Wednesday, March 21, 2012

Useful TIPs in Business Writing

Plan before you write.
◊ Look up the words you need before you start.
◊ Note the points you want to make, and order them into logical paragraphs.


Tone
Write as you would speak in a business conversation.
The tone should be friendly and polite.


Names  
◊ Make sure you check the gender of the addressee (the recipient), as well as the correct spelling of the person's name and title. 
◊ Use Ms. for women and Mr. for men. 
   You can use Mrs. for a women if you are 100% sure that she is married.


Dates
To avoid any confusion, write the month instead of using numbers
         (e.g. January 15th, 2011, or 15 January 2011)


Be concise and clear.
The easier it is to read a letter, the better.
◊ Keep sentences and paragraphs short and simple.
◊ Use straightforward vocabulary to avoid any misunderstanding.
◊ Ask direct questions.
◊ Rewrite any sentence that does not seem perfectly clear.
◊ If the recipient is not a native English-speaker, it is preferable to avoid words and expressions that are too technical or complicated.


Remember this word order principle :


Who  -  Does  -  What  -  How  -  Where  -  When
(Subject - Verb - Object - Manner - Place - Time)
               
Examples : 
▪ Mr. Brown will travel by plane to London on Monday, June 5th.
▪ A technician will install the equipment in your office on Tuesday morning.
▪ I will confirm the transport arrangements as soon as possible.


Avoid old-fashioned words Although they are used in legal documents and contracts, words like herewith', 'hereby', 'herein', 'aforementioned', etc. are rarely used in letters.
     The following style of sentence is preferable :
     "You will find more information on our products in the enclosed brochure."    

Sunday, March 11, 2012

15 Common Defense Mechanisms

Primitive Defense Mechanisms
1. Denial
Denial is the refusal to accept reality or fact, acting as if a painful event, thought or feeling did not exist. It is considered one of the most primitive of the defense mechanisms because it is characteristic of early childhood development. Many people use denial in their everyday lives to avoid dealing with painful feelings or areas of their life they don’t wish to admit. For instance, a person who is a functioning alcoholic will often simply deny they have a drinking problem, pointing to how well they function in their job and relationships.


2. Regression
Regression is the reversion to an earlier stage of development in the face of unacceptable thoughts or impulses. For an example an adolescent who is overwhelmed with fear, anger and growing sexual impulses might become clingy and start exhibiting earlier childhood behaviors he has long since overcome, such as bedwetting. An adult may regress when under a great deal of stress, refusing to leave their bed and engage in normal, everyday activities.


3. Acting Out
Acting Out is performing an extreme behavior in order to express thoughts or feelings the person feels incapable of otherwise expressing. Instead of saying, “I’m angry with you,” a person who acts out may instead throw a book at the person, or punch a hole through a wall. When a person acts out, it can act as a pressure release, and often helps the individual feel calmer and peaceful once again. For instance, a child’s temper tantrum is a form of acting out when he or she doesn’t get his or her way with a parent. Self-injury may also be a form of acting-out, expressing in physical pain what one cannot stand to feel emotionally.


4. Dissociation
Dissociation is when a person loses track of time and/or person, and instead finds another representation of their self in order to continue in the moment. A person who dissociates often loses track of time or themselves and their usual thought processes and memories. People who have a history of any kind of childhood abuse often suffer from some form of dissociation. In extreme cases, dissociation can lead to a person believing they have multiple selves (“multiple personality disorder”). People who use dissociation often have a disconnected view of themselves in their world. Time and their own self-image may not flow continuously, as it does for most people. In this manner, a person who dissociates can “disconnect” from the real world for a time, and live in a different world that is not cluttered with thoughts, feelings or memories that are unbearable.


5. Compartmentalization
Compartmentalization is a lesser form of dissociation, wherein parts of oneself are separated from awareness of other parts and behaving as if one had separate sets of values. An example might be an honest person who cheats on their income tax return and keeps their two value systems distinct and un-integrated while remaining unconscious of the cognitive dissonance.


6. Projection
Projection is the misattribution of a person’s undesired thoughts, feelings or impulses onto another person who does not have those thoughts, feelings or impulses. Projection is used especially when the thoughts are considered unacceptable for the person to express, or they feel completely ill at ease with having them. For example, a spouse may be angry at their significant other for not listening, when in fact it is the angry spouse who does not listen. Projection is often the result of a lack of insight and acknowledgement of one’s own motivations and feelings.


7. Reaction Formation
Reaction Formation is the converting of unwanted or dangerous thoughts, feelings or impulses into their opposites. For instance, a woman who is very angry with her boss and would like to quit her job may instead be overly kind and generous toward her boss and express a desire to keep working there forever. She is incapable of expressing the negative emotions of anger and unhappiness with her job, and instead becomes overly kind to publicly demonstrate her lack of anger and unhappiness.


Less Primitive, More Mature Defense Mechanisms
Less primitive defense mechanisms are a step up from the primitive defense mechanisms in the previous section. Many people employ these defenses as adults, and while they work okay for many, they are not ideal ways of dealing with our feelings, stress and anxiety. If you recognize yourself using a few of these, don’t feel bad – everybody does.


8. Repression
Repression is the unconscious blocking of unacceptable thoughts, feelings and impulses. The key to repression is that people do it unconsciously, so they often have very little control over it. “Repressed memories” are memories that have been unconsciously blocked from access or view. But because memory is very malleable and ever-changing, it is not like playing back a DVD of your life. The DVD has been filtered and even altered by your life experiences, even by what you’ve read or viewed.


9. Displacement
Displacement is the redirecting of thoughts feelings and impulses directed at one person or object, but taken out upon another person or object. People often use displacement when they cannot express their feelings in a safe manner to the person they are directed at. The classic example is the man who gets angry at his boss, but can’t express his anger to his boss for fear of being fired. He instead comes home and kicks the dog or starts an argument with his wife. The man is redirecting his anger from his boss to his dog or wife. Naturally, this is a pretty ineffective defense mechanism, because while the anger finds a route for expression, it’s misapplication to other harmless people or objects will cause additional problems for most people.


10. Intellectualization
Intellectualization is the overemphasis on thinking when confronted with an unacceptable impulse, situation or behavior without employing any emotions whatsoever to help mediate and place the thoughts into an emotional, human context. Rather than deal with the painful associated emotions, a person might employ intellectualization to distance themselves from the impulse, event or behavior. For instance, a person who has just been given a terminal medical diagnosis, instead of expressing their sadness and grief, focuses instead on the details of all possible fruitless medical procedures.


11. Rationalization
Rationalization is putting something into a different light or offering a different explanation for one’s perceptions or behaviors in the face of a changing reality. For instance, a woman who starts dating a man she really, really likes and thinks the world of is suddenly dumped by the man for no reason. She reframes the situation in her mind with, “I suspected he was a loser all along.”


12. Undoing
Undoing is the attempt to take back an unconscious behavior or thought that is unacceptable or hurtful. For instance, after realizing you just insulted your significant other unintentionally, you might spend then next hour praising their beauty, charm and intellect. By “undoing” the previous action, the person is attempting to counteract the damage done by the original comment, hoping the two will balance one another out.


Mature Defense Mechanisms
Mature defense mechanisms are often the most constructive and helpful to most adults, but may require practice and effort to put into daily use. While primitive defense mechanisms do little to try and resolve underlying issues or problems, mature defenses are more focused on helping a person be a more constructive component of their environment. People with more mature defenses tend to be more at peace with themselves and those around them.


13. Sublimation
Sublimation is simply the channeling of unacceptable impulses, thoughts and emotions into more acceptable ones. For instance, when a person has sexual impulses they would like not to act upon, they may instead focus on rigorous exercise. Refocusing such unacceptable or harmful impulses into productive use helps a person channel energy that otherwise would be lost or used in a manner that might cause the person more anxiety.


Sublimation can also be done with humor or fantasy. Humor, when used as a defense mechanism, is the channeling of unacceptable impulses or thoughts into a light-hearted story or joke. Humor reduces the intensity of a situation, and places a cushion of laughter between the person and the impulses. Fantasy, when used as a defense mechanism, is the channeling of unacceptable or unattainable desires into imagination. For example, imagining one’s ultimate career goals can be helpful when one experiences temporary setbacks in academic achievement. Both can help a person look at a situation in a different way, or focus on aspects of the situation not previously explored.


14. Compensation
Compensation is a process of psychologically counterbalancing perceived weaknesses by emphasizing strength in other arenas. By emphasizing and focusing on one’s strengths, a person is recognizing they cannot be strong at all things and in all areas in their lives. For instance, when a person says, “I may not know how to cook, but I can sure do the dishes!,” they’re trying to compensate for their lack of cooking skills by emphasizing their cleaning skills instead. When done appropriately and not in an attempt to over-compensate, compensation is defense mechanism that helps reinforce a person’s self-esteem and self-image.


15. Assertiveness
Assertiveness is the emphasis of a person’s needs or thoughts in a manner that is respectful, direct and firm. Communication styles exist on a continuum, ranging from passive to aggressive, with assertiveness falling neatly in between. People who are passive and communicate in a passive manner tend to be good listeners, but rarely speak up for themselves or their own needs in a relationship. People who are aggressive and communicate in an aggressive manner tend to be good leaders, but often at the expense of being able to listen empathetically to others and their ideas and needs. People who are assertive strike a balance where they speak up for themselves, express their opinions or needs in a respectful yet firm manner, and listen when they are being spoken to. Becoming more assertive is one of the most desired communication skills and helpful defense mechanisms most people want to learn, and would benefit in doing so.


* * *
Remember, defense mechanisms are most often learned behaviors, most of which we learned during childhood. That’s a good thing, because it means that, as an adult, you can choose to learn some new behaviors and new defense mechanisms that may be more beneficial to you in your life. Many psychotherapists will help you work on these things, if you’d like. But even becoming more aware of when you’re using one of the less primitive types of defense mechanisms above can be helpful in identifying behaviors you’d like to reduce.

Psychology of Change

  • Initial Concerns: The threat to deep systems.
  • Initial Reactions: Negative or positive?
  • The Kübler-Ross Grief Cycle: The emotional cycle on given bad news.
  • Shock stage: Initial paralysis at hearing the bad news.
  • Denial stage: Trying to avoid the inevitable.
  • Anger stage: Frustrated outpouring of bottled-up emotion.
  • Bargaining stage: Seeking in vain for a way out.
  • Depression stage: Final realization of the inevitable.
  • Testing stage: Seeking realistic solutions.
  • Acceptance stage: Finally finding the way forward.
  • The Positive Change Cycle: Even good news has its ups and downs.
  • Resistance to Change: When people push back against the change.
  • Rationale for resistance: What people tell themselves.
  • The Resistance Zoo: the animals and their styles of resistance.
  • Signs of Resistance: spotting subtle signals of dissent.
  • How to Cause Resistance: there are many ways!
  • Strong and Weak Commitment: After an agreement, commitment may vary.

Coping Mechanisms



  • Acting out: not coping - giving in to the pressure to misbehave.
  • Aim inhibition: lowering sights to what seems more achievable.
  • Altruism: Helping others to help self.
  • Attack: trying to beat down that which is threatening you.
  • Avoidance: mentally or physically avoiding something that causes distress.
  • Compartmentalization: separating conflicting thoughts into separated compartments.
  • Compensation: making up for a weakness in one area by gain strength in another.
  • Conversion: subconscious conversion of stress into physical symptoms.
  • Denial: refusing to acknowledge that an event has occurred.
  • Displacement: shifting of intended action to a safer target.
  • Dissociation: separating oneself from parts of your life.
  • Emotionality: Outbursts and extreme emotion.
  • Fantasy: escaping reality into a world of possibility.
  • Help-rejecting complaining: Ask for help then reject it.
  • Idealization: playing up the good points and ignoring limitations of things desired.
  • Identification: copying others to take on their characteristics.
  • Intellectualization: avoiding emotion by focusing on facts and logic.
  • Introjection: Bringing things from the outer world into the inner world.
  • Passive aggression: avoiding refusal by passive avoidance.
  • Performing rituals: Patterns that delay.
  • Post-traumatic growth: Using the energy of trauma for good.
  • Projection: seeing your own unwanted feelings in other people.
  • Provocation: Get others to act so you can retaliate.
  • Rationalization: creating logical reasons for bad behavior.
  • Reaction Formation: avoiding something by taking a polar opposite position.
  • Regression: returning to a child state to avoid problems.
  • Repression: subconsciously hiding uncomfortable thoughts.
  • Self-harming: physically damaging the body.
  • Somatization: psychological problems turned into physical symptoms.
  • Sublimation: channeling psychic energy into acceptable activities.
  • Substitution: Replacing one thing with another.
  • Suppression: consciously holding back unwanted urges.
  • Symbolization: turning unwanted thoughts into metaphoric symbols.
  • Trivializing: Making small what is really something big.
  • Undoing: actions that psychologically 'undo' wrongdoings for the wrongdoer.

5 Stages of Grief (Kubler-Ross Grief Cycle)


  • Shock stage*: Initial paralysis at hearing the bad news.
  • Denial stage: Trying to avoid the inevitable.
  • Anger stage: Frustrated outpouring of bottled-up emotion.
  • Bargaining stage: Seeking in vain for a way out.
  • Depression stage: Final realization of the inevitable.
  • Testing stage*: Seeking realistic solutions.
  • Acceptance stage: Finally finding the way forward.