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MGTA36H3 (62)
Chapter 5

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University of Toronto Scarborough
Management (MGT)
Tarun Dewan

Chapter 5: Building Business Documents  Letters should be to the point and eliminate irrelevant details to emphasize your point Organizing a Document  Organization – the process of arranging information and connecting different ideas to produce a unified, coherent message Why is Organization so Important?  Should be clear to show what you are trying to accomplish and how it can be done  Goal: to find the right words and tone, not to formulate basic ideas or logical connections Why Should I Develop an Outline? Purpose of prewriting exercise: 1. To stimulate the free flow of ideas 2. To group ideas into preliminary categories 3. To form the basis for a cohesive outline (key to successful organization)  Outlines is a road map that guides the writer from intro to conclusion, producing logical pattern of connections among ideas before the document is written  Can be rearrange for best fit  Simplifies complex material Formal Outlines  Follows prescribed rules concerning content and format in order to show precise relationship among ideas Informal Outline  More loosely connected organizational device that need not follow the strict structural rules of a formal outline  Lists main and subordinate ideas as well as supporting evidence  Effective: organize short documents, including memos and letters  Only use as a guideline Composing a Document How should I begin?  Introduction should grab the readers ‘ attention in the first five seconds and be clear  Bad news should be stated in a clear, succinct way , straight to the point  To keep the readers from skipping through and organizing it themselves The Middle of the Document  Contain its major points and supporting evidence  Supporting evidence must be organized into carefully designed patterns that support specific premises  Organization method is based on the nature of the material and the needs of your audience Deductive versus Inductive Patterns  Effective: general idea to a series of specific ideas (info first supporting later)  Deductive Organizational Pattern – the most common approach used in contemporary business writing  Inductive Organizational Pattern - assumes that a general or broadly meaningful pattern can be described on the basis of specific facts and observations  Specific idea and moves steps into a general topic  Sampling of facts rather than on every possible detail  Must be analyzed both the quantity and quality of supporting evidence Direct Versus Indirect Patterns  Direct Organizational Pattern – organizes material so that the main point is presented at the beginning of the message (Clear + straightforward)  Indirect Organizational Pattern – states the main point later in the message  Prepare to reader to accept info favourably  To use supporting information as the best means of persuading Problem/Solution Pattern  Opening statement identifies the problem  Introduces the main idea of the solution by limiting or clarifying the opening statement Cause and Effect Pattern  Explain a problem and how it affects an organization  Identify events and activities that result in opportunities or advantages  Show clear relationships and repetitious patterns  Do not oversimplify Climatic Order Pattern  A pattern that presents material that the reader
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