How to make your daily writing count Project

How to make your daily writing count Project Management Institute New Zealand October 2019

About the session 45 minutes Presentation Discussion + activity

Big projects depend on small interactions

Big projects depend on small interactions Engagement strategy Marketing campaign Strategic plan Tender proposal Annual report

Big projects depend on small interactions Engagement strategy Marketing campaign Strategic plan Tender proposal Annual report

Quick discussion in pairs (3 minutes) • How many emails do you receive a day? • How quickly do you decide whether or not to read an email? • Do you have any unanswered emails in your inbox (that you feel guilty about, or not)?

The myth of email ‘I’ll flick you an email. ’ ‘Send me a quick email on that. ’ ‘I’ve just got to get through my emails and I’ll be right with you. ’

The myth of email Speed = Effective communication

Inform Respond Update Enable Promote Email is a tool in your communication toolkit Arrange Share Persuade Excite Request

What you’ll avoid if you use the tool well

Email and stress A 2014 study into the role of email in stress in the workplace, published in the International Journal of Stress Management

Email and stress

Email and stress • The aim was to study the effects of email on emotional exhaustion. • 215 full-time administrative and academic staff took part.

Email and stress High emotionality Poor quality “Emotive emails comprise emotionally charged content that may seem abrupt or insensitive to the recipient. ” Ambiguity “Ambiguous emails are perceived to require further clarification for accurate understanding. ”

Heuristics: How people make decisions Affect We tend to let our emotions influence our decisions. Anchoring and adjustment We tend to rely on our first impressions too heavily. Availability We tend to judge probability by examples that spring to mind easily. Confirmation bias We tend to make new evidence confirm our existing beliefs. Familiarity We tend to assume that circumstances underlying past behaviour still hold true, and apply past behaviour to new situations. Jumping to conclusions We tend to jump too quickly to an answer, and then look for reasons to support it. Representative We tend to relate new information to stereotypes already held.

CVs

So, what’s the secret?

So, what’s the secret? ? + ? = Engaging writing

So, what’s the secret? Your ‘why’ + ? = Engaging writing

So, what’s the secret? Your ‘why’ + Their ‘why’ + ? = Engaging writing

So, what’s the secret? Your ‘why’ + Their ‘why’ + Make it easy = Engaging writing

So, what’s the secret? Your ‘why’ + Their ‘why’ + Make it easy = Engaging writing

Purpose and empathy

Purpose and empathy 1. What do I want my reader to do? 2. What questions could my reader have about the topic? 3. How busy is my reader? 4. What will make them want to read and act on my email? 5. What’s one thing I want them to remember?

So, what’s the secret? Your ‘why’ + Their ‘why’ + Make it easy = Engaging writing

So, what’s the secret? Your ‘why’ + Their ‘why’ + Make it easy = Engaging writing

Discussion As a reader, what kind of emails do you like to receive?

Make it easy • • Use the subject line wisely Use a clear structure (MADE) Use headings and lists Write clear sentences (as you would speak)

All Staff Parking situation Hello team You will have noticed that there has been lots of road works in the area because of the building work that’s been happening on the construction site on Greys Road. We know some of you have expressed frustration at the lack of parking options and the road works traffic, not to mention the hazard that the road works is creating for students. There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Some of you have been parking on the road in front of the factory next door as there are no signs preventing this and because it is so close to the school, which we understand. However, the city council have decided to officially remove all these parks and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. Until the onsite park is ready, we ask you to please park in Smith Street, Lyndhurst Street, or Avon Street. We appreciate your patience on this matter. Regards Management

Use the subject line wisely Please bring this document to Monday’s meeting Presentation prep: Are you free Monday at 12 pm? Quarter two: We’ll stay on track if we do two things Update: everything good with funding application Update: we need the department’s approval soon

All Staff Parking situation Hello team You will have noticed that there has been lots of road works in the area because of the building work that’s been happening on the construction site on Greys Road. We know some of you have expressed frustration at the lack of parking options and the road works traffic, not to mention the hazard that the road works is creating for students. There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Some of you have been parking on the road in front of the factory next door as there are no signs preventing this and because it is so close to the school, which we understand. However, the city council have decided to officially remove all these parks and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. Until the onsite park is ready, we ask you to please park in Smith Street, Lyndhurst Street, or Avon Street. We appreciate your patience on this matter. Regards Management

All Staff Parking not available outside factory – here’s where to park instead Hello team You will have noticed that there has been lots of road works in the area because of the building work that’s been happening on the construction site on Greys Road. We know some of you have expressed frustration at the lack of parking options and the road works traffic, not to mention the hazard that the road works is creating for students. There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Some of you have been parking on the road in front of the factory next door as there are no signs preventing this and because it is so close to the school, which we understand. However, the city council have decided to officially remove all these parks and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. Until the onsite park is ready, we ask you to please park in Smith Street, Lyndhurst Street, or Avon Street. We appreciate your patience on this matter. Regards Management

Use a clear structure M A D E Main Message Actions Details Extra information

All Staff Parking not available outside factory – here’s where to park instead Hello team You will have noticed that there has been lots of road works in the area because of the building work that’s been happening on the construction site on Greys Road. We know some of you have expressed frustration at the lack of parking options and the road works traffic, not to mention the hazard that the road works is creating for students. There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Some of you have been parking on the road in front of the factory next door as there are no signs preventing this and because it is so close to the school, which we understand. However, the city council have decided to officially remove all these parks and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. Until the onsite park is ready, we ask you to please park in Smith Street, Lyndhurst Street, or Avon Street. We appreciate your patience on this matter. Regards Management

All Staff Parking not available outside factory – here’s where to park instead Hello team Some of you have been parking on the road in front of the factory next door as there are no signs preventing this and because it is so close to the school, which we understand. The city council have decided to officially remove all the parks outside the factory and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. Until the onsite park is ready, we ask you to please park in Smith Street, Lyndhurst Street, or Avon Street. We appreciate your patience on this matter. There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. You will have noticed that there has been lots of road works in the area because of the building work that’s been happening on the construction site on Greys Road. We know some of you have expressed frustration at the lack of parking options and the road works traffic, not to mention the hazard that the road works is creating for students. Regards Management

All Staff Parking not available outside factory – here’s where to park instead Hello team The city council have decided to officially remove all the parks outside the factory and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. Until the onsite park is ready, we ask you to please park in Smith Street, Lyndhurst Street, or Avon Street. We appreciate your patience on this matter. There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Regards Management

Use headings and lists Label headings Meeting times Budget Question headings What time is the meeting? What is our budget? Statement headings The meeting will go from 2 pm-3 pm Our budget is $6 k with further support if needed

Use headings and lists v Who doesn’t love a clear, concise list? v Who doesn’t love a clear, concise list?

All Staff Parking not available outside factory – here’s where to park instead Hello team The city council have decided to officially remove all the parks outside the factory and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. Until the onsite park is ready, we ask you to please park in Smith Street, Lyndhurst Street, or Avon Street. We appreciate your patience on this matter. There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Regards Management

All Staff Parking not available outside factory – here’s where to park instead Hello team You can no longer park in front of the factory The city council have decided to officially remove all the parks outside the factory and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. You have three options for places to park Until the onsite park is ready, we ask you to please park in Smith Street, Lyndhurst Street, or Avon Street. We appreciate your patience on this matter. New onsite parking will be available in November There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Regards Management

All Staff Parking not available outside factory – here’s where to park instead Hello team You can no longer park in front of the factory The city council have decided to officially remove all the parks outside the factory and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. You have three options for places to park Until the onsite park is ready, we ask you to please park in: • Smith Street • Lyndhurst Street • Avon Street We appreciate your patience on this matter. New onsite parking will be available in November There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Regards Management

Write clear sentences (as you would speak) • On the shorter side (average 9 -15 words) • Use everyday language • Remove unnecessary words

Write clear sentences (as you would speak)

Write clear sentences (as you would speak)

Write clear sentences (as you would speak) cognisant of know, aware of inception start, beginning preclude prevent transpire happen disseminate share demise death

Write clear sentences (as you would speak) due to the fact that because during such time as while in a position to can with respect to about at this point in time now, currently the majority of most

Write clear sentences (as you would speak) provide a description of describe take into consideration consider undertake an analysis analyse come to an agreement agree

All Staff Parking not available outside factory – here’s where to park instead Hello team You can no longer park in front of the factory The city council have decided to officially remove all the parks outside the factory and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. You have three options for places to park Until the onsite park is ready, we ask you to please park in: • Smith Street • Lyndhurst Street • Avon Street We appreciate your patience on this matter. New onsite parking will be available in November There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Regards Management

All Staff Parking not available outside factory – here’s where to park instead Hello team You can no longer park in front of the factory The city council have decided to officially remove all the parks outside the factory and put up signs. We have to let you know that cars parked in front of the factory from now on will receive a $65 fine. You have three options for places to park Until the onsite park is ready, we ask you to please park in: • Smith Street • Lyndhurst Street • Avon Street We appreciate your patience on this matter. New onsite parking will be available in November There are now plans to demolish the unused building behind the factory and this will hopefully lead to some more onsite parking for our school, which is great news. The new onsite park will be available from November. Regards Management

All Staff Parking not available outside factory – here’s where to park instead Hello team You can no longer park in front of the factory The city council have decided to officially remove all the parks outside the factory and put up signs. Cars parked in front of the factory from now on will receive a $65 fine. You have three options for places to park Until the onsite park is ready, we ask you to please park in: • Smith Street • Lyndhurst Street • Avon Street We appreciate your patience on this matter. New onsite parking will be available in November There are now plans to demolish the unused building behind the factory and this will create more onsite parking for our school, which is great news. The new onsite park will be available from November. Regards Management

Before and after

Your task tomorrow Go to your sent items

Thank you colleen@write. co. nz jordan@write. co. nz