Effective Management Writing, Memos, and Toxic Behavior Antidotes
Effective Management Writing
Purpose, Audience, and Exploration
Purpose: Clearly define what you aim to communicate. Is it to persuade, inform, or describe?
Audience: Analyze your audience to tailor your message effectively.
Exploration: Consider a wide range of ideas to enrich your writing.
Patterns, Details, and Examples
Patterns: Arrange your ideas logically for clarity.
Details and Examples: Support your points with specific, clear, understandable, brief, and focused details and examples.
Drafting and Revision: Write the first draft, then rewrite, revise, and edit. Check logical connections, ensure appropriate transitions, eliminate unnecessary words, correct grammatical and mechanical errors, and make stylistic improvements.
Enumeration Pattern
Presents the topic with items to be presented on the list, expands or qualifies the key terms (e.g., first, second, finally), and concludes effectively.
Inquiry Pattern
Clearly state why you need to ask, present your question, specify aspects of the quest, and outline what you can do with the answer.
Memos and Job Applications
Memo Structure
Include the logo, the word “Memorandum”, and the following elements: To, From, Date, Subject, Opening, Summary, and Conclusion.
Job Application Tips
- Be brief.
- Address the recipient appropriately (e.g., “Dear Sir/Madam”).
- Use informative sentences and short paragraphs.
- Thoroughly check your grammar.
Job Application Structure
- State the job title or reference code.
- Mention where you saw the advertisement and if someone referred you, include their name and position.
- Describe your current situation (e.g., student) and address the job requirements.
- Provide reasons for your interest (e.g., seeking greater challenges).
- Indicate your availability to start work.
- Include your signature.
Press Release Essentials
Start with a compelling headline that tells the story, followed by details. Remember that the media is your audience. Avoid clichés. Illustrate with real-life examples of how your company solves problems. Stick to facts, use the active voice, and avoid exclamation points. End with a short paragraph describing your company, products, services, and history.
Toxic Behaviors and Antidotes
The Four Horsemen
Toxic behaviors are lethal to relationships and often stem from a sense of powerlessness. The “Four Horsemen” (criticism, defensiveness, contempt, and stonewalling) rarely appear in isolation.
Criticism/Blame
Complain: Focus on specific failed actions rather than criticizing character or personality.
Antidotes: Turn complaints into requests (requests are not demands). Recognize that criticism can be an unskillful attempt to provide useful feedback. Take responsibility and apologize when appropriate.
Defensiveness
A way of blaming others. Escalates conflict. “It’s not me, it’s you.”
Antidotes: If you are feeling defensive, say, “I’m hearing you say that I am not trustworthy. Can you clarify that?” If your partner is getting defensive, ask them what they heard you say. Practice active listening.
Contempt
Sarcasm, belittling, cynicism, name-calling, hostile humor, and belligerence. The most poisonous behavior, indicating disgust and condescension.
Antidotes: If your partner acts contemptuously, express your feelings and avoid using “you” statements. Cultivate respect.
Stonewalling
Cutting off communication, silent treatments, refusals to engage, withdrawal.
Antidotes: Practice meditation or relaxation. Seek neutral peace. Examine your fear of speaking.
Moving Forward
Stay curious and find your own antidotes. Name the horsemen when you notice them. Find ways to add positivity to your relationship.
Introduction: Motivation statement, objective, preliminary view. Body: Structure, order, balance, vocabulary, examples, visual aids, partial conclusions, verification of understanding. Conclusion: Compliance plan summary and final conclusion. Form: Look, use of voice, silence, type of expressions used, movements, gestures, formal external appearance, space location.