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How to Communicate Business Technology to Executive Management

I often hear from colleagues in the field about how difficult it is to get “C” level executives on the phone or even worse, how best to communicate with them when they try and engage in written communication.  All of my largest and most successful business transformation projects have always required clear business level communications when working with the Executives

Here is an example of a letter with an agenda that I used to convince a senior executive to consider my services to help him properly evaluate my ERP services and match them to his business objectives.


Dear Mr. Executive,

Our team would like to request a meeting with you to review our credentials in preparing, blueprinting and implementing enterprise ERP solutions to Distribution companies.

 I have prepared an agenda (below) that should offer good insight to our capabilities and provide you with the confidence to consider us to help you with your enterprise ERP business needs.

  • Gain insight of your business drivers and determine what your key success factors are
  • Share our Distribution Industry successes (which will highlight projects similar to yours)
  • Review of our Global ERP service lifecycle capabilities both from a business process and systems integration perspective
  • Discuss with you the criteria of a successful enterprise ERP business transformation project.
    Creating the back office strategy, developing the blueprint for the future, pacing the software deployment so it leverages your company’s resources
  • Assisting with enterprise best practice planning, development and deployment
  • Determine next steps and actions

Members of our team have already completed many enterprise wide ERP implementations in distribution and merchandising companies like yours and we would be happy to share our vast experiences with your executive team.

We would like to schedule one hour on your calendar at your earliest convenience to go over the agenda above and I will call you later today to schedule a time that’s convenient for your team. Our experts at RJT look forward to meeting with you.



While the above is a sample of just one communication there are a myriad of different tact’s you can take to address the more common issues faced by senior executives.

Some of the more common considerations of CEO’s are (for example), growing the business, adherence to corporate directives or philosophy, monitoring corporate objectives including growth and revenue targets and maintaining corporate culture

The CFO is concerned with managing the Treasury (Retained Earnings) and managing relationships with borrowing institutions, evaluating merger and acquisition opportunities, overseeing accounting and information systems, monitoring capital equipment assets and balancing taxes and other regulatory risks to the corporation.

A COO is responsible for overseeing manufacturing, property, plant and equipment, managing the labor force, purchasing operations, customer support (service department), and information technology.

CIO’s are responsible for establishing and maintaining corporate technology including software and integration of various software systems, purchasing, and utilization of hardware and software assets and support for customer relations.

Don’t be afraid to review annual reports before communicating with these executives.  If the company is private, look for press releases on the web or competitors of theirs that are public and see what areas of their businesses are working or not working.  Chances are the private company will be experiencing similar issues that you can use to query these key executives.

Knowing where the focus is for each of these key executives, and doing your homework by reviewing annual reports and looking at news releases on the web will assist you in constructing the proper message and boost confidence when venturing into the world of “C” level executives.