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Structuring and Organizing Your Message

Structuring and Organizing Your Message
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  • 0:52 General Organizational Pattern
  • 1:26 Cause/Effect
  • 2:02 Chronological Order
  • 2:29 Compare/Contrast
  • 2:57 Emphatic Order
  • 3:46 Problem/Solution
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Lesson Transcript
Instructor: Jennifer Lombardo
In order to build an effective business message, it is important to structure your communication so that the receiver understands the flow of ideas. This lesson explains six different formats to consider when writing your message.

Organizing Your Message

Have you ever had to prepare a message at work only to find yourself staring at a blank screen because you were unsure how to present what you had to say? The reader of your message has an expectation that it will have a certain logical flow that will allow him or her to grasp the main points. It is your job to make sure the message is structured and organized, so the information is clear for your readers. In this lesson, we'll go over how to structure and organize your message.

Santino is a staff consultant for Yummy Supermarkets. His job entails writing for business every day in order to help the supermarket make good business decisions. He will be our guide and introduce us to all of the ways your message can be organized. There are six main ways to establish your message and present your ideas.

General Organizational Pattern

The first type of structure and organization is the general organizational pattern, which is found throughout most companies. In this method, established company guidelines are provided for you to follow in order to complete your message. As an example, Santino's company uses corporate memos to communicate within the company. A memo contains a general organizational pattern of to, from, subject, references, objective, etc. Santino's advice is to look at example of previous memos, lab reports, and corporate summaries to guide you in how you organize your information.

Cause/Effect

Cause/effect allows you to organize information by examining why something happened or the effects of something occurring at work. For example, Santino's last assignment was to prepare a report on why sales nationwide for snacks had decreased in their stores. Words such as 'caused,' 'resulted,' and 'affected' are usually signs of a cause and effect structure. Santino's report stated that snack food sales declining in the supermarket chain nationwide were due to the massive amount of consumers starting New Year's diets. He reported that the supermarket should see an increase once consumers return to their normal eating habits.

Chronological Order

Using chronological order, a structure based on the time-order of events or a storyline, allows you to give a report on the order of an incident happening or the steps of implementation. For example, Santino has used this type of organization when he had to provide a summary on a delivery of fresh produce out of California. His report mentioned dates and times of each stop of the truck on its route.

Compare/Contrast

The compare/contrast organizational structure involves examining both similarities and differences of a situation or item. The paper must look at both sides or it would only be a comparison. Last month, Santino was tasked with reporting whether the company should invest in electric or diesel delivery trucks. He had to write a report giving both the similarities and differences of each diesel and electric to their current gas-powered vehicles.

Emphatic Order

When using emphatic order, ideas are arranged in the order of most important to least important. The most important ideas are usually mentioned first to grab the reader's attention. Santino suggests using this method when the objective is persuasion. The supermarket president was persuaded by one of Santino's emphatic papers to do away with coupon cards in the store. Santino suggested that his research showed consumers like to receive the discount prices without having to worry about having to use their frequent shopping card. He started his message with:

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