#29: Patterned Organization

Introduction to Concept:

How do we find the structure or framework that allows us to organize our thoughts in a meaningful way? The process of critically studying the materials to be presented leads us to the most suitable structure among many possible structures. There is seldom a singular “right” format for ordering our thoughts. Rather, the more familiar we are with the wide array of possibilities, the more likely we are to select the one that will work best given a number of circumstances (the background of the listening or reading audience; the desired length of the presentation or document; the purpose for which you are assembling information, etc.).

Let’s say you have to write an article for a business journal or teach an in-house course on the topic of management. How would you organize the information you wanted to present? You could choose one of the following: [Show Transparency #29-1 now.]

The Chronological Approach—This uses references to time. So, you might trace the evolution of various buzz words that characterized various management theories over the years, or you might discuss the historical events that came before what we are experiencing today.

The FDP (Famous Dead Persons) Approach—This uses the thoughts of industry giants as the organizing structure. You might take, for instance, Dr. Deming’s Seven Deadly Sins and use them as the basis for your remarks.

The FLP (Famous Living Persons) Approach—This uses the philosophies of one or more figures known to the audience. The person(s) may be organization- or industry-specific, as opposed to international figures, but his or her influence would serve as the basis for organizing your information.

The Problem-Solution Approach—Divided into two components, this is the most popular approach used in the business world today. Basically, it begins by delineating the problem and the possible ramifications that would ensue if the problem were not solved. The briefing or report would then go on to suggest several possible solutions and would conclude with a recommendation for corrective action.

The Order-of-Importance Approach—This approach discusses several related ideas and presents them in the order the speaker or writer has deemed most important. To illustrate, if you were discussing the benefits of the “open-book management” style, you would begin with the most salient points first. (Some people prefer to “build up” to an impressive conclusion and so they do the reverse: they begin with the least significant details.)

The Deductive Approach—This begins with the premise or viewpoint or theory the presenter-of-information would like to focus on. The presenter would then proceed, quite literally, to lead the audience from this viewpoint into an understanding of the elements that constitute it.

The Inductive Approach—This is the reverse of the Deductive Approach. When we induce our audience, we literally lead them into our way of thinking through a deliberate argument that, we hope, builds to a convincing crescendo. If you wanted to prove that the current management gurus were simply “witch doctors,” you would point out fallacies or weaknesses in their advice and conclude by calling them imposters.

The Topical Approach—This approach divides the topic into several components, none of which is more important than any of the others. If your topic, for instance, were “management,” you could break that broad topic down into a number of components: management styles or management gurus, or changes facing managers, and so on.

There are many other ways to organize information, but these make the most frequent appearance in the world of business.

Procedure:

1. Show Transparency #29-1 and keep it visible as you discuss the examples and also while participants are working on the assignment.

2. Ask them to pair up and choose one pattern of organization around which they will organize their thoughts in response to this prompt: “Tell me about your company (or agency, installation, firm, government unit, or organization represented by attendees).”

3. Allow about five minutes for selection of a pattern and for brainstorming.

4. Then ask participants to write a one- or two-paragraph essay telling about their company from the perspective of the pattern they have chosen.

5. After 15 or 20 minutes, call on a few pairs at random to share their essays. They could either identify the pattern they have selected or they could read the essay and then ask the class to tell what the pattern was.

Extending the Activity:

1. Halfway through the course, ask the class to summarize what they have learned, using one of the patterns provided.

2. Obtain copies of actual workplace documents and have participants analyze them to determine which pattern was used.

Workplace Connections:

1. Advise participants, if they have not already done so, to learn what organizational pattern their supervisors prefer to see in the reports they prepare. While problem-solution is the most frequently used in the world of business, varying circumstances may lead to varying preferences on the part of their supervisors.

2. Encourage participants to write the name of the pattern they are using at the top of draft copies of reports. When they see the pattern, they will be reminded of the kind of information to include and what information will be superfluous. Identifying the pattern in advance means the job of analysis is cut in half, for the structure virtually dictates the inclusions.

3. Suggest that participants try to determine what pattern was used the next time they listen to a speech by someone inside or outside the organization. Have them critically assess the effectiveness of this particular pattern. If it failed somehow, encourage participants to think about the pattern they would have used instead.

4. Collect a file full of magazine articles related to the topic of the training session or to subjects that are important to participants. Distribute one article to each participant and ask them to ascertain the pattern used in the article.

Questions for Further Consideration:

1. Are you consciously aware of using patterns as you do your writing at work? Why or why not?

2. Do you spend much time revising the structure of your business documents or presentations you have to make? If so, how could the use of patterns help?

3. What additional patterns of organization are useful to business writers?

4. Think about the best speech you have ever heard. What pattern was used?