be Successful…

RMI

Speak to people in their language
• Speak to others about issues relevant to them
Present facts
• Avoid emotions
• Express opinions when asked
Avoid communication barriers, including…
• Words that are ambiguous or have multiple meanings
• Secret codes and acronyms
Anticipate and address misunderstandings
• Assume you are not understood until you have positive feedback
• Solicit feedback to assess if the listener understands
© Copyright, Risk Masters, Inc. 2013. All rights reserved.

3

You Are Meeting the Board…

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

RMI

4

To Request Funds to Enhance IT Security…
We have a big
problem!

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

RMI

They discovered
They discovered Memo to Self:
They discovered
the
the counterfeit the bogus
Check Golden
incriminating
parts!?
expenses?!
Parachute
emails?!

5

Are They Getting Your Message?

RMI

There’s a new humongous virus
…it might corrupt our SANS
…reroute our SDNS
…reconfigure our Virtual Farms
I mean, this is a big deal.
It can destroy everything!

Phew!

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

This
could be
good!

6

Your Effectiveness Scorecard…
Your role is to…
 Explain clearly (and
succinctly)
 State the impact
 Present alternatives
 Lead a discussion to a
positive outcome
Leadership expects you to
show…
 Knowledge of the
business
 Knowledge of the subject
matter
 Thoughtfulness

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

RMI

Speak to people in their language
 Speak to others about issues relevant to them

Present facts
 Avoid emotions
 Express opinions when asked
Avoid communication barriers, including…
 Words that are ambiguous or have multiple
meanings
 Secret codes and acronyms
Anticipate and address misunderstandings
 Assume you are not understood until you have
positive feedback
 Solicit feedback to assess if the listener understands

7

Ambiguous Language…

RMI

Network

Router

Crash

Server

Virtual

Boot

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

8

And Additional Ambiguity…
Term

RMI

For IT

For Others

IP

Internet Protocol

Intellectual Property

DNA

Digital Network
Architecture

Genes

SaaS

Software as a Service

An Airline

A Test

A Test

Attest

RAM

Memory

An Animal

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

9

Let’s Try This Again…
Our Auditors confirmed our
Network is secure.
But they confirmed a new threat
that might cause:
• Trade secrets to be stolen
• Production to be interrupted
• Financials to be revealed

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

RMI

Oh
#&)(&^!@!

10

RMI

Did They Get Your Message?
But I have a solution the Auditors will
approve.
• We can get it done in only 90 days
and without delaying key plans.
• We can fund it with an additional
$$$ dollars, or by deferring some
low priority projects.

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

Phew!

This
could be
good!

11

RMI

© Copyright, Risk Masters, Inc. 2013. All rights reserved.

12

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Making the business case for investing in technology

2. Your Are Presenting IT Issues to Leadership… RMI Your role is to… • Explain clearly (and succinctly) • State the impact • Present alternatives • Lead a discussion to a positive outcome Leadership expects you to show… • Knowledge of the business • Knowledge of the subject matter • Thoughtfulness © Copyright, Risk Masters, Inc. 2013. All rights reserved. 2

3. To Be Successful… RMI Speak to people in their language • Speak to others about issues relevant to them Present facts • Avoid emotions • Express opinions when asked Avoid communication barriers, including… • Words that are ambiguous or have multiple meanings • Secret codes and acronyms Anticipate and address misunderstandings • Assume you are not understood until you have positive feedback • Solicit feedback to assess if the listener understands © Copyright, Risk Masters, Inc. 2013. All rights reserved. 3

5. To Request Funds to Enhance IT Security… We have a big problem! © Copyright, Risk Masters, Inc. 2013. All rights reserved. RMI They discovered They discovered Memo to Self: They discovered the the counterfeit the bogus Check Golden incriminating parts!? expenses?! Parachute emails?! 5

6. Are They Getting Your Message? RMI There’s a new humongous virus …it might corrupt our SANS …reroute our SDNS …reconfigure our Virtual Farms I mean, this is a big deal. It can destroy everything! Phew! © Copyright, Risk Masters, Inc. 2013. All rights reserved. This could be good! 6

7. Your Effectiveness Scorecard… Your role is to…  Explain clearly (and succinctly)  State the impact  Present alternatives  Lead a discussion to a positive outcome Leadership expects you to show…  Knowledge of the business  Knowledge of the subject matter  Thoughtfulness © Copyright, Risk Masters, Inc. 2013. All rights reserved. RMI Speak to people in their language  Speak to others about issues relevant to them Present facts  Avoid emotions  Express opinions when asked Avoid communication barriers, including…  Words that are ambiguous or have multiple meanings  Secret codes and acronyms Anticipate and address misunderstandings  Assume you are not understood until you have positive feedback  Solicit feedback to assess if the listener understands 7

9. And Additional Ambiguity… Term RMI For IT For Others IP Internet Protocol Intellectual Property DNA Digital Network Architecture Genes SaaS Software as a Service An Airline A Test A Test Attest RAM Memory An Animal © Copyright, Risk Masters, Inc. 2013. All rights reserved. 9

10. Let’s Try This Again… Our Auditors confirmed our Network is secure. But they confirmed a new threat that might cause: • Trade secrets to be stolen • Production to be interrupted • Financials to be revealed © Copyright, Risk Masters, Inc. 2013. All rights reserved. RMI Oh #&)(&^!@! 10

11. RMI Did They Get Your Message? But I have a solution the Auditors will approve. • We can get it done in only 90 days and without delaying key plans. • We can fund it with an additional $$$ dollars, or by deferring some low priority projects. © Copyright, Risk Masters, Inc. 2013. All rights reserved. Phew! This could be good! 11

Making the business case for investing in technology

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