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The Effective Way to Write an Executive Summary

The Effective Way to Write an Executive Summary

Executive summaries are important when you’re looking for funding for an idea. Yes, you have to have a business plan or investment proposal that does into all the details, too, but an executive summary is meant to hit the highlights so that people reading it will quickly know whether yours is an opportunity they might be interested in.

Here’s how to write an executive summary that will get your idea noticed by the right people.

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Open Strong

You want to catch your reader’s attention. CEOs, investors, and others who might be reading your executive summary are busy. They want to know what’s in it for them right away. So start off with an interesting fact, hook, or problem that your company or product aims to solve.

Don’t start with a long story that’s going to take a few paragraphs to resolve. At best, your summary is probably going to be skimmed, so if the reader can’t get at your point right away they probably won’t read any further. But if you can surprise them or get them interested from the beginning they’re more likely to hang on to the meat of your proposal.

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Watch Your Tone

How you write your executive summary will depend a bit on the product or business you’re trying to launch, as well as who you’re targeting with your proposal. If your proposal is very technical, you’ll want your language to be more serious and technical than if you’re launching a clothing company or a toy line, for example.

You don’t want to slip too far into informality even if your tone is light, but it’s fine to show your passion, confidence and enthusiasm and to really try to sell your idea and yourself and your partners as the people to move the idea forward.

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Lengthy Matters

This is an executive summary, so you don’t want it to be too long. All the numbers and big details can be in your proposal. But you do need to include enough information to allow the reader to determine if he or she even needs to read more. A good rule of thumb is to keep it four pages or fewer, but it will depend on how complex your idea is how much detail you need to go into right off the bat.

In general an executive summary should include the following information:

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  • a description of the company,
  • the problem that your customers have,
  • how your product/offering solves the problem,
  • why now is the time to act, and
  • a brief overview of financials/estimated value of the deal.

What Not to Do

Remember that an executive summary is not an introduction to your plan, it’s a mini version of it that will allow readers to determine if they want more information and details. Don’t waste time and space with warm-ups or superlatives. Instead, you need to be able to have someone read your summary and know what it is you and your business are about.

You need to catch their attention, make them want to read more, and give them an idea of what they’ll see if they read your more detailed plan.

Yes, It’s Hard

You probably have the sense that how to write an executive summary is not an easy thing. It’s hard to write concisely about something you’re passionate about, to include the right details but leave out the things that don’t really belong. If it helps, go ahead and write a long summary to start with, then pare down to the essentials. Include only what a person really needs to know about your business.

Give the summary to someone who doesn’t know anything about your business and see if they can explain what you do from reading it. If not, try again. It’s worth it to take all the time you need to get it right.

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Sarah White

Freelance Writer, Editor, Professional Crafter

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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