organization. i. organizational guidelines 3 guidelines (1) different sections = different readers o...
TRANSCRIPT
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ORGANIZATION
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ORGANIZATION
I. Organizational Guidelines
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GUIDELINES
(1) DIFFERENT SECTIONS = DIFFERENT READERS
o Organize for ALL readerso READER ANALYSIS:
Readers’ Needs more tech vs. less tech more details vs. overview
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GUIDELINES
(1) DIFFERENT SECTIONS = DIFFERENT READERS
Readers’ Reading Habits Reading =
non-sequential non-linear episodic
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GUIDELINES
(1) DIFFERENT SECTIONS = DIFFERENT READERS
“Speed Reading” Approach:1. Quick Scan: introductions conclusions tables of contents graphics
2. Focused Search: move directly to sections-of-interest or need subheadings lists white space
3. Short Follow-Ups: return to the document to read or re-read important
sections
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GUIDELINES
(1) DIFFERENT SECTIONS = DIFFERENT READERS
o INTRODUCTIONS & CONCLUSIONS: less tech, more overview managers general readers
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GUIDELINES
(1) DIFFERENT SECTIONS = DIFFERENT READERS
o BODY: more tech, more details experts operators
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GUIDELINES
(2) EMPHASIZE BEGINNINGS and ENDINGS
o Interest wanes after the starto Readers retain BEST the FIRST & LAST
parts they read focus on the beginning of the document focus on the beginning of the sections focus on the beginning of the paragraphs focus on the ending of the document
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GUIDELINES
(2) EMPHASIZE BEGINNINGS and ENDINGS
o Reader Expectations: a “road map” at the start
to know where they are going at the start of the document, its sections, and its paragraphs
a wrap-up or transition at the end to know that the document or its section or
paragraph is complete to transition to the next section, paragraph
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GUIDELINES
(2) EMPHASIZE BEGINNINGS and ENDINGS
o Reader Expectations:1. brief results at the start
2. details in the middle
3. detailed conclusion at the end
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GUIDELINES
(3) REPEAT MAIN POINTS
o “Redundant Approach”o Repeat important information in various
sections different sections = different readers
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GUIDELINES
(3) REPEAT MAIN POINTS
o “Redundant Approach”o Strategic repetition of major findings,
conclusions, recommendations gives helpful reinforcement to readers answers “So What?!” for them
Like the theme of a story
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ORGANIZATION
II. The “ABC” PATTERN of ORGANIZATION
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ABC
1. ABSTRACT
2. BODY
3. CONCLUSION
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ABC
(1) ABSTRACT:
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ABC
(1) ABSTRACT:
o Introductiono Overviewo A brief summary of the document’s main
pointsKey Reader =
Decision-Makers
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ABC
(1) ABSTRACT:
o Includes: clear purpose statement the main points (for decision-makers) a list of the document’s main sections
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ABC
(1) ABSTRACT:
o Abstract Headings: Summary Executive Summary (formal reports &
proposals) Introductory Summary (short reports &
proposals) Overview Introduction Abstract (of technical articles)
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ABC
(1) ABSTRACT:
o Length = 1 paragraph to an entire page brief BUT free of possible misunderstandings
clearly state that further clarification is included in the text
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ABC
(2) BODY:
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ABC
(2) BODY:
o Provides supporting evidence proof, support, evidence details, statistics examples, instances
Key Reader = Technical Experts, Operators
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ABC
(2) BODY:
o Guidelines: easy to read easy to find easy to understand
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ABC
(2) BODY:
o Guidelines: distinguish FACT vs. OPINION
Facts with graphics Opinions, judgments, conclusions
prefaced with transitional expressions I believe, We believe, It is our opinion
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ABC
(2) BODY:
o Guidelines: use Headings & Subheadings
for each section helps locate information quickly & easily
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ABC
(2) BODY:
o Guidelines: use graphics
draw attention to important points effective with facts
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ABC
(2) BODY:
o Length = comes in sections
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ABC
A. BODY PARTS:
o Emphasize Beginnings & Endings
1. Interest-Grabber sentence or paragraph to grab the reader’s
attention
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ABC
A. BODY PARTS:
2. Lead-In outline main points (road map) list (bulleted or sentence) of main points in
the forthcoming section subheadings = worded from this list
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ABC
A. BODY PARTS:
3. Closing Thought briefly restate the importance of the
section’s information transition to the next section
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ABC
B. BODY PARAGRAPHS:
o Paragraphs = self-contained units
one idea/topic per paragraphAND
parts of the whole linked by transitions, theme, purpose
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ABC
B. BODY PARAGRAPHS:
o Paragraph Length = 6-10 lines split longer topics into 2 paragraphs
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ABC
B. BODY PARAGRAPHS:
o Microcosm = Macrocosm – 1. topic sentence
like an Abstract first sentence clearly state the main idea or topic
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ABC
B. BODY PARAGRAPHS:
o Microcosm = Macrocosm – 2. main idea development
like the Body develop or prove the main idea narration, explanation, illustration, contrast (Rhetorical Strategies)
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ABC
B. BODY PARAGRAPHS:
o Microcosm = Macrocosm – 3. transitional elements
build coherence repeat key words, phrases, nouns transitions of introduction, contrast,
enumeration
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ABC
B. BODY PARAGRAPHS:
o Microcosm = Macrocosm – 4. closing sentence
like the Conclusion “warrant statement” (thus, therefore) sense of closure concluding point on the paragraph’s topic transition to the next point
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ABC
B. BODY PARAGRAPHS:
o Replace Paragraphs – lists
break up longer paragraphs make information easy to read, easy to find
graphics paragraphs can hide numbers tables & figures make data easy to read, easy to
find
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ABC
(3) CONCLUSION:
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ABC
(3) CONCLUSION:
o provides a sense of closure for the document
o transitions to the next step in the processo brings the reader full-circle to the Abstracto draws readers’ attention to main points
from the Body
Key Reader = Decision-Makers
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ABC
(3) CONCLUSION:
o Questions Answered: What major points were made? What problem was resolved? What should the reader do next? What will you do next? What single idea do you want to leave with
the reader? SO WHAT?!
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ABC
(3) CONCLUSION:
o Formats: Conclusion Lists
list main points list findings, conclusions, recommendations,
Conclusion Paragraph(s) when lists are not appropriate paragraph or two
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ABC
1. ABSTRACT
2. BODY
3. CONCLUSION
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REVIEW
o Know your readerso Focus on BEGINNINGS and ENDINGSo Be redundanto Repeat Main Points throughouto Know your ABCs