In the business world, “Hou-Ren-Sou” (報連相), which stands for reporting, contacting, and consulting, is an indispensable communication tool. While many people understand the importance of “starting with the conclusion” when practicing Hou-Ren-Sou, they often misunderstand what that conclusion should be. In this article, I’ll discuss how to clarify this misunderstanding and achieve effective Hou-Ren-Sou by focusing on the key phrase “what you want done.”

Why “What You Want Done” is Important
In the business environment, swift and accurate decision-making is essential. Superiors and colleagues often don’t have the time to listen to lengthy explanations of background information. What is needed is a concrete action plan. By clearly stating “what you want done,” you make it clear to the recipient what action they should take next, thus enabling them to respond efficiently.

Steps for Effective Hou-Ren-Sou
1. Clarify the Purpose
The purpose of Hou-Ren-Sou is to solve problems and ensure smooth business operations. Therefore, the content you report should always be structured with “what you want done” in mind.

2. State the Conclusion First
Begin by stating what you want done in one sentence. For example, “I would like the project deadline to be extended,” or “I need advice on this issue.” This makes the desired action clear right from the start.

3. Concisely Explain Background Information
After stating the conclusion, briefly explain the background information that led to this conclusion. Avoid lengthy explanations and focus on key points that support your conclusion.

4. Present Options
In some cases, it is effective to present multiple options and ask the recipient to choose the best one. For example, “We have three options: A, B, and C. I recommend option B.” This approach can help guide the decision-making process.

5. Follow Up
After Hou-Ren-Sou, follow up to see how the recipient responded and provide additional reports or contacts as needed. This ensures smooth communication and quick problem resolution.

Example: Project Delay
For instance, if a project is falling behind schedule, you might conduct Hou-Ren-Sou as follows:

Conclusion
“I would like to request a two-week extension for the project deadline.”

Background Information
“Currently, we are facing unforeseen technical issues that are taking more time to resolve than expected. The team is working hard to address them, but it is difficult to complete the project within the original deadline.”

Options
“1. Extend the deadline by two weeks, 2. Add resources from other projects, 3. Defer some features to the next release. I recommend extending the deadline.”

Follow-Up
“Please consider this request and let me know your decision. I will provide ongoing updates on our progress.”

Conclusion
Starting with the conclusion in Hou-Ren-Sou improves business communication efficiency and enables swift decision-making. However, it is crucial to remember that the conclusion should be “what you want done,” not just a situation explanation. By clearly and concretely stating the desired action, you help the recipient understand and respond more effectively. This, in turn, achieves the primary goals of Hou-Ren-Sou: problem-solving and smooth business operations.

Next time you practice Hou-Ren-Sou, remember to clarify “what you want done.” This will be the key to success in your business communications.

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