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ORGANIZATION

ORGANIZATION. ORGANIZATION. I. Organizational Guidelines. GUIDELINES. (1) DIFFERENT SECTIONS = DIFFERENT READERS Organize for ALL readers READER ANALYSIS : Readers’ Needs more tech vs. less tech more details vs. overview. GUIDELINES. (1) DIFFERENT SECTIONS = DIFFERENT READERS

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ORGANIZATION

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  1. ORGANIZATION

  2. ORGANIZATION I. Organizational Guidelines

  3. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • Organize for ALL readers • READER ANALYSIS: • Readers’ Needs • more tech vs. less tech • more details vs. overview

  4. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • Readers’ Reading Habits • Reading = • non-sequential • non-linear • episodic

  5. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • “Speed Reading” Approach: 1. Quick Scan: • introductions • conclusions • tables of contents • graphics 2. Focused Search: • move directly to sections-of-interest or need • subheadings • lists • white space 3. Short Follow-Ups: • return to the document to read or re-read important sections

  6. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • INTRODUCTIONS & CONCLUSIONS: • less tech, more overview • managers • general readers

  7. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • BODY: • more tech, more details • experts • operators

  8. GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS • Interest wanes after the start • Readers retain BEST the FIRST & LAST parts they read • focus on the beginning of the document • focus on the beginning of the sections • focus on the beginning of the paragraphs • focus on the ending of the document

  9. GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS • Reader Expectations: • a “road map” at the start • to know where they are going at the start of the document, its sections, and its paragraphs • a wrap-up or transition at the end • to know that the document or its section or paragraph is complete • to transition to the next section, paragraph

  10. GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS • Reader Expectations: • brief results at the start • details in the middle • detailed conclusion at the end

  11. GUIDELINES (3) REPEAT MAIN POINTS • “Redundant Approach” • Repeat important information in various sections • different sections = different readers

  12. GUIDELINES (3) REPEAT MAIN POINTS • “Redundant Approach” • Strategic repetition of major findings, conclusions, recommendations • gives helpful reinforcement to readers • answers “So What?!” for them • Like the theme of a story

  13. ORGANIZATION II. The “ABC” PATTERN of ORGANIZATION

  14. ABC • ABSTRACT • BODY • CONCLUSION

  15. ABC (1) ABSTRACT:

  16. ABC (1) ABSTRACT: • Introduction • Overview • A brief summary of the document’s main points • Key Reader = • Decision-Makers

  17. ABC (1) ABSTRACT: • Includes: • clear purpose statement • the main points (for decision-makers) • a list of the document’s main sections

  18. ABC (1) ABSTRACT: • Abstract Headings: • Summary • Executive Summary (formal reports & proposals) • Introductory Summary (short reports & proposals) • Overview • Introduction • Abstract (of technical articles)

  19. ABC (1) ABSTRACT: • Length = • 1 paragraph to an entire page • brief • BUT free of possible misunderstandings • clearly state that further clarification is included in the text

  20. ABC (2) BODY:

  21. ABC (2) BODY: • Provides supporting evidence • proof, support, evidence • details, statistics • examples, instances • Key Reader = • Technical Experts, Operators

  22. ABC (2) BODY: • Guidelines: • easy to read • easy to find • easy to understand

  23. ABC (2) BODY: • Guidelines: • distinguish FACT vs. OPINION • Facts with graphics • Opinions, judgments, conclusions • prefaced with transitional expressions • I believe, We believe, It is our opinion

  24. ABC (2) BODY: • Guidelines: • use Headings & Subheadings • for each section • helps locate information quickly & easily

  25. ABC (2) BODY: • Guidelines: • use graphics • draw attention to important points • effective with facts

  26. ABC (2) BODY: • Length = • comes in sections

  27. ABC A. BODY PARTS: • Emphasize Beginnings & Endings 1. Interest-Grabber • sentence or paragraph to grab the reader’s attention

  28. ABC A. BODY PARTS: 2. Lead-In • outline main points (road map) • list (bulleted or sentence) of main points in the forthcoming section • subheadings = worded from this list

  29. ABC A. BODY PARTS: 3. Closing Thought • briefly restate the importance of the section’s information • transition to the next section

  30. ABC B. BODY PARAGRAPHS: • Paragraphs = • self-contained units • one idea/topic per paragraph AND • parts of the whole • linked by transitions, theme, purpose

  31. ABC B. BODY PARAGRAPHS: • Paragraph Length = • 6-10 lines • split longer topics into 2 paragraphs

  32. ABC B. BODY PARAGRAPHS: • Microcosm = Macrocosm – • topic sentence • like an Abstract • first sentence • clearly state the main idea or topic

  33. ABC B. BODY PARAGRAPHS: • Microcosm = Macrocosm – • main idea development • like the Body • develop or prove the main idea • narration, explanation, illustration, contrast • (Rhetorical Strategies)

  34. ABC B. BODY PARAGRAPHS: • Microcosm = Macrocosm – • transitional elements • build coherence • repeat key words, phrases, nouns • transitions of introduction, contrast, enumeration

  35. ABC B. BODY PARAGRAPHS: • Microcosm = Macrocosm – • closing sentence • like the Conclusion • “warrant statement” (thus, therefore) • sense of closure • concluding point on the paragraph’s topic • transition to the next point

  36. ABC B. BODY PARAGRAPHS: • Replace Paragraphs – • lists • break up longer paragraphs • make information easy to read, easy to find • graphics • paragraphs can hide numbers • tables & figures make data easy to read, easy to find

  37. ABC (3) CONCLUSION:

  38. ABC (3) CONCLUSION: • provides a sense of closure for the document • transitions to the next step in the process • brings the reader full-circle to the Abstract • draws readers’ attention to main points from the Body • Key Reader = • Decision-Makers

  39. ABC (3) CONCLUSION: • Questions Answered: • What major points were made? • What problem was resolved? • What should the reader do next? • What will you do next? • What single idea do you want to leave with the reader? • SO WHAT?!

  40. ABC (3) CONCLUSION: • Formats: • Conclusion Lists • list main points • list findings, conclusions, recommendations, • Conclusion Paragraph(s) • when lists are not appropriate • paragraph or two

  41. ABC • ABSTRACT • BODY • CONCLUSION

  42. REVIEW • Know your readers • Focus on BEGINNINGS and ENDINGS • Be redundant • Repeat Main Points throughout • Know your ABCs

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