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
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
1. Which group includes specific supporting detail that could be added to the previous scratch list?
A. High-end linens; free wireless Internet; free snacks, shampoo, and conditioner
B. Safety, comfort, half-price Tuesday
C. Sparkling water, evening wine tasting, four-star hotel restaurant
D. 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.
E. Using a direct opening strategy .
2. An indirect strategy places the main idea after an explanation or reason. Which of the following is a situation that might call for an indirect strategy?
A. You need to convince your coworkers to adopt a new software program that they don’t understand.
B. You need to fire your receptionist.
C. You are sending a past-due notice on an account.
D. You need to inform your team that the upcoming project will be a challenge.
E. You want to schedule a meeting to update your boss on a client meeting.
3. Which of the following is a situation that might call for an indirect strategy?
A. When trying to facilitate use of proper words
B. When preventing frustration
C. Respects the feelings of the audience
4. 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, Sharon, has been hoping for. Sharon knows that you had a scheduled meeting with your boss today and sends you an e-mail asking how your meeting went. You know Sharon 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.
1. Direct
2. Indirect
5. Read the following message and identify the organizational pattern used.
Our company is growing fast, which always means changes and innovations. Because of this growth, the accounting department will be restructured. For the last five years, Paolo has served as chief manager with grace and dedication. However, because of the restructuring, Paolo’s position will no longer be needed. He will be working in the marketing department on the third floor, starting next Tuesday. In this message, the organizational pattern is used. Outlines give you a chance to organize your thinking before determining word choice and sentence structure. Which of the following will help you create a more effective outline?
A. Avoid illustrations when supporting subpoints
B. Combine subpoints whenever possible
C. Put the main idea in the title
D. Use one subpoint per main idea
E. Use evidence to support subpoints
F. Include 3 to 5 major components