Technical Communication A Practical Approach Chapter 4: Organizing Information William Sanborn...

Technical CommunicationA Practical Approach

Chapter 4: Organizing Information

William Sanborn Pfeiffer

Kaye Adkins

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




Importance of Organization

Organizing information named as the most important topic for any undergraduate technical writing course




Importance of Organization




Three Principles of Organization

Write Different Parts for Different Readers Emphasize Beginnings and Endings Repeat Key Points





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





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





Repeat Key Points Use the redundant approach to organization

Repeat important information in different sections for different readers




ABC Format for Documents

All-Purpose Pattern of Organization Consists of a three-part structure

Beginning component: Abstract Middle component: Body End component: Conclusion





Document Abstract: The “Big Picture” for Decision Makers

Document Body: Details for All Readers Document Conclusion: Wrap-Up Leading to

Next Step





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





Document Abstract: The “Big Picture” for Decision Makers Common headings include

Summary Executive Summary Introductory Summary Overview Introduction





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





Document Body: Details for All Readers Separate fact from opinion Adopt a format that reveals much structure Use graphics whenever possible





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





Document Conclusion: Wrap-Up Leading to the Next Step Common headings

Conclusion Closing Closing Remarks Conclusions and Recommendations





Document Conclusion: Wrap-Up Leading to the Next Step Drive home your message using one of these

two formats: Listings Summary paragraphs




Tips for Organizing Sections and Paragraphs Document Sections Paragraphs




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




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




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




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




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




Organizing Digital Documents

Search Function Navigation Panel Table of Contents Index Hyperlinks




Organizing Digital Documents

Conceptual Information Procedural Information References Troubleshooting Information

Technical Communication A Practical Approach Chapter 4: Organizing Information William Sanborn...

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