Organizing Information for Your Readers Chapter 6

Structuring Information You have all the information in the world to design a manual. However, you find it difficult to understand exactly how the information should be structured so that readers comprehend it in the best possible way. Structuring information is much more than just outlining. Try reading a document where the sentences and paragraphs are not organized logically.

Principle 1 DECIDE HOW TO ORGANIZE YOUR DOCUMENT. You may have more than one way to organize the same document. Select the one that might work best for the readers. For example, organizing information for novice learner vs. organizing the same information for an expert audience. The most important issue is, if as a writer, you could group the most related (similar) information together. So, to determine how to group similar information in your documents, A. Consider your readers B. Consider the workplace contexts Use the standard patterns of organization

Consider your Readers Can I put important information at the beginning of the document? – Put the summary upfront. Can I order the information from the simplest to the most complex? – Begin with what they already know. Will readers scan the document or read it selectively? – Help them reach specific information without reading through the entire document. Begin with well accepted information and then move on to the more controversial ones…….make the groundwork first.

Consider Workplace Context How will the manager want you to organize the information? Does your organization have a pre-determined template to write similar documents?

Principle 2 Consider Using the Standard Patterns of Organization This includes  Spatial Order  Chronological Order  General to Specific Order  Classification and Division  Partition  Comparison / Contrast  Problem and Solution  Cause and Effect  Order of Importance

Tips for Using Spatial Order Describe the object, mechanism, or location as if the reader were looking at it. Include words that help them follow a roadmap. Use visual aids, when possible, to supplement the text.

Tips for Using Chronological Order Use words and phrases that give readers a mental roadmap of the chronological sequence. Use visual aids when appropriate to illustrate the chronology. See Fig 6.5 – What are the chronological strategies?

Tips for Using General-to-Specific Order State the general information clearly and directly at the beginning of the document, section or paragraphs. Use headings to separate the general information from the specific information. Strategies for Fig 6.6

Tips for Using Classification & Division Make sure each item fit in only one category. Make sure each item will fit into a category. For example, you rent an apartment based on price, location, sq. ft. area of the apt. Classify and divide the items in ways suited to your readers and your purpose. Use visual aids when appropriate to illustrate categories and sub-categories.

Tips for Using Partition Choose a principle for partitioning that will meet readers’ needs and your purpose. Example: When writing a manual, partition the information in terms of its various related and unrelated functions. Organize the parts in a way that your readers will find helpful. Use visual aids to illustrate the parts.

Tips for Using Comparison / Contrast Choose criteria for comparing and contrasting. Example: For comparing various computer models, what are the criteria on the basis of which you will compare? – Brand Name, Guarantee period, customer service etc or speed, screen resolution, hard drive space etc. So, organize information in a logical way that help readers to see the difference b/w various categories of comparisons. Use visual aids when appropriate.

Tips for Problem and Solution Identify the problem early in the document before you begin discussing the solution. For example, explain the problem when you are purchasing a computer only from the perspective of the brand name and not addressing issues like processing speed, space, customers’ ability to customize etc. Show how your solution will solve the problem. Group the stages of your solution into meaningful categories (classification & division).

Tips for Using Cause & Effect Patterns Identify either the cause or the effect near the beginning of the document. Example: Start by explaining why you think you have a good grade in this class or let the readers know that you have a good grade and then explain the possible reasons. Example 2: The computer had virus. Possible reasons? How are you explaining the reasons? Is there a clear reasoning process? Show how the cause directly related to the effect or how the effect directly relates to the cause. Group cause and effect into logical sequence. Use visual aids when appropriate.

Tips for Using the Order of Importance Pattern State the main topic at the beginning. Tell the readers how you are organizing the information. Tell the reader why one point is more important than the other. Use visual aids when appropriate. Example: Explain why it makes sense to buy a computer by looking at the brand value rather than what the computer offers at the same price.

Prepare an Outline An outline helps to see the organization of your document, so that illogical sections are identified. Outline helps to follow a plan as you write. An Informal Outline may be a list of plans to do in a document, a preliminary draft of a more formal outline. A Formal Outline shows a more detailed structure for the information, and it uses numbers and letters. Analyze Fig. 6.19

Tell Readers What You are Writing About Use OVERVIEW (Introductory Statements) to help readers understand what the document is all about and then let them decide whether they want to continue reading. A. Overviews that point out the types of information in a text. B. Overviews that identify the specific sections of the text. C. Overviews that tell readers how to use the text. Use Topic Sentences to Tell Readers Your Topic.

Use Headings to Show Organization Write informative headings. Write grammatically parallel headings. Fig. 6.25) Use “how to” headings for instructions. Use key words carefully to tell readers the topic of a sentence.

CASE STUDY COMPLETE THE CASE STUDY ON PAGE 173.