Structured Communication, Say It So It Lands

📦 Required Portfolio Activity—For Submission!!!

• All portfolio activities must be saved to your portfolio folder.
• Please make sure that the share settings reflect ‘Anyone with the link can view’

💬 AI Feedback Required

🎯 What You’ll Do

Review the following Case Study and reflect on the Next Steps for the XP.

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Case Study: The Executive Update

Sam, the client of XP Devon, is rolling out a new leadership development program to the executive team later today. Right before heading into another call, Sam says: “Can you update the exec team about the program before my presentation? Just let them know what’s happening.”

Devon decides to quickly send a Slack message: “Hi leaders, just FYI, there is a new leadership program coming. Sam will explain more later.”

When the meeting began, several execs asked basic questions that could have been addressed in advance. Sam felt that Devon’s message made the rollout seem rushed and unprofessional.

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📘 Instructions

Step 1: Review the portfolio activity rubric: Make sure your submission meets expectations across clarity, decision-making, XP behaviors, execution quality, and presentation (if video).

• RUBRIC

Step 2: Record a 3-5 minute Reflection video using Zoom

• Make a copy of the Athena Calibrate 4 Portfolio Worksheet Module 4 and save it to your portfolio folder.

Step 3: Use the AI feedback prompt below to review and revise both outputs. This step is required. PLEASE MAKE SURE YOU SUBMIT THE AI FEEDBACK ON THE WORKSHEET.

🤖 AI Feedback Prompt (Required)

Use an AI tool (like ChatGPT, Claude, or Gemini) to check your work by using the prompt below:

I drafted reflection responses and 3–4 clarifying questions for the Structured Messaging Case Study. [Paste your video transcript here] Please review my draft and give me feedback on:

1. Are my reflection responses clear, specific, and aligned with the Structured Messaging SOP (clarity, brevity, CCC framework, tone, executive presence)?
2. Do my clarifying questions surface success criteria clearly (what “done well” looks like, priorities, actions vs. informational updates, audience expectations)?
3. Did I show proactive steps that protect focus and prevent surprises?
4. What could I improve to make this stronger, more client-ready, and better aligned with proactive XP behaviors?

Analyze the feedback: How can this feedback help me to improve my output? What from the feedback do I want to keep or toss?