SUPERCHARGING YOUR DOCUMENTATION

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STRUCTURING INFORMATION By Adrienne Bellehumeur

www.leadersinbusinessanalysis.com

This booklet covers Step 2 Structuring Information of the six-step documentation process (Step 1 – Capturing, Step 2

– Structuring, Step 3 – Presenting, Step 4 – Visual Documentation, Step 5 – Documentation for Effective Meetings,

Step 6 – Storing & Maintaining Information). This booklet provides some basic tips, techniques, approaches and

exercises for understanding and practicing how to capture information effectively.

WORKBOOK SERIES

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CHALLENGE

Turning Garbage into Gold: Structuring Unstructured Information

Structuring unstructured information is the most neglected and least understood of

documentation skills. But it is also the skill that separates the “note-takers” from high-end

professionals.

The ability to structure unstructured – and

therefore useless – information and turn it

into something of value is perhaps the most

important skill required for effective

documentation. You can have the strongest

technical skills or writing skills and graphical

flair, but your documentation is worthless

without the ability to effectively structure

data and turn it into information that adds

tangible value to your organization.

You Already Structure Information

You structure information continuously throughout the day as you are bombarded with data.

Because this skill is engrained in your daily work and activities, you probably don’t stop to think

about structuring information as a distinct skill. It is, and everyone has it, but they don’t all do it

in the same way or at the same level. Your ability to structure information depends on your

intelligence, training, profession, experience and work environment. Those encouraged to think

outside the box at work, for example, are likely to structure information in more interesting

patterns.

Structuring unstructured information separates

note-takers from documentation experts.

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SOLUTION:

Learning How to Structure Information at Work

Where can you apply this skill?

Effective Meeting Notes

Many People are Assigned to Take Meeting Notes That Have Not Been Trained.

As a result, the practice of taking meeting notes becomes reduced to a low-level administrative

task, with the output generally being lousy notes that no one reads. Meeting notes are not an

administrative task; they are essential for capturing brilliant ideas and solutions, for clarifying

decisions, moving your organization forward, and for building a corporate culture of trust and

accountability.

Look for Patterns in the Conversation. In order to complete effective meeting notes, you

need to structure the information into logical categories, looking for “patterns” within the

conversation during a meeting.

Unstructured Meeting Notes Structured Meeting Notes

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Cohesive Reporting and Conclusions

What did you accomplish on that project?

Employees and consultants frequently fail

to structure information effectively when

providing adequate reporting and

conclusions about their work. Even if your

resources create supporting documentation

for their projects, they often fail to produce

a final report to summarize and conclude

their work. As a result, your organization

does not receive the full value from the

intellectual capital of the resources that you

have spent so much money and time to

engage on your projects.

Effective reporting demands structure. This

includes compiling the evidence, findings,

ideas and thoughts and bringing them

together into a cohesive, insightful close.

Even in a simple format, structured reporting

brings clarity and the ability to follow-up on

future actions from your project. Reports

don’t need to be complex; they need to

highlight key findings, conclusions and

actions. Reports are essential for almost all

types of reviews and projects including

audits, assessments, SOX and other

regulatory projects, and reviews of systems

and applications

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Piecemeal Documents Comprehensive Document

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Cohesive Reporting and Conclusions

Documentation requires creativity to be truly effective. Your ability to structure

unstructured information in new and interesting ways has a powerful impact on

your organization as you identify new patterns and opportunities.

Some of the greatest breakthroughs of modern science have come from non-linear, creative

thinking. They occur when scientists have connected seemingly unrelated ideas or concepts to

create wonderful new inventions. You too can create great things from seeing creative patterns

in information structured through the documentation process.

TIPS & TECHNIQUES:

How to Structure Unstructured Information

Remember these tips and techniques:

(1) Get it Down on Paper! - You can’t rely on unstructured verbal information. Good note

taking and information structuring work hand-in-hand to create effective documents. Use

notes and simple diagrams and pictures.

(2) Connect the Dots - Now that you have quality notes in front of you, challenge yourself

to connect the dots in different ways, beyond merely a linear connection. Don’t be afraid

to be imaginative and progressive.

(3) Vet with Others - Get input from many people and multiple sources to improve the

accuracy, depth and ultimately, the quality of your documentation output.

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EXERCISE:

Connecting the Dots

Do this exercise with a partner, preferably a co-worker, or

on your own.

This exercise provides you with insight into connecting and structuring information

into creative patterns. To see these patterns, you must push yourself to create new

and interesting connections.

STEPS:

(1) Pick up a book.

(2) Close your eyes, open it to any page, and choose a random word.

(3) In 5 minutes, come up with 50 ways that this word relates to your life.

Random Words:

1 11 21 31 41

2 12 22 32 42

3 13 23 33 43

4 14 24 34 44

5 15 25 35 45

6 16 26 36 46

7 17 27 37 47

8 18 28 38 48

9 19 29 39 49

10 20 30 40 50

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Connecting the dots - How did you do?

With or without a partner, ask yourself:

Was it easy to come up with the first 20 ideas?

Was it hard to find the last few points?

Did you have to think creatively? Explain.

Had you ever thought about these connections before?

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Don’t Lean Too Much on Templates

Organizations often use templates believing that they will give employees the structure that

they need. While templates can be helpful in improving the consistency of your documentation

and in working with junior employees, they are ineffective in complex projects, processes and

decisions. To successfully structure information, you need depth and understanding of your

subject matter and breadth of understanding of the “big picture”. It is from this framework, not

a template, where you create intelligence from the structuring process.

Getting More Structured

You can’t take a course in structuring information; in fact, a textbook approach can hinder your

ability. The only way to improve is through conscious effort and practice. Take an honest look at

the assignments and problems in front of you and ask: How can I connect this work to another

project or initiative within my organization? Who can I ask to gather new information? Have I

thought about this assignment from the perspective of other teams or departments?

TIPS & TECHNIQUES:

How to Structure Unstructured Information

Remember these tips and techniques:

(1) Acknowledge – First, identify your ability to structure information as a critical skill. If

you do, you are a step ahead of most people.

(2) Breadth & Depth – Creativity does not exist in a vacuum: it comes from an ability to

connect information to create new ideas and uses. To improve your ability to structure

information, you must have a deep understanding of your area of expertise as well a

broad knowledge base of related subject areas to work with. New to the work world or

your subject area? Read, research and talk to as many people as you can about the

subject and around the subject to continually improve your breadth and depth of

understanding.

(3) Practice Writing Fast – Practicing writing organized pieces, such as memos, essays,

stories or even comprehensive emails, is a great way to improve your ability to structure

information. We may do a lot of emailing, texting and messaging nowadays; but few of us

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spend enough time thinking through and writing structured compositions. Practicing

writing structured pieces fast will force you to bring together topics, link them together,

and articulate them clearly to your audience. With consistent practice, you will get better

and faster at both writing and structuring information.

EXERCISE:

Practice Timed Essay Writing

The purpose of essay is to teach you an invaluable skill used

in most careers.

What is an Essay? An essay is a structured writing format used to communicate an opinion

or a statement known as the “thesis”. The format consists of an introduction, supporting

paragraphs and conclusion. The ideas and evidence are structured and linked together logically.

Essays apply a rigid format, but also enable much room for colourfulness and creativity.

Essay Writing Enforces Good Technique. Essay writing is one of the purest forms of

writing that enforces good techniques to communicate messages succinctly and effectively.

In business, you are continually asked to communicate, persuade and even argue your opinions

and ideas; the skills learned from essay writing provide the structure, clarity and creativity to do

this successfully.

Essay Writing Trains the Brain. Essay writing teaches how to structure unstructured

information by bringing together points in an engaging and compelling way. Practicing it helps

you to be a better and faster communicator and worker.

Do this exercise on your own or with a partner, preferably a co-worker.

(1) Choose any subject you like, such as:

Why should kids watch Sesame

Street?

The dangers of fad diets

Is society becoming more or less

stressed?

iPhone vs. Blackberry

Benefits of owning a dog

Pros/cons of social media

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(2) With your partner (or co-worker), write a structured essay on the topic, completed in

forty-five minutes.

Essay Topic:

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(3) Review each other’s work and discuss the exercise together:

Were you able to communicate effectively?

Did you have trouble working within the strict time deadline?

Did you have enough material for each of the key points?

Did the result show that you need more practice?

If so, how often do you practice writing quickly and effectively?

If you’ve done this exercise more than once, are you improving your essay

writing with practice?

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Connecting the Dots at Work

If you and your partner are co-workers, try this exercise with subjects or areas that you both

work on. Choose a system or process and brainstorm all of the people and other systems and

processes within your organization that it may impact.

How did this exercise influence your perceptions?

Subject /Area:

System or Process Impacted People Impacted

Practice this exercise regularly, preferably bi-weekly, to improve your skills in

writing and structuring information. In doing so, you will find that your

writing skills will improve quickly, along with your confidence.

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RATE YOUR OWN SKILLS

RESULTS Low High COMMENTS

Rate the quality of your

writing?

1 2 3 4 5

How creative? 1 2 3 4 5

How were your listening skills? 1 2 3 4 5

How was the quality of your

notes?

1 2 3 4 5

Are there any questions that

you missed or other comments

for improvement?

1 2 3 4 5

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ADDITIONAL RESOURCES: Strategies for Essay Writing

http://writingcenter.fas.harvard.edu/pages/strategies-essay-writing

Writing Effective Meeting Notes

http://www.wildapricot.com/articles/how-to-write-effective-meeting-minutes