go write to the top writing insights for ambitious exec. assistants

Go WRITE to the topWriting insights for ambitious Exec. Assistants

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ADAPT TO YOUR AUDIENCE 1.

BUILD RAPPORT 2.

BE UNDERSTOOD 3.

The problem with communication is the illusion it has been accomplished.- George Bernard Shaw

Vague Boring

DullSloppy

Confusing

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ADAPT TO YOUR AUDIENCE 1.

A. PrecisionEfficiencyStandards

B. Results

EfficiencyAction

C. Team

StabilityRelationships

D. ChallengeExcitement

Relationships

AMIABLE

ANALYTICAL DRIVER

EXPRESSIVE

BUILD RAPPORT 2.

“YOU”

Body language55%

Words7%

Tone38%

Mehrabian: Non-verbal communication

1. Positive

2. Action wanted

3. Informational

4. Negative

Four common situations:

1. Positive Be friendly and pleased for them

“Congratulations! You really deserve this.”

2. Action wanted Low “power”: Persuade (WII-FM), extra “proof”

High “power”: Clear instructions, explain why, respectful

“Please deliver the parcel by 4pm Tuesday (8.5.07) so we can get it on the flight to New York. Thanks for your help.”

3. Informational Clear, straightforward

“Here are the answers to your questions:”

4. Negative Diplomacy; impersonal (avoid names); consider “power” positions

“Unfortunately the news is not positive. The account hasbeen lost. It would be great to meet on Tuesday at 5pm to discuss what can be learned from the experience.”

The result? Cerner stock fell 22 percent in 3 days.

“You either do not know what your EMPLOYEES are doing; or you do not CARE… you have a problem and you will fix it or I will replace you… NEVER in my career have I allowed a team which worked for me to think they had a 40-hour job…You have two weeks. Tick, tock.”

Beware the negative!

Sounding “executive”

Professional Will Inspired, high standards. Calm determination. Want the best for the business, not self.

Personal Humility Make others look good. Don’t blame other people, external factors or bad luck.

Sounding “executive”

“This project will be tough for some of you. Good luck.”

“This project will require enormous reserves of stamina, focus and teamwork. I’m glad you’re on the team. We couldn’t do it without you.”

vs.

BE UNDERSTOOD 3.

L _ z _B _ s _

S _ _ f i _ _

aa yyuu yy

ee ll ss hh

WII-FM

“I need your sales figures by COB Friday.”

“Please have your sales figures to me by COB Friday – the CEO wants to study them over the weekend.”

vs.

WII-FM

Use the “5-30 Rule”

BIG news FIRST

“This update reviews our recent projects, current priorities, and info about next week’s meeting.”

Cut the prolix obfuscation!

“Biomass harvester”…OR…“Chainsaw”?

BE BRIEF:What words can you cut out?

“Perhaps what’s happening here is that our IT department is struggling to cope with the higher demand being placed upon it.” [21 words]

Becomes:“Perhaps our IT department isn’t coping with the higher demand.” [10 words = 52% shorter]

1. Did you adapt to your audience?

2. Did your tone and style build rapport?

3. Did you write the BIG news (to them) first? Did you appeal to WII-FM?Is it brief?

Before clicking “send”

How vain it is to sit down to write when you have not stood up to live.

Henry David Thoreau

paul@magneto.net.au

www.magneto.net.au