Chapter 12 - Organizing For Users

Partitioning and Classifying

• Partitioning
• Deals with one thing only
• What are its parts?
• What is it made of?
• Classifying
• Deals with an assortment of things
• What relates to what?
• What belongs where?

Outlining

• A Document's Basic Shape
• A framework for the report
• Let the readers know information point by point
• Basic shape - Introduction, Body, Conclusion
• The Formal Outline
• Covers entire report (alphanumeric notation)
• Technical Documents (decimal notation)
• Organizing for Cross-Cultural Audiences
• British start with bad news, whereas we take the indirect route
• The Report Design Worksheet

Story-boarding

• A sketch of a finished document
• Very visual
• Can rearrange, delete, and insert material as needed
• Whiteboards, poster-boards, or flip charts

Paragraphing

• The Support Paragraph
• Include Introduction, Body, Conclusion, and Transitions
• Relate to main point
• Explanation
• The Topic Sentence
• Main idea
• Should appear first
• Paragraph Unity
• Stay on topic and make sure every sentence flows
• Paragraph Coherence
• Every sentence should fit together
• Sentence order, transition, and line of reasoning should be taken into consideration
• Paragraph Length

Sequencing

• Spatial Sequence
• Chronological Sequence
• Follow a sequence of events
• Effect-to-Cause Sequence
• A problem is identified and then what caused it and how/why it happened
• Cause-to-Effect Sequence
• Something occurs and then a result is displayed due to that
• Emphatic Sequence
• Makes important pieces of information stand out
• Problem-Causes-Solution Sequence
• A problem is stated, then the results of that problem, then a solution so that it can be handled
• Comparison-Contrast Sequence
• Similarities and differences

Chunking

• Breaking it down into discrete, digestible units, based on the users' needs and the document's purpose
• Shows how the information goes together

Creating an Overview

• Preview of the document answering questions that viewers have immediately
• What is the purpose of this document?
• Why should I read it?
• What information can I expect to find here?
• Shows what the document is about