o The standard structure of any document is introduction, body, and then conclusion.
• Introduction: Gains attention, gives the writer’s viewpoint, lays out
framework for the rest of the document.
• Body: Sticks to the writer’s viewpoint by offering coherent support within the framework that was established in the introduction.
• Conclusion: Time for review—here’s what you just read and what to do
with this information. Makes a prediction, offers a solution,
or suggests more investigation
• Introduction: Gains attention, gives the writer’s viewpoint, lays out
framework for the rest of the document.
• Body: Sticks to the writer’s viewpoint by offering coherent support within the framework that was established in the introduction.
• Conclusion: Time for review—here’s what you just read and what to do
with this information. Makes a prediction, offers a solution,
or suggests more investigation
o Sometimes varied structure is effective with the use of visual guides that add interest
· Create informal and formal outlines
o You have to start somewhere—outlining strategy
• Make a list of the topics you plan to cover
• Reorganize your list logically by ordering the topics
I. Introduction
A. Topic
B. Topic
o Formal Outlines for technical documents use decimal notation
2.0 Section
2.1 Topic
2.1.1 subtopic
o Outlines can reveal methodical thinking or errors in thinking.
· Prepare a storyboard for a long document
o Storyboarding helps people envision the document by breaking it into modules.
o Works great for collaborative projects because it removes the disconnect between each person’s contribution.
· Shape effective paragraphs
o Support paragraphs should be able to stand on their own. The paragraph starts with a topic sentence, followed by explanation/ support, and then conclusion.
o The topic sentence is the main point at the beginning of the paragraph. It tells the reader what the paragraph is about. A topic statement is two or more sentences and used for complex ideas.
o When everything in a paragraph belongs, the paragraph has unity. The ideas following the topic sentence have to do their job. For example, your topic sentence (Pugs are the cutest dogs ever and everyone should have a pug) should not be followed with (If Superman ate kryptonite he would turn into a black hole). The ideas are not at all related.
o An effective paragraph is coherent. To achieve coherence, the sentences need to be longer, rather than short and they need to be in the correct order. There should also be transitions to link related ideas smoothly.
o Paragraph length is another important part of creating documents because the length of the paragraph can signal to the reader what type of document they are looking at. Highly technical or instructive documents will use short paragraphs or lists. When writing anything about concepts or attitudes, the support paragraphs will be from 100-300 words. The key thing to remember is to be thorough no matter the length.
· Determine the best sequence for your material
o Sequencing reveals a relationship and different forms of sequencing are used to show different relationships.
o Spatial sequencing begins at one location and ends at another and is used for describing an actual object. For example, a table might be described from the floor, to the legs, to the tabletop.
o Chronological sequencing follows events as they happen in time. Things described in steps are chronologically sequenced.
o Effect-to-cause sequencing begins with a problem and then goes backwards to find the causes.
o Cause-to-effect sequencing begins with the action and then follows the results.
o An emphatic sequence begins with the most important thing and then arranges the following reasons/ examples in order from greatest to least importance.
o Problem-causes-solution sequencing describes a problem, its causes, and then proposed solutions.
o Comparison-contrast sequences compares and contrasts two or more things either by listing information about each thing separately and parallel or by combining the two lists and comparing things on a point-by-point basis.
· Chunk information into discrete units
o Chunking groups together related information in smaller amounts so that readers can take in the information. The information can be chunked visually with the use of white space, headings, or other page design elements. Internet writing is chunked into smaller sections than printed writing because people expect information in a shorter amount of time and space. They want to be able to focus on what is important.
· Provide overviews of longer documents
o After organizing your entire document, prepare an overview (preview) for your readers. They want to know if the document is relevant to their needs. These overviews can be for a section of the document or for the entire thing.
o Different cultures expect information to be organized in different ways. American documents are abrupt and to the point while documents from Spain or Russia can contain digressions from the main point.
Do you want the bad news or good news first?
o Different cultures expect information to be organized in different ways. American documents are abrupt and to the point while documents from Spain or Russia can contain digressions from the main point.
Do you want the bad news or good news first?
In America, letters and memos tend to begin with good or at least neutral information before easing into bad news. British letters and memos, however, begin with the bad news.
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