Information Analysis, Organization, and Presentation Principles of Business Writing

Business Writing Principles Chunking Relevance Labeling Consistency Integrated Graphics Accessible Details

Chunking Group information into small, manageable units 7+/- 2 Familiar or easy to understand: increase limit Unfamiliar or complex: decrease chunking limit

Relevance Place like things together, and eliminate unrelated items Ensure that all info in a chunk relates to one main idea Place transitional and nice to know info in separate chunks

Labeling Label each relevant chunk of information Label all information chunks, including graphics Write labels that accurately preview the content Make the labels stand out from the surrounding text

Consistency Use similar terms, formats, organizations, labels, and sequences in your documents Create consistent standards and apply them to the material Present similar information the same way throughout a document

Integrated Graphics integrate graphics within the text instead of presenting them separately Use tables, lists, graphics, and multimedia to make the information more visual Use graphics that clarify the meaning of the test, not just repeating it Avoid separating graphics from text by placing them in appendix or exhibit Label the graphics and text consistently

Accessible Detail Provide accessible and useful information for all intended audiences Determine how many audiences are there Analyze each audience to determine their needs Provide audience specific information in the document Design the content structure and navigation to make it easy for each audience to find relevant content

Information Types Procedures Process Principle Fact Concept Structure

Procedure A set of steps that a person performs to achieve a specified outcome How to do something How to make a decision in order to do something -ing How to First, then … If, then Directing active language graphics

Process A series of events, stages, or phases that take place over time What happens How something works Stages, phases Causes and effects Interaction Third person language

Principle A statement designed to dictate, guide, or constrain behavior, or present truths or laws What should or should not be done What seems true in the light of evidence Policies Rules, laws, requirements Assumptions and generalizations Cautions and warnings Laws of the universe

Fact A statement that is assumed to be true Dates, times, places Specifications Timelines Statistics Research findings

Concept A class or group which share a set of critical attributes and a common name The meaning of a new term or idea Technical or unfamiliar terms to the audience Abstract ideas Groups with common name

Structure A graphic representation of a physical object or idea What things look like or what its parts are Description of physical characteristics “components of”, “parts of” Drawing, photograph, diagram

Presentation Modes Text Tables Charts Graphics Multimedia

Polishing: Tailoring to your audience Writing for multiple audiences Break the document into sections aimed at each audience Cover all information in a logical series, but include an executive summary for the key audience Write a document just for the key audience, and develop separate documents for other audience groups

Polishing: Tailoring to your audience Sequencing for resistant audiences How will the audience respond to the communication? What is their level of knowledge of the subject? Previous or extensive knowledge: conclusions and recommendations near the beginning Very little knowledge: conclusions and recommendations near the end

Polishing: Tailoring to your audience Adjusting tone and style Style: formal vs. informal Personal pronouns Contractions Questions Colloquialisms Tone: Serious Friendly Chatty helpful