1. Technical Communication A Practical Approach Chapter 4: Organizing Information William Sanborn Pfeiffer Kaye Adkins

2. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 2 Organizing Information Importance of Organization Three Principles of Organization ABC Format for Documents Tips for Organizing Sections and Paragraphs Organizing Digital Documents

3. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 3 Importance of Organization Organizing information named as the most important topic for any undergraduate technical writing course

4. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 4 Importance of Organization

5. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 5 Three Principles of Organization Write Different Parts for Different Readers Emphasize Beginnings and Endings Repeat Key Points

6. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 6 Three Principles of Organization Write Different Parts for Different Readers Readers use the “speed-read” approach for lengthy documents Write in a way that responds to the speed reader Direct each section to those most likely to read that particular section Shift the level of technicality from section to section

7. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 7 Three Principles of Organization

8. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 8 Three Principles of Organization Emphasize Beginnings and Endings Busy readers expect to find information in predictable places such as The beginning of the entire document The beginnings of report sections The beginnings of paragraphs

9. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 9 Three Principles of Organization

10. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 10 Three Principles of Organization Repeat Key Points Use the redundant approach to organization Repeat important information in different sections for different readers

11. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 11 ABC Format for Documents All-Purpose Pattern of Organization Consists of a three-part structure Beginning component: Abstract Middle component: Body End component: Conclusion

12. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 12 ABC Format for Documents

13. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 13 ABC Format for Documents Document Abstract: The “Big Picture” for Decision Makers Document Body: Details for All Readers Document Conclusion: Wrap-Up Leading to Next Step

14. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 14 ABC Format for Documents Document Abstract: The “Big Picture” for Decision Makers Includes brief overview of document’s main points Clear purpose statement Most important points for decision makers List or description of main sections that follow abstract

15. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 15 ABC Format for Documents Document Abstract: The “Big Picture” for Decision Makers Common headings include Summary Executive Summary Introductory Summary Overview Introduction

16. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 16 ABC Format for Documents Document Body: Details for All Readers Includes supporting information Background of the project Field, lab, office, or other work upon which the document is based Details of any conclusions, recommendations, or proposals

17. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 17 ABC Format for Documents Document Body: Details for All Readers Separate fact from opinion Adopt a format that reveals much structure Use graphics whenever possible

18. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 18 ABC Format for Documents Document Conclusion: Wrap-Up Leading to the Next Step Brings readers back to one or more central points mentioned in body Provides closure to the document Leads to the next step in writer’s relationship

19. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 19 ABC Format for Documents Document Conclusion: Wrap-Up Leading to the Next Step Common headings Conclusion Closing Closing Remarks Conclusions and Recommendations

20. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 20 ABC Format for Documents Document Conclusion: Wrap-Up Leading to the Next Step Drive home your message using one of these two formats: Listings Summary paragraphs

21. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 21 Tips for Organizing Sections and Paragraphs Document Sections Paragraphs

22. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 22 Tips for Organizing Sections and Paragraphs Common Patterns of Organization Sequence Classification Division Comparison/contrast General to specific (or vice versa) Cause and effect Problem/solution

23. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 23 Tips for Organizing Sections and Paragraphs Document Sections “Mini-abstracts” and brief wrap-ups at start and finish of major sections. Interest grabber sentence that captures attention of reader Lead in list that indicates main topics to follow in the section

24. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 24 Tips for Organizing Sections and Paragraphs Paragraphs Basic building blocks of any document Write a topic sentence Develop main idea Use transitional elements Write closing sentence

25. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 25 Tips for Organizing Sections and Paragraphs Paragraph Length Keep six to ten lines Listings Use three to four items Use of numbers Place in tables and figures

26. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 26 Modular Writing Single Sourcing Text written and read in discrete parts, or modules that can be assembled into complete documents Text reused in multiple documents Consistent style is a challenge for multiple writers

27. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 27 Organizing Digital Documents Search Function Navigation Panel Table of Contents Index Hyperlinks

28. Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc., All Rights Reserved. 28 Organizing Digital Documents Conceptual Information Procedural Information References Troubleshooting Information