1.Thinking Vs Structuring

1.Thinking Vs Structuring

Thinking andstructuringaretwoessential components of theprocessof, generating and creating the message. It is essential to undertake thesetwosteps in sequence. Thinking must occur first, where ideas are created. This should be followed by the next step ofstructuringthe ideas appropriately. in practice, however, we mostly tend to perform thinking andstructuringat the same time. This leads to inefficient and ineffective message design and ultimately to ineffective communication.

1ThinkingThinking by its very nature is random and haphazard. In the thinkingprocesswe deal with facts, data, assumptions, details, ideas and y information. The thinkingprocessinvolves collection, assimilation, analysis, interpretation, and synthesis of these parameters. More often, thinking is where new ideas are created, solutions to problems are found and new" dimensions are discovered. Once again, the thinkingprocessis haphazard and random. Given a timeconstraint, the thinkingprocessmust end at certain point. At this time, major theme ormainpoint of the message has been discovered and its supporting points identified.StructuringOnce thinking is concluded themainpoint of the message and underlying supporting points are organized in a logical manner, this is calledstructuringthemainpoint is the apex from where itbranchesout to the first level of supporting points, each supporting points may have its own sequence of lower level supporting points.

2.Guidelines for Thinking

2.1.Be aware of AssumptionsIn any thinking situation, it is critically important to be aware of the assumptions involved. Our tendency generally is to take thinking and its assumptions as granted. In an effective thinking process, however, we must identify clearly and specify the underlying criteria that will be used to come to a conclusion. Assumptions from the basis for the entire thinkingprocess.

2.2.Draw Valid Conclusions

Through the thinkingprocess, we must draw not only correct but valid conclusions. There aretwo methods for drawing valid conclusions:

Deduction In the method of deduction, a general principle is applied to a given situation and a conclusion is drawn. Themainprinciple must be correct and must also be directly relevant to the situation to which it is going to be applied. When a conclusion is drawn by such application, it is a valid conclusion.

General Principle-- >Situation--> Conclusion

InductionIn the method of induction, relevant general principle is not available. Therefore, you startwith specifics (data, observations, assumptions) that lead to a generalization which when applied to a situation, gives a valid conclusion.

2.3.Avoid logical DefectsAs human beings we tend to go astray when thinking while thinking is creative and leads to new ideas it can cause logical defects in forming our opinions and ideas in most situations an idea appears to be correct on the face of it, however a deeper thought may reveal an inherent logical problem or defect. Logical defects are also known as fallacies there are three areas on which we must focus in order to avoid logical defects or fallacies.

Dont jump too fast to conclusionswe have a tendency, especially in familiar situation to jump to a conclusion without paying much attention to detail. These include hasty generalizations relating to false causes picking up unrelated ideas,Dont hide behind false ideasWe may attempt to hide assumptions that are questionable, at other items we may tend to skirt around themainissue, or take a false analogy, or exaggerate a point beyond its logical validity, or resort to making a popular appeal.

Dont OversimplifyHere the tendency is to restrict alternatives to justtwo, that is, an either/or situation. At other times we may tend to use a catchall explanation, when a single factor is taking out of content and treated as the only factor affecting a situation.3.Guidelines For Structuring

After the thinkingprocesshas been concluded, the next step is to structure your message. This hastwoguidelines. 3.1.Provide Hierarchy to IdeasThe first guideline is to arrange your ideas in at hierarchy, starting with n top-level idea and then arranging the subsequent levels of ideas.Stress the Conclusion or Top-Level Idea:The first and the foremost is themainconclusion. Place your conclusion or themainpoint at the top. This is the first level of the hierarchy of ideas. See the idea Chart.Divide into Second-Level Points:At the second level we include points or ideas that support the mainpoint. Each of these points may require further supporting arguments, for which we go the next level in the hierarchy.Divide into Lower level Points: Depending on the depth and extent of communication or message, wemay goto several levels of lower points, all of this organized in a hierarchicalformas the idea chart.

3.2.Put Ideas In Order

once the idea chart is prepared the next step is to determine in what sequence to present the ideas in the actual message the sequence may not be the same as in the hierarchy following guidelines are relevant.For Explanatory Ideas:For ideas requiring explanation of aprocessor sharing of information, the points or ideas may be sequenced according to the "following criteria:TimeComponentsImportanceFor Action Ideas:For certain kind of messages, where you want your audience to act in a certain way, one of the followingtwoapproaches is used:Direct Approach: in this approach, themainpoint is presented first, followed by successive lower level points.Indirect Approach: In this approach, the lowest level ideas are presented first, then next higher level points, and so on, until themainpoint is presented at the very end of the message.

According to the Audience Memory Curve, the attention spanand theretention(memory) of the audience is highest in the beginning and at the end ofa presentationor message, Thus themain) point should be presented (i) in the beginning and then reinforced at the end, or (ii) at the end only.