Organizing writing for

Clarity, Conciseness and Coherence

CM 1401

This lecture will discuss …

*3 Cs of Writing*Thinking about organizing using*The pyramid method*The inverted pyramid method.

When you write, you have to keep three principles in mind:

Clarity – The information must be easy to find.

Coherence – The document must present information logically; it must flow.

Conciseness – A writer shouldn’t take more time, space, or energy than needed to reach the reader.

We have already discussed the importance of considering the reader or audience. Knowing the reader will help achieve conciseness and clarity.

Because coherence is about the flow of ideas, not only do you have to know the reader, you have to understand your information.

In a pyramid, mostof the mass is placedat the bottom of thestructure. This means the top is the smallest lightest part.

This concentrates the load towards the bottom of the form.

: A Strategy

Just as a pyramid is a structure, a report can be thought of that way too.

*Both arrange material by considering weight.* In a stone pyramid, weight is mass* In a pyramid report, weight is importance

So we can organize a report by the amount and placement of the important information.

It only requires a advanced plan for reporting; organization can unfold during writing.

Summary

Background

Information Details

Outcome / Results

In this strategy, the reader moves from small bits of information to larger ones: each level supports the one above it.

SummarySummary (Idea): a short description of the findings and report.

BackgroundBackground (Argument): Why the report was written (who asked for it; the need; the problem etc.)

Information DetailsInformation Details (Evidence): The data and process for sorting it; the steps to be followed etc.

Outcome/ResultsOutcome/Results (Innovation): the central new information (and possibly any limitations or recommendations for the future.)

The Pyramid Method is good for:

Situations where the reader needs to know a lot about how a process was followed through.

These readers have a lot of time. The reader will probably read the whole report.

E.g. Making a recommendation; planning a new project; offering a new idea

It only requires a brief advanced plan for reporting; organization can unfold during writing.

Imagine a report that recommends a new solar water purifier. Which information belongs to which section of a Pyramid Method report?

1. The reasons many purifiers were examined and a brief description of the selection process.

2. A discussion of best purifier for the job and its limitations

3. A table of data showing cost, energy, and water output

4. A short statement about the best purifier and the company’s needs

Summary Background Information Details Outcome / Results

To invert:To turn inside out or upside down;To reverse the position, order, or condition ofsomething

Least important Details

Secondary Details

Main Details

Findings: Most important Information

In this strategy, ideas that have less weight can be left out or dropped by the reader.

The Inverted Pyramid structure is good for:

Situations where the reader needs to know the main ideas, but is not always concerned with detail. These readers have little time. The reader may only read the first section or two.

E.g. Raw data; sales results; daily newspaper stories.

It requires the lengthy advanced organization of information.

Findings Findings (most important)(most important): The most important info; central but brief data; most impacting facts

Main DetailsMain Details: A description of any process; events; major data sets; etc.

Secondary DetailsSecondary Details: Other data; future recommendations; explanations of small facts, and so on.

Least important DetailsLeast important Details: Large data sets; appendixes; semi-related facts; etc.

Imagine a report that recommends a new air-conditioning system. Which information belongs to which section of an Inverted Pyramid Method report?

1. Where the technicians learned to install the system.

2. The shipping costs and times for delivery3. The cost benefits of the new system4. The choice of the best cooling system

Finding Main Details Secondary Details Least Important Details

In the sciences and professions, you want to provide clear and logical information that the reader will fully understand.

Which is better:

* Pyramid (Why)?

* or Inverted Pyramid (Why)?

Scientific professional writing:

1. should stress logical reasons.

2. must show its supporting evidence.

3. has to give all data in an organized manner.

4. accepts that the reader is careful and critical

In the media the inverted pyramid is useful because it:

1. assumes that readers want important facts first.

2. doesn’t expect all readers to be critical all the time.

3. allows editors who control printing space to remove from the bottom (the least important details) without harming the main facts

*You must know how to identify the different types of technical writing.

*You must know the main ideas in your 2 lecture presentations.

*Be sure you know the 3 Cs.

*Be sure you understand the difference between the 2 pyramid structures.