FOR HENRY Read attachments. Write 400 word memo on the case study.

As a college instructor of Business Communications, I say “walk the little girl across the street” in nearly every class.  Why you ask?  The answer is simple, business writers must write with order to connect with the reader and connect in a hurry.  Our world today is fast; information is everywhere – we are inundated with it.   We want our information fast and easy.  The flow of a message is to be strategic and smart.  So, the question is ‘how does a business writer craft a well-organized, in-smooth-flow, smart message.  The following details how.

Step 1:  Think first.  Here are the questions to ask.  (No writing yet.)

1. What is my purpose?  Or asked another way, what do I want the reader to takeaway with them – What do I want them to do?  Your job here is to be clear on your outcome objective.  Know what you want!

Once you are sure you know what you want, then turn your attention to the reader.

Step 2:  Contemplate the listener.  (Still no writing the document yet.)

1.  Know who is listening.  Examine your audience.  Think about the listener. Each of us has a unique filter to which we process the world.  Our personal filters are created from our parents, from our culture, from our experiences, and from our many relationships.  .  Here is a list of questions to ask.

· What does your audience know on the subject?

· How does your audience feel about the topic?

· The best way to connect is by which medium – e-mail, memo, letter, booklet, postcard, phone-call, etc.

· What does he/she want regarding this message or need?

· What ideas do you have about them to get their attention – what is the fit?

At this point, you should know your wants and needs and your listener’s wants and needs.

This information is a base-line to persuasive communication.

Step 3:  Narrow your focus. 

1.  You have a limited about of time and space to convey your message.  Be sure you narrow your focus appropriate as to relay the ‘correct’ amount of information.  This decision links to step 1 – what is your purpose.

 Step 4:  Confirm the mentions.  (Okay, now you can start with a list.)

1.  Make a list of the points you need to make.

2. After you listed all that you can think of (or gather and list), categorize them.  Eliminate items that do not link to your narrowed focus (Save them for another time.)

After you define your purpose, know your audience, narrow your focus and pick your points, it’s    time to construct the flow.

Step 5: Choose your presentation.   Just like our flesh attaches to our skeleton, the meat to our message attaches to its structure.  Without structure, we falter.

 6.       Decide on the Direct or Indirect approach. 

We have two overarching approaches – the direct approach and the indirect approach.  The direct approach is for listeners who are receptive to your message and the indirect approach is for those who are resistant to what you have to say.  In the direct approach, you state upfront your intention.  In the indirect approach, you build your evidence and support then present the perceived unfavorable information.

7.       Decide on organization.

Strategize through the multitudes of structures.  Here’s a table that details several patterns.  Think process – what step leads to the next step that leads to the next step and on and on.

8.        Decide on supporting visuals.  

What pictures can you use to deliver your message?  Remember pictures are understood 600 times faster than words.  However, the approach to the visual might reveal itself later, too, so no worries if you don’t know just yet.

At this point, you are now ready to write.  You know your direction, how to connect to your reader, your scope and flow.   Oh, one last mention.

In your writing, an important tactic in flow is excellence in paragraphing.  Just as a document needs structure, paragraphs need structure.  The best frame for business is to start each paragraph with a topic sentence – tell the reader what you are going to talk about.  Then talk about it – give details.  Be sure to link thought-to-thought and not leave out the obvious.  Remember, transitions are needed between sentences, between paragraphs and between the connection in focus.

Ready to write?  Then bring this visual to mind.  You are holding hands with a little five-year old girl who feels a little timid.  She doesn’t know where she is or how she is going to get there. She is trusting you to lead her.  So, before you step off the curb, you inform her that you will start walking on the green light.  She now feels comforted – she knows her next step forward.  Continue your communications as you cross.

Happy organizing.