Organizing Ideas to Show Relationships

Once you have collected data for a message, you'll need to find a way to organize it. Well-organized messages group similar ideas together, allowing readers to see relationships and follow arguments. You can use two primary techniques for organizing your information: a scratch list and an outline.

Scratch lists and outlines give you a chance to  .

Answer the question based on the following scratch list.

The Boston Hotel
High-end linens
600-thread-count sheets
Coffeemaker and selected teas
Imported beer
Fresh-squeezed juices
Affordability
Food and drink
Double-thick bath towels
Silk pillowcases
Raw silk curtains with gold embellishments
$100/night four-star rooms
Free snacks, shampoo, and conditioner
Free wireless Internet

Which group includes supporting details that could be added to the previous scratch list?

• High-end linens, free wireless Internet, and free snacks, shampoo, and conditioner
• Safety, comfort, and half-price Tuesday
• Sparkling water, evening wine tasting, and four-star hotel restaurant

Business messages typically follow either a direct strategy or an indirect strategy. The direct strategy, or frontloading, places the main idea at the beginning of a message.

Using a direct opening strategy  .

An indirect strategy places the main idea after an explanation or reason.

Which of these is a situation that might call for an indirect strategy? Check all that apply.

• You need to reschedule a standing meeting with your staff.
• You are writing to your division to inform them of a mandatory furlough.
• You want to convince your very old-fashioned boss to implement casual Fridays.
• You are giving an employee a formal performance warning.
• You want to congratulate your boss on their promotion to division manager.

Which of these is a benefit to using an indirect strategy?

• Saves the reader time
• Minimizes negative reaction
• Eliminates audience confusion

Read the following scenario and determine if the situation requires a direct or indirect message.

You have just been offered a promotion that your friend and coworker, Janet, has been hoping for. Janet knows that you had a meeting scheduled with your boss today and sends you an e-mail asking how your meeting went. You know Janet will be upset when she hears the news of your promotion; however, she is a good friend, and you need to be honest and tell her in your response e-mail.

• Direct
• Indirect

Read the following message and identify the organizational strategy used.

Your bonuses will be in your next paycheck. The sales department exceeded its goals this month. Congratulations!

In this message, the   organizational strategy is used.

Outlines give you a chance to organize your thinking before determining word choice and sentence structure. Which of these will help you create a more effective outline?

Check all that apply.

• Separate the main topic from the title.
• Divide the main topic into major components.
• Allow subpoints to overlap.
• Avoid single items under major components.
• Break subpoints into major components.
• Make each subpoint exclusive.