Proposals: The Ultimate Persuasive Message

Author: Mike Cortez

In this on-line instruction we will focus on completing persuasive messages, more specifically business proposals.

The ability to capture your audience’s attention, engage them with an idea that initially may not be of interest, while emphasizing all the benefits, and finally inviting them to take action in an encouraging fashion will take you a long way in your career; as effective persuasion is essential when attempting to influence an individual, company, or organization of any size.

As with any other business communication, the three step writing process, which is planning, writing, and completing, will help you develop a more effective message.

First off, and most importantly, plan! Don’t overlook the significance of this step before starting to write, it will aid you in the long run. The planning step consists of analyzing and identifying your intended audience and main purpose for communicating.

Additionally, you want to limit your scope to your specific idea or proposal, requesting only enough information to get the reader to the next step of your request. Furthermore, decide on your approach, indirect if your proposal may be initially unwelcome or must stress the extent of a problem, and direct if you have credibility already established.

Foremost, when staring the writing process keep these important aspects in mind:

·  Support all claims with evidence

·  Stay credible throughout, reference all credible sources

·  Display good intentions; keep your audience’s best interest in mind

·  Avoid a hard sell, your audience will not be receptive to aggressiveness

For the final step, completing, analyze your information objectively, and verify there is an appropriate amount of details. (Please view my “Revising is Maximizing” post for additional finalizing information)

In addition, since this message that will attempt to persuade your audience into changing their attitudes, beliefs or actions, the best approach would be to use the AIDA model, which organizes your proposal into four stages.

Attention- Captivate your audience by establishing credibility and opening with an interesting, unexpected statement.

Interest- Build on the first paragraph with additional interesting, relevant information, while backing up your proposal with evidence, such as facts and figures.

Desire- At this point you want increase your audiences desire by explaining how your proposal will benefit them

Action- Finally, and most important, your concluding paragraph will suggest the action required, while stressing their benefits and making sure desired action is clear and fairly easy to accomplish.

And remember, the power of persuasion is more powerful than force itself!


Reference: Misty N. Yahoo! Contributor Network

http://www.associatedcontent.com/article/5043/effective_persuasive_messages_for_business.html

Routine Replies and Positive Messages: Answering Requests for Information and Action

Author: Jo Ann Luna

We all know the importance of replying to messages, whether they are with a friend or family member, in email, letter, or even IM form, but is there a difference when it's a coworker or client. In this post we will discuss how to properly answer a certain type of message. Answering requests.  

Being able to respond to a request in the proper manner establishes a good relationship between the company and client or boss and employee.

There are instances when a client might request information or an action to take place and depending on the answer different approaches can be taken.  For example, if the answer to a request is simply "yes" then the direct approach should be used. If you answer with a prompt direct answer and a thorough informative explanation it gives you a positive image in the readers mind.  If you respond in an Instant message, you must take the same professional approach you would if you were speaking with a co-worker or boss.  You want to leave a good impression on the person you are speaking with. 

This image is taken from the textbook, Excellence in Business Communication by John V Thill and Courtland L Bovee, and is an example of an effective way of using IM in customer service areas:

Instant messaging is not the only way to reply to a request. Some pointers taken from Excellence in Business Communication that can be used:

-        Start with a clear statement of the main point

-        Create a positive impression

-        Close on a warm positive note

-        Include plenty of contact information to keep creditability

Also one of the most important points is to keep it personal. By including the person’s name it establishes a relationship with the reader.

Effective Resumes: Customizing to Meet Your Audiences Needs

Author: Mike Cortez

Your resume is a reflection of your accomplishments, education, work history, and job qualifications; in many instances it’s the only form of communication with a potential employer.  As with any other business message, the audience will associate your writing skills with your capabilities and thinking process. In order to obtain the position of your dreams, creating an effective resume will be the key that opens that door.

As always, utilizing the three step writing process will help you organize your resume most effectively.

In planning stage, your purpose is to appreciate this is a formal, persuasive business communication. After searching for a suitable employer within your field of interest, you must research the company, the industry they operate in, and the specific job description you’re applying for. This will help you customize your resume to meet your potential employer’s needs.  This alone may determine your opportunity at an interview. In most cases, a chronological approach would be most suitable. However, whichever format works best for you, you must organize your resume to highlights your strengths and moderates your weaknesses.

At this point you are ready to begin writing your resume.  After providing your contact information, it is beneficial to include an objective statement that is relevant to the position, while stating the contributions you have to offer them. Again, your resume is a reflection of your accomplishments, education, work history, and job qualifications. However, you want to convey this information professionally and successfully, allowing the readers to easily identify your qualifications. Be certain to use powerful language relevant to your reader without overwhelming them with information.

Now, in the completing phase of your resume, you want to revise the paper and reconsider the content, organization, and effectiveness. Don’t forget to proofread meticulously for mistakes, in most cases, just one and you’re done! (Please view the “Revising is Maximizing” blog post for more information)

Lastly, here are a few more aspects you want to strongly consider when creating your resume:

· Keep your resume honest, honesty is the best policy

· Education is usually your best qualification, make it shine

·  Relate past work experience as much as possible to the position your applying for

HH

For more resume writing tips visit:

http://career-advice.monster.com/resumes-cover-letters/resume-writing-tips/how-to-write-a-resume/article.aspxHH

Interviewing Essentials

Author: Mike Cortez

Planning for a successful interview can make all the difference when trying to land the career of your dreams. Preparation is imperative in many aspects; however, in interviewing it can set you apart from the rest of the applicants competing for the same position.

If you want to leave a positive impression on a potential employer you want to demonstrate in-depth knowledge of the company; so research, research, research! A good starting point is the company’s website or magazine and web articles; don’t forget publications available through business databases, they usually have a wealth of relevant information. Your main focus of researching should be relevant history of the company; as well as operations, markets and challenges.

Additionally, analyze the job description and be prepared to answer potential interview questions. Anticipating likely questions will allow you determine you stance on many aspects of the industry, position, and would allow you to articulate your response to best fit the job description. Doing so will help you develop and customize your responses, which would most definitely impress the interviewer.

If possible, determine who is in charge of the hiring process, a recruiter or manager. This will help you determine you’re approach to responses; a recruiter may not focus on the specific response but general knowledge and self-confidence. Furthermore, be ready to address weaknesses, such as employment gaps and “youthfulness,” in the best possible fashion. Downplay such apprehension and provide details on how you managed to overcome them and still be an asset to the company, without distorting the truth.

And, remember your appearance, personality, level of assertiveness, empathy, and communications style are critical. Here are some important factors you want you want to consider prior to the interview:

·  Dress business professional

·  Be consciousness of non-verbal communication, body language

·  Mock interviews can help you build confidence and establish your style

·  Speak as clearly as possible and adjusting voice pitch, how you speak is important as what you say

With these things in mind, there are just a couple more factors of the interview process that you want to strongly consider, which are the question-and-answer stage and the close.

Be prepared to answer significant questions the moment you meet the interviewer, doing so naturally that fits the flow of the conversation. Remember, you can't answer appropriately if you don’t truly listen, comprehending the question and answer they may be looking for.

In the close, it’s your last opportunity to make your mark on the interviewer and emphasize your worth and interest in the company. Be sure to ask pertinent questions that will help promote your interest in the position, as well as understanding of the organization.

Lastly, always , always follow up! Obtain the interviewers contact information and send them a thank you letter stating your appreciation of their time and opportunity of possible employment.

Best of luck to all, but more importantly, prepare and be ready to market yourself appropriately.

For more information on interviewing please visit:

http://www.career.caltech.edu/resources/handouts/Interviewing%20Techniques.pdf

Creating Effective Instant messages in the Workplace

Author: Jo Ann Luna

 It is not uncommon to see Instant messages being used as a routine form of communication in many companies. Since E-mail has been known to spread viruses and spam, alternatives have been looked into so that those problems may be avoided.  There is a difference between the IM a person uses with family and friends and the IM used in the workplace.  If you did not already know, there are specific programs companies now use, Business-Grade IM systems, that offer wide ranges of capabilities that are very useful.

This new form of technology that is being introduced into the workplace has opened up many doors.  When IM was first introduced many thought it was not appropriate for the workplace and were reluctant to participate, but now it is becoming a very convenient form of communicating.

In the video attached Jim Vaselopulos, of PSC Group, talks about how business has been impacted and is now benefiting from the use of IM.

In the video, Jim does mention the importance of how there is a time when it is appropriate and when it is not.  Therefore, when using Instant messaging in the workplace there still needs to be a professional tone.  You should not use the same style that you use with friends; the tone should be conversational and concise yet still professional.  

Knowing how to implement the Three-Step Process of Plan, Write, and Complete when using IM in a business environment will help to communicate effectively.

·       Plan the overall message that you want to send.  If you are responding to a question consider the best way to meet the audience's needs and try to deliver the information in a way that conveys as much information with the least amount of messages.

·      Write with a formal tone, one that you wouldn't particularly use with friends and try to avoid using acronyms such as HTH, hope that helps. However, even if the conversation is informal you can still communicate effectively by maintaining proper etiquette and a professional tone.

·      Complete the message by carefully revising for any spelling or grammatical errors.  Quickly scan each message before you send it to make sure the entire message is clear and complete. The completing process is actually quite simple since you do not have to produce and distribute the message you would an email.


For example here is a great way to use IM when you need a quick response:

Once you know how to communicate using the Three-Step Process it is much easier to use IM in the workplace. Adjusting to the system becomes easier with continued use, just as Jim Vaselopulos said. In this case practice makes perfect.

You can check out the different types of Instant messaging available, specifically designed for business environments:
http://downloadsoftwarestore.com/software/subcategory/41/17

Selecting the best medium to convey your message.

Author: Jo Ann Luna

          Communication is vital in the business environment.  Whether an individual is trying to communicate with a superior, assistant, or employee, the need to be able to exchange information and effectively communicate a message is essential. Choosing the proper medium can make the difference between an effective and ineffective message. The medium is the form in which you use to communicate a message, ranging anywhere from a voice mail to an email to a podcast.  The simple decision of choosing to use an email where a memo is more appropriate can change the effectiveness of the message.  The key to being able to distinguish which medium is the best way to communicate depends on the purpose, situation, and audience.

There are four different forms of communicating:

·         Oral media- a medium that includes face-to-face conversations, which would be most appropriate for in person presentations in meeting, speeches and interviews.  This is the most personal form of communicating that allows for immediate responses and encourages interaction and the ability to ask questions. This is one of the best ways to communicate when the message is urgent.  However, this is not the best way to communicate when trying to avoid interaction or unpleasant situations.

·         Written media- includes Memos, letters, and reports and proposals that can be in memo or letter form.   Memos are printed documents mainly used for day-to-day exchange of information. A letter is usually used for conveying a message with an individual or people outside of the organization. The written medium allows for planning and control of the message and offers a permanent certifiable record.  However, they do take more time and resources to reproduce and lack the emotional and nonverbal cues that are offered by oral media.  This medium is slowly getting replaced by electronic media such as e-mail and blogs.

·         Visual media- consists of any format that uses a visual element such as a diagram or graph to play a central role in conveying the content of the message.  This method can be less intimidating than large blocks of text and is quick to express complex ideas.  Still, this medium may be harder to create and requires technical and artistic skills that some do not possess. 

·         Electronic media- has a vast range of formats.  This includes phone calls, e-mail, blogs, power points, podcasts and now even text messaging.  This list does not stop there, as new technology becomes available the list continues to grow.  If an individual wants to make a strong impression electronic media can enhance visual appeal and add excitement to any message.  This media offers more tools allowing for a more complex way of presenting information. On the other hand it is more complicated to use and can present problems. It can present privacy and security risk such as exposing confidential data and viruses.
When dealing with electronic media, there can be set back.  If we take communication on the web as an example, this excert from an article written by the Office of External Affairs and Communication at the University of Cambridge tells us that, "In communications terms, we can create information for consumption but we cannot place it directly in front of the audience", meaning we can't guarantee that electronic media is always going to be effective either. 

Though these mediums are extremely helpful there are some disadvantages, so it is important to choose the medium wisely.  Stop and think before choosing a medium. There are factors that you have to take into consideration when selecting a medium.  Knowing whether the message needs an immediate response or not, if it is an urgent message, and who the target audience is allows you to narrow down your options and figure out which mediums are appropriate.  
You can also ask yourself, “Does it have enough media richness?”  Media richness is the medium’s ability to carry information and convey the meaning of the message; it should also allow for feedback and establish personal focus. In that case the richest media is going to be face-to-face conversation; therefore, the “leanest” medium would be any form of communication that does not allow space for feedback and is impersonal.

Therefore, choosing the medium that delivers the message in the most effective way is one of the most important steps when planning in the writing process.


For a more in depth description of how to use electronic media you can look at the University of Cambridge's article on "Communication using Electronic Media".


Resources: 
Communicating using Electronic Media
http://www.admin.cam.ac.uk/offices/communications/resources/multimedia.html

Composing Reports and Proposals: Drafting Report Content

Author: Barbara M. Chavez

Drafting a report consists a lot with the credibility that the writer puts into his or her work. The most common report to write in business is an email. Email is the most effective way of introducing an idea to your audience as a proposal. In doing this there are some context to follow.

• Accurate --> Always check your facts and references twice as well as checking for typos. The second your audience begins to get a hunch about your information being shaky, they will become skeptical about your work.

• Complete --> Be sure to tell your audience exactly what they need to know, nothing less and nothing more. When presenting to your audience make sure that all the information is beneficial to their needs.

• Balanced --> Your audience wants to hear all sides of the issue, so be sure to present fairly and equitably all your information. Even if some of the information doesn't support your side, but at least the reader knows your not omitting relevant information.

• Clear and logical --> Your reader is already making time to hear what you have to say, so make sure that your message proceeds logically from point to point.

• Documented properly --> If when delivering your report/proposal, you are using a primary and secondary source, be sure to support your information and research with crediting your sources.

{Report Introduction}

---> Once these steps have been followed in the drafting of your report, you may proceed to the Introduction of your report. When attempting to write your Introduction, you must first share the authorized reader who this message is intended to.Then state the problem, opportunity and its purpose, allow your audience to know the reason your report was written. Now, tell your reader what the scope is, what is and what is not covered in the report. The scope helps a lot on setting a critical stage of your audiences expectations.The background, as in any historical conditions or factors that will help your reader grasp your message. Your sources and methods are vitally important in being included with supporting your information. By backing up your research, the reader can gain a sort of trust in you. Defining any terms from your report that may be unfamiliar to your reader can loose their lack of interest in your work. Having limitations in some factors of are beyond your control. Establishing report organizations helps the reader prepare for what is next to come in your report and why is that.

{Report Body}

---> In the body, you should include the expectation of any problem or opportunity given. Have facts and evidence to support or cover your points. Discuss and analyze the potential courses of action in which you are referring to. Include the advantages and disadvantages, your audience always wants to know these piece of information  at the start. The audience wants to know what is beneficial to them from your proposal to them. Elaborate on the procedures and steps in a process so they can follow along and know exactly step by step. Include the methods and approaches in which you have decided to use. Its important to attach the criteria for evaluating any alternatives and opinions. Of course we cant forget the conclusion of the body and the recommendations by supporting them thoroughly.

{Report Close}

---> Depending on the method approach you have decided to go with, reflects on the matter of the closing for your report. If closing with the Direct Approach, you may end with a summary of key points in a listing of how they appear in the report body. However, if you are closing with the Indirect Approach you can finish with your conclusion or your recommendations if they are not at the end of your report body. The closing report may be the length of a paragraph or two only of it is a short report. Although, in a long report the closing can be seen with separate sections categorized with conclusion, recommendations and actions.

Read more:

Scribe Consulting

http://www.betterwritingskills.com/report-writing-2.html

The Three-Step Writing Process to Reports and Proposals

Author: Barbara M. Chavez

When writing a report, you may choose one of these two categories that follow in accordance to the type of report you are portraying:

• Informational Report
• Analytical Report

Informational --> This type of report offers data, facts, feedback and other types of information, that do not include analysis nor recommendations. Informational reports consist of facts that way the reader can make their decisions. The attitude towards this report is not negative nor positive but a neutral attitude throughout, since its based on facts and data. A thesis statement is not manditory for an informational report, because your not including an argument.

Analytical --> This type of report offers both information and analysis, and can also include recommendations. Analytical reports takes a problem, an idea, or an issue and breaks it down into its component parts to be able to distinguish how the parts fit best together.  This type of report is well known in the professional world and is commonly assigned by a professor to College students. A well written analytical report consists of; complete research, critical thinking and a clear communication of ideas.

When it comes time to writing a proposal you must have a structured persuation for your internal or external audiences.

Proposal --> It is a key step in the complex sales process. Proposals are used in the business industry to persuade an idea to your audience intended. 

Reports and proposals have the same step in writing... 

[ Plan ] ----> [ Write ] ----> [ Complete ]

PLAN : You first analyze the situation by clarifying the problem; gather all your information by knowing the needs of your audience; select the right medium that will best deliver your message; and then organizing all your information by defining your main ideas and selecting the appropriate approach method to use.

WRITE : First adapt to your audience by using the "you" attitude and building that strong relationship with them; then compose the message by having strong words effective to your introduction, body and conclusion. 

COMPLETE : Revise your message by evaluating content and review then rewrite your work; produce the message by using effective design elements to show a professional appearance in your text; proofread the message by reviewing looking for errors and spelling grammar; and finally distribute your message by delivering your report with your chosen medium and be sure that all documents are distributed successfully. 

Read more:

IBM Experts

http://www.prenhall.com/behindthebook/0132328992/pdf/Bovee_CH03.pdf

Negative Messages: Choosing the Right Approach for the Situation

Author: Barbara M. Chavez

When delivering a negative message one must choose one of the two approaches in writing to ones audience, either by using the Direct Approach or the Indirect Approach.

Direct Approach: Firmness is needed and your audience prefers bad news first. Bad News --> Reasons --> Positive Close.

Indirect Approach: Audience will be displeased and is emotionally involved. Buffer --> Reasons --> Bad News --> Positive Close.

The best way to find out which approach is more appropriate for your audience is to know whether the bad news will come to a shock for the audience or not a shock.  In a business situation it is more effective to use the Direct Approach. If the bad news are intended to individuals its more effective to use the Indirect approach, to prepare your audience for what is coming to them. It simply depends on the level of bad news; on who or what it is affecting, if the bad news are harsh it would be best to help prepare your audience for it by using Indirect.

The length of a message depends on your audience's preference, as far as short messages that get straight to the point or nice and long to prepare them for bad news. For a company or corporation many bosses prefer the short and to the point messages, and for that its best to use the Direct Approach.

When it comes to a minor changes or a routine  scenario in a business, the Direct Approach is more effective to use on your audience. Your audience might not have an emotional investment in the situation or the consequences are considerable. However, if the minor changes will affect individuals, then the Indirect Approach is preferred in that situation. Depending on the relationship with your audience will also allow you to determine which approach is best for you to use. If you want to maintain a close working relationship with your audience, then the Indirect Approach suits best.

The use of the Direct Approach might be needed when trying to get your audience's attention. If you have attempted to send repeated Indirect messages to someone and they have not yet responded, then a Direct message is needed to get their attention.

Every company, corporation and organization has their own prefferred style when composing a message. Some prefer a blunt and direct message, while others will prefer a gentle and indirect message.

Don't lose sight of your purpose and your audience. A sensitive, personal tone can be more important to your readers than your choice of message organization.

Read more on, which approach will deliver your message successfully to your audience:

Gail Marie, eHow Contributor
http://www.ehow.com/way_5173239_tips-direct-indirect-business-email.html

Revising is Maximizing

Author: Mike Cortez

In the world of business, effective communication is an undeniably critical skill. It can determine the amount of success in your career, whether it may be an email directed toward colleague regarding a business matter in need of resolution or a proposal attempting to persuade a potential key client. In either situation, the audience tends to associate the quality of your writing to your capabilities and thinking process.

For this reason, revision is one of the most critical stages in the writing process, and with the completion of the first draft modification follows. In this phase, you verify your message allows the reader to fully comprehend the purpose of your communication. Revising a document for maximum comprehension consists of evaluating the content, organization, style, tone, readability, and finally editing.

First, evaluating content simply means to go back and analyze the information, confirming your central idea and key points are covered. The information must also be reviewed for accuracy and must be relevant to the matter at hand. Additionally, is it important to verify that there is enough information to satisfy the reader’s needs, providing a good balance of background and detailed information.

Secondly, assessing organization follows, which confirms all points are covered in the most logical order. To be more specific, you want to verify if rearranging the sequence of the message could be beneficial to the reader. Furthermore, make sure your most important ideas are located in the most predominate areas.

After reviewing the content and organization, it is important to examine the style and tone of the message. As for style, you want to make sure it is written in an interesting manner, captivating and retaining the reader’s interest throughout the piece. As with all workplace communications, the tone should reflect that of a friendly, knowledgeable business professional.

By analyzing the document you are able to identify problem area that can be revised, at this point you are ready for editing. Your goal here is to rewrite and reorganize the first draft to make it more interesting, flow properly, and ultimately, to be as effective as possible. This can include a variety of techniques, such as breaking up long sentences, remove unnecessary words, and revising the introduction and conclusion portions, which is what have the most impact on the reader.

In conclusion, revision literally means to "see again," to look at something from a fresh, critical perspective. It is an ongoing process of rethinking the paper: reconsidering your arguments, reviewing your evidence, refining your purpose, reorganizing your presentation and reviving an ineffective style. As stated, your ultimate goal is to enhance your clarity, effectiveness, and overall reader comprehension.

Reference: William Zinsser- UNC Professor

http://www.unc.edu/depts/wcweb/handouts/revision.html

Building Strong Relationships with Your Audience

Author: Barbara M. Chavez

It is vitally important to build a strong and positive relationship with your audience in any matter of situation. A successful company or corporation stays professional from beginning to end when addressing to their audience. A first impression is what will make or break a company or corporation, and will help open doors for them in the business world. Communicating through a via-message or seeing a person face-to-face, do not create the same image. It is much easier and effective when speaking to your audience in-person, but not always can you speak directly eye to eye. How to compose a business message?

The main factor of positive impute with a successful break-through is based on your credibility. Establishing your credibility… A good start is by questioning yourself; how reliable am I to my audience? And how much trust do I evoke in others? You are building a relationship with your audience, first impressions are what matter the most. Before your audience accepts your message, they need to know why you will benefit them.

MJB Consulting Services is well known for their 9-Steps Conquering Success Plan. Many big Corporations have executed in success, moving forward and strong with their audiences.  A corporation that uses a similar step strategy is Federal Express (FedEx), who is well known world-wide for its Purple Promise to its customers, and continues to grow with their customers and clients.

Step 1: Honesty -->The state of being honest grants you the respect from your audience. Show them that you are reliable, even if they might not seek for your services at the time.

Step 2: Objectivity --> Remain professional at all times, even if you might feel uncomfortable in an emotional situation, always be open to all sides of an issue.

Step 3: Awareness of audience needs --> Remember that they need to know how you will benefit them. Make sure that your audience knows that you are on the same page and understand what their needs are.

Step 4: Credentials, knowledge, and expertise --> Your audience wants to be assured that you’ve done your homework, as in that you have your resources.

Step 5: Endorsements --> always include facts and statements that back-up your proposals.


Step 6: Performance --> Impressing your audience with the knowledge you know and your communication skills are one thing, but your audience doesn’t want you to lure them in with just fancy talk. They want to assure that you will commit to getting the job done in a professional stage.

Step 7: Confidence --> Showing your audience that you have confidence in yourself, is the key to gaining their trust in you. Arrogance is one thing and confidence is another. Being confident will improve the way you present.

Step 8: Communication Style --> Giving sources for the information your providing your audience with is highly recommended. Your audience wants to know where you are getting your information from and confirm that it is valid.

Step 9: Sincerity --> When you are at your closing point, your audience does not want to hear remarks in which you are simply trying to get them to be on board with your proposals. Its always best to point out specific qualities.

 

"Establishing your credibility and projecting your company's image are two of the vital steps in building and fostering positive business relationships."

Read more guideslines on

your relationship with your audience:


William Arruda

http://www.selfgrowth.com/articles/Arruda5.html