organizing data listing and outlining grouping ideas into patterns. direct pattern for receptive...

Organizing DataOrganizing Data

• Listing and outlining

• Grouping ideas into patterns.• Direct pattern for receptive audiences• Indirect pattern for unreceptive audiences

Audience Response Audience Response Determines Pattern of Determines Pattern of

OrganizationOrganizationIf pleased If neutral

DIRECT PATTERN

Good News orMain Idea

If mildly interested

Audience Response Audience Response Determines Pattern of Determines Pattern of

OrganizationOrganizationIf unwilling oruninterested

If hostile

INDIRECT PATTERN

If displeased ordisappointed

Bad News orMain Idea

Using a Cluster Diagram Using a Cluster Diagram toto

Generate IdeasGenerate Ideas1. In the center of a clean sheet of paper,

write your topic name and circle it.

2. Around the circle, record any topic ideas that pop into your mind.

3. Circle each separate area.

4. Avoid censoring ideas.

5. If ideas seem related, join them with lines; don’t spend time on organization just yet.

Organizing Cluster Organizing Cluster Diagram Ideas Into Diagram Ideas Into

SubclustersSubclusters

• Analyze the idea generated in the original cluster diagram.

• Cross out ideas that are obviously irrelevant; simplify and clarify.

• Add new ideas that seem appropriate.

• Study the ideas for similarities.

Tips

• Group similar ideas into classifications (such as Purpose, Content, Development, and Form).

• If the organization seems clear at this point, prepare an outline.

• For further visualization, make subcluster circles around each classification.

Organizing Cluster Organizing Cluster Diagram Ideas Into Diagram Ideas Into

SubclustersSubclusters Tips

Emphasizing Important Emphasizing Important IdeasIdeas

• Position the most important idea at the beginning of the sentence.

• Make sure the most important idea is the subject of the sentence.

• Place the main idea in a short sentence.

Use the Active Voice forUse the Active Voice forMost SentencesMost Sentences

• Active voice: We lost money.

• Active voice: I sent the e-mail message yesterday.

(The subject is the performer.)

Use the Passive Voice To Use the Passive Voice To Deemphasize the Deemphasize the

Performer and/or To Be Performer and/or To Be TactfulTactful

• Passive voice: Money was lost (by us).

• Passive voice: The e-mail message was sent yesterday (by me).

(Passive voice test: Ask “By whom?” If you can fill in the performer, the verb is probably in the passive voice.)

• Drafting effective paragraphs• Discuss only one topic in each paragraph.

• Arrange sentences in a strategic plan.

• Link ideas to build coherence.

• Use transitional expressions for coherence.

• Compose short paragraphs for effective business messages.

Effective ParagraphsEffective Paragraphs

Write Business Write Business Letters…Letters…

• When corresponding with an outsider

• When a permanent record is necessary

• When formality is important

• When a message is sensitive and requires an organized, well-considered presentation

Writing Process: Phase Writing Process: Phase 11

• Determine your purpose.

• Visualize the audience.

• Anticipate the reaction to your message.


• Collect information.

• Organize into a list or an outline.

• Compose the first draft.


• Revise for clarity and conciseness.

• Proofread for correctness and format.

• Evaluate by putting yourself in the reader’s shoes.

The Direct PatternThe Direct Pattern

• Frontload in the opening.

• Explain in the body.

• Be specific and courteous in the closing.

Frontloading in the Frontloading in the OpeningOpening

• Begin with the main idea.

• Tell immediately why you are writing.

Explaining in the BodyExplaining in the Body

• Present details that explain the request or response.

• Group similar ideas together.

• Consider using graphic highlighting techniques.

Being Specific and Being Specific and Courteous in the Courteous in the

ClosingClosing• For requests, specifically indicate the

action you want taken and provide an end date (deadline), if appropriate.

• For other direct letters, provide a courteous concluding thought.

• Set side margins for 1 to 1½ inches.

• Place the date 2 inches from the top or 1 blank line below the letterhead.

• Leave 2 to 7 blank lines between the date and inside address.

• Single-space within paragraphs and double-space between. Don’t justify right margin.

Formatting Business Formatting Business LettersLetters

• Decide whether to use full block (all lines starting at the left margin) or modified block (date and closing lines starting at the center) letter style.

• Allow 3 blank lines between the complimentary close and the writer’s name.



WEB: [email protected] Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259

May 18, 2006

Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627

Dear Ms. Williams:

SUBJECT: FORMATTING BUSINESS LETTERS

WEB: [email protected] Katella Avenue PHONE: (310) 329-4330Anaheim, CA 92642 FAX: (310) 329-4259

May 18, 2006

Ms. LaTonja WilliamsHealth Care Specialists2608 Fairview RoadCosta Mesa, CA 92627

Dear Ms. Williams:

SUBJECT: FORMATTING BUSINESS LETTERS

Cypress Associates, Inc. Cypress Associates, Inc. Letterhead

Dateline

Inside Address

Salutation

Subject Line

2 inches from top of page

2 to 7 blank lines

1 blank line

1 blank line

1 blank line

At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:

1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.

2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is

lower.

3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.

The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes

At your request, this letter illustrates and explains business letter formatting in a nutshell. The most important points to remember are these:

1. Set margins between 1 and 1½ inches; most word processing programs automatically set margins at 1 inch.

2. Start the date 2 inches from the top edge of the paper or 1 blank line below the letterhead, whichever position is

lower.

3. Allow about 5 lines after the date—more lines for shorter letters and fewer lines for longer ones.

The two most popular letter styles are block and modified block. Block style, with all lines beginning at the left, causes


the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.

So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.

Sincerely,

Sharon Montoya

Sharon Montoya

SM:mef

the least trouble. In modified block style letters, the date and closing lines start at the center. For both styles the complimentary close is followed by 3 blank lines before the writer’s signature. Reference initials and enclosure notations, if used, appear in the lower left corner, as shown below.

So that you can see additional styles, I’m sending our office style guide. I certainly hope this material is helpful to you and your assistants, Ms. Williams.

Sincerely,

Sharon Montoya

Sharon Montoya

SM:mef

ComplimentaryClosing

Printed Name

Reference Initials

3 blank lines

1 blank line

1 blank line


Structure of E-Mail Structure of E-Mail Messages and MemosMessages and Memos

• Subject line

• Opening

• Body

• Closing

Subject LineSubject Line

• Summarize the main idea.

Example: Budget Meeting June 3, 10 a.m.

OpeningOpening

• Start directly; restate and amplify the main idea.• Indirect (ineffective) opening: This is to inform you that we must complete the annual

operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs.

• Direct (effective) opening: All supervisors and coordinators will meet June 3 at 10

a.m. to work out the annual operating budgets for their departments.

BodyBody

• Explain and discuss the topic.

• Use graphic highlighting to facilitate reading, comprehension, and retention.

• Consider columns, headings, enumerations, bulleted lists, and so forth.

ClosingClosing

• Request action, including an end date.

• Summarize the message or provide a closing thought.

Formatting E-Mail Formatting E-Mail MessagesMessages

• Enclose the receiver’s address in angle brackets.

• Include a salutation (such as Dear Dawn, Hi, or Greetings), or weave the receiver’s name into the first sentence.

• Use word-wrap rather than pressing Enter at line endings.

• Single-space within paragraphs and double-space between paragraphs.


• Write in complete sentences, and use upper and lowercase letters.

• Include a signature block, especially for messages to outsiders.

Formatting Hard-Copy Formatting Hard-Copy MemosMemos

• Leave side margins of about 1¼ inches.

• Line up all heading words with those following Subject.

• Indent lines following bulleted or enumerated lines.

• Use ragged line endings, not justified.

• Don’t include complimentary close or signature.

Leave side margins of Leave side margins of about 1¼ inches.about 1¼ inches.

DATE: Current

TO: Rob Montaine

FROM: Heidi Chan

SUBJECT: FORMATTING AND STATIONERY FOR MEMOS

Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization.

Please examine the enclosed samples and call me if you have additional questions.

Enclosures

DATE: Current

TO: Rob Montaine

FROM: Heidi Chan




Enclosures

1¼ inchmargin

1¼ inchmargin

Line up all heading words Line up all heading words with those following with those following

SubjectSubject..DATE: Current

TO: Rob Montaine

FROM: Heidi Chan




Enclosures

DATE: Current

TO: Rob Montaine

FROM: Heidi Chan




Enclosures

Indent lines following Indent lines following bulleted or enumerated bulleted or enumerated

lines.lines.• Interoffice memo stationery may be used by any employee.

• Plain paper or letterhead stationery may also be used for memos, so long as the headings TO, FROM, DATE, and SUBJECT are included.

• Interoffice memo stationery may be used by any employee.

• Plain paper or letterhead stationery may also be used for memos, so long as the headings TO, FROM, DATE, and SUBJECT are included.

Try ThisTry This

• Read the following sentence counting the F’s as you go:

• Federal fuses are the result of years of scientific study combined with the years of experience

• Write the number of F’s Here: _______

Try ThisTry This

• Now read the sentence backwards counting the F’s:

• Federal fuses are the result of years of scientific study combined with the years of experience

• Write the number of F’s Here: _______

organizing data listing and outlining grouping ideas into patterns. direct pattern for receptive...

Documents

topic ideas

link ideas

outlininggrouping ideas

new ideas

tactfulpassive voice

passive voice test

main idea

original cluster diagram