As part of the first workshop we draft a memo in response to a brief about a communications survey. We plan the memo by analysing the writing situation and then use the 'inverted pyramid' action-oriented model to organise the information. The activity allows us to see some of the issues involved in planning a text from a brief.
We look at the importance of having some organising structure, such as the pyramid model; but also of the need to adapt structures according to specific situations which always have their own unique factors. The writing exercise highlights the importance of selecting and combining pieces of information at the drafting stage.
The sequencing of information into main and secondary points, the use of subject lines and keywords, and getting the right balance between informing and motivating language are all important factors in effective drafting.
Planning to Write
If a situation is well known and we have used similar communication before, we usually write quickly and have few problems with content and language. This is the case with short request memos and emails that we write every day. Our writing in these situations becomes so predictable and rehearsed that we almost do not think about it. We don't need to plan.
But what about writing in an unfamiliar situation involving new information? Before actually writing anything new, we usually have to do some planning. This may involve a series of activities such as
selecting
prioritising
combining
grouping
sequencing
pieces of information in order to get a sense of the whole text before we write a single sentence.
Sense of the Whole
In order to get this 'sense of the whole', we need to be clear about the writing situation we are in. It is often helpful to do some get-it-in-one planning. Before writing anything new, try to complete the four missing blanks in this sentence:
'This memo/letter to _______________(audience) is to ______________ (purpose) about ___________________ (topic) so that ___________________ (outcome or 'uptake').'
Doing this can help you to focus on the overall situation and the type of communication required. This is often better than struggling to think of a first line.
Seeing the Whole: Three Types of Planning
i. Bullet Planning: make a short and concise plan of the whole text in key words and phrases. Try to see in advance the sections of the whole text, even if the final product will not have headings. Memos, for example, often work on the basis of three sections - 'big news', supporting details, action request - and reports may have six or more sections - summary, introduction, background, findings, evaluation, conclusions/recommendations.This kind of planning helps you to identify the essential words (eg 'feedback' in the web training memo) which you will use in the subject line, the first paragraph and probably again at the end of the text.
ii. Strategy Planning: make a plan of the key words and phrases in the text in the order in which you want readers to get them. Identify a strategy for the communication, how one idea leads to another. As writing is a visual as much as a mental activity, the order in which readers get information does matter.
iii. Visual Planning: make a plan of your whole text as a diagram or using boxes/circles to get a sense of the whole. This may be 'brainstorming' or more linear planning. Working in this visual way frees you from the urge to write sentences and encourages you instead to think in terms of key words and ideas. This is particularly useful if you have a lot of information to organise or a lot of data which needs to be summarised or selected.
Remember that the visual impact of a whole text does matter so it can help if you plan in a visual way too. This approach may identify, for example, places where bullet points might be effective in a text.
Spending Time on Planning
Spending Time on Planning
Spending quality time on planning what you write can make all the difference! It can help you to:
* get a sense of 'the whole'
* focus on the audience, purpose, topic and intended outcome
* organise and group together the key ideas, filtering out unnecessary items
* identify the essential or 'signature' words for the whole text
* plan the visual layout
* devise a strategy for the text
