| Organizing your thoughts for a report or memo is | | | | sequence. |
| a lot easier than you’d think. First, make sure | | | | Space |
| each paragraph expresses only one main idea. All | | | | Here you focus on the physical relationships |
| the sentences in a single paragraph should relate | | | | among persons, places or things, (east to west, |
| to each other. It should be absolutely clear to the | | | | small to big, up to down, inside to outside, etc.): |
| reader what the paragraph is all about. If you find | | | | “We started the new product campaign in |
| a sentence that doesn't relate to the others in a | | | | California, then moved to Colorado, Michigan, New |
| paragraph, move it to another place in your | | | | York and Maine.” |
| memo or report—or cut it. | | | | Criteria |
| Next, try to summarize that main idea in a topic | | | | Arrange your paragraphs according to a standard |
| or “focus” sentence—one that | | | | you use to measure something (sales volume, |
| summarizes what the rest of the paragraph is all | | | | typing errors per page, scrap record. |
| about. Since a topic sentence expresses your | | | | “Here’s the per cent of absenteeism each |
| central idea, write it as a broad, general | | | | month, by department: Manufacturing – 8%; |
| statement that gives an overview of all the | | | | Accounting 7%; Purchasing, 5%. |
| other, more supporting sentences. Some | | | | Importance |
| examples of topic sentences: | | | | Present the most important ideas first and then |
| • Last month, profits were down 10 percent. | | | | those less important. “Three people quit |
| • We have a new idea to improve product A. | | | | today, because they didn’t feel safe working |
| • Absenteeism on Mondays is draining our | | | | here. We have a scrap problem.” |
| resources. | | | | Familiarity |
| Think of each paragraph as a pyramid, with the | | | | Go from the simple, easy-to-understand and |
| broadest (topic or focus sentence) sentence at | | | | familiar—to the more complex, |
| the base. In the normal position, the base of the | | | | hard-to-understand and unfamiliar. “Increasing |
| pyramid is at the bottom, so the topic sentence | | | | or decreasing the current of a simple |
| would be at the end of the paragraph. | | | | electromagnet will make it more—or |
| You can locate your topic sentence anywhere in | | | | less—magnetic. The same principle makes |
| the paragraph. Putting it at the end of the | | | | stereo speakers work: the stronger the current, |
| paragraph is ideal for sales letters or when you | | | | the stronger the magnet that makes the cone |
| want your reader to read all the specifics before | | | | vibrate and produce sounds.” |
| reaching a conclusion. | | | | Comparison |
| But for most business writing—or an executive | | | | Show the similarities among the ideas: |
| summary, put your topic sentence at the | | | | “Prospecting customers professionally is like |
| beginning. Think of your pyramid as being in the | | | | making new friends: you do it carefully, so both |
| “base-up” or “upside down” | | | | you and the friend enjoy the experience.” |
| position. This lets your reader skip the details and | | | | Contrast |
| focus on just the key ideas--just by reading the | | | | Show how the ideas are different from each |
| first sentence. | | | | other. “Bagels and doughnuts are cooked |
| Sometimes you may want to put the topic | | | | differently: A bagel is boiled, then baked, whereas |
| sentence in the middle for variety or to clarify, | | | | a doughnut is fried in hot grease.” |
| highlight, and reinforce the specifics. | | | | Restate |
| Now, with each paragraph having just one main | | | | Paraphrase the ideas, using different specifics for |
| idea, and the sentences arranged in the form of a | | | | clarity: “This DVD player is dependable, yet |
| pyramid, all you have to do is move the | | | | economical to buy. Only three percent have ever |
| "pyramids" around to organize your writing in a | | | | been returned for a quality problem, and its price |
| simple-to-understand order. | | | | is the second lowest of the top five sellers on the |
| What’s Your Theme? | | | | market.” |
| Look at all your pyramids/paragraphs and find a | | | | Cause/Effect |
| common theme that ties together all the ideas. | | | | Show how one thing caused another. “If you |
| Some common themes that will make it easy to | | | | praise people or say thank you, they work harder |
| organize anything you write: | | | | and are more loyal.” |
| Time | | | | Problem/Solutions |
| You list events or processes according to the | | | | Show the different ways to solve each problem. |
| time they happened: On Monday we started the | | | | “We can increase profits by:cutting |
| program by…On Tuesday we…Then on | | | | manufacturing costs; increasing sales volume, or |
| Wednesday we…You can use the months, | | | | by laying off people.”e-mail: |
| years, or even first, second, third for the time | | | | billrepp@rochester.rr. |