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.

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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?

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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

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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.

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Common ordering

Spatial Alphabetical order Chronological order Problem/Solution Inverted pyramid

- Key point and then points in decreasing priority order.

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Common Ordering

Deductive order– Start with generalization– Move to the specific

Inductive order– Start with specifics– Move to the conclusion

Lists, Priority Sequences

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Spatial

Subdivide the space Zoom in with increasing level of detail Use images where appropriate

– Connect images to text

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Chronological

A sequential process Create a timeline Flowchart the events before you describe

them.

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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.

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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.

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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.

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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.

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Headings

Use headings to guide the audience. Headings act as signposts.

– Where you are.– Where you are going.

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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.

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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.

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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.

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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.

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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.

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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.

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The Structure of Everyday Editing

What is the structure of Everyday Editing?– Introduction– Part I

Chapters 1-3

– Part II Invitations 1-10

– Ending

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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

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What type of structure is it?

How would you characterize the structure the author uses?

Is it logical and why? How does the author use headings? What does the ending do?