You’ve just finished writing a proposal that could be a game-changer for your team. You’ve covered everything—facts, data, projections. It’s flawless. But when you present it, your boss doesn’t bite. You can almost feel the disappointment in the room.
What went wrong?
Here’s the reality: it’s not just about having the right facts. You missed the mark because you didn’t speak to what your boss really cares about. You didn’t connect with their concerns, their fears, their priorities. And that’s where empathy maps save the day.
Let me show you how.
Why Empathy Maps Work in Completed Staff Work
Completed Staff Work (CSW) isn’t just about throwing a stack of polished data at your boss and saying, “Here, figure it out.” It’s about delivering something so complete, so well thought out, that all your boss has to do is say, “Yes, let’s do it.”
But here’s the kicker: data alone doesn’t win people over. People are driven by emotions, concerns, and perspectives. And if you don’t understand what’s going on in the heads of your decision-makers, you’re shooting in the dark.
Here’s why empathy maps work:
1. They Get You in Your Boss’s Head
Imagine you’re presenting a cost-saving strategy to your boss. You think, “This is a no-brainer.” But your boss? He’s been worrying about how these cuts will affect team morale. He hasn’t said it out loud, but it’s been weighing on him.
With an empathy map, you would have already anticipated this. You’d map out what he thinks, feels, sees, and hears. Now, you can shape your proposal to address those unspoken concerns—before they ever become objections.
2. They Let You Anticipate Objections
Let’s say the CFO always asks about return on investment (ROI). It’s predictable. You’ve heard it a hundred times before. Why not bake that answer into your proposal upfront?
With an empathy map, you map out what your CFO is thinking and what they’ll likely object to. You’ve got the answers ready before the questions even hit. It’s like bringing an umbrella when you know it’s going to rain.
3. They Speak to More Than Just Logic
People don’t make decisions based on data alone. They make decisions based on how they feel about the data. If your boss is anxious about risk, showing her a perfect chart won’t calm her down. But if you address that anxiety head-on—maybe with a solid risk management plan—she’ll feel reassured.
With empathy maps, you’re not just presenting the facts; you’re showing you understand their deeper concerns. It’s the difference between someone nodding politely and someone saying, “I’m sold.”
How to Use Empathy Maps in Completed Staff Work
Alright, so how do you actually use empathy maps in your CSW? It’s simpler than you might think.
1. Identify the Key People Involved
Start by asking, Who’s going to be reviewing this work? Is it just your boss? Or are there others in the chain of command? Make a list of these people. You’re going to build empathy maps for each one of them.
2. Build Their Empathy Map
Now, imagine you’re inside their heads. Here’s how you map it out:
- What they see: What’s in their environment? Are they seeing pressure from higher-ups to cut costs? Do they notice that other departments are struggling with the same issue?
- What they hear: What are people around them saying? Are other managers pushing for faster solutions? Are clients complaining?
- What they think and feel: This is the heart of it. What keeps them up at night? Are they worried about staying under budget? Are they anxious about how this decision will affect their team?
- What they say: What are they openly talking about? Maybe they keep mentioning the need for efficiency. Or they’ve been hinting about wanting a new system in place for months.
3. Tailor Your Proposal to Match Their Mindset
Once you’ve built your empathy map, it’s time to shape your work around what you’ve learned. If your boss is concerned about risk, lead with your risk mitigation plan. If she’s all about numbers, hit hard with the data upfront.
By the time your proposal lands on her desk, it should feel like you’re already answering her questions. She should be thinking, Wow, they really get it.
4. Test It Out
Before you send off your proposal, run it by a colleague. Ask them to play devil’s advocate. Does your work anticipate the objections your stakeholders are likely to raise? Does it speak directly to their concerns?
Why Empathy Maps Are a Game-Changer
Empathy maps don’t just make your CSW better—they make it bulletproof. Here’s why:
1. You Communicate Clearly
You’re not bogging people down with irrelevant details. Empathy maps help you cut straight to what matters most. Whether it’s top-level execs who want the big picture or a department head who needs the nitty-gritty, you’re giving them exactly what they need.
2. You Solve Problems Before They Arise
By anticipating concerns, you’re preemptively solving problems. If you know the CFO will ask about ROI, it’s already in your report. If your boss is worried about timelines, you’ve already built in a schedule. It’s like you’ve done their job for them.
3. You Build Trust
When your boss sees that you’ve considered their perspective, you build trust. They feel like you get them. And when people feel understood, they’re more likely to say yes to your ideas.
The Bottom Line
Completed Staff Work isn’t just about presenting a solution—it’s about presenting a solution that connects.
Using empathy maps means you’re not just delivering a well-researched report. You’re delivering a report that resonates with the people who matter most. You’re showing them you understand their world, their concerns, their pressures. And that’s the kind of work that gets approved without a second thought.
Next time you work on that all-important proposal, don’t just focus on the data. Focus on the people. Map out their thoughts, their worries, and their needs. And watch your Completed Staff Work go from good to unstoppable.
