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But what if you nd a venue that s perfect except it costs $1,200 Your boss is still on your side But there s a constraint You don t have the money in your budget Therefore, in order to achieve your objective, it s important that you Problem-solve You might E-mail your boss, for Let s say, for example, that your boss asks you to investigate venues for the company s annual Christmas party You re given a budget of $1,000 and told to make a recommendation You nd the perfect place It s close to work, it s gor a diverse menu, and the price quoted is less than your $1,000 budget Wouldn t you agree that your boss is on your side And there are no constraints In other words, this is an Easy writing assignment As the matrix indicates, this means you can send a one-or two-line message simply stating the facts But what if you nd a venue that s perfect except it costs $1,200 Your boss is still on your side But there s a constraint You don t have the money in your budget Therefore, in order to achieve your objective, it s important that you Problem-solve You might E-mail your boss, for example, and tell her that you ll commit to planning a summer picnic that s $200 under budget if you can go $200 over budget now Now let s say you decide that rather than a conventional Christmas party you want to recommend something different: that the company pay for all employees to go to a Christmas concert sponsored by a local chamber music group The price of the tickets would be within your budget Doesn t it make sense that you need to Persuade or Educate your boss There are no constraints in terms of money or time, but there is some question as to whether your boss will think attending a concert is a good idea As the matrix indicates, you need to focus on benefits, and more than one communication may be required for you to succeed You might also consider using a Q&A format A Q&A format allows you to anticipate your readers questions and answer them Because you pose the questions, you can be certain to word them in a positive way (by talking about bene ts or how to avoid negative outcomes), and you re able to control the ow of information Now let s say that the concert tickets will total $5,000, but you love the idea, so you decide to proceed with recommending the concert Your boss is not on your side, and you are constrained you re way
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over budget This is Hard To succeed, you need to both persuade your boss and problem-solve Sometimes you go forward with Hard communications, even though you think your chances of success are slim, for legal reasons, or because you feel strongly about an issue For example, suppose your insurance company refuses to settle on a property damage claim after a hurricane, citing the fact that you didn t have hurricane insurance You feel that it s an issue of poor construction, not weather speci cally, you believe that if the building wall had been built properly, it wouldn t have fallen in the rain You therefore decide to write a letter of protest to the president of the insurance company They have precedent, policy, and the law on their side; your indignation, however, transcends mere law, and it makes you feel better to write a good, stiff letter of protest EXERCISE 4: Put the Matrix of Persuasion to Work Use the matrix to evaluate the project that has you writing to Mr Smith about your favorite boss Which quadrant do you think the project is in Is Mr Smith on your side or not on your side Is Mr Smith constrained against doing what you support If you decided that you need to Persuade and Educate, that gives you important information (About 80 percent of all written business communications are in the Persuade and Educate quadrant Those goals to persuade and educate are common business activities) As you continue developing the letter, doesn t it make sense that you re going to want to include several bene t statements Given that you ll need to prove each bene t s value to Mr Smith s company, isn t it likely that the letter will be long rather than short, and that you may ask Mr Smith to contact you for additional information Perhaps you consider the letter to Mr Smith Easy If Mr Smith is predisposed to hire an excellent candidate in your view, your favorite boss and if there s a job available, you may be right If you are, you may want to keep your letter short and factual If your favorite boss is trying for a career change, perhaps this is a Problem-solving communication, and you should organize your message to demonstrate how your boss s experience translates into the new job s requirements
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