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Organizing Information for Effective Communication

Learn different techniques for partitioning, classifying, and organizing information to create effective communication that meets the needs of different audiences. Includes examples, storyboarding, paragraphing, sequencing, chunking, and creating an overview.

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Organizing Information for Effective Communication

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  1. Chapter 12 Organizing for Users Technical Communication, 11th Edition John M. Lannon

  2. Partitioning and Classifying • Partition separates one thing into parts, chunks, sections, or categories. • Classificationsorts a variety of things that share certain similarities. • Which one you choose depends upon your purpose.

  3. Basic Shapeof a Formal Outline I. Introduction • First point • Second point II. Data section (body) • First point • First sub point • Second sub point • Second point III. Conclusion

  4. Basic Shape of an Alphanumeric Outline • 2.0 Data section (body) • 2.1 First point 2.1.1 First sub point 2.1.2 Second sub point 2.2 Second point 2.2.1 First sub point 2.2.2 Second sub point

  5. Organizing for Cross-Cultural Audiences • Be aware that some cultures have different expectations as to how information should be organized EXAMPLES • American workplace correspondence avoids digression, but Spanish and Russian workplaces expect long introductions and digressions. • British correspondence expresses bad news up front, but in the U.S. a more indirect approach in common.

  6. Storyboarding • A Storyboard is a sketch of the finished document • Maps out each section of your outline, topic by topic, to help you see the shape and appearance of the entire document • More visual than an outline • Especially useful for collaborative projects

  7. Paragraphing • The support paragraph: Sentences relate to the main point, which is set out in the topic sentence • The topic sentence: Appears early in the paragraph to focus and forecast the thoughts expressed. • Paragraph unity: All material should directly support the topic sentence • Paragraph coherence: Paragraph forms a connected line of thought • Paragraph length: Depends on writer’s purpose

  8. Sequencing • Spatial • Begins at one location ends at another • Chronological • Follows the actual sequence of events • Effect-to-cause • Identifies a problem then traces its cause • Cause-to-effect • Follows an action to its results • Emphatic • Reasons are offered in supports of a specific viewpoint • Problem-causes-solution • Description of problem, then diagnosis, then solution • Comparison-contrast • Evaluate two or more items in relation to one another

  9. Chunking • Each organizing technique discussed in this chapter is a way of chunking information • Breaking it down into discrete, digestible units • This is also accomplished with visual design techniques

  10. Creating an Overview • After you have finalized your document, create a overview that addresses the following: • What is the purpose of this document? • Why should I read it? • What information can I expect to find here?

  11. Any Questions? For additional help reviewing this chapter, please visit the Companion Website for your text at http://www.ablongman.com/lannon.

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