1. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 1 Organization, Outlines and Abstracts The objective of both written and verbal communication is to clearly and accurately convey your message to the audience. The function of the organization of your message, the use of outlines and abstracts is to support that objective.

2. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 2 Knowledge of your audience helps you organize your message What is important to your audience? How will your audience be thinking about your topic? – What is important to them? – What will grab their attention?

3. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 3 Working the question One suggested organization is to work the question State the question you are about to answer. The answer then includes the: – Who, what, when, where, why and how

4. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 4 Create a logical flow Every message should flow forward. Returning to past topics is very disruptive. Group similar ideas together. – Remember your audience’s short term memory.

5. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 5 Common ordering Spatial Alphabetical order Chronological order Problem/Solution Inverted pyramid - Key point and then points in decreasing priority order.

6. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 6 Common Ordering Deductive order – Start with generalization – Move to the specific Inductive order – Start with specifics – Move to the conclusion Lists, Priority Sequences

7. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 7 Spatial Subdivide the space Zoom in with increasing level of detail Use images where appropriate – Connect images to text

8. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 8 Chronological A sequential process Create a timeline Flowchart the events before you describe them.

9. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 9 Decreasing Importance Use when you want ensure you have the audience’s attention. Alert the audience to the ordering you are using. Explain why the points are ordered as they are.

10. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 10 Deductive Ordering Start will a general statement Then provide specific details – Details need to support general statement – Students often make general statements without supporting detail.

11. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 11 Common Ordering Be consistent throughout the document or presentation. If you must shift ordering do so clearly, do not make your audience guess. Proofread to ensure you are consistent.

12. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 12 Common Ordering Present common ideas in parallel. – Lets the audience know the ideas are similar. – Parallel structure keeps the ideas at the same level. Changes clearly indicate to the audience that ideas are different.

13. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 13 Headings Use headings to guide the audience. Headings act as signposts. – Where you are. – Where you are going.

14. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 14 Keep facts and opinions separate Make it clear to your audience when you are stating facts. Make it clear to your audience when you are giving opinion.

15. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 15 When you intend to persuade Gain your audience’s attention in an appropriate manner. – Why? Stress the need for what you are presenting. Stress benefits not features. – What the audience will receive not what can be done Do not assume the audience is persuaded.

16. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 16 Outlines Roadmap for your audience. Think of headings as guideposts to your audience. Announces the subject and purpose of the following material. Allows you to review you organization.

17. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 17 Introductions Orients the reader to the subject matter. Helps the reader navigate the report. What is the scope of the report. The introduction is part of the report.

18. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 18 Abstracts !Abstracts are meant to stand alone. Why do we write abstracts? Descriptive abstracts – Describe the structure of what is being presented. – Substance is not provided. Informative abstracts – Summarize the substance of what is being presented.

19. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 19 Executive summaries Page 470 What is the purpose of the executive summary? – Standalone document – Not intended to get the audience interested This differs from the purpose of an abstract How long should the summary be? Should be written after the main document. Should only contain what is in the document.

20. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 20 The Structure of Everyday Editing What is the structure of Everyday Editing? – Introduction – Part I Chapters 1-3 – Part II Invitations 1-10 – Ending

21. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 21 Structure of the Invitations Invitation to Notice Invitation to Imitate Invitation to Celebrate Invitation to collect Invitation to Write Invitation to Combine Invitation to Edit

22. Computer Engineering 294 R. Smith Outlines and Organization 10/2009 22 What type of structure is it? How would you characterize the structure the author uses? Is it logical and why? How does the author use headings? What does the ending do?