1. ORGANIZATION

2. I. Organizational Guidelines

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

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

5. 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. 6 GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS o INTRODUCTIONS & CONCLUSIONS: less tech, more overview  managers  general readers

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

8. 8 GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS o Interest wanes after the start o 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. 9 GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS o 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. 10 GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS o Reader Expectations: 1. brief results at the start 2. details in the middle 3. detailed conclusion at the end

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

12. 12 GUIDELINES (3) REPEAT MAIN POINTS o “Redundant Approach” o 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. 14 ABC 1. ABSTRACT 2. BODY 3. CONCLUSION

15. 15 ABC (1) ABSTRACT:

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

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

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

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

20. 20 ABC (2) BODY:

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

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

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

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

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

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

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

28. 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. 29 ABC A. BODY PARTS: 3. Closing Thought briefly restate the importance of the section’s information transition to the next section

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

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

32. 32 ABC B. BODY PARAGRAPHS: o Microcosm = Macrocosm – 1. topic sentence like an Abstract first sentence clearly state the main idea or topic

33. 33 ABC B. BODY PARAGRAPHS: o Microcosm = Macrocosm – 2. main idea development like the Body develop or prove the main idea narration, explanation, illustration, contrast (Rhetorical Strategies)

34. 34 ABC B. BODY PARAGRAPHS: o Microcosm = Macrocosm – 3. transitional elements build coherence repeat key words, phrases, nouns transitions of introduction, contrast, enumeration

35. 35 ABC B. BODY PARAGRAPHS: o Microcosm = Macrocosm – 4. 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. 36 ABC B. BODY PARAGRAPHS: o 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. 37 ABC (3) CONCLUSION:

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

39. 39 ABC (3) CONCLUSION: o 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. 40 ABC (3) CONCLUSION: o Formats: Conclusion Lists list main points list findings, conclusions, recommendations, Conclusion Paragraph(s) when lists are not appropriate paragraph or two

41. 41 ABC 1. ABSTRACT 2. BODY 3. CONCLUSION

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