Organizational Methods

Organizational Methods

• The comparative method is used to show how two or more things are similar and different.
• The causal method is used to identify the reasons behind an event or situation.
• The division/classification method involves breaking down a topic into smaller parts to understand it better.
• The primary purpose of the problem-analysis solution method is to identify a problem, analyze it, and provide a solution.
• Listing is NOT an organizational method.

Good Technical Writing Style

• Varies by audience; considers the reader and builds goodwill
• Maintains consistent and "good" style
• Is, above all, clear
• Attends to visual impact
• Persuades

Building Goodwill

• Use "You-Attitude" to adopt the audience's point of view
• Emphasize what the audience wants to know
• Protect the audience's ego (e.g., avoid using "you" to make accusations)

Avoiding Bias

• Use non-sexist language that treats both sexes neutrally
• Use non-racist and non-ageist language
• Give someone's race or age only if it is relevant to your communication
• Refer to a group by the term it prefers
• Avoid terms that suggest competent members of a certain group are unusual

Half-Truths about Writing

• Don't write as you talk (avoid awkward, repetitive, and badly organized prose)
• Use "I" to tell what you did, said, or saw (it's smoother)
• Avoid beginning sentences with "and" or "but" (they can make ideas seem like afterthoughts)
• Ending sentences with prepositions is okay occasionally
• Avoid using big words to impress people (they can distance you from readers)

Building Better Style

• Write WIRMI (What I Really Mean Is)
• Read drafts aloud to test
• Revise and edit
• Read widely and write a lot
• Study revised sentences
• Polish your style with the 11 techniques that follow

11 Ways to Build Better Style

• Use accurate and appropriate words (consider denotation and connotation)
• Use familiar words
• Eliminate wordiness (cut unnecessary words)
• Put meaning in subject and verb
• Vary sentence length and structure
• Use parallel structure
• Begin most paragraphs with a topic sentence
• Use thesis statements
• Use transitions to link ideas
• Cite sources (always cite and use the citation style your audience prefers)

Draft Testing

• Test drafts on actual audiences
• Measure how long it takes to find information they need
• Check if they make mistakes using it
• Ask if they think the draft is easy to use