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Structuring Information for Your Readers: Strategies for Effective Communication

Learn the basic shape of a formal outline and alphanumeric outline, as well as different techniques for structuring information in technical communication. Understand the importance of paragraphing, coherence, and support paragraphs, and how to provide an effective overview of your document.

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Structuring Information for Your Readers: Strategies for Effective Communication

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  1. Chapter 5 Structuring Information for Your Readers Strategies for Technical Communication in the Workplace Laura J. Gurak John M. Lannon

  2. Basic Shapeof a Formal Outline I. Introduction • First point • Second point II. Data section (body) • First point • First sub point • Second sub point • Second point III. Conclusion

  3. Basic Shape of an Alphanumeric Outline 2.0 Data section (body) 2.1 First point 2.1.1 First sub point 2.1.2 Second sub point 2.2 Second point 2.2.1 First sub point 2.2.2 Second sub point

  4. Sequencing Spatial Begins at one location ends at another. Chronological Follows the actual sequence of events. Effect-to-cause Identifies a problem and then traces its cause. Cause-to-effect Follows an action to its results. Emphatic Offers reasons in support of a specific viewpoint. Problem-causes-solution Describes, diagnoses, and then solves the problem. Comparison-contrast Evaluates two or more items in relation to one another.

  5. Paragraphing The topic sentence: This usually appears early in the paragraph. It focuses on and forecasts the paragraph's main idea. Paragraph unity: Each sentence expands on the topic sentence. Paragraph coherence: A paragraph forms a connected line of thought.

  6. Support Paragraph Typically found in the body of a document. Each sentence in a support paragraph relates to the paragraph's main idea, expressed in the topic sentence.

  7. Chunking Each organizing technique discussed in this chapter is a way of chunking information. • Chunking means to break down information into discrete, digestible units. • Chunking is also accomplished with visual design techniques.

  8. Providing an Overview After you have finalized your document, create a overview that addresses the following: • What is the purpose of this document? • Why should I read it? • What information can I expect to find here?

  9. Any Questions? For additional help reviewing this chapter, please visit the Companion Website for your text at http://www.pearsonhighered.com/gurak.

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