1.5 CPS Structure: Verify, Ask for Response, Close

Learning Objective: Master the “Context - Proposal - Next Step” structure to eliminate ambiguity, avoid infinite threads, and achieve firm commitments.

Story

Project team WhatsApp. Twelve messages, zero decisions. Mike records a 20-second audio:

—[Context:] We need to define interim delivery. [Proposal:] (A) Tuesday 18:00; (B) Wednesday 8:30. [Next step:] Responses today before 20:00. Martha and Alan, do you confirm availability?

Silence of seven minutes. A smiley face. Mike insists, neutral:

—I rephrase to make sure we have it: Martha, A or B? Alan, A or B?

Minute nine. Martha: “B works for me”. Alan: “A works better for me”.

—Great. [Closing:] Wednesday 8:30 wins; I upload agenda and responsible persons.

That afternoon, a colleague reopens the topic with a “maybe it would be better…”. Mike replies:

—If there is a change, let it be with [argument] and [responsible person]. If not, we maintain closing.

Deep Explanation

Ambiguity is the enemy of execution and the refuge of passive manipulators. How many times have you left a meeting or group chat without knowing exactly what has been decided? Chaos benefits those who do not want to work or who want to refute decisions ex post (“I didn’t say that”).

Mike uses the CPS (Context - Proposal - Next Step) triad to cut through the noise.

1. Context: Define the objective problem. “We need a date”, “The kitchen is dirty”. No one can argue with a neutral fact.
2. Proposal: Offer closed options (A or B). This reduces the cognitive load on others. It is easier to choose than to create.
3. Next Step: Put a date and name. “Martha, A or B before 20:00?”. Without this, the proposal is just a wish.

In addition, Mike exercises Closing Tenacity. When they respond with a “smiley face” (a low-effort response that commits to nothing), he doesn’t let it pass. He insists: “A or B?”. This teaches the group that half-measures don’t work with him. And when someone tries to reopen the topic out of time (“maybe it would be better…”), Mike applies a reopening tax: “If you want to change it, bring an argument and a responsible person”. That is: complaining has a price. If you are not willing to pay the price (work on the alternative), the closing stands.

Synthesis of Key Ideas

• CPS (Context–Proposal–Next step): It is the algorithm of effectiveness. It transforms complaints or doubts into executable action plans.
• Operational Closing: Whoever closes the conversation defines reality. If you say “then we do X”, and no one objects, you have led.
• Reopening Cost: Do not allow agreements to be undone on a whim. Demand real “buy-in” to go back (new info or new person responsible).

Practical Examples

1. The Definition Email in Professional Environment

• Situation: A client sends you a vague email: “I’m not quite convinced by the design, give it another thought”.
• Action: Do not work blindly. Apply CPS to narrow it down.
• Phrase: “[Context] Understood that the current design does not fit. [Proposal] To get it right, we need to know if the fault is color or structure. [Next step] Can we have a 10 min call tomorrow at 10:00 to see it?”
• Why it works: You convert a nebulous complaint into an operational meeting. You take control of the process.

2. Weekend Logistics in Family Environment

• Situation: Friday afternoon, no one knows what is happening Saturday. “I don’t know, whatever you want”, “well, we’ll see”.
• Action: Cut the loop of indecision.
• Phrase: “[Context] Tomorrow it’s going to be sunny and we want to go out. [Proposal] Option 1: Beach in the morning. Option 2: Zoo. [Next step] Vote now. If there are no votes in 5 min, I decide Zoo.”
• Why it works: The credible threat of “I decide” usually motivates the undecided to vote quickly.

3. The Meetup with Friends in Social Environment

• Situation: The typical WhatsApp group where no one specifies a time.
• Action: CPS.
• Phrase: “Guys, [Context] we have to book if we want a spot. [Proposal] I’ve seen the Italian place on the square. [Next step] I’m booking for 6 at 21:30. If anyone drops out, let them know before 18:00.”
• Why it works: You go from asking “what are we doing?” (passive role) to informing what is going to be done (leadership role). People usually appreciate someone taking charge of trivial things.

Signs of Progress

1. Binary responses:
   • Do you get people to answer Yes or No? You have stopped receiving “we’ll see” or silences. Your questions are so clear they force a definition.
2. Fewer email/chat threads:
   • Have you resolved in 3 messages what used to take 20? That is power efficiency. You are saving everyone time.
3. Closing authority:
   • Do you feel that when you say “ready then”, people take it as definitive? You have built a reputation that your word seals agreements.

Common Mistakes

• The Open Proposal (False Brainstorming)
  • It looks like this: “Well, what do you feel like doing? I had thought of something, but I don’t know…”
  • Alternative: Bring your homework done. Offer a closed menu. “I’ve seen A or B. Which do you prefer?”
• Forgetting the “Next Step” (Deadline)
  • It looks like this: “Send me your comments.” (Without date).
  • Result: No one does it.
  • Alternative: “…before Thursday at 12:00.”
• Accepting “Administrative Silence” as Agreement
  • It looks like this: No one answers and you assume it’s a yes. Then comes the “oh, I didn’t read the message”.
  • Alternative: “If you say nothing, I assume it is YES. Correct?”. Force explicit validation or armored implicit validation.

Conclusions

Vague language is a safe haven for those who do not want to commit. CPS language is a spotlight. by using it, you expose yourself (because you propose), but you also force others to expose themselves (to accept or reject). It is a tool of high responsibility. Use it to move things forward, not just to boss around, and you will see how your environment starts to spin “magically” in a more orderly fashion.

Deliberate Practice

• Card: Game: 3-Step Sprint Template.
• Why it helps: Practice writing WhatsApp messages using strictly: 1. Facts. 2. Proposal. 3. Closing question. Review your last 10 messages sent: how many were “fluff” and how many were CPS?

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