Reading Reflection Chapter 2

Chapter 2: Planning and Outlining Messages

This Chapter introduces the writing process.  The basic writing process includes four phases:

1. Content - Determine the information you want to communicate (5W2H) and then develop a strategy.
2. Organization - Arrange the information into an appropriate order and structure.
3. Writing - Compose and revise the message.
4. Design - Apply appropriate formatting and visual design.

The chapter provides information on the first two phases using the following five sections:

1. Clarify Your Purposes

-Most messages have three distinct purposes: inform (what do I want the audience to know?), persuade (what do I want the audience to do?), and build relationships of trust (how do I want the audience to feel?).
-Never send a message written in anger and always use communication to build relationships.

2. Analyze the Audience

-See the situation through the audience's eyes.
-Gather demographic information including age, context, personality, goals, etc.
-Analyze how the audience feels about the topic and what they already know.
-Learn how the audience feels about you and on what your relationship with them is based.
-The audience mood and emotions are important to consider as the audience is always asking, "What's in it for me?"

3. Create an Outline

-Research shows that this step greatly improves writing.
-Gather all information for 5W2H.
-Top-down outlining starts with major ideas and moves to detail.
   ~Traditional Outline: Use 3-4 main ideas using Roman numerals. The next level uses letters and the following level uses numbers. It is seen as rigid, however, it is most familiar.
   ~Tree Diagram: This is similar to a pedigree chart. The main idea creates the top level, then the supporting ideas branch from that point. Secondary ideas then branch from each of those levels.
   ~Mind Map: This is also a graphic representation of the information, similar to a spider web. The main idea begins in the middle circle and supporting ideas branch off from that point. Secondary ideas then branch from each supporting idea.
-Bottom-up outlining lists the details then uses logic to create major ideas. The steps to this process are as follows:
   1. Create a Free List: This is an unstructured idea brainstorm. Write down as many ideas as possible related to the topic.
   2. Categorize the Information: Put the free list items into categories. Identify headings that will best group ideas.
   3. Sequence the Information: Put the categories into an appropriate sequence. Think of information as either non-chronological or chronological in nature. To arrange non-chronological information, use Category, Quantitive, Spatial, or Comparative Order. For chronological information, use Time-series, Problem-solution, Cause-effect, or Narrative Order.

4. Evaluate the Outline

-Use the five outline tests to examine your outline.
   1. Inclusion: Are all appropriate items under a heading listed and fitting?
   2. Exclusion: Are inappropriate items listed? If so, delete them.
   3. Hierarchy: Do all items follow an order?
   4. Sequence: Determine if sequence of headings are in order.
   5. Language: Is language of items parallel?