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Technical CommunicationA Practical Approach
Chapter 4: Organizing Information
William Sanborn Pfeiffer
Kaye Adkins
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.2
Organizing Information
Importance of Organization Three Principles of Organization ABC Format for Documents Tips for Organizing Sections and
Paragraphs Organizing Digital Documents
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.3
Importance of Organization
Organizing information named as the most important topic for any undergraduate technical writing course
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.4
Importance of Organization
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.5
Three Principles of Organization
Write Different Parts for Different Readers Emphasize Beginnings and Endings Repeat Key Points
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.6
Three Principles of Organization
Write Different Parts for Different Readers Readers use the “speed-read” approach for
lengthy documents Write in a way that responds to the speed reader Direct each section to those most likely to read
that particular section Shift the level of technicality from section to
section
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.7
Three Principles of Organization
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.8
Three Principles of Organization
Emphasize Beginnings and Endings Busy readers expect to find information in
predictable places such as The beginning of the entire document The beginnings of report sections The beginnings of paragraphs
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.9
Three Principles of Organization
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.10
Three Principles of Organization
Repeat Key Points Use the redundant approach to organization
Repeat important information in different sections for different readers
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.11
ABC Format for Documents
All-Purpose Pattern of Organization Consists of a three-part structure
Beginning component: Abstract Middle component: Body End component: Conclusion
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.12
ABC Format for Documents
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.13
ABC Format for Documents
Document Abstract: The “Big Picture” for Decision Makers
Document Body: Details for All Readers Document Conclusion: Wrap-Up Leading to
Next Step
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.14
ABC Format for Documents
Document Abstract: The “Big Picture” for Decision Makers Includes brief overview of document’s main
points Clear purpose statement Most important points for decision makers List or description of main sections that follow
abstract
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.15
ABC Format for Documents
Document Abstract: The “Big Picture” for Decision Makers Common headings include
Summary Executive Summary Introductory Summary Overview Introduction
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.16
ABC Format for Documents
Document Body: Details for All Readers Includes supporting information
Background of the project Field, lab, office, or other work upon which the
document is based Details of any conclusions, recommendations, or
proposals
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.17
ABC Format for Documents
Document Body: Details for All Readers Separate fact from opinion Adopt a format that reveals much structure Use graphics whenever possible
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.18
ABC Format for Documents
Document Conclusion: Wrap-Up Leading to the Next Step Brings readers back to one or more central
points mentioned in body Provides closure to the document Leads to the next step in writer’s relationship
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.19
ABC Format for Documents
Document Conclusion: Wrap-Up Leading to the Next Step Common headings
Conclusion Closing Closing Remarks Conclusions and Recommendations
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.20
ABC Format for Documents
Document Conclusion: Wrap-Up Leading to the Next Step Drive home your message using one of these
two formats: Listings Summary paragraphs
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.21
Tips for Organizing Sections and Paragraphs Document Sections Paragraphs
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.22
Tips for Organizing Sections and Paragraphs Common Patterns of Organization
Sequence Classification Division Comparison/contrast General to specific (or vice versa) Cause and effect Problem/solution
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.23
Tips for Organizing Sections and Paragraphs
Document Sections “Mini-abstracts” and brief wrap-ups at start and
finish of major sections. Interest grabber
sentence that captures attention of reader Lead in
list that indicates main topics to follow in the section
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.24
Tips for Organizing Sections and Paragraphs Paragraphs
Basic building blocks of any document Write a topic sentence Develop main idea Use transitional elements Write closing sentence
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.25
Tips for Organizing Sections and Paragraphs Paragraph
Length Keep six to ten lines
Listings Use three to four items
Use of numbers Place in tables and figures
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.26
Modular Writing
Single Sourcing Text written and read in discrete parts, or
modules that can be assembled into complete documents
Text reused in multiple documents Consistent style is a challenge for multiple
writers
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.27
Organizing Digital Documents
Search Function Navigation Panel Table of Contents Index Hyperlinks
Technical Communication: A Practical Approach, Eighth Edition
W. S. Pfeiffer and K. Adkins Copyright © 2013, 2010, 2006 Pearson Education, Inc.,
All Rights Reserved.28
Organizing Digital Documents
Conceptual Information Procedural Information References Troubleshooting Information