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Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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?
Computer Engineering 294 R. SmithOutlines 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
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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
Computer Engineering 294 R. SmithOutlines and Organization 10/2009 7
Spatial
Subdivide the space Zoom in with increasing level of detail Use images where appropriate
– Connect images to text
Computer Engineering 294 R. SmithOutlines and Organization 10/2009 8
Chronological
A sequential process Create a timeline Flowchart the events before you describe
them.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines and Organization 10/2009 13
Headings
Use headings to guide the audience. Headings act as signposts.
– Where you are.– Where you are going.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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.
Computer Engineering 294 R. SmithOutlines 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
Computer Engineering 294 R. SmithOutlines 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