Organization In Writing

Organization is vital for clear communication. When writing, it helps to organize your ideas the same way you would for a speech. This means arranging ideas in a way that makes it easy for the audience to follow along. The main goal is to help readers understand the message clearly. Whether the writing is a letter, a proposal, an email, or a report, the same basic rules for organizing ideas still apply.

Organization in writing means putting the information in an order
that the audience will best understand. 

In both writing and speaking, the goal is to make the information flow smoothly. A good speech is arranged so listeners follow the ideas easily and in a logical way, the same goes for writing. Ultimately, allow your audience to quickly grasp what you are saying and remember the most important points.

Three Basic Ways to Organize Writing

There are three fundamental ways to organize your writing:

• Category: This method involves putting similar things together in groups. For example, in a report, you might group all financial data in one section and all marketing data in another. This helps readers find related information quickly and makes your document more navigable. Letters often use this method to separate personal updates from requests or news. In proposals, grouping benefits, costs, and timelines into their own sections helps decision-makers focus on what matters most to them.
• Range: Range refers to ordering information chronologically or alphabetically-such as highest to lowest, top to bottom, or first to last. This is especially useful in proposals and reports, where you might present project milestones in chronological order to show progress over time. Emails that provide step-by-step instructions or summarize events also benefit from this approach, making it easy for the reader to follow along.
• Location: Location-based organization arranges information based on spatial placement or proximity. For instance, an email describing a new office layout might explain the arrangement from left to right or top to bottom. In reports or proposals, this method can help readers visualize complex concepts by walking them through each part of a process or system in a logical order.

Sentence Structuring for Clarity

Effective organization isn’t just about the big picture-it’s also about how you structure individual sentences. Here are some key strategies:

• Place the “setting” of the sentence first: For example, “On Fridays, the team works late.” This orients your reader right away and provides context for what follows.
• Begin with positive ideas: Starting on a positive note-such as, “We enjoyed the golf outing, despite the rain”-engages your audience and sets an optimistic tone.
• Place the object of the verb close to the verb: For clarity, write “Send the email to me” instead of “Send me the email.” This makes your writing more direct and easier to understand.

Strategic Communication: Organizing for Impact

Strategic communication starts with an organized, user-friendly format to show your audience that you care about them and their time. Being brief will ensure that they read your entire message. This principle is as true for speeches as it is for written communication-audiences appreciate when you respect their attention and get to the point.

To make communication more strategic:

• “Sell” your ideas to others based on the benefits of acting on them. Always ask: “How will doing or knowing this benefit the recipient?” This approach is persuasive in both speeches and writing, helping your audience see the value in your message.
• Use language that is understandable and that speaks to the recipients’ interests. Avoid jargon or overly complex sentences, and tailor your language to your audience-just as you would adjust your speech for a particular group.
• At the end of your communication, revisit the call to action. Remind your audience what you want them to do next, whether it’s replying to an email, approving a proposal, or considering a new idea in a report.
• Speak to the recipient in second-person language (“you”)-remove first person (“I, me, my”). This makes your message more engaging and personal, drawing the reader (or listener) into the conversation.

Applying Organization Across Formats

No matter what you are writing – a letter, a proposal, an email, or a report – good organization matters. Each type of writing has its own style, but using the same basic strategies help the reader follow along.

For example, when you write a letter, keep similar information together. You might start by sharing updates or news, then move on to any requests or questions you have. This way, the person reading your letter can easily understand what you’re saying and what you need from them.

In a proposal, organization serves a purpose. Break the proposal into clear sections, such as goals, benefits, costs, and timelines. Often, it makes sense to put things in the order they will happen, so the reader will see how the ideas unfold over time. This step-by-step approach helps people see the logic behind a plan.

When writing an email, if there are several points to make, it’s helpful to list them in a clear order. For instance, explain the most important information first, then add details or instructions. When asking someone to do something, make sure the request stands out and is easy to find. This saves time for both you and your reader.

Reports often need to explain complex information. Here, organized writing may mean grouping related topics together or describing things in the order they appear. For example, when describing a new office layout, explain the arrangement from left to right or maybe by department. Help the reader picture the information clearly.

In all these cases, organizing your writing is a lot like organizing a speech. You want to guide your audience through your ideas in a way that makes sense. When your writing is well-organized, your message is easier to understand and remember. As a result, your communication becomes more effective, no matter what format you use.

This information is from the Effective Business Writing class. If you’re looking for ways to improve your communication skills, register for one of OUR PUBLIC CLASSES.

Photo courtesy of Dimitris Kalogeropoylos