4.1 Choosing an Organizational Pattern
Learning Objectives
After studying this unit, you will be able to recognize and apply standard patterns of message organization.
Introduction
The shape of your message depends on the purpose. As discussed previously, business communications can have three purposes: to inform, to persuade, or promote goodwill. Without a clear plan to achieve the intended purpose, readers can get lost and confused. That is why business writing has standard patterns of organization to structure thoughts and messages to make them understandable to the receiver.
Most business messages follow a three-part structure that accommodates the three-part division of our attention spans and memory:
Attention-grabbing opening: The opening hooks the reader in to keep reading by capturing their attention. In longer messages, the opening includes an introduction that establishes the framework in which the reader can understand everything that follows.
Detail-packed body: The message body supports the opening with further detail supporting the main point. Depending on the type of message and organizational structure that suits it best, the body may involve:
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- Evidence in support of the main point/idea
- Background for better understanding
- Detailed explanations or instructions
- Convincing rationale in a persuasive message
This information is crucial to the audience’s understanding of and commitment to the message. Our memory typically blurs these details, however, so having them written down for future reference is important. The message body is a collection of important subpoints in support of the main point, as well as transitional elements that keep the message coherent and plot a course towards its completion.
Wrap-up and closing: The closing completes the coverage of the topic and may also point to what’s next, such as cues to what action should follow the message (e.g., what the reader is supposed to do in response to a letter, such as a reply by a certain date). Depending on the size, type, and organizational structure of the message, the closing may also offer a concluding summary of the major subpoints made in the body to ensure that the purpose of the message has been achieved. In a persuasive message, for instance, this summary helps prove the opening thesis by confirming that the body of evidence and argument supported it convincingly.
The effective writer loads the message with important points both at the opening and closing of a document because the reader will focus on and remember what they read first and last.
Organizing Patterns
Business communications use two main message patterns: Direct Messages, Indirect Messages, while bearing in mind to follow the general three-part structure discussed above. Learning these patterns is valuable to reduce confusing and disorganized messages. Anyone can become a clearer and more coherent thinker by learning to organize messages consistently according to well-established patterns.
Dir