Effective communication with your board & other stakeholders

In the fast- moving business world, effective communication between controllers and management is essential. Here are five steps to help you present your reports and analyses convincingly and increase the acceptance of your work.

Step 1: Easy-to-understand key messages

As a controller, you often analyze large and complex amounts of data. Your aim is to prepare the most important results in such a way that management can understand them immediately. This means that your reports need to be clear and concise. Use visualizations such as charts and infographics to clarify your messages. A well-structured presentation with a clear key message increases the chances of your analysis being heard and understood.

Step 2: Clarify expectations and find solutions

The Management Board often has clear expectations of your evaluations. For example, they might say: “I would like an analysis of the development of sales figures, as these are falling sharply.” If your analysis shows a less dramatic development, it is important to find a solution during the discussion. Explain your approach and discuss which parameters should possibly be added. Find a middle ground between the expectations of the Management Board and a factually correct evaluation.

Step 3: User-oriented communication

It is essential that your reports are tailored to the recipient. Some managers prefer detailed figures, others visualized data. Before you create a report, you should find out what result the user wants to see and in what form they best understand the information. Targeted communication increases the acceptance and understanding of your reports.

Step 4: Concise presentation

Present your results in clear and concise sentences. Use structured presentations that are tailored to the target group. Visualizations such as charts and graphs make your data easy to understand. A well-prepared presentation can get to the heart of complex information and avoid misunderstandings.

Step 5: Efficient communication channels

Choosing the right communication channels is also crucial. Automated reporting, as can be created with tools such as Power BI, is time-efficient and always up to date. However, face-to-face conversations remain valuable as they allow you to better understand the needs of the board and respond flexibly to ad hoc requests. A combination of automated reports and face-to-face meetings ensures that you can both provide up-to-date data and respond to questions individually.

Key questions for your communication

Always ask yourself the following questions:

• What data do I want to analyze (geographical, temporal, financial)?
• What do I want to communicate (comparison, relationship, distribution, compilation)?
• Who is the user (analyst, manager, board, all employees/public)?

Conclusion

Effective communication as a controller means more than just providing data. It’s about presenting complex information clearly and comprehensibly while keeping the needs of the recipient in mind. You should communicate critical messages in a personal conversation or, if this is not possible, by email with an offer for further discussions. Feedback is an important indicator of the acceptance of your reports.

Remember that your body language and appearance also play a role. A confident and competent appearance will help you to gain trust and acceptance, especially in male-dominated areas such as management.