Start with the answer first.

To communicate in a structured way with a busy executive, you should start with the answer to the executive’s question first, and then list your supporting arguments. This “top-down” structure is counter-intuitive for many of us, especially those with a scientific or engineering background used to writing technical papers. For many people, it’s natural to build up to a conclusion by first reciting all of the facts, recounting all of the analyses that have been done, or reviewing all of the supporting ideas. Then you get to the punch line.

At McKinsey, “start with the answer first” was drilled into us. When an executive asked a question — “What should we do?” — you were to start your response with, “You should do X,” very crisply and directly. Only then, after you have answered the question, should you present your supporting reasons. Why?

First, you want to maximize your time with your audience. Executives are busy people. They are perpetually short on time, are used to processing lots of information quickly, and get impatient when they feel like someone isn’t getting to the point. To get the most out of your short time with an executive, you want to make your recommendation first and foremost. In some cases, the executive may already mentally be at the conclusion you want them to reach, in which case she will accept your recommendation and move on (without you having to go into the detailed supporting arguments).

Second, many executives often think in a “top-down” manner. They want to focus on the big picture—in this case the “answer”— and don’t want to get bogged down by details. By delivering your recommendation in the “answer first” format, you are fitting into the executive’s mental model and allowing them to quickly process your recommendation.

Finally, you are more persuasive when you are direct. By answering the executive’s question first, you sound more assertive and confident. You’re not searching for reasons or words, and you don’t sound like you’re wavering. You are plainly and directly answering the question that was posed to you.