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We know the problem, now here's the fix
Here are 5 frameworks to keep communication debt at bay
Read time: 6 minutes Words: 867
In this final issue of the communication debt series, we’re moving from awareness to ACTION 🎬.
We will look into how to actually pay down your communication debt using 5 practical frameworks that restore clarity, trust, and momentum in your projects.
In this issue, we will also cover:
Amazon layoffs and their impact on operations and project management
Calculating project profitability using time tracking data
Navigating Microsoft Project Online retirement in 2026
In our first issue of this series, we explored what communication debt really is—the silent cost of unspoken assumptions and undocumented decisions.
In the second, we unpacked Michael Küsters’ four levels of debt: needs, expectations, assumptions, and reasons, and how each one quietly shapes project outcomes.
Now, let’s dive deeper into how to fix it.
1️⃣ Jobs-to-be-done (JTBD) + 5 Whys → Clarify needs
What it is:
A tool to uncover what people really need and not just what they ask for. JTBD defines work through the outcome someone is trying to achieve, and the 5 Whys help uncover the real motivation behind it.
Why it helps:
PMs often act on surface requests (“We need a dashboard”) when the real need is something deeper (“We need visibility into progress so we can make faster decisions”).
How to use it:
Write a JTBD statement:
“When [situation], I want to [motivation], so I can [expected outcome].”Keep asking why until you uncover the true motivation, the human driver behind the task.
Align your backlog and success criteria to that underlying need.
💡Tip: Run this before project kickoff or major scope changes. It’s your alignment insurance.
2️⃣ Expectation alignment canvas → Define success before you deliver
What it is:
A one-page framework to define what success looks like, who’s responsible for what, and how communication flows.
Why it helps:
Misaligned expectations cause most rework and frustration. This canvas gives teams a shared definition of “done.”
How to use it:
Create it during kickoff or mid-project resets.
Capture: Why now?, success and non-goals, roles and decision rights, risks, constraints, and signals (your measurable cues for progress).
Revisit it at key milestones to check alignment.
📄Download the expectation alignment template to start
What it is:
A structured way to visualize what your project assumes is true, and test which assumptions could break your plan.
Why it helps:
Many project surprises are predictable. By mapping assumptions, PMs can focus testing and communication on the most uncertain areas.
How to use it:
List assumptions across desirability, feasibility, viability, and usability.
Rate each on confidence and impact if wrong.
Focus on those that are low-confidence and high-impact.
📄Download the assumption mapping template
4️⃣ Intent-based communication (IBC) → Explain reasons, not just status
What it is:
A communication method that replaces routine updates with context, clarity, and intent.
Why it helps:
Status reports tell what’s happening. Intent-based communication explains why it matters while reducing back-and-forth and improving decision quality.
How to use it:
When writing messages, tickets, or reports, frame them as:
Intent: What outcome are we trying to achieve?
Decision: What’s been decided and why?
Request: What action or feedback is needed, and by when?
Example:
Intent: unblock sprint start
Decision: prioritizing API fixes
Request: confirm dependencies by EOD
5️⃣ The TOP structure (by Michael Küsters) → Build a system for sustainable clarity
In Issue 2, we explored Michael Küsters’ concept of communication debt and its four levels. His TOP Structure - short for Technology, Organization, Product - is the system that keeps those levels aligned over time.
What it is:
A model-neutral framework that helps teams balance delivery speed with long-term capability by focusing on collaboration, feedback, and shared intent.
Why it helps:
TOP doesn’t add more meetings or layers. It helps small groups (called coalitions) align goals, track progress through clear signals, and adapt continuously.
How to use it:
Set a TOP Goal: Define the intent (not the output).
Form a small coalition: 5–7 people with authority and insight.
Optimize signals: Share updates using the Information CRAFT rule - Current, Relevant, Available, Followed, True.
Adapt: Review, refine, or disband the coalition as you reach outcomes.
Reuse what works: Apply successful patterns in other projects.
👉 Learn more: TOP structure guide
Have you experienced communication debt before? |
This month’s can't-miss resources:
📃 Free template - Excel template to calculate project profitability using time tracking data + a tutorial
🗞️ News
🗣 Discussions from Reddit - How many of those 14,000 laid-off employees at Amazon because of AI were PM roles?
🗓 Webinar - Intentional inclusion: Building resilient and high-impact teams @20th November, 5 pm CET
🗓 Webinar - AI as your productivity partner: How to tame overwhelm in a multi-project world @20th November, 5 pm CET
Thank you for reading! See you next month
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