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Organizing Data

Organizing Data. Listing and outlining Grouping ideas into patterns. Direct pattern for receptive audiences Indirect pattern for unreceptive audiences. If pleased. If mildly interested. If neutral. DIRECT PATTERN. Good News or Main Idea.

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Organizing Data

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  1. Organizing Data • Listing and outlining • Grouping ideas into patterns. • Direct pattern for receptive audiences • Indirect pattern for unreceptive audiences

  2. If pleased If mildly interested If neutral DIRECT PATTERN Good News or Main Idea Audience Response Determines Pattern of Organization

  3. If unwilling or uninterested If hostile If displeased or disappointed INDIRECT PATTERN Bad News or Main Idea Audience Response Determines Pattern of Organization

  4. Using a Cluster Diagram toGenerate Ideas 1. In the center of a clean sheet of paper, write your topic name and circle it. 2. Around the circle, record any topic ideas that pop into your mind. 3. Circle each separate area. 4. Avoid censoring ideas. 5. If ideas seem related, join them with lines; don’t spend time on organization just yet.

  5. Organizing Cluster Diagram Ideas Into Subclusters • Analyze the idea generated in the original cluster diagram. • Cross out ideas that are obviously irrelevant; simplify and clarify. • Add new ideas that seem appropriate. • Study the ideas for similarities. Tips

  6. Organizing Cluster Diagram Ideas Into Subclusters • Group similar ideas into classifications (such as Purpose, Content, Development, and Form). • If the organization seems clear at this point, prepare an outline. • For further visualization, make subcluster circles around each classification. Tips

  7. Emphasizing Important Ideas • Position the most important idea at the beginning of the sentence. • Make sure the most important idea is the subject of the sentence. • Place the main idea in a short sentence.

  8. Use the Active Voice forMost Sentences • Active voice: We lost money. • Active voice: I sent the e-mail message yesterday. (The subject is the performer.)

  9. Use the Passive Voice To Deemphasize the Performer and/or To Be Tactful • Passive voice: Money was lost (by us). • Passive voice: The e-mail message was sent yesterday (by me). (Passive voice test: Ask “By whom?” If you can fill in the performer, the verb is probably in the passive voice.)

  10. Effective Paragraphs • Drafting effective paragraphs • Discuss only one topic in each paragraph. • Arrange sentences in a strategic plan. • Link ideas to build coherence. • Use transitional expressions for coherence. • Compose short paragraphs for effective business messages.

  11. Write Business Letters… • When corresponding with an outsider • When a permanent record is necessary • When formality is important • When a message is sensitive and requires an organized, well-considered presentation

  12. Writing Process: Phase 1 • Determine your purpose. • Visualize the audience. • Anticipate the reaction to your message.

  13. Writing Process: Phase 2 • Collect information. • Organize into a list or an outline. • Compose the first draft.

  14. Writing Process: Phase 3 • Revise for clarity and conciseness. • Proofread for correctness and format. • Evaluate by putting yourself in the reader’s shoes.

  15. The Direct Pattern • Frontload in the opening. • Explain in the body. • Be specific and courteous in the closing.

  16. Frontloading in the Opening • Begin with the main idea. • Tell immediately why you are writing.

  17. Explaining in the Body • Present details that explain the request or response. • Group similar ideas together. • Consider using graphic highlighting techniques.

  18. Being Specific and Courteous in the Closing • For requests, specifically indicate the action you want taken and provide an end date (deadline), if appropriate. • For other direct letters, provide a courteous concluding thought.

  19. Formatting Business Letters • Set side margins for 1 to 1½ inches. • Place the date 2 inches from the top or 1 blank line below the letterhead. • Leave 2 to 7 blank lines between the date and inside address. • Single-space within paragraphs and double-space between. Don’t justify right margin.

  20. Formatting Business Letters • Decide whether to use full block (all lines starting at the left margin) or modified block (date and closing lines starting at the center) letter style. • Allow 3 blank lines between the complimentary close and the writer’s name.

  21. WEB: cypress@grid.com 5090 Katella Avenue PHONE: (310) 329-4330 Anaheim, CA 92642 FAX: (310) 329-4259 May 18, 2006 Ms. LaTonja Williams Health Care Specialists 2608 Fairview Road Costa Mesa, CA 92627 Dear Ms. Williams: SUBJECT: FORMATTING BUSINESS LETTERS Cypress Associates, Inc. Letterhead 2 inches from top of page Dateline Inside Address 2 to 7 blank lines 1 blank line 1 blank line 1 blank line Formatting Business Letters Salutation Subject Line

  22. Formatting Business Letters • At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these: • 1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch. • 2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is lower. • 3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones. • The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes

  23. the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below. So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams. Sincerely, Sharon Montoya Sharon Montoya SM:mef Complimentary Closing 1 blank line 1 blank line Printed Name 3 blank lines Reference Initials Formatting Business Letters

  24. Structure of E-Mail Messages and Memos • Subject line • Opening • Body • Closing

  25. Subject Line • Summarize the main idea. Example: Budget Meeting June 3, 10 a.m.

  26. Opening • Start directly; restate and amplify the main idea. • Indirect (ineffective) opening: This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs. • Direct (effective) opening: All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual operating budgets for their departments.

  27. Body • Explain and discuss the topic. • Use graphic highlighting to facilitate reading, comprehension, and retention. • Consider columns, headings, enumerations, bulleted lists, and so forth.

  28. Closing • Request action, including an end date. • Summarize the message or provide a closing thought.

  29. Formatting E-Mail Messages • Enclose the receiver’s address in angle brackets. • Include a salutation (such as Dear Dawn, Hi, or Greetings), or weave the receiver’s name into the first sentence. • Use word-wrap rather than pressing Enter at line endings. • Single-space within paragraphs and double-space between paragraphs.

  30. Formatting E-Mail Messages • Write in complete sentences, and use upper and lowercase letters. • Include a signature block, especially for messages to outsiders.

  31. Formatting E-Mail Messages

  32. Formatting Hard-Copy Memos • Leave side margins of about 1¼ inches. • Line up all heading words with those following Subject. • Indent lines following bulleted or enumerated lines. • Use ragged line endings, not justified. • Don’t include complimentary close or signature.

  33. DATE: Current TO: Rob Montaine FROM: Heidi Chan SUBJECT: FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures 1¼ inch margin 1¼ inch margin Leave side margins of about 1¼ inches.

  34. DATE: Current TO: Rob Montaine FROM:Heidi Chan SUBJECT:FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization. Please examine the enclosed samples and call me if you have additional questions. Enclosures Line up all heading words with those following Subject.

  35. Interoffice memo stationery may be used by • any employee. • Plain paper or letterhead stationery may also be • used for memos, so long as the headings TO, • FROM, DATE, and SUBJECT are included. Indent lines following bulleted or enumerated lines.

  36. Try This • Read the following sentence counting the F’s as you go: • Federal fuses are the result of years of scientific study combined with the years of experience • Write the number of F’s Here: _______

  37. Try This • Now read the sentence backwards counting the F’s: • Federal fuses are the result of years of scientific study combined with the years of experience • Write the number of F’s Here: _______

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