Structure the fifth principle
Structure helps readers to relate to the purpose and meaning of a text, even when the subject matter is highly complex. A good structure leads the reader through your text by using techniques like sequence, consistency, guidance and balance.
As we discussed in the chapter on focus, most business subjects are so complex you need to limit what and how you write. By choosing the right scope and scale of your text, you can make the writing manageable for yourself and pleasing to readers. Now, if focus allows you to develop a writing strategy, then structure is your way to execute it. This chapter suggest ways to improve the structure of a text, specifically by using techniques called sequence, consistency, guidance and balance.
Sequence
Sequence is the order in which your story unfolds. A good sequence creates flow, or an order of events that is so natural that the reader can follow the text without any difficulty. A good sequence has a logical transition from sentence to sentence and paragraph to paragraph. Ideally, each paragraph is a stepping stone to the next, preparing the reader to understand more. A simple question to ask while writing is: does this paragraph or sentence help the reader to understand the next one?
A sequence of paragraphs dealing with a new product X could be:
- Description of how people solve a particular problem in their life
- Limitations of available products
- Consequences of these limitations
- Product X features, compared to existing products
- Product X benefits, compared to existing products
- What Product X could mean to people’s lives
A sequence of paragraphs for a presentation of a team’s plan for next year could be as follows:
- Last year’s business environment
- Last year’s goals and outcomes
- Changes in the business environment
- Challenges and opportunities
- Next year’s goals
- Action required to achieve these goals
- People, processes and budget needed to accomplish these goals
Consistency is an important tool for guiding the reader through a story. Using the same style, point of view, and the same words when referring to the same object prevents misunderstandings. Specifically:
- Be careful when a text is the result of team work, particularly when several people have commented on draft versions of the text. This usually results in a patchwork of styles, making it hard for the reader to focus. The chapter on the writing process shares some tips on dealing with this.
- Refer to people, places and things in the same way. If you are talking about a new digital camera, use either ‘the camera’ or the product name ‘ImageView 1300-Z’. If you are writing about Joe Smith, refer to him as ‘Mr Smith’, ‘Smith’ or ‘Joe’, but don’t mix all three in the same text.
- Use the same point of view. Do you use the first person plural ‘we’ or third person singular ‘the organisation’? The first option is more subjective, personal and is well suited for internal communication purposes. The second option is more suited to objective analysis used in external publications. Whatever perspective you use, don’t mix the two styles.
Sequence and consistency help you to structure the story in the best possible way on a macro level. On a micro level, when dealing with individual sentences and words, you can help the reader navigate the text using cue words. These guide the reader in connecting different parts of the story, pay particular attention to what is about to be discussed and see relevant relations or discrepancies. The following are examples of such techniques:
Priming
Priming is a technique used to focus readers’ attention on a specific part of the text. Priming is used to indicate the transition into a new segment, a relationship between two parts of a text or something that is yet to be discussed. Examples are:
- ‘Once that part of the process was finalised, we’
- ‘As the next slide will show’
- ‘but this will be dealt with more extensively when’
- ‘This will be discussed in chapter six’
- ‘This means that’
- ‘As result of that’
- ‘Due to this’
- ‘As a consequence’
Juxtapositions
Showing relevant differences between aspects of an issue can lead to valuable insights. It can show alternative perspectives or pinpoint dilemmas. These cue words are best used at the beginning of sentences or paragraphs, where they are easy to spot. This also allows readers to scan the text quickly for the relevant parts. Examples include:
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‘Last year, we said we would cut costs. However, we didn’t achieve this goal.’ |
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‘We focused our resources on developing product X. Nevertheless, we allowed a small team to use their spare time to develop product Y.’ |
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‘We have reduced the number of staff to 1,500, but at the same time we hired more staff in the other business unit.’ |
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‘Irrespective of the team’s performance this quarter, we will get a bonus this year.’ |
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‘In spite of the performance of the Widgets Division, the CEO will not step down.’ |
Commonalities
By emphasising what is common across two or more issues, you can build rapport with the reader, particularly when the shared qualities are closely linked to the reader’s values and beliefs. To emphasise commonalities, use words like:
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‘This part of the process is similar to the one we tackled last year, in that it is….’ |
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‘Even though our departments appear to have different views, we share many of the values and interests that make us who we are.’ |
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‘Together, we can make sure this company becomes even stronger that it already is.’ |
Repetition
A good structure uses repetition to reinforce meaning or help readers understand a sequence of arguments. It can also be used as a stepping stone from one part of the text to another one. The following could have been taken from a speech in which a CEO announced a change programme:
‘As I said earlier, we are facing two challenges. I have discussed the first one, more stringent legislation, and would like to move to the second challenge, a new competitor.’
Summarising
You may find it useful to end a segment in your story with a recap of the main points. Summaries within a text offer a natural point for reflection and indicate that a new part of the story is about to start. If, for example, a business case has so far discussed market developments in, say, MP3 players and then discussed the company’s pipeline, then a way to start the next segment on innovation could be something like this:
‘So, considering that market demand for high-end MP3 players is rising, and we only have one such player under development, we need to invest more in innovation.’
Enumeration
It helps the reader when a sequence is announced and managed. You first need to announce that ‘the implementation plan will have four phases’, or that there are ‘three different prototypes we are considering for production’. The next step is to help the reader by enumerating the steps: ‘First we’, ‘The second option’, ‘Thirdly,’ and ‘Lastly,’. These words are more effective when used at the beginning of sentences and paragraphs.
Balance
The length of sentences and paragraphs has an effect on the structure as a whole. A balanced text is easier to read, particularly when dealing with a complex subject and the reader has less attention than perhaps you would like. So what is balance and how do you achieve it in writing? Balance means that a sentence or paragraph is long enough to gain momentum, but not long enough to exhaust. Consider an optimum of around 2 to 3 lines for a sentence and 6 to 10 lines for a paragraph. Avoid using short sentences too often. Those that are very short. They break the rhythm of a text. This is annoying. One short sentence is okay. Two are fine as well. But don’t overdo it.
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