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of their lives I manage three bank branches and have more than twenty people on the team All personalities are represented, so I planned to use various phrases to speak to each Regarding formality, given I d just started my job, I didn t know them well I scored the rst question a 15 They were below me in rank, so I scored that question a 2 And it was absolutely good news, so I scored it a 5 That totaled 85 Lower than I d expected It implied quite a formal invitation, a little bit of a surprise to me considering it was a barbecue I decided that this was a persuading challenge using the Matrix of Persuasion Asking people to give up their own time for a semibusiness event, even a pleasurable one, well, I thought I d need to be somewhat persuasive I went through the organizational structures one by one, and I almost went with the category approach It would have allowed me to focus on games the kids could play, food I would serve, and so on Ultimately though, I decided to use chronology I detailed the games and competitions by blocks of time It looked fuller that way I d been thinking I would simply E-mail everyone, but then I decided to use some fun type fonts and produce a hard-copy invitation I handdelivered them as I traveled to each branch People expressed pleasurable surprise that I took the time to produce a document
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ORGANIZE YOUR THINKING USING AN OUTLINE OR HUB & SPOKES
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Having selected an organizational structure, you re ready to put an outline or the Hub & Spokes model to work The Hub & Spokes model is a visual, nonlinear way to organize your thinking and an alternative to traditional outlining No matter how complex the project, outlines and the Hub & Spokes model will help you get your most important ideas on paper and you ll do it in about ve to ten minutes Both systems, traditional outlining and the Hub & Spokes model, serve two purposes They help you think things through and then create a logical sequence for your content
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In a traditional outline, numerals and letters are used to create a hierarchy of information Your primary points are labeled with large roman numerals Subpoints under primary point use capital letters The next level down uses regular numbers, followed by lowercase letters, and so on Following the strict outlining conventions, you need at least two points within each category, although in business writing, there is far more exibility Sarah, a director in a health care company, decided to send an E-mail to her team soliciting their ideas for a mandated budget reduction My objective was to receive E-mailed cost-cutting suggestions from all members of my team by my speci ed deadline There s a wide variety of personalities, so I decided to use vocabulary to speak to all four personality types I thought it made sense to highlight the bene t of being a team player to their individual careers My Formality Index totaled ten, so I decided to be quite business-like in tone I decided my challenge was problem solving according to the Matrix of Persuasion because no one was going to want to cut costs I knew that I had to provide suggestions on how to approach the challenge in order to motivate the team to act, so I selected the PAR organizational structure I like to outline I m very methodical by nature myself, so I work well with the tradition Here s how it read: I Explain why they need to cut costs A Remind them that there s a corporate dictate that every department must cut costs 1 Refer to the CEO s memo 2 State the deadline B Add my endorsement that I believe we can maintain high quality while improving ef ciency 1 Ask for ideas on how we can measure the effect of costcutting on quality 2 Ask for comments on how quality is measured now II Ask for ideas on where they can cut costs A Tell them I d look at travel and of ce supplies to start 1 Suggest that they look at trends in costs over the past three years
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