September 24, 2009 ---- Class #1 - SDM
Ask yourself:
· Who is my targeted audience? (Are they scientists? Policy makers? Co-workers? etc.)
· Why are these people listening to me talk/reading my report? What do they want? What do they need?
· What is the purpose of what I am writing? What is my desired outcome?
· What action do I want from the audience? (i.e. do I want people to support a policy? Or do I want people to donate money to my non-profit? What do I want audience to do/feel as a result of my writing/presentation?)
Also important to develop your BRAND:
For example:
· Create a blogging site and get a url address
· Consider making your Facebook page look more professional- post important articles you have read, your thoughts on important environmental issues etc.
· Use your Facebook page (status section) to post things about your job or what your career goals are
· Get onto Linked In
· Be aware that companies DO look at these pages/sites and may see your pages!
2 Books for the Class:
(1) slide:ology – The Art and Science of Creating Great Presentations (by Nancy Duarte)
(2) The Art of Possibility – Transforming Professional and Personal Life (by Zander and Zander)
< both should be on reserve in the Bren library >
Highly Productive Writers - What are their strategies?
· They write constantly- very disciplined
· Writing is a part of their daily ritual/ routine
· One successful writer said he writes for 4 hours every day about anything – doesn’t matter the topic – as long as he is writing for those 4 hours
Monica’s take on that strict/disciplined approach is that it is important BUT at the same time:
* “You should really go with whatever works for you” *
Some studies say: “people who procrastinate don’t do well in school”
BUT this is actually not always true!!!
Some people do have the ADAPTIVE SKILL and are able to be highly productive under pressure and last minute (for example, some people can get into a flow and have clarity of purpose even when they have procrastinated or put something off)
Often times for those people, anxiety does not come from actually worrying about producing the final product- instead it is anxiety that is induced from the guilt about procrastinating (the anxiety that results when we feel like we should be doing something and we are not)
BUT in group projects, it is important to consider the other people in your group and make an effort to make deadlines:
· Remember, your group does not know that you have that amazing adaptive skill and are able to procrastinate until the last minute and still produce excellent work
· Group members will most likely get anxious and think you are not doing your work or that you will not finish on-time etc. etc.
EMAIL ETIQUETTE- EXTREMELY IMPORTANT
It is VERY important to initially present yourself well (right from the start); you may never see the person or have a chance to come into contact with them again.
Tips to enhance clarity:
· Be very concise and specific- make it crystal clear what is your purpose for writing
· If you need to meet or talk with someone, give him/her specific times/dates that you are available
· Avoid open-ended questions or comments… for example, do not say “I would like to meet with you some day about something”
· Use short specific sentences- be brief and do not include too much background information
· Use bullet points
· Consider timing: take into account what time or what day you are sending an email. For example, don’t send a bad news email (**) at the very end of the day or don’t expect a follow-up immediately on a Friday afternoon etc.
· Know what your expected outcome is so you convey the message the you want.
· Any more than 2 back and forth emails is too much- - if your aren’t accomplishing your goal of your email, suggest communicating verbally
(**) Guidelines for bad news messages
1. Focus on the issues/facts and do not make it personal.
a. For example, if you or someone has missed a deadline, do not give excuses or get overly angry- stick with what you need: I need an extension, I need you to get it in by tomorrow at noon etc.
b. Another example: Make it as neutral as possible: “We were expecting this data from John and because he has left his position, we are not able to get it. I suggest we do X, Y or Z.” DO NOT WRITE: “John quit his job and now we are screwed and have no data…
2. Write when you are CALM- avoid personal attacks
3. Government could care less about flattery (general rule of thumb)
4. Professors/ people in academia tend to care about politeness/flattery/thank yous etc. (as a general rule)
5. Avoid unnecessary comments (Example: poppyseed bread)
6. Avoid using tones or showing your emotional baggage
7. Can cc. someone who may be involved – given that so-in-so is out of the country, what do you think? Could you help me?
8. Don’t over-communicate
9. Main person you are writing to is in the “To” address line. Everyone else is you can cc. Or you can BOLD/ underline the person’s name the message is directed to…
10. Don’t c.c. a supervisor when he/she doesn’t need to be involved…- very “snarky”
11. Consider the entire track of the email – If you forward a message, INCLUDE THE RELEVANT PARTS not pages and pages of old messages.
12. Use the SUBJECT line to try to state the point of email. For example, if today is a due-date of a big report, use SUBJECT line to say “Report is Due Today”
13. PROOF-READ - don’t make mistakes !!
Generate positive outcomes from bad news messages:
1. Consider the human element – what can I send to get the response I need? Remember there is a human being on the other end of the email.
2. Only use humor where possible/appropriate…
3. End on a positive note- - hope you are having a safe trip, what date could I expect a response?
NEW SYLLABUS WILL BE POSTED ON-LINE
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