How would you manage expectations when explaining technical limitations to non-tech stakeholders?

Oftentimes I find the wrong questions are asked in the first place. Then it is necessary to intuit what the real issue is they are facing. Then it is a question of framing answers with new, expanded questions with proper answers. Then it is a matter of how long it will take to generate the necessary understanding and proofs to result in an adequate result. Minutes or months. Overcoming GIGO (Garbage In Gospel Out) can take enormous effort.

To manage expectations when explaining technical limitations to non-tech stakeholders, start by understanding your audience’s level of technical knowledge. Use simple, everyday language and avoid jargon. Provide clear explanations and use visual aids like diagrams to illustrate complex concepts. Be transparent about the limitations and the reasons behind them. Offer realistic timelines and potential solutions. Encourage questions to ensure understanding and build trust.

Managing expectations when explaining technical limitations to non-tech stakeholders is crucial for effective communication. Start by understanding their needs—ask questions to clarify what they hope to achieve and why it matters. Then, simplify complex concepts by avoiding jargon, using analogies, or visual aids. It’s important to set realistic goals that align with both the project’s limitations and their vision, ensuring they know what’s achievable. Offer alternatives to address challenges, showing you’re actively seeking solutions. Explain potential risks openly, detailing how they may affect timelines, costs, or results. Finally, follow up regularly to keep everyone aligned and informed of progress or any changes.

For example, I can explain computer storage is a relatable way. Registers is like the piece of paper you are looking at. There is very limited information Cache is like the binder that holds that page. To see a different page you move the current one out of the way. RAM (Random Access Memory) is like your desk where you have your current work. Disk is like the file cabinets in your office. The Internet is like a library, vast but distant.

The first thing I do is get the client to express their wants and expectations in writing. This allows us to review thoughts in their own words. Next, I translate those thoughts into remedial realities (easy to understand deliverables). I use analogies and visuals so that technical items are understood. It isn't necessary to overly educate a non-technical client. Make all stakeholders feel included but talk to the host technical team they already know the internal language and personalities.

Often I run into scenarios where the client really needs something other than what they or their 'tech person' envisioned. I have helped small organizations that thought they wanted complex servers and databases chose Proseries, Sharepoint, and OneDrive. An individual client had a personal training site with streaming and 30% overseas clientele. I converted her from normal Wordpress to a service with good cloud hosting and Cloudflare hardened CDN elasticity. Offering alternatives that answer business needs prevent leakage, and are secure adds value to your client and differentiates class A consulting from everyday MSPs .